SOP on tracking of unaccountable mails

No: 34-01/2022-D

Government of India

Ministry of Communications

Department of Posts

Mail Operations Division

Dak Bhawan, New Delhi-110 001

To,

CPMSG

Delhi, Maharashtra, Karnataka, Telangana, Tamil Nadu and West Bengal

Subject: Regarding tracking of unaccountable mail

Unaccountable mail constitutes the largest share of the Department's annual mail traffic (approximately 90 crore items) and forms the backbone of Universal Postal Services, encompassing letters, newspapers, magazines, government communications, and social-sector mail. However, the Department currently lacks a reliable, system-generated mechanism to accurately determine annual volumes of induction, processing, and delivery. Existing estimates rely on manual counting conducted for 15 days, twice a year, with the results extrapolated to derive annual figures—an approach that limits accuracy and undermines the reliability of planning.

To address these challenges, the Department has decided to introduce a low-cost, internal barcode-based tracking system at defined operational stages to capture aggregate data on the induction, processing, and delivery of unaccountable mail. This system is intended solely for internal monitoring and will not be used for item-level tracking or external reporting.

2.1 Expected benefits of tracking of Unaccountable mail will be as follows:

a. Reliable volume data for planning and forecasting

b. Improved operational control and accountability

c. Data-driven manpower and network rationalization

d. Stronger grievance handling

e. Evidence-based tariff reform

The availability of accurate volume count can utilize for underway tariff revision of Unaccountable Mail.

Accordingly, a mechanism for the induction of unaccountable articles, along with processing and delivery updates from delivery offices, has been developed in the APT application and successfully tested as a Proof of Concept (PoC) in select offices of the Delhi Circle (process flow in APT application is enclosed in Annexures A). Based on the successful outcome, it has now been decided to expand this in Metro Cities in following manner.

3.1 POC will start at one Major Bulk Induction Point (PSO or BPC having direct bagging facility to mapped POs) and all delivery offices of one Postal Division of each Metro City. Circles shall identify these offices and communicate the details by 06.04.2026.

3.2 Circles shall nominate a Single Point of Contact (SPOC) at the IP/ASP level, who will be responsible for the implementation of the POC in the selected offices. The Directorate and CEPT team will coordinate exclusively with the designated SPOC only. Details of officers shall be communicated by 06.04.2026

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

(i) Printing of Barcode Series: Barcode Series (attached in the Annexure B) is being allotted to Circle. Circles shall further allocate barcode series to bulk customers based on the quantum of mail tendered. Pending printing of dedicated barcode series, existing "R" series barcodes may be utilized temporarily. Identified barcode series for Unaccountable articles and bags (W Series, VM Series for Manipal BPC, LB Series for bags, and SBM Series for Manipal BPC bags) shall be strictly adhered to. (Annexure-C and D). Distribution of barcodes should be done based upon the quantum of mail being inducted at each induction point.

"R" series barcodes, shall be utilized during the POC or until the newly allocated barcode series is printed and made available

(ii) Sensitization of bulk customers: In respect of major bulk mailers/printers, Circles shall sensitize customers to either print the allocated barcode series on the articles they tender or paste pre-printed barcodes on them. This will enable the Department to establish a comprehensive monitoring mechanism for ensuring effective delivery of unaccountable mail. Customers may also be advised to give the booking data in excel format.

(iii) Arrangement of Hardware: Necessary hardware including barcode scanners and computer systems shall be arranged at all Induction Points, Processing Hubs (L-1/L-2), and Delivery Post Offices within the prescribed timelines.

(iv) Deployment of Staff: Adequate staff shall be deployed at induction points for affixing barcodes (where required) and for ensuring timely scanning at all prescribed stages.

4. The following scanning architecture shall be followed for tracking of Unaccountable Mail:

 

SN	Scanning stage	Level	SN	Scanning stage	Level
Article-Level Scans (Total – 5)			Bag-Level Scans (Total – 6)
1	Induction of article (including Excel upload for bulk customers)	Article	1	Bag Dispatch from Office of Induction	Bag
2	Bag Closing at Office of Induction	Article	2	Bag Receipt at Origin Processing Hub	Bag
3	Bag Closing at Origin Processing Hub	Article	3	Bag Dispatch from Origin Processing Hub	Bag
4	Bag Closing at Destination Processing Hub	Article	4	Bag Receipt at Destination Processing Hub	Bag
5	Invoicing to Postman at Delivery Post Office	Article	5	Bag Dispatch to Delivery Post Office	Bag
			6	Bag Receipt at Delivery Post Office	Bag

(A similar process of article-level and bag-level scanning shall be followed at intermediary hubs. The existing TMO level scanning of Unaccountable bags will be continued)

Delivery Post Offices shall update delivery status in the system under three categories: Delivered, Returned, or Redirected. Scanning for return journey is not required at processing hubs.

Development of an online mechanism for accounting and reporting of revenue generated through Unaccountable Mail (franking, stamp affixed, WPP, etc.) will be taken up in Phase-II.

The matter may be accorded top priority, and compliance status on the above action points may be furnished to the Directorate within the stipulated timelines.

Circles are requested to talk to some big mailers, who can participate in the testing stage as their views would be critical for the project's success

Copy to:

• GM (CEPT) for information and n/a

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