Expected duty list of a Postmaster Cadre official

Compiled List of Duties of a Postmaster
Detailed list of duties and responsibilities of the Postmaster is given as below.

Weldon Mr Suresh Babu PM Gr I Coimbatore Dn. Tamil Nadu. This list will be useful to all Postmasters.

A. Daily List of Daily Duties of a Postmaster

1. Opening of office

2. Supervising Cleaning and mopping of office

3. Ensure punctual attendance of staff

4. Maintenance of Attendance register

5. Allocation of duties to staff for the day

6. Attending Table Sorting of Mails received for delivery

7. Identification of Unpaid and Insufficiently Paid articles

8. Maintenance of Unpaid Register

9. Authorisation of Mos and Emos for delivery

10. Authorisation for Treasurer for payment to Postman

11. Check Registered / Speed Post articles received

12. Ensure Postman to Proceed on for delivery in time

13. Check Letters and Circulars received

14. Circulate circulars for Staff

15. Attend Phone Calls

16. Check emails

17. Check CCC complaints

18. Check ePost messages received for delivery

19. Check Articles booked at counter in random

20. Prepare cheques for Wdls above 20000/-.

21. Attend supervisory work for SB transactions

22. Check Sanchay Post Pending forms for sanction.

23. Check cash excess or shortage with treasurer

24. Order Drawal of Cheques from bank / Cash

25. Order Remittance of Cash to Bank / Cash Office.

26. Attend Public enquires and complaints at office

27. Check filing of work papers of the previsous day

28. Ensure Punctual Clearance of Letter boxes

29. Supervise sorting of outward ordinary mails

30. Check Postman Return within dispatch schedule

31. Check Articles returned by postman

32. Check Redirection / Refused / left articles for dispatch

33. Check Payment vouchers of eMos and Mos

34. Ensure Articles returned are dispatched on the same day

35. Check of Standard Remarks by Postman

36. Check all articles booked are dispatched on the same day.

37. Check articles in deposit with the Abstract

38. Collect Articles in deposit for safe custody

39. Ensure undelivered insured articles with treasurer

40. Check VP articles in deposit with VP Register

41. Check Consolidation of VP / MO

42. Check Registered / Speed / Parcel Abstract and sign

43. Check POS account verification for all staff

44. Authorize eMos booked

45. Check submit accounts for Postman / window

46. Check and sign Schedules printed in POS / Postman

47. Check TCB with the physical balance of cash and stamps

48. Check for incorporation of accounts in Daily account

49. Invoicing Documents and requests in daily account

50. Generating and Printing of Daily Account

51. Cross check Documents with Daily account

52. Preparation of Account Bag for dispatch

53. Closing of Office.

B. Additional Duties of a Postmaster of Post offices with Bos

54. Ensure Articles for Bos are sorted

55. Ensure accountable items are invoiced in Bo slip

56. Ensure Instructions and circulars are sent to Bo

57. Ensure cash request and cash remittance to BO

58. Ensure supply of forms and stationery to Bo

59. Ensure closing of BO bag in time for conveyance

60. Opening of BO bags

61. Check remittances sent is acknowledged

62. Check remittances received at office with TCB

63. Check BO daily account items with vouchers

64. Check for same day delivery of mails at BO

65. Check for articles in deposit with reasons

66. Check Mos in Deposit with reason

67. Check for request for cash and stamps.

68. Check accounts and closing balances of Bos

69. Check for accounting of unpaid articles at Bos

70. Order and Sign BO daily account.

71. Check and sign the BO summary posted .

72. Transfer of Items and Vouchers to respective branches

73. Check for incorporation of BO accounts in SO

74. Check for any irregularities , Ommission in BO

75. Reporting of any such to the Concerned authority.

C. Daily Duties relating to Softwares at Office

76. Switch on Server and ensure Client Systems are on

77. Authorise Day Begin, Shift begin packages in sequence

78. Activate or Inactivate users accordingly

79. Change Names of Postman if any for the day

80. Allocate work for the day in each software

81. Check Consolidated reports in POS at regular intervals

82. Order Cash tranfer to Treasurer from Pos / SB counter

83. Submit Postman Cash to Treasurer

84. Tranfer VP Particulars for POS for booking

85. Authorise SB transactions at Sanchay Post

86. Submission of accounts for Postman

87. Verification of transactions for POS

88. Verification of SB transactions at SB Cash

89. Day end / Shift end of Softwares in Sequence

D. Occational Duties of Postmaster in maintenance of

systems and equipments at office

90. Check UPS and Batteries at office

91. Check Genset periodically for cleaning and servicing

92. Purchase of Diesel /Kerosene for gensets

93. check printers for refilling and gatridge changes

94. Ensure cleaning of all systems by AMC thro DO

95. Ensure Disk cleaning and defragmentation

96. Check Back-up

97. Ensure updation of software thro Sas

E. Daily Duties relating to Systems and softwares

98. Ensure that all communication packages work.

99. Updation of MIS

100. check emails and sites for updation

101. Reply to Complaints at CCC website

102. Transfer of sanchay post data

103. Transfer of DB analyser data.

104. Watch for Updation of antivirus and OS

105. Ensure upgradation of Drives and space in system

F. Standard Duties of Postmaster relating to office

Accounts / Assets and fittings

106. Maintain Stock book for all furnitures fittings

107. Maintain stock books for all display boards

108. Maintain stock / history sheets for all systems and devices

109. Maintain stock book for all sotware CDS

110. Maintain stock book for all stationery items

111. Maintain stock book for all SB related items

112. Maintain stock book for all Postal Stationeries

113. Maintain stock book for all unservicable items of the office

114. Maintain stock book for all condemned items

G. Duties relating to Preparation of Accounts and statements ( Monthly)

115. Preparation of SMR and submission to HO

116. Preparation of Annexure II statement for DO/RO/HO

117. Preparation of SO account month wise

118. Preparation and submission of Returns for Ist and II nd periods

119. Submission of Paid substitute bills for postman.

120. Preparation of Leave orders and APAR for Postman if any

H. Duties relating to the Head Post offices

121. Daily submission of ECB memos if any

122. Checking of SO Slip and documents there on

123. Payments relating to salary and mazdoor for staff

124. Payments relating to GPF and other advances

125. Preparation of Bills paid list for Hos

126. Settlement of OM from Hos and SBCO

127. Updation of erros in Sanchay Post softwares

128. Printing and forwarding of halfyearly balances for RD , MIS

I. Duties relating to Inspection Reports and Verification Reports

129. Compliance report for IR s and Vrs

130. Explanations and reporting for IR s and VR s

131. Facilitating for inspection records

132. Maintenance of Order book

133. Verification of memos received from Sub Divisions

134. Submission YVR and HYR

J. Duties relating to his own office

135. Preservation of records according to periods

136. Maintenance of MDW, DMSL , Duty chart , Book of information

137. Maintenance of Complaints and suggestion Book

138. Maintenance of CMAP

139. Drawal of cheques for Payments for accounts closed

140. Drawal of cash from bank

141. Maintenance of remittance register for cheques / cash to banks

142. Ensuring clearance of cheques presented to bank

143. Updation of date of clearance of cheques for ebills

144. Maintaining Office Order book

145. Daily check on closing stamp advance for office and staff

146. Ensuring cleaning of all seals and stamps of office

147. Check and signing Book of Postmarks on daily basis

148. Ensuring staff for relief on leave / Deputation / Training

149. Attending customer enquiries at office and clarification of doubts

150. Indenting for Forms and stationery

151. Indenting for stamps

152. Indenting for cash certificates

153. Indenting for Pass book and other registers

K. Duties as a Care taker of the Office Building and premises

154. Outside campus cleaned and garbage removed

155. Watering of plants/trees/lawn

156. Cutting of hedges and trimming of trees whenever required

157. All the campus lights and back lit boards in working order

158. Cleaning and mopping of office floors with disinfectant

159. Cleaning and mopping of counter area twice a day or more as per the

custome traffic and emptieng of waste paper baskets in public hall/office hall

160. Dusting of furniture/counters

161. Cleaning of window glass panes / counter glasses with water/spray

162. Cleaning of toilets after every two hours with phenyl/ disinfectant and

availability of water

163. Cleaning of wash basin and availability of naphthalene balls

164. Punctuality of staff

165. Availability of soap/liquid soap in toilet

166. Mopping of drinking water area every half an hour

167. Availability of sufficient cash at the counters

168. Fans / Tube lights/roof/walls to be cleaned at least once in a month

169. Free availability of forms used by the

170. customers at the identified place in public hall

171. Genset is in working order

172. Availability of sufficient diesel

173. UPS in working order – water level of batteries checked

174. Availability of sufficient office stationary

L. Duties relating to BD and Marketing

175. Ensure sale of Retail Post items for Business

176. Market all retail post items

177. Ensure placement of Advertisement Boards in and out of office

178. Ensure sufficient stock of Retail Post items by Proper indenting .

179. Attend meetings and melas

180. Provide Daily / Weekly / Monthly / quarterly / halfyearly / Annaul reports as


M. Duties relating to E based services

181. Market and book IMOs and Videsh Mos at office

182. Facilitate customer with refreshment for IMT transactions

183. Explain features of e products and service

N . Duties relating to PLI and RPLI

184. Procure PLI and RPLI business for the target alloted to the office

185. conduct melas and Drives for RPLI

186. Process policy proposals for submission to Sub Divisional Head

187. Account Proposals and Insured value procured at office and Bos

188. Issue Certificate of Credit for Premiums paid at the office

189. Process and send loan / closure / maturity of policies

190. Payment of Maturity / loan for policies at office marked by HO

191. Motivate Postman and GDS officials for procurement of RPLI policies

O . Duties relating to repairs to Software / systems and equipments

192. Log call with the AMC company for repair to systems and equipments

193. Inform DO / SA on software problems

194. Inform RO on problems referred to .

195. Record all problems relating to software / hardware and equipments

196. Ask for replacement of systems and equipments for repaired once

197. Call log with BSNL authorities for internet connectivity problems

P. Duties relating to office expenditure

198. Use of telephones only for official purpose

199. ensure the bill doesnot exceed the authorised limit for the Office

200. endure forms are not misused at office

201. Ensure electric appliances are switched off when not in use

202. Ensure that office stationery are not put to waste


  1. Duties to work as Sub Appointing Authority is not given.
    1) Granting of leave to Postmen and issuing leave orders.
    2) Substitute arrangement for GDSs working in the office.
    3) Filling up of vacant GDS posts in his office as Sub Appointing Authority and mainteance of PFs of Postmen, APARs of Postmen and Maintenance of PFs of GDSs

  2. Aur kuch baki he kya?Postmaster will do everything then what will do the other staffs?Inspite of that PM GR-I will get grade pay-2800/-.This is the life of POSTMASTE CADRE.

  3. VERY GOOD ! dear friend all this is incomplete untill this is braught to thje notice of directorate/ competant court in a authenticated manner through the adhoc body of our this continuation the powers of a postmaster which are almost -nil or seised by the local administration to please the inspecting authorities, should also be taken into account. otherwise postmaster ram bharose tha, ram bharose hai , ram bharose chalta rahega yahi geeta ka gyan mankar dabta /pistya rahega . dhikkar hai!
    thank you aapne kucha to socha.

    pargai uttarakhand