Implementation of Common Organizational Structure in Department of Posts

Reference: No. Y-38/2/2026-PE-II-DoP dated 20 July 2025

Objective

The Department of Posts has decided to implement a uniform organizational structure across Circle, Regional, and Divisional Offices to align with the Directorate's hierarchy and improve efficiency, accountability, coordination, and service delivery.

The initiative aims to:

• Eliminate duplication of work.
• Reduce delays in decision-making.
• Ensure uniform handling of subject matters.
• Improve coordination between Directorate, Circles, Regions, and Divisions.
• Strengthen accountability and operational efficiency.
• Support business growth and customer-centric operations.

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Key Principles

1. End-to-End Vertical Accountability

• Every business vertical will have clearly designated officers.
• Officers will be accountable for operational and commercial performance of their assigned vertical.

2. Separation of Vertical and Horizontal Functions

• Vertical and horizontal responsibilities should be assigned to different officers wherever possible.
• This ensures focused governance and business outcomes.

3. Standardized Nomenclature and Roles

• Uniform designations and functional titles will be adopted across all administrative units.
• Structures will align with Directorate-level organization.

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Major Organizational Changes

A. Head of Region

• Each Region will have only one designated Head of Region.
• The post may be held by a JAG or SAG officer.
• Intended to:
  • Reduce administrative layers.
  • Speed up decision-making.
  • Improve accountability.

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B. Creation of Head – Logistics in Every Circle

A dedicated Head – Logistics will be created in every Circle.

Responsibilities

• Mail processing operations.
• Logistics management.
• Parcel and International Mail business.
• Sales monitoring.
• Operational efficiency and service quality.

Administrative Control

Will oversee:

• RMS Divisions.
• MMS Units.
• Other logistics-related establishments.

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C. Creation of Head – Sales in Every Circle

A dedicated Head – Sales will function under Head – Logistics.

Responsibilities

• Marketing strategy.
• Business development.
• Revenue growth.
• Key customer management.
• Sales operations for:
  • Mail
  • Parcel
  • International Mail

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Circle Office Structure

Group Officers (APMGs/ADs) will be aligned with Directorate functions covering:

• Vigilance
• Investigation
• Inspection
• Logistics
• PLI
• Financial Services
• Recruitment
• Staff & HRD
• Estates & Technology
• Legal
• CCS
• CPC
• Mails
• Parcels
• Passport & G2C Services
• Aadhaar & Media

Smaller circles may combine branches without disturbing the functional hierarchy.

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Regional Office Structure

Regional Offices will adopt a standardized structure with officers handling:

• Logistics
• CCS
• Financial Services
• PLI
• Staff & Establishment
• HRD
• Legal
• Marketing
• Public Grievances
• Mails
• Parcels
• Technology
• Vigilance
• Inspection

Portfolio rationalization may be done while preserving hierarchy.

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Divisional Office Structure

Additional Logistics Officer

Divisions with significant logistics potential may receive an additional ASP/IP exclusively for:

• Logistics operations
• Sales
• Business development
• Mail and Parcel business

Major Divisional Portfolios

• Staff
• Logistics
• CCS
• Inspection
• Establishment
• HRD
• PLI
• Public Grievances
• Estates
• Financial Services
• Technology
• Marketing
• Vigilance & Investigation

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RMS Organizational Structure

RMS Divisions will be strengthened with dedicated officers.

Three Dedicated ASP/IP Officers

1. Operations Officer

Responsible for:

• Mail processing.
• Transmission.
• Operational performance.
• Quality standards.

2. Administration Officer

Responsible for:

• Establishment matters.
• Personnel management.
• Vigilance.
• Disciplinary cases.
• Office administration.

3. Transportation Officer

Responsible for:

• MMS operations.
• Road Transport Network (RTN).
• Mail and parcel transportation.

Additional officers may be assigned for inspections and compliance monitoring.

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Implementation Instructions

All Circles must:

• Review existing organizational structures.
• Map current assignments to the revised framework.
• Populate the prescribed "As-Is" and "To-Be" Excel template.
• Implement the revised structure within their jurisdiction.

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Compliance Timeline

• Implementation Completion: By 31 July 2026
• Compliance Report Submission: To Directorate by 31 July 2026

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Expected Benefits

✅ Uniform organizational structure across India Post
✅ Faster decision-making
✅ Clear accountability and ownership
✅ Better coordination between all levels
✅ Improved logistics and business development focus
✅ Enhanced operational efficiency and governance
✅ Stronger customer service and revenue growth

Issued with the approval of Secretary (Posts).
Signed: Dushyant Mudgal, DDG (Establishment)
Department of Posts