Policy and purpose for RRR returns
- The circular requires immediate return handling of Registry Return Receipts (RRR) to regain and maintain customer trust in Registered Mail reliability.
- The circular emphasizes that mailers pay an additional fee for RRR, so mailers expect return on time with the required information.
- The circular directs a system so that RRRs are returned immediately after delivery via DEMS as prescribed.
- The circular treats improperly filled out and non-returned RRRs as common complaints and a reason for customer inquiries at both the Central Office and local post offices.
- The circular prescribes how post offices and personnel must record, monitor, follow up, release, and return RRRs to prevent delays and failures.
Coverage, who claims RRRs, and color coding
- RRRs attached to Registered Mails must be handled under the circular’s procedures.
- RRRs are returned immediately after delivery via DEMS under two separate return paths depending on the sender type.
- For business mailers (including law firm/lawyer, government agency, and company), RRRs are returned to the Postmaster of the post office of mailing/posting.
- For individuals/personal mailers, RRRs are returned to the Postmaster of the post office of delivery that has delivery jurisdiction at the sender’s address.
- The circular mandates two RRR colors for easy distinction:
- PINK Colored RRR for business mailers.
- BLUE Colored RRR for individual mailers.
- The circular allows White RRR to remain attached to Registered Mail of an individual mailer until stock is consumed and allows old Pink RRR for business mailers until stock is consumed.
Acceptance-office controls and monitoring
- The Post Office of Mailing must maintain a daily control/record of all Registered Mails posted in its office that have RRR.
- Mailers who request RRR delivery to their address must be entertained, but their RRRs must still be monitored.
- The Post Office of Mailing must enclose all RRRs of that sender in an envelope/wrapper and mail them through Registered Mail.
- The Postmaster must designate an incharge who monitors the return of RRR and delivers/returns them to the sender/mailer.
- The Post Office of Mailing must ensure these operational checks:
- The Registered Mail must contain the complete name and address of both the sender and addressee.
- The RRR must contain the return address of sender.
- The Registered Number must be written on the space provided for it on the RRR.
- 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 Registry Receiving Clerk or the one issuing the Registry Receipt must ensure that Registered Mails with RRR are properly noted/marked in the Registration Book.
- The Post Office of Mailing must maintain a Record of all Registered Mail with RRR filed in chronological order as the basis for monitoring and control of returned RRRs, using any of the following:
- A separate Sheet/Monitoring List of Returned RRRs with the format: Date; Registered No.; Sender; Destination; Date of return/receipt at PO of Mailing; Signature of Sender (A/Receipt).
- Monitoring using the transmittal slip/mailing list provided by mailer posting bulk registered mails, to avoid double recording.
- An extra copy of the Registration Bill Book Inner Bill clearly marked for Registered Mails with RRR.
Recording dispatch and addressing non-return timelines
- When recording Registered Mail with RRR for dispatch in the Inner Bill/Registry Book, letters “RRR” must be written immediately after or under the Registered Number (example: “123 RRR” or “123/RRR”).
- At the Mail Processing Office, CMEC, and MDC, the complete Registered Number, including the letters RRR attached with RRR, must be captured and indicated in the Record of Dispatches/Inner Bill.
- The captured information must serve as guidance and alert to the delivery post office of its obligation to return the RRR to the correct office of mailing/destination depending on the mailer type.
- If an RRR has not been returned after 30 days from the date of mailing, the Postmaster or designate must notify/make a follow-up to the destination post office to determine the status of the mail (e.g., RTS, hold, etc.) or determine whether return was neglected.
- Any post office that fails to return the RRR where the sender complained of not receiving an RTS after being followed up must be reported to the Office of the Asst. Postmaster for Operations with all particulars of the mailing and disposition of the subject Registered Mails.
- The sender/mailer must sign in the Acknowledgement Receipt for the returned RRR.
Destination/delivery actions and DEMS return
- At the destination/delivery post office, recorders at the Local Registry Section/Unit (Incoming Mails) must ensure that the Registered Numbers of Registered Mails with RRR are properly recorded and identified.
- Releasing Clerks of Registered Mails must advise Letter Carriers to return the RRRs immediately after delivery.
- RRRs must 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 must return/mail RRRs to the correct Postmaster via DEMS:
- For business Registered Mails: return to the Postmaster of the post office of mailing.
- For individual/personal Registered Mails: return to the Postmaster of the post office of delivery.
- Each envelope/wrapper must be noted with “aRRR” or “s.a”.
- The destination/delivery post office must be able to reply on follow-up of the post office of mailing/origin regarding delivery status of Registered Mails.
- If the RRR has been lost or misplaced by the post office, a Delivery Certification must be issued immediately without requiring any fee from the sender.
- The circular enjoins Regional Directors, Operations Directors, Postal District Managers, and Postmasters to ensure widest dissemination and compliance by all concerned.
- The concerned Postmaster and the designated incharge are held liable in case of complaint due to non-compliance of the circular’s requirements.
Notice requirements and claim instructions
- The circular requires the display of a registry counter notice to remind mailers to claim RRRs at a specified window.
- For Government agencies, law firms/lawyers, and companies, the notice must instruct mailers to check for/claim Registry Return Receipts/Cards at a stated Window No.________.
- Mailers must be informed that RRRs shall be checked/claimed at the post office of mailing/posting when the sender is a government agency, law firm/lawyer, or company.
- For individuals/personal mailers, the circular requires return handling to the post office of delivery that has delivery jurisdiction at the sender’s address.
Revocation and transitory color usage
- The circular revokes all previous memoranda/orders issued in conflict with its prescriptions.
- The circular continues to permit White RRR for individual mailers until stock is consumed and permits the old Pink RRR for business mailers until stock is consumed.
- The circular’s prescribed system for return through DEMS remains the operational rule for processing and returning RRRs under the specified timelines.