QuestionsQuestions (PPC MEMORANDUM CIRCULAR NO. 09-05)
It prescribes the treatment and return of improperly filled out and non-returned Registry Return Receipts (RRR) to address complaints and improve public trust in the reliability of Registered Mail, by requiring prompt return of RRRs via DEMS and setting detailed procedures for post offices and clerks.
RRR is an enhanced service because mailers pay an additional fee; therefore, they expect the RRR to be returned on time and with the required information properly filled in.
It is returned to the Postmaster of the post office of mailing/posting (the origin post office). The origin post office is responsible for checking/claiming and delivering/returning the RRR to the sender.
It is returned to the Postmaster of the post office of delivery that has delivery jurisdiction at the sender’s address.
The circular uses color-coding for easy distinction: Pink RRR for business mailers and Blue RRR for individual mailers, guiding the appropriate post office and handling procedures.
A notice must be displayed telling them to check for/claim their Registry Return Receipts/Cards at the Registry Counter (Window No.____). This informs them that RRRs shall be checked/claimed at their post office of mailing.
The acceptance office must maintain a daily control/record of all Registered Mails posted with RRR, and must also ensure Registered Mails with RRR are properly noted/marked in the Registration Book.
The Registered Mail must contain the complete name and address of both sender and addressee; the RRR must contain the return address of the sender, and the Registered Number must be written on the space provided for it.
The name of the Post Office of Mailing must be clearly written or rubber-stamped on the upper portion of the RRR for immediate distinction by the Office of Destination/Delivery.
The Postmaster shall designate an in-charge to monitor return of RRR and deliver/return them to the sender/mailer. A record of returned RRRs must be maintained in chronological order for monitoring and control.
It provides a sample monitoring list with columns such as Date, Registered No., Sender, Destination, Date of return/receipt at PO of Mailing, and Signature of Sender (as acknowledgment/receipt).
When the RRR has not been returned after 30 days from the date of mailing, the Postmaster or designate must notify/make a follow-up with the destination post office to know the mail’s status (e.g., RTS, hold) or whether it was neglected.
Releasing clerks must advise the letter carriers to return the RRR to them immediately after delivery, and the local registry unit must ensure proper recording/identification of Registered Numbers with RRR.
RRRs must be followed up and collected from letter carriers when RRRs have not been returned after three (3) days from the date of release.
The destination/delivery post office must issue a Delivery Certification immediately without requiring any fee from the sender when the RRR is lost or misplaced.
The concerned Postmaster and the designated in-charge are held liable in case of complaint due to non-compliance.
It took effect on April 15, 2009. All previous memoranda/orders issued in conflict with it are hereby revoked accordingly.