Dealing Of Parcels By Guards:
Preparation of way-bills.

Way-bills should neatly be written out by carbon process and signed in full by the issuing clerk, care being taken to get clear and legible impressions in all the foils. The name of the forwarding station should be stamped on each foil except in cases where the name of the forwarding station is printed on the waybills themselves, and the destination station should be written in full block letters.

The full description of the contents should be given on the way-bill. The number of packages should be recorded both in figures and in words. Out-Agency, city booking agency, percentage, Paid-on, etc. charges should, in all cases, be shown separately on waybills. The totals of the weight and amount columns should be distantly entered on every way-bill and checked before the way-bill is dispatched from the station. When freight is paid by a credit note, the number and date thereof should be quoted on the waybill.

Erasures on way-bills prohibited:

Entry once made on the way-bill should, under no circumstances, be erased. If a mistake has been made and a correction is necessary, the original entry should be neatly crossed through and a fresh entry made above it and signed in full by the person making the alteration, or a fresh way-bill should be issued, canceling the original one under the signature of the issuing clerk. Reasons for alterations or cancellations should be recorded and attested by the Station Master or the Chief/Head Parcel Clerk on duty. Once the ‘Receipt’ foil is detached from the set and issued, no subsequent correction should be made.

Booked route to be shown on the way-bills: For recording, the booked route on luggage tickets will also apply in the case of way-bills issued for parcels.

Clearance of luggage and parcels in brake vans of mail, passenger, and mixed trains: Each railway administration will issue special instructions from time to time regarding loading of luggage and parcels by mail trains and by important passenger trains, by which such traffic is carried through to other railways in through brake and luggage vans. Such instructions must be observed rigidly.

Station Masters must be careful to keep all packages duly sorted out on platforms at a place where the front or rear brake van comes to a stand, ready for loading in the different compartments of brake and luggage vans, according to the instructions in force. When either van is full, the Guard must advise stations in advance so that they may arrange to stack packages opposite to the brake van where there is room, to ensure loading within the scheduled stoppage of the train.

Arranging room for loading luggage in the brake van: Guards/Brakemen must assist the station staff in arranging the room for luggage and parcels that are to be loaded in luggage and brake vans. If any of the compartments of a luggage or brake van becomes overcrowded, Guards and Station Masters must use their discretion in loading packages into other compartments not set aside for the purpose, subject to the room being available. A note of such packages must be made opposite their entry in the luggage and parcel summary.

Care in loading luggage and parcels: In loading luggage and parcels, care should be taken that heavy packages are not placed on light articles that might be damaged thereby. The packages should be so placed in the van that they are not liable to fall down from the shelves or from the top of other packages in transit. Packages for each section of the line must be kept together as far as possible, as this should enable the Guard/Assistant Guard to arrange quick unloading at the destination station.

Articles likely to cause damage to other luggage and parcels by leakage etc. must be loaded separately. When there is the likelihood of damage being done, the packages must be isolated by the Guard/Assistant Guard and made over to the station staff of the first convenient station on his run for repairs after obtaining a signature in the luggage and parcel summary. Such articles, after repairs, must be immediately dispatched to their booked destination.

Handling of luggage and parcels: Station Masters and Guards must not allow luggage and parcels to be roughly handled by Porters. They must report each case of rough handling that has resulted in any damage being done either in loading or in unloading to the Divisional Commercial Superintendent

Locking of brake and luggage vans: All brake and luggage vans on passenger or parcel trains must be kept locked on both sides, whether there is anything loaded in them or not. and must under no circumstances be opened except in the presence of the Guard/Assistant Guard who should keep all keys of locks in his personal possession. All through vans which are not to be opened for unloading and loading of packages en route must be riveted and sealed, if not otherwise prohibited as in case of certain categories of dangerous goods.

Preparation of luggage and parcel summaries.At the train starting station, luggage and parcel summaries must be prepared, in duplicate, for all packages by the parcel staff on duty. One copy should be retained by the station as its record on which the Guard/Assistant Guard should sign in token of having received the packages entered therein, and the other copy should be made over to Guard/Brakeman.

For parcels loaded from intermediate stations, the parcel staff should make the entries in the summaries with the Guard/Assistant Guard unless the station has more than 10 entries to make in which case the staff should prepare a separate summary for delivery to the Guard/Assistant Guard.In the summary the packages should be carefully described as on parcel way-bills and luggage tickets, e.g., one black steel trunk locked, one basket fresh mangoes, one canvas holds all, etc.

Guards taking over packages must sign for them clearly in full either in ink or with the indelible pencil, entering the number of packages both in words and figures.It will be the responsibility of the Guard/Assistant Guard to check the entries in the summary with the packages and the way-bills/luggage tickets to ensure that he has received the correct number of packages in sound condition with way-bills and luggage tickets.

When a way-bill/luggage ticket is missing, a memo way-bill / luggage ticket should be prepared from the marks on the packages and given to the Guard/Assistant Guard.

This memo must accompany the articles up to the destination. A remark will be passed against the entry in the Summary: ‘without way-bill/luggage ticket’

Summaries for sealed vans and compartments: Summaries for sealed vans and compartments should be prepared in duplicate by carbon process, one copy of which should be placed in the van and the other kept as a record. The summaries for vans sealed to repacking points should be prepared in triplicate, one copy of which should be placed in the van.

The other sent to the repacking station in advance and the third retained record. When a van is sealed by the Guard/ Brakesman en route, he should prepare a fresh summary in duplicate for the parcels loaded therein, one copy is placed in the van along with the way-bills and the carbon copy retained by him.

Such Summaries will be disposed of along with the summaries already in his charge. The staff at junctions with other railways will prepare fresh summaries, in duplicate, for packages loaded by them in brake van of through trains and hand over one copy to the Guard/Assistant Guard and retain the other as station record.
At stations where an exchange of Guard/Assistant Guard takes place, if any packages are found short or damaged, the fact must be recorded on the parcels summary and remarks made on the connected way-bill (Guard foil), and both should be signed by the relieving and relieved Guards/Assistant Guard.

The omission to do so will render the Guard/Assistant Guard responsible who has charge of the parcels and luggage at the time the damage or short number is discovered.

Disposal of summaries: On reaching the destination of the train, the Guard / Brakesman should hand over to the Station Master all summaries duly. signed together with a covering memo. The Station Master will send them to the Divisional Railway Manager/Chief Operating Superintendent in whose jurisdiction the last terminal station is situated.

Summaries received in sealed vans and from Guards/Assistant Guard should be entered in a register kept for the purpose showing the date and time of unloading, train number, van number, the station from, number of packages unloaded condition of packages, number of damage and deficiency messages issued, condition of seals and remarks.

Packages left behind for want of room trains: Whenever packages are left behind for want of room in a train or other cause, the Guard/Assistant Guard must give a memo to the Station Master at that station stating the reason for not clearing the packages and also make a remark in the Guard’s rough journal. All cases of detention to packages on account of their having been left behind by any train should be reported to the Divisional Commercial Superintendent. Guards will be held personally responsible if parcels or luggage articles are left behind for want of efforts on their part to find room for the traffic.

Transfer of packages from damaged luggage or brake van: When a luggage or brake van becomes unfit to run on a train and has to be detached at an intermediate station, every effort must be made to load all packages of the damaged vehicle into other vehicles on the train. If it is not possible to transfer all the contents of the damaged vehicle, clearance should be arranged in the following order:

  1. Mailbags
  2. insured packages
  3. dogs and other animals
  4. luggage booked to the longest distance
  5. other luggage
  6. parcels of fresh fruit, vegetable, and other perishable commodities
  7. newspaper parcels
  8. cinematograph films
  9. other parcels.

The balance of packages must be sent forward by the following fast train. The Station Master of the station at which such transfers are made must telegraph particulars of packages left behind to the Divisional Commercial Superintendent and to the Station Master of the starting station of the next following train so that he may leave room in the brake or luggage van for the clearance of packages. The complete record of detention to packages should be maintained in a register kept for the purpose.

Custody of luggage and parcels: From the time the luggage and parcels are made over to the Guards/Assistant Guard, to the time these are handed over to the Station Master or Luggage/Parcel Clerk at destination station or at junction, these will be in the sole custody of Guards/Assistant Guard who should see that all compartments of luggage and brake vans, whether loaded or empty, are padlocked on both sides.

At the destination, the unloaded parcels must be removed, as quickly as possible, to the parcels godown where they should be properly stacked and dates of unloading marked on each consignment This will facilitate locating of packages at the time of delivery and taking of timely action for parcels which remain undelivered.

Receipt of inward parcels: Inward parcels made over by Guards to Station Masters or Parcel Clerks, should be carefully examined by the latter and signed for, in full either in ink or with indelible pencil.

The number of packages and connected parcel way-bills received should be recorded in words and in figures in the summary.The staff taking over the parcels from an incoming train should personally check that the number of packages is correct, that they are accompanied by the connected way-bills, that they are actually booked to his station, and that their outward condition is good and show no signs of tampering or pilferage.

Deficiencies, slack or broken condition of packages should be recorded by the Parcel Clerk in the summary in the presence of the Guard/Assistant Guard who should countersign such entries. Entries to this effect will also be made in the unloading book. In case of slack or broken articles, their weight should also be recorded.

Parcels over-carried: When parcels are over-carried on the home line, the Station Master of the station to which the parcels have been so over-carried will book them back to the correct destination under a free parcel way-bill, which will be accounted for in the books of outward and inward stations and in returns submitted to the Traffic Accounts Office in the same manner as other waybills.

However, parcels overcarried from other railways should be rebooked to destination To pay’ at the ordinary tariff rates, the outstanding being cleared through a certified overcharge sheet Over-carried packages must not be returned unbooked. No charges for the distance over-carried should be recovered from the public. Parcels over-carried or is earned must be carefully examined and re-weighed immediately, both at the station to which over-carried and at the station to which book.