Regarding Pan India rollout of Tracking of Unaccountable Mail functionality of APT

No: 34-01/2022-D

Government of India

Ministry of Communications

Department of Posts

Mail Operations Division

Dak Bhawan, New Delhi- 110 001

Dated: 09.06.2026

To,

All CPMsG

Subject: Regarding Pan India rollout of Tracking of Unaccountable Mail functionality of APT

Unaccountable mail constitutes the largest share of the Department's annual mail traffic (approximately 90 crore articles) and forms the backbone of Universal Postal Services, encompassing letters, newspapers, magazines, government communications, and other similar mail items. However, the Department currently lacks a reliable mechanism to accurately determine the annual volume of unaccountable mail. At present, estimates are derived through manual counting conducted for 15 days twice a year. This methodology has inherent limitations in terms of accuracy and impacts the reliability of operational planning.

Accordingly, the functionality for induction and invoicing of unaccountable articles has been developed in the APT application and was successfully rolled out in all Metro Cities w.e.f. 15.05.2026.

It has now been decided to extend this mechanism to all remaining Circles (i.e., all Postal Divisions other than those falling under Metro Cities) w.e.f. 15.06.2026. This rollout is in line with the timeline prescribed in MoC Dashboard.

Circles shall nominate a Single Point of Contact (SPOC), preferably of the rank of Inspector Posts (IP) or Assistant Superintendent of Posts (ASP), at the Circle, Regional, and Divisional levels. The nominated officers shall be responsible for ensuring the successful rollout of the functionality across all induction points and delivery offices within their respective jurisdictions. Details of the nominated officers may be furnished to the Directorate by 12.06.2026 to facilitate smooth implementation.

In order to ensure smooth and timely implementation, Circles are requested to initiate the following actions on priority:

(a) Printing and Distribution of Barcode Series: Barcode series for unaccountable articles and bags (enclosed as Annexure-A and Annexure-B respectively) are being allotted to Circles. Circles shall further allocate barcode series to bulk customers based on the volume of mail tendered by them. Pending the printing and availability of the newly allotted barcode series, the existing "R" series barcodes may be used temporarily. Distribution of barcode series shall be carried out judiciously, considering the volume of mail inducted at each induction point. The allotted barcode series for unaccountable articles and bags shall be strictly adhered to.

(b) Sensitization of Bulk Customers: Major bulk mailers and printers may be sensitized to either print the allotted barcode series directly on the articles tendered by them or affix pre-printed barcodes before presentation. Customers may also be advised to furnish booking data in Microsoft Excel format to facilitate seamless induction.

(c) Arrangement of Hardware: Necessary hardware, including barcode scanners and computer systems, shall be arranged at all induction points and delivery post offices within the prescribed timelines.

(d) Deployment of Staff: Adequate manpower shall be deployed at induction points for affixing barcodes, wherever required, and for ensuring timely scanning of articles at all prescribed stages.

(e) Training and Capacity Building: Proper training and sensitization of operational staff shall be undertaken regarding barcode affixing, scanning procedures, and related operational processes.

(f) System Readiness: Uninterrupted internet/network connectivity and system readiness shall be ensured at all concerned offices.

(g) Monitoring of Operations: The operational workflow shall be closely monitored in accordance with the prescribed process flow, and any issues encountered during the rollout shall be resolved promptly.

The following process flow shall be followed for induction and invoicing of unaccountable mail:

A. Induction at Bulk Booking Points

• Bulk customers shall be encouraged and sensitized to present articles with barcodes already affixed.
• Barcode series shall be allocated to bulk customers from the Circle-allotted series for unaccountable mail.
• Necessary arrangements shall be made for affixing barcodes on retail articles as well as on bulk articles until bulk customers commence affixing the barcodes on the articles tendered by them for induction.
• Articles shall be inducted into the system through the prescribed process in APT application.

B. Delivery Offices

• Articles shall be invoiced to the Postman through the system.
• Circles shall disseminate these instructions to all subordinate units and offices under their jurisdiction to ensure the induction and invoicing of all unaccountable mail in the APT application.

Copy to:

GM (CEPT) for information and n/a

(Dr. Pradeep Kumar)

DDG(MO)