Proper Treatment and Delivery of Registered Mail with Registry Return Receipt (RRR)
PHLPOST Circular No. 59-16 emphasizes the importance of proper handling and timely delivery of registered mail accompanied by a Registry Return Receipt (RRR). It reiterates existing guidelines to ensure that registered mails are accurately recorded, and RRRs are completed correctly and returned promptly to senders, particularly for court-related communications. Post Offices are instructed to maintain accountability and follow up on any RRRs not returned within three days, while all RRRs must be sorted and sent back to the respective senders weekly. Non-compliance with these regulations may lead to liability for Postmasters and designated personnel. The circular calls for strict adherence and monitoring of these procedures to enhance service performance and uphold the reputation of the Philippine Postal Corporation.
August 26, 2016
PHLPOST CIRCULAR NO. 59-16
| SUBJECT | : | Proper Treatment and Delivery of Registered Mail with Registry Return Receipt (RRR), Reiteration on the — n |
Registered Mail service is one traditional service mostly availed by government offices, Court offices, law firms and other agencies that require return of information or delivery status thru the Registry Return Receipt (RRR). They pay additional fee for the RRR and therefore expect its return on time with all the required information on it. However, despite issuances on the proper treatment and delivery of registered mail with RRR, there are still Post Offices that do not comply with said regulation. Incomplete or improperly filled-out RRR/AR causes delay in the sorting and delivery of the said item that results to queries and complaints from the mailing public. In most cases, RRRs are not returned to senders so they are at lost as to the disposition of their mails. It must be emphasized that the immediate return of duly accomplished registry return receipt is very vital in the transactions/operations of our customers, particularly those of court mails.
These lapses must not be tolerated as they create adverse effect on our service performance and to the image of the Corporation as a whole.
In this regard, PHLPost Circular No. 15-23 re: Revised Guidelines in the Treatment and Return of Registry Return Receipt (RRR) is hereby reiterated for the information and guidance of all concerned:
I. Destination/Delivery Post Office
1. Recorders at the Domestic Registry Section/Unit (Incoming Mails) shall make sure that registered mails with RRRs are properly recorded and identified.
2. The reverse side of the revised RRRs shall be postmarked to show the date of receipt by the delivery post office.
3. Releasing clerks of registered mails shall advise the Letter Carriers that they must submit the RRRs to the Postmaster or a person in-charge shall be designated to collect RRRs after each delivery.
4. Upon delivery of the registered letter, the Letter Carrier must detach the RRR and require the addressee/recipient to affix his/her signature and date of delivery in the space provided for such purpose. All information needed must be clearly written on the RRR. The Letter Carrier shall likewise write/indicate his complete name in the space provided at the back side of the RRR.
5. All RRRs must be turned-over to the Chief or In-Charge after delivery or upon arrival from their delivery route.
6. The Chief or In-Charge of RRRs shall follow up and collect from the Letter Carriers RRRs that have not been returned after three (3) days from the date of release.
7. All RRRs shall be sorted per delivery Post Office of destination or per Post Office that has delivery jurisdiction on the return address of the sender.
8. The RRRs shall be placed in an envelope with the Transmittal List (Annex 1) addressed to the Postmaster of Office of destination. Each envelope/wrapper shall be noted "RRRs".
9. They shall be returned/mailed back to the concerned delivery Post Office every FRIDAY of the week via OFFICIAL BUSINESS MAIL SERVICE.
10. The destination Office shall likewise deliver the RRRs without delay to the respective senders. CAIHTE
11. The destination/delivery post office shall be able to reply on the follow-up of the office of mailing/origin regarding delivery status of registered mails. When the RRR has been lost or misplaced, a Delivery Certification shall be immediately issued upon written request of the sender.
Be reminded also that under Memorandum Circular No. 09-05, the concerned Postmaster and the designated In-Charge shall be held liable in case of complaint due to non-compliance to this order, without prejudice to filing of appropriate charges.
All Area Directors shall ensure that this Circular is properly disseminated to all concerned employees for their information and guidance. The Support Service Managers shall likewise monitor compliance of post offices to this Circular.
For strict compliance and monitoring.
(SGD.) JOEL L. OTARRA
Corporate Officer-in-Charge
n Note from the Publisher: Copied verbatim from the official copy