Inspection of Administrative and Operative Post office Guidelines dated 04.06.2021

In view of prevailing unprecedented situation that arose due to outbreak of COVID-19 across the country in 2020, the prescribed percentage for inspection of Administrative and Operative Offices within the earmarked quarters in the inspection year 2020 and 2021 was changed as a one-time measure by the competent authority vide Directorate’s letter no. 10-01/2020-Inspn dated 26.05.2020.

  It was further decided by the competent authority that 10% of the total inspections of 2020 (4th quarter of 2020) which were carried forward to the 1st Quarter of 2021, are not required to be inspected again in 2021. This was circulated vide Directorate’s letter no. 10-01/2020-Inspn (Pt.) dated 15.12.2020.

 Now, taking into consideration the outbreak of the second wave of COVID-19 across the country, it has been decided by the competent authority that the inspections to be carried out within the earmarked quarters as per percentage fixed for Administrative and Operative Offices in the approved Annual Inspection Programme for the year 2021, will undergo change as explained in below.

(a) No change will be there in the inspections scheduled for the first quarter of 2021.

(b). In view of the impact of the second wave of COVID-19 pandemic and consequent curfew declared in many parts of the country, inspections scheduled for the inspection year 2021 may be carried out as below:

(i) The extant timeline of carrying out the annual inspection within one year from the date of last inspection is extended to 15 months from the date of last inspection. This is allowed strictly as a one-time measure in respect of the inspections originally scheduled to be carried out from April 2021 to March 2022 only.

 (ii) 10% of the total inspections out of the 35% scheduled during the 2nd quarter of 2021 shall be carried out during the said quarter, which leaves a balance of 25% of total inspections to be carried forward to the 3rd Quarter.

 (iii) This carried forward balance of 25% of the total inspections of 2021 originally scheduled during the 2nd Quarter as mentioned in pre-para and 5% out of 30% of the total inspections of 2021 originally scheduled during the 3rd Quarter shall be carried out during the 3rd Quarter. The revised inspection programme shall be prepared in such a manner that 30% of the total inspections of 2021 are carried out during the three months of the 3rd Quarter. Thus, 25% of the total inspections originally scheduled during the 3rd quarter shall be carried forward to the 4th Quarter.

 (iv) This carried forward balance of 25% of the total inspections of 2021 already scheduled during the 3rd Quarter, shall be carried out during the 4th Quarter. In other words, 25% of the total inspections of 2021 shall be carried out during the three months of the 4th Quarter.

 (v) This leaves a balance of 10% of inspections originally scheduled for 4th Quarter of 2021 which shall be carried forward to the first Quarter of 2022.

 (vi). Inspection Programme at all levels shall be revised and submitted for approval of the competent authority within 15 days of receipt of this letter.

 (vii). Time limit for submission/ review of Inspection Reports shall continueas per the extant instructions.

 (viii). Staggering of inspections shall be applicable to inspection programmes of all inspecting authorities of the Sub Division/ Division/ RO/ CO (i.e. Sub Divisional Heads, Divisional Heads, DPS, PMG, CPMG)