TREATMENT AND RETURN OF REGISTRY RETURN RECEIPTS (RRR)

Improperly filled out and non-return of Registry Return Receipts
(RRR) are one of the common complaints and reason for inquiry by regular
mailers/customers of Registered Mails not only in the Central Office
but also at post offices. Everyone is reminded that Registered Mail is
considered as the safest and most reliable service that the Corporation offers. The service is enhanced through the RRR wherein the mailers are
made to pay for additional fee and therefore expect that the same will
be returned on time with all the required information on it.

It has been observed also that mailers go back and inquire about the
RRR at the post office where they mailed. To regain the trust of these
mailers on the reliability of Registered Mails, henceforth, RRR shall be
returned immediately after delivery via DEMS as follows:

a. To the Postmaster of the post office of mailing/posting – when sender is a government agency, law firm/lawyer or company.

The post of mailing/origin shall be responsible for the
return/delivery of RRR to the sender. As such, the mailer shall be
informed that the RRRs shall be checked/ claimed at that post office.

A notice to the mailer shall be displayed at the Registry Counter to remind the mailer as follows:

NOTICE
(For Government agencies, law firms/lawyers, & companies)

“ Please check for/claim your Registry Return Receipts/Cards at Window No._________”

b. To the Postmaster of the post office of delivery that has
delivery jurisdiction at the sender’s address – for individuals/personal
mailers

For easy distinction, we shall now be using two colors of RRRs:

a. PINK Colored RRR – for business mailers
b. BLUE Colored RRR – for individual mailers

In this connection, the treatment and delivery of RRR is hereby prescribed as follows:

I. At Acceptance Office

The Post Office of Mailing of a Registered Mail with RRR shall
maintain a daily control/record of all Registered Mails posted in its
office. Mailers like law firms, lawyers, government agencies and
companies or regular bulk mailers of Registered Mails shall be informed
to claim the RRR at their post office.

Every post office shall endeavor to get the contact number of its
regular mailers to be able to call them up in case of non-pick-up of
RRRs. Mailers/senders that requested to have their RRRs delivered at
their address shall be entertained but their RRRs shall still be
monitored. As such, the post office of mailing shall enclose all RRRs of
that sender in an envelope/wrapper and mail them through Registered
Mail.

The following shall be observed:

a) Make sure that the Registered Mail contains the complete name
and address of both the sender and addressee. The RRR should contain the
return address of sender and the Registered Number should be written on
the space provided for it.

b) The name of the Post Office of Mailing shall be clearly
written/rubber stamped on the upper portion of RRR for immediate
distinction by the Office of Destination/Delivery.

c) The Registry Receiving Clerk or the one issuing the Registry
Receipt shall make sure that Registered Mails with RRR are properly noted/marked in the Registration Book.

The Postmaster shall designate an incharge who shall monitor the
return of RRR and deliver/return them to sender/mailer. A Record of all
Registered Mail with RRR shall be maintained (filed in chronological
order) as basis for the monitoring and control of the returned RRRs,
which may be as follows:

1. Prepare a separate Sheet/Monitoring List of Returned RRRs with this format:

 

Date

Registered No.

Sender

Destination

Date of return/receipt At PO of Mailing

Signature of Sender (A/Receipt)

 

2. To avoid double recording, the Post Office may use for
monitoring the transmittal slip/mailing list provided by mailer posting
bulk registered mails, or

3. Extra copy of the Registration Bill Book Inner Bill which clearly marked Registered Mails with RRR.

Returned RRRs shall be checked/marked in the Monitoring List.
When the RRR has not been returned after 30 days from the date of
mailing, the Postmaster or his designate, shall notify/make a follow-up
to the destination post office to know the status of the mail (for RTS,
hold etc.) or return may have just been neglected.

Any post office that failed to return the RRR where sender
complained of not receiving an RTS after being followed up shall be
reported to the Office of the Asst. Postmaster for Operations indicating
all the particulars of mailing and disposition of the subject
Registered Mails.

The sender/mailer shall sign in the Acknowledgement Receipt for the returned RRR.

d) In recording Registered Mail with RRR for dispatch, the
letters “RRR” shall be written immediately after or under the Registered
Number in the Inner Bill/Registry Book (ex. 123 RRR or 123/RRR.)

II. At the Mail Processing Office, CMEC and MDC

a. The complete Registered Number, including the letters RRR for
those attached with RRR shall be so captured and indicated in the Record
of Dispatches/Inner Bill. This is to serve as guidance and alert the
delivery post office of its obligation to return the same to the post
office of mailing (for business/bulk mailers) and to the post office of
delivery (for individuals or personal mails).

III. At the Destination/Delivery Post Office

a. Recorders at the Local Registry Section/Unit (Incoming Mails)
of the Delivery Post Office shall make sure that the Registered Numbers
of Registered Mails with RRR are properly recorded and identified.

b. Releasing Clerks of Registered Mails shall advise the Letter Carriers to return to them the RRRs immediately after delivery.

RRRs shall be followed up and collected from Letter Carriers when
the RRRs have not been returned after three (3) days from the date of
release.

The Chief or Incharge of the Local Registry Section/Unit shall be
responsible for the return/mailing of RRRs to the Postmaster (of the
post office of mailing for business Registered Mails or to the post off
ice of delivery for individual/personal Registered Mails.) via DEMS.
Each envelope/wrapper shall be noted “RRR/s.”

c. The destination/delivery post office shall be able to reply on
the follow-up of the post office of mailing/origin regarding delivery
status of Registered Mails. When the RRR has been lost or misplaced by
the post office, a Delivery Certification shall be immediately issued
without requiring any fee from the sender.

Regional Directors, Operations Directors, Postal District Managers,
and Postmasters are enjoined to effect widest dissemination of this
Order and ensure compliance by all concerned.

The concerned Postmaster and the designated incharge shall be held
liable in case of complaint due to non-compliance of this order.

White RRR may still be attached to Registered Mail of Individual
mailer, until the stock is consumed, and the old Pink RRR for business
mailer.

All previous memoranda/orders issued in conflict herewith are hereby revoked accordingly.

This Order shall take effect on April 15, 2009.

Adopted: 20 March 2009

(SGD.) HECTOR R. R. VILLANUEVA
Postmaster General and CEO