generously made available by ,the ,internet ,archive_/,canadian ,libraries7 99 99 99 99 99 ---------------------------------------- ---------------------- ,transcriber's ,note3 ,inconsistent hyphenation in the original document has been preserved4 ,obvious typographical errors have been corrected in this text4 ,for a complete list1 please see the end of this document4 ---------------------------------------- ---------------------- 99 99 99 99 99 ,,general ,,instructions ,,for ,,the ,,guidance ,,of ,,post ,,office ,,inspectors ,,in ,,the ,,dominion ,,of ,,canada4 ,,contents4 ,,page4 #a4 ,general ,instructions1 #c #b4 ,arrangement of ,papers1 #i #c4 ,books and ,records1 #aj #d4 ,returns to the ,department at ,ottawa1 #ab #e4 ,salaries and ,allowances1 #ae #f4 ,new ,post ,offices1 #ah #g4 ,mail ,arrangements1 #ai #h4 ,mail ,service1 #ai #i4 ,establishment of ,new ,routes or ,alteration in ,routes already in operation1 #bj #aj4 ,contracts for ,mail ,service1 #ba #aa4 ,bonds1 #bc #ab4 ,railway ,mail ,service1 #bd #ac4 ,circulation or ,distribution1 #bf #ad4 ,travelling1 #bg #ae4 ,cases of ,loss or ,abstraction1 #bh #af4 ,arrears and ,outstanding ,accounts1 #cb #ag4 ,conclusion1 #cc ,i4 ,,general ,,instructions4 #a4 ,you are required personally to superintend the performance of the routine work of your office and see that it is properly done4 #b4 ,this routine work should be suitably and fairly apportioned amongst your clerks--each clerk 7under your superintendence7 being responsible for the duty assigned to him4 ,you will1 after fair warning1 report to the ,postmaster ,general any clerk who fails correctly and efficiently to perform this duty4 #c4 ,carefully superintend the working of the ,department in all its branches within the limits of your ,division4 ,as however1 it is important1 that the operations of the ,department should be carried on under one uniform plan throughout the ,dominion1 do not make any alterations in the system of doing the work without the permission first obtained of the ,postmaster ,general4 #d4 ,endeavor to instil into all persons connected with the ,department in your ,division the importance of a harmonious working together for the good of the ,service1 and of each1 in his own sphere1 performing the duties assigned to him in an intelligent and thorough manner4 #e4 ,all letters received on official business should be carefully and promptly attended to4 #f4 ,all matters referred to you from the ,department at ,ottawa should be disposed of with the least possible delay4 #g4 ,provision should be made for the performance of the ordinary routine work of your office when you are absent1 under the superintendence of your senior clerk4 #h4 ,no portion of your work should be allowed to fall into arrear2 ,if it should do so1 however1 from circumstances beyond your control1 you will at once report the fact to the ,postmaster ,general4 #i4 ,see that the ,time ,bills and ,mail ,transfer ,receipts are properly examined and fyled away every day4 ,a separate pigeon hole should be provided for each set of ,time ,bills and ,transfer ,receipts1 the pigeon holes being arranged and labelled in alphabetical order4 #aj4 ,when fines should1 in your opinion1 be imposed upon ,railway ,mail ,clerks1 ,clerks in ,city ,offices1 and other officers in the employ of the ,department--full particulars of each case should be communicated to the ,postmaster ,general1 and his authority for the imposition of the fine obtained4 #aa4 ,make once in every three months a regular and thorough inspection of all the details of account and general business in each ,city ,post ,office in your ,division--without any pre-arranged date or notice of the time at which such inspection will be made4 ,the inspection should1 however1 take place on the #ast of a month1 so that the ,accountant may be able to verify from your report the entries in the accounts of the ,postmaster for the month preceding4 ,in making these inspections you must verify the ,stamp ,account of the office--personally count the stock on hand1 and see that it agrees with the amount stated in the ,postmasters' ,stamp ,account1 made up to the last day of the month1 to which account you should attach your signature4 ,satisfy yourself that all other items of revenue1 such as postage on unpaid matter1 on insufficiently paid matter and on newspapers1 also rent of boxes1 and drawers1 c1 are duly brought to account4 ,certify to the numbers of both boxes and drawers rented at the time of your inspection4 ,investigate the state of the ,money ,order and ,savings ,bank business1 and see that the regulations and instructions are closely adhered to4 ,enquire into the conduct and efficiency of each person employed4 ,see that all the work of the ,letter ,carrier's ,branch is promptly and accurately performed4 ,that all the ,carriers are supplied with and wear uniforms4 ,that an account is kept by the ,postmaster of the cost thereof1 and that the outlay incurred does not exceed the amount allowed by the ,postmaster ,general4 ,forward to the ,postmaster ,general the result of your inspection as promptly as possible1 giving clear and full information on the several points enquired into4 #ab4 ,see that all errors and irregularities are reported to you by the ,postmaster or ,railway ,mail ,clerk by whom observed1 and that prompt steps are taken for their correction4 ,irregularities of whatever kind should be promptly enquired into and corrected2 if overlooked they have always a tendency to increase4 #ac4 ,investigate thoroughly all cases of complaint4 ,obtain a clear statement of the charges made1 and of the facts which can be proved in support of these charges1 and from these facts draw your conclusions4 ,in cases where the evidence is conflicting1 the characters and antecedents of the parties concerned may probably be important elements for consideration4 #ad4 ,in making investigations bear in mind that any person who haw been detected in one dishonest act may probably have been guilty of other dishonest acts1 and that your enquiry should therefore cover1 not only the particular case under investigation1 but other irregular or fraudulent proceedings1 which it is possible may have been committed by the party suspected4 ,this point should be particularly remembered in regard to offices transacting ,money ,order and ,savings ,bank business4 #ae4 ,you have authority1 for the purpose of any official enquiry or investigation it may be your duty to make1 to apply to any ,judge of the ,superior or ,exchequer ,court of ,canada1 or of the ,superior ,court of the ,province of ,quebec1 or of any one of the ,superior ,courts of either of the ,provinces1 or to any ,judge or ,stipendiary ,magistrate in and for the ,territories1 for an order that a subpoena be issued from the ,court or ,magistrate1 commanding any person therein named to appear before you at the time and place mentioned in the subpoena1 and then and there to testify to all matters within his knowledge1 and 7if so required7 to produce any document or thing he may have in his possession relative to such enquiry or investigation4 ,and any witness may be summoned from any part of ,canada1 within or without the ordinary jurisdiction of the ,court4 ,judge1 or ,magistrate issuing the subpoena1--any reasonable travelling expenses being tendered to any witness so subpoened at the time of such service4 ,and any person thus summoned who may neglect or refuse to appear1 or refuse to give evidence or to produce the papers demanded of him1 may1 by order of the ,court1 ,judge or ,magistrate who issued the subpoena1 be taken into custody and imprisoned in the common gaol of the locality1 as for contempt of ,court1 for a period not exceeding fourteen 7#ad7 days4 #af4 ,you have also authority to examine any person on oath or affirmation on any matter pertinent to any investigation you may make2 and such oath or affirmation may be administered by you to any person you may so desire to examine4 #ag4 ,you and any officer under you having the rank of ,assistant ,p4,o4 ,inspector1 have authority to require any ,postmaster or ,assistant ,postmaster in any ,post ,offices1 ,mail ,contractor or other person in the employment or service of1 or undertaking to perform any duty or work for the ,post ,office ,department1 to make and sign an oath or declaration in the following form1 or to a like effect4-- ,i 7insert the name of the person and the capacity in which he is employed in or by the ,post ,office7 do solemnly and sincerely promise and swear1 7or declare if the person is one entitled to declare instead of taking an oath in civil cases71 that ,i will faithfully perform all the duties required of me by my employment in the service of the ,post ,office1 and will abstain from everything forbidden by the laws for the establishment and government of the ,post ,office ,department in ,canada1 so help me ,god4 ,signature of person taking oath or declaration4 ,the oath 7or declaration7 was 7sworn or made7 and subscribed before me1 the day of #ahg4 ,signature of ,p4,o4 ,inspector1 or ,asst4 ,p4,o4 ,inspector1 as the case may be4 #ah4 ,when a formal investigation is necessary1 always give due notice to the complainant or complainants1 and the party or parties complained against1 of the time and place at which the investigation will be held4 #ai4 ,in your reports to the ,postmaster ,general of the result of an investigation1 state whether the enquiry made was personal or by correspondence4 ,state also clearly in the proper order all the facts bearing on the case1 and the conclusions which these facts appear to justify4 #bj4 ,in reporting on cases of a confidential character1 in which it is not desirable that the facts should be made public1 mark the word confidential both on the report and on the cover in which it is transmitted4 #ba4 ,in all reports in which a previous report is referred to1 state in addition to the number and date of the report referred to1 its general purport4 #bb4 ,in all reports ,post ,offices should be called by their official names1 and not by the name by which they may be known in the locality4 ,this rule applies especially to the ,maritime ,provinces4 #bc4 ,it is desirable that you should make yourself acquainted1 as far as may be practicable1 with the general character and financial standing of each ,postmaster in your ,division who has charge of ,money ,order or ,savings ,bank duties2 and in any case where you have reason for suspecting the possibility of irregular practices1 or a disposition to withhold--even for short periods--,post ,office monies1 a confidential report should be made to the ,postmaster ,general1 in order that a close supervision may be kept by the ,superintendent on the returns and remittances received from such ,postmasters4 #bd4 ,in cases of doubt always ask for instructions from the ,postmaster ,general--by letter1 if time permits2 if not1 by telegraph4 #be4 ,when absolutely necessary1 make use of the telegraph1 compressing your message into as few words as are consistent with clearness of meaning4 ,do not1 however1 use the telegraph in cases where a letter will answer all the purposes required4 #bf4 ,observe in all matters connected with the ,department as strict an economy as is consistent with the efficient performance of the ,service4 ,do not in any case recommend additional expenditure unless the circumstances appear fully to justify it4 #bg4 ,no outlay1 whether for alteration in a ,mail ,service1 or for repairs1 improvements or fittings1 must be incurred without the specific authority first obtained of the ,postmaster ,general4 ,in every case application for this authority must be accompanied by a full description of the work to be done1 and an estimate of the probable expenditure involved4 #bh4 ,no person must be employed1 even in a temporary capacity1 without the sanction of the ,postmaster ,general previously obtained4 #bi4 ,furnish full particulars of any changes1 especially of distribution1 to the ,inspectors of other ,divisions which may be affected in any way by these changes1 and cordially co-operate with them in the consideration and carrying out of any improvements which may generally benefit the ,service4 #cj4 ,make yourself thoroughly conversant with all ,acts of the ,dominion ,parliament relating in any way to the ,post ,office ,service1 and with all regulations relating to the ,post ,office ,department1 as well as with all details connected with its operation4 #ca4 ,you have authority when you find it necessary to suspend a ,postmaster1 ,clerk1 or any other employ in your ,division4 ,all the circumstances1 however1 should be at once reported to the ,postmaster ,general4 #cb4 ,when it is noticed that ,postage ,stamps attached to letters or other postal matter frequently fall off1 or if it should be found that the stamps are insufficiently gummed or badly perforated1 the fact should be reported to the ,postmaster ,general1 the name of the office at which the posting took place being given4 #cc4 ,in closing a ,post ,office1 or in transferring a ,post ,office to a newly appointed ,postmaster1 always see that the accounts are made up to the day of closing or transfer2 and that the balance due thereon is paid and deposited in the ,bank to the credit of the ,postmaster ,general4 ,the assumption by an incoming ,postmaster of a balance due by his predecessor is objectionable4 ,the amount due from the out-going ,postmaster should1 in all cases1 be deposited as above1 to the credit of the ,postmaster ,general4 #cd4 ,except in very special cases1 the opening and closing of offices should take effect on the first day of each month4 #ce4 ,in the case of the transfer of a ,money ,order ,office1 the ,transfer ,receipt should be sent to the ,superintendent of the ,money ,order ,branch1 at ,ottawa1 by the first mail after the transfer takes effect4 #cf4 ,immoral publications and other articles1 the transmission of which through the mail are prohibited--and which are sent to you by the ,railway ,mail ,clerks in your ,division--should be at once forwarded to the ,postmaster ,general4 #cg4 ,all forms1 books1 stationery1 c41 required for your office must be applied for by requisition to the ,postmaster ,general in accordance with the ,instructions contained in the ,catalogue of articles in stock in the ,printing and ,supply ,branch of the ,department1 a copy of which has been furnished to you4 #ch4 ,if any of the ,regulations laid down in these instructions cannot be carried out in your ,division1 you will make a confidential report to the ,postmaster ,general1 stating the reasons why this cannot be done4 ,,ii4 ,,arrangement ,,of ,,papers4 #a4 ,all papers and correspondence referring to the same case should be kept together4 #b4 ,no letters or papers should be put away until the matter to which they refer is finally disposed of4 #c4 ,separate pigeon-holes should be provided for all papers and letters according to their classification1 so that when required they can be readily found4 #d4 ,the following classification is recommended3 ,for ,papers not finally disposed of4 #a4 ,papers in reference to applications for new ,post ,offices4 #b4 do4 ,postmasters' ,bonds for execution4 #c4 do4 ,applications for alterations in ,mail ,routes4 #d4 do4 ,railway ,mail ,service4 #e4 do4 ,advertisement of ,mail ,contracts4 #f4 do4 ,execution of ,mail ,contracts4 #g4 do4 ,arrears due from ,postmasters and ex-,postmasters4 #h4 do4 ,cases of supposed loss of or abstractions from ,letters4 #i4 do4 ,distribution4 #aj4 do4 ,matters requiring personal enquiry4 #aa4 ,letters from ,secretary awaiting answers4 #ab4 do4 ,postmasters1 ,contractors and the ,public awaiting answers4 ,for ,papers finally disposed of4 #a4 ,mail ,contracts in force alphabetically arranged4 #b4 ,mails ,contracts terminated alphabetically arranged4 #c4 ,postmasters' ,bonds in force do4 #d4 do4 terminated do4 #e4 ,letters from ,secretary arranged according to number4 #f4 ,letters from ,post ,office ,department not numbered4 #g4 do4 ,post ,office ,inspectors4 #h4 do4 ,postmasters1 ,contractors and the ,public alphabetically arranged1 there being a separate pigeon-hole for each letter of the alphabet4 #i4 ,papers in reference to cases of actual losses of or abstractions from letters4 #aj4 do4 ,cases of supposed losses of or abstractions1 in which the enquiry instituted shows that no actual loss or abstraction occurred4 #aa4 do4 ,accounts included in monthly requisitions4 #ab4 do4 ,arrears due from ,postmasters4 #ac4 do4 ,railway ,mail ,service4 #ad4 do4 ,distribution4 ,,iii4 ,,books ,,and ,,records4 #a4 ,the books to be kept are as follows3-- #a4 ,book for press copies of reports to the ,postmaster ,general4 #b4 ,book for press copies of such other letters1 c41 as it may be necessary to copy4 #c4 ,record of letters and references from the ,secretary4 #d4 ,record of applications for lost letters1 c4 #e4 ,record of actual losses of letters and abstractions of articles of value from letters4 #f4 ,journal of travel and proceedings 7forms bound up47 #g4 ,conduct ,return ,book 7press copies74 #h4 ,order ,book for instructions to ,railway ,mail ,clerks1 in which should be entered the address of each clerk4 #i4 ,book for recording number of miles travelled by ,railway ,mail ,clerks4 #aj4 ,record of errors made by ,railway ,mail ,clerks1 as shown by labels on packages which they have made up1 and which should be forwarded to you by the ,mail ,clerks or ,postmasters by whom opened1 as also of other errors made by ,railway ,mail ,clerks reported to you4 #aa4 ,record of ,mail ,contracts4 #ab4 ,record of ,postmaster's ,bonds4 #ac4 ,record of dates of expiration of ,contract4 #ad4 ,variation of ,expenditure ,book4 #ae4 ,record of transfer of offices4 #af4 ,salary ,pay ,list ,book4 #ag4 ,contractors ,pay ,book4 #ah4 ,book for the ,record of ,requisitions to the ,postmaster ,general for payment of travelling charges and all other official expenses1 with the exception of salaries and ,mail ,services4 #ai4 ,arrears ,book4 #bj4 ,register of ,employs attached to your office1 including ,railway ,mail ,clerks in your ,division1 or under your superintendence4 ,in the book a page should be devoted to each employ1 in which should be recorded name1 date1 and place of birth1 religion1 class1 salary1 date of promotion1 increase of salary1 transfer1 suspension1 cases in which the employ has received special commendation or censure1 date of resignation or removal1 or any other particular of which it is desirable a memorandum should be kept4 #ba4 ,cash ,book for entry of all monies received on ,p4,o4 account1 with manner of disposal thereof4 #bb4 ,money ,order ,cheque ,book4 #bc4 ,pass ,book in which to record all ,registered ,letters despatched4 #bd4 ,order ,book with margin to be used in all cases when an order is given for any article required for official use4 #be4 ,telegraph ,books with margin1 on which should be recorded copies of all telegraphs sent on official business4 #bf4 ,corresponding ,offices ,book shewing name of ,office with which each ,office in your ,division exchanges direct mails4 #bg4 ,book for recording changes in distribution4 #bh4 ,book for daily entry of ,time ,bills on ordinary mail routes4 #bi4 ,record of new offices established1 of old offices closed1 and changes in names of offices4 #cj4 ,book for requisitions for printing and stationery1 7blank forms bound up47 #ca4 ,guard ,book for copies of notices inviting tenders for contracts4 #cb4 ,guard ,book for ,department orders and circulars4 #cc4 ,guard ,book for ,time ,bills of ,railways1 c4 #b4 ,it is very necessary that entries of all transactions should be promptly made in the books provided for their record4 ,the keeping of memoranda on pieces of paper1 or trusting to memory in such matters is very objectionable4 #c4 ,all printing and binding required both by your own office and city or other offices must be done on requisition to the ,department1 at ,ottawa4 #d4 ,further1 all stationery required1 both by your own and city or other offices1 must be obtained by requisition in the proper form to the ,postmaster ,general4 ,the number of the articles1 as shown by the official catalogue1 being in all cases given4 ,,iv4 ,,returns ,,to ,,be ,,made ,,to ,,the ,,department ,,at ,,ottawa4 #a4 ,the ,returns required by the ,department at ,ottawa should be rendered punctually1 as follows3 #b4 ,pay ,lists for salaries to be forwarded so as to reach ,ottawa not later than the #bcrd of each month4 ,should any fines be imposed or stoppage of pay take place after the list has been despatched1 the fact should be communicated to the ,postmaster ,general by telegraph4 ,in every case in which a new name appears on the pay list1 or in which there has been any fine or alteration of salary1 the number and date of the letter conveying the ,postmaster ,general's authority therefor must be written at the foot of the list4 #c4 ,pay ,lists for ,mail ,services1 accompanied by the necessary receipts or vouchers1 to be transmitted on the last day of each quarter1 and to include all services performed during the quarter4 ,if the exact amount due to a contractor cannot be ascertained1 the service should be entered in the proper place1 and the figures left blank4 ,the voucher in such case should be transmitted to the ,accountant as soon afterwards as possible4 ,the figure columns in the pay list should always be added up1 and the total entered in ink4 ,the distances entered in the vouchers or receipts for ,mail ,services should1 agree with the distances entered in the variation returns4 #d4 ,return of ,variations in the ,mail ,service expenditure to be transmitted on the last day of each month1 and to include all new contracts and ,mail ,services1 all renewals and transfers of existing contracts1 and all variations in ,mail ,service taking effect during the month4 ,as cheques are issued to the contractors on the entries in the pay lists and variation returns1 it is necessary that they should be correct in every particular1 and that both names and figures should be distinctly written4 #e4 ,return of new ,post routes established and of ,post routes discontinued to be transmitted not later than the seventh day of each month1 and to include all such changes in ,mail ,services taking effect during the previous month4 #f4 ,return of ,new ,post ,offices established1 ,post ,offices closed1 and changes of ,names in ,post ,offices1 to be transmitted not later than the seventh day of each month1 and to include all operations under this head up to the first day of the month on which the return is sent in1 inclusive4 #g4 ,weekly ,journals of ,railway ,mail ,clerks in your ,division to be transmitted every ,tuesday morning4 #h4 ,return of ,losses of and ,abstractions of money and other articles from letters to be transmitted on the first day of each month4 ,this return can be made out from the record of applications for missing letters1 and should include all supposed cases of loss and abstraction entered in the record during the month which have not been erased1 in accordance with the instructions under the head of ,cases of ,loss and ,abstraction4 ,those cases not erased should be consecutively numbered and the number entered#a in the return4 ,in the event of a letter being reported as lost which is subsequently found1 you should state in the next month's return ,no4 ----reported in the return for the month of ---- found2 and erase from your record of applications for lost letters4 #i4 ,return of transfer of ,post ,offices to be transmitted by the tenth day of each month1 and to include all transfers taking effect up to the first of the month 7on which the return is sent in71 inclusive4 #aj4 ,journal of ,travel and ,proceedings not later than six days after the expiration of each month4 #aa4 ,requisition for payment of ,miscellaneous expenses to include travelling allowances1 telegraph bills1 and all outlays1 except salaries and contractors' pay1 not later than six days after the expiration of each month4 ,only one requisition should be sent in each month4 ,each requisition should be numbered consecutively throughout each fiscal year4 ,no4 #a should be the first requisition made1 for accounts the dates of which should embrace the month of ,july4 ,on each voucher it must be stated clearly for what object the expense has been incurred4 ,further1 each account must bear a certificate as to its correctness in the hand-writing of the ,inspector1 and must be accompanied by an official voucher on which must be written the number and date of the authority for the expense4 ,trademen's accounts should be included in the requisition made for the last month in each quarter4 ,all outstanding accounts should be included in the requisition for the last month in each quarter1 as it is very objectionable that accounts for expenses incurred in one quarter should be included in the requisition made for any following quarter4 ,the vouchers for travelling expenses claimed by officers not entitled to a per diem allowance1 should bear your certificate that the amount claimed is the amount of the actual expenses incurred4 ,the vouchers for telegraph accounts should bear your certificate that all the telegrams charged for have been sent and received on official business4 ,all accounts for advertising must be accompanied by copies of the advertisement for which the accounts are rendered4 ,in making out the requisition the accounts should be entered according to their amounts1 the largest amount being entered first1 and the smallest amount last4 ,the accounts should be numbered consecutively in the above order on the back4 ,the number on each account should correspond with the number of its entry in the requisition4 ,the accounts and vouchers themselves should be placed and forwarded in the order in which entered4 ,it is very important that the cheques received in payment of accounts should be promptly acknowledged by returning the form sent with them1 and that when paid the vouchers should be always returned with the printed letter of advice1 in the same order in which entered in the requisition1 so that they can be readily checked4 #ab4 ,one copy of each ,time ,bill in use should be forwarded on the first day of each quarter4 ,the ,bills sent to be classified according to frequency of service1 and arranged alphabetically4 ,accompanying these ,bills should be sent a memorandum of all changes made during the past month in the ,bills used4 #ac4 ,returns of ,railway and ,steam ,boat ,service to be sent in on the first of each month4 ,these ,returns to be personally examined by the ,inspector before they are sent in4 #ad4 ,annual ,return of all cases of loss or abstraction to be transmitted on or before the #ast ,october in each year4 ,this return should include all cases of loss or abstraction occurring within the year ended the #cjth ,june last past1 as well as all such cases occurring at the end of the preceding year as it may not have been possible to include that year's return4 ,each case should be entered in order according to the date on which the letter was posted4 ,the ,return should be divided into two parts4 ,the first part should include only ,registered ,letters1 the cases of entire loss of the letter being entered separately from cases of abstraction of the contents of the letter4 ,the second part should include only unregistered letters1 the cases of loss being also entered separately from the cases of abstraction4 ,this return should be very carefully prepared4 ,it constitutes the material from which the annual statement for ,parliament has to be compiled1 and the explanations given under the head of ,result of ,proceedings should be such as fully to justify every step taken during and subsequent to the investigations instituted4 #ae4 ,a ,return of the ,mail ,service in operation in your ,division on the #ast day of ,july1 in each year1 to be transmitted by the first of the following month4 ,the services in this return to be entered alphabetically and to be classified according to frequency of service1 the distances between the termini of the several routes also1 to be accurately stated4 ,suspended winter services to be given as a supplement4 ,v4 ,,salaries ,,and ,,allowances4 #a4 ,with the exception of ,postmasters in the cities1 ,postmasters' salaries are based on a commission on the amount of postage on matter prepaid by stamps and posted at their offices1 viz43 #dj per cent4 on the first #hjj per annum or #bjj per quarter1 and #be per cent4 on the balance1 with a minimum salary of #aj per annum in cases where the postage on the matter pre-paid by stamps is less than #be4 ,these salaries are to be revised every two years1 but in very special cases where there has been an exceptional increase of revenue or work1 the case may be reported on for the ,postmaster ,general's consideration4 #b4 ,in cases where the ,postmaster is required to perform duty between the hours of #aj p4m4 and #e a4m41 #ej per cent4 instead of #dj per cent4 is allowed on the first #hjj per annum1 or #bjj per quarter of prepaid postage revenue1 provided always that the ,postmaster ,general considers that there are sufficient grounds for such increased allowance4 #c4 ,allowances for forward duty are made to ,postmasters who are required to re-mail letters and papers for and from other offices4 ,the amount of remuneration should be regulated according to1-- #a4 ,the number of offices for and from which the ,postmaster distributes mails4 #b4 ,the number of mails per week despatched to and received therefrom4 #c4 ,the average amount of matter re-mailed each week1 viz43--number of ,ordinary ,letters1 ,registered ,letters1 ,postal ,cards1 ,newspapers1 ,books and ,parcels1 c4 ,it must be clearly understood that in the above must not be included the matter posted1 or delivered1 at the office to which the allowance forward duty is proposed to be made4 #d4 ,the time occupied in the duty and the number of persons required to accomplish it4 #e4 ,the hours at which the duty is performed4 ,in no case1 however1 should the allowance for forward duty excel #ab per cent4 of the revenue of the offices--the correspondence for and from which is distributed4 #d4 ,when1 in consequence of any change in the ,mail arrangements the forward duty performed by a ,postmaster is either increased or diminished1 you should at once report to the ,postmaster ,general what corresponding increase or diminution in the forward allowance should be made1 so that the necessary adjustment may take effect from the date on which the change goes into operation4 #e4 ,all reports regarding forward allowance should be accompanied by a tracing from the ,postal ,map showing the ,distributing ,office1 and the offices dependent thereon4 #f4 ,allowances for rent1 fuel and light are regulated by the ,revenue collected at the office1 as follows3-- ,annual ,revenue4 ,annual ,allowance4 ,over #hjj and up to #a1bjj #dj #jj #a1bjj #a1fjj #fj #jj #a1fjj #b1jjj #hj #jj #b1jjj #c1jjj #abj #jj and so on1 the allowance increasing #dj per annum for every #a1jjj or fraction of #a1jjj of yearly ,revenue4 ,no allowance for rent is made at offices where the ,revenue is loss than #hjj per annum4 #g4 ,the scale of salaries of ,railway ,mail ,clerks is as follows3-- ---------------------------------------- --------------------------- ,class4 ,on ,after #b years ,after #e years ,after #aj years ,appointment4 service in service in service in any class4 any class4 any class4 ---------------------------------------- ----------------------- ,day4 ,night4 ,day4 ,night4 ,day4 ,night4 ,day4 ,night4 ---------------------------------------- ----------------------- #a #gbj #hhj #hjj #a1jjj #hjj #a1ajj #ifj #a1bjj #b #fjj #gbj #fdj #hjj #gbj #hhj #hjj #a1jjj #c #dhj #fjj #ebj #fdj #efj #gjj #fdj #hjj ---------------------------------------- ----------------------- #h4 ,in all cases where a ,railway ,mail ,clerk is entitled to an increase of salary1 a special report should be made and the ,postmaster ,general's sanction obtained previous to the increased salary being entered on the monthly pay list4 #i4 ,railway ,mail ,clerks1 in addition to their salaries1 are entitled to half a cent for each mile travelled whilst on actual duty4 ,until1 however1 a ,railway ,mail ,clerk is reported to the ,postmaster ,general as fully competent to take charge of the ,mails1 he is to be paid only one quarter of a cent for each mile travelled4 #aj4 ,the scale of salaries of ,clerks employed in city offices is as follows3-- #ast ,class from #a1jjj to #a1fjj #bnd #ijj #a1ajj #crd #fjj #hjj #dth #djj #ebj ,in the #bnd1 #crd and #dth classes1 the ,clerks receive the lower salary on appointment or promotion with an increase of #dj each year1 until the higher salary is attained4 ,in the first class there is no annual increase1 the salary which is fixed by the ,postmaster ,general in each case1 having regard to the merits and services of the ,clerks and the relative importance of the duty entrusted to them4 #aa4 ,letter ,carriers will receive such salaries and allowances for uniforms as may be from time to time fixed by the ,postmaster ,general4 ,,vi4 ,,new ,,post ,,offices4 #a4 ,in each report on an application for a new ,post ,office describe the locality in which it is proposed to establish the office1 giving name of the township1 number of lot and concession stating whether front or rear of the concession1 and county in which situated4 ,in places where land is not so divided give such particulars as may serve to indicate the exact position4 ,state further the number of churches1 schools1 mills1 stores1 houses or other buildings in the immediate neighborhood2 the character of the surrounding land1 whether well settled1 and the estimated number of families that the office applied for would accommodate2 its distance from all neighboring offices2 its estimated postal revenue2 the mode and frequency of the service proposed2 the estimated annual cost2 whether any previous application for a ,post ,office in the same locality has already been reported on1 and such other information as may bear on the matter4 #b4 ,with each report on an application for a new ,post ,office should be sent a sketch or tracing 7from the map of your ,division7 shewing as nearly as can be ascertained the position of the proposed office and mail route1 and the offices and mail routes already in operation in its neighborhood4 ,,vii4 ,,mail ,,arrangements4 #a4 ,the principal object of all mail arrangements is to ensure the transit of the letters and papers to destination with the utmost possible despatch4 #b4 ,the main routes throughout the ,provinces should connect with each other as closely as it is possible4 #c4 ,the branch routes should be so arranged as to form as close a connection as possible with the main lines4 #d4 ,through bags should be exchanged by all offices between which pass a large number of letters and papers1 including ,travelling ,post ,offices on different routes4 #e4 ,when1 as a general rule1 an office has a large number of registered letters for another office with which it does not exchange a direct mail1 the registered letters may be enclosed in a sealed registered packet1 addressed to the office for which the letters are intended4 ,the address of the packet1 however1 should1 in all cases1 be entered in the ,letter ,bill with which it is despatched4 ,when a packet is sent as above1 it should be accompanied by a ,letter ,bill containing at foot an acknowledgment for registered letters4 ,this acknowledgment should be filled up by the receiving office and returned to the despatching office by the first post4 #f4 ,where large numbers of registered letters pass between two offices1 it is desirable that bags secured with the lead seal should be used4 #g4 ,an ,inspector should always be on the watch to ascertain what improvements can be made in the postal arrangements in his ,division4 ,it should be his aim to anticipate the wants of the general public1 and to combine1 as far as practicable1 efficiency of service with economy of expenditure4 ,,viii4 ,,mail ,,service4 #a4 ,it is very essential that a strict supervision should be maintained over the performance of the mail service2 that all delays and irregularities should be promptly checked1 and1 when necessary1 fines imposed and enforced4 #b4 ,on all the important routes there should be suitable ,time ,bills1 in which should be entered the hours of arrival and departure at each office1 the names of the couriers1 and the ,no4 of the mails received and delivered4 #c4 ,these ,time ,bills should be carefully checked and fyled away1 the check clerk affixing his initials to each bill4 #d4 ,you should be ready at all times to receive suggestions for improvements in the ,mail ,service1 and1 if desirable1 submit them for the consideration of the ,postmaster ,general4 #e4 ,leather bags should1 as a general rule1 be used on stage routes4 ,on the outlying routes1 where the mails are exposed to the weather1 waterproof canvass bags should be used4 ,,ix4 ,,establishment ,,of ,,new ,,routes ,,or ,,alterations ,,in ,,routes ,,already ,,in ,,operation4 #a4 ,in making reports on proposed new mail routes1 or alterations of existing routes--state clearly-- ,advantages to be obtained2 ,additional cost per annum to be incurred2 ,present revenue of the offices to be served2 ,increased revenue which it is estimated would result from proposed additional mail facilities2 ,give tables also of the present and proposed routes1 showing offices served and intermediate distances4 ,state1 also1 dates on which contracts which it is proposed to discontinue would terminate provided previous notice were not given by the ,postmaster ,general4 #b4 ,with each report send a sketch or tracing from the ,post ,office ,map of your ,division1 showing all the offices affected by the proposed arrangements1 denoting the lines of existing routes which it is recommended should be discontinued in blue1 and the new routes which it is recommended should be established in red4 #c4 ,all changes in ,mail ,services should--except in very special cases--take effect on the first day of each mouth4 ,x4 ,,contracts ,,for ,,mail ,,services4 #a4 ,for every ,mail ,service there should be a written contract or memorandum of agreement1 which should be made out and executed in triplicate1 one copy being for the ,department at ,ottawa1 one for the contractor1 and one for yourself4 #b4 ,all contracts for ,mail ,services should be made so as to terminate at the end of a quarter1 or if that is not possible1 at the end of a month4 #c4 ,the contracts terminating at the end of each quarter should be entered in the record of expiration of contracts1 a page or two pages in this book as may be required1 being appropriated for each quarter4 #d4 ,six months previous to the expiration of the contracts1 the usual printed circular should be issued to the ,postmaster at each of the termini of the several routes1 asking whether any improvements can be made in the service4 #e4 ,should any change be desirable a report should be made thereon to the ,postmaster ,general1 at least one month previous to the preparation of the notices inviting tenders for a new contract4 #f4 ,four months before the expiration of each ,quarter separate reports should be made to the ,postmaster ,general4 #a4 ,of all contracts expiring at the end of the next ensuing ,quarter in which no change of mail service is proposed4 #b4 ,of all contracts expiring at the end of the next ensuing ,quarter in which an alteration is recommended4 ,these reports should be accompanied by the usual notices of advertisement inviting tenders4 #g4 ,all advertisements for tenders and all contracts for ,mail ,services should be carefully prepared1 it being borne in mind that nothing more than what is expressed therein can be legally enforced4 ,the advertisements should be dated a fortnight later than the date of their transmission to the ,department4 #h4 ,there should be at least six weeks between the date of the advertisements and the date up to which tenders for the service are receivable1 and at least eight weeks between the day fixed on for the reception of tenders and the date on which they are to take effect4 #i4 ,duplicates of the notices inviting tenders for ,mail ,services1 should be fyled in the ,guard ,book provided for that purpose4 #aj4 ,when the notices have received the approval of the ,postmaster ,general1 one copy at least should be sent to each office on the route to be advertised1 to be posted up in a conspicuous place in the office for the public information1 and as many copies as may be considered necessary to the office at each terminus4 #aa4 ,the usual forms of tender should also be supplied to ,postmasters at those places where these forms of tender will probably be enquired for by parties proposing for the service4 #ab4 ,unless there is any good and sufficient objection1 contracts for ,mail ,services must be made with parties whose tenders1 being the lowest1 have been accepted4 #ac4 ,it should1 however1 be ascertained that the party proposing to undertake the service is able satisfactorily to perform it1 and that the sureties he names are good and sufficient for the penalty of the required bond4 #ad4 ,in the event of there being any serious objection to entering into a contract with the parties whose tenders have been accepted1 full particulars of the objection should at once be reported to the ,postmaster ,general1 and application made for the next lowest tender4 #ae4 ,full particulars should also be promptly furnished to the ,postmaster ,general of the action taken on tenders forwarded to you for acceptance on certain conditions1 or in cases where none of the tenders received have been accepted in consequence of the high prices demanded4 #af4 ,in dealing with accepted tenders for mail services1 and in making out the contract therefor1 the greatest possible promptness should be observed4 #ag4 ,contracts for ,mail ,services should be very carefully prepared1 and no contract should be forwarded for the signature of the ,postmaster ,general unless correct in all its terms and provisions4 #ah4 ,the contract should specify all the offices served en route4 #ai4 ,all contracts sent for the ,postmaster ,general's signature must be accompanied by the printed form or letter1 in which should be entered separately and alphabetically3-- #a4 ,contracts entered into without change of service2 #b4 ,contracts for new services4 ,against each contract should be entered the number and date of the letter under authority of which the contract was made4 ,against the entry of each new contract it should be clearly stated whether the service is entirely a new one4 ,if not1 the names of the contract or contracts which it supersedes should be given4 #bj4 ,every contract made upon an accepted tender should 7when sent to the ,department7 be accompanied by the tender on which it is based4 ,,xi4 ,,bonds4 #a4 ,bonds must be taken from the following ,officers3-- ,postmasters4 ,assistant ,postmasters in ,city ,offices4 ,money ,order ,savings ,bank and ,registration ,clerks in ,city ,offices4 ,railway ,mail ,clerks4 ,letter ,carriers4 #b4 ,the amount of the penalty of the bond required from ,postmasters must be governed by the revenue collected1 and the amount of business transacted4 ,care must be taken to use the ,money ,order form of bond for all ,postmasters transacting ,money ,order and ,savings ,bank business4 ,a ,postmaster's bond should in all cases be completed before he is placed in charge of the office4 #c4 ,the amount of the penalty of the bond required ,from ,assistant ,postmaster in ,city ,office1 is from #a1jjj to #a1fjj ,from ,money ,order and ,registration ,clerks in ,city ,office1 from #fjj #a1jjj according to amount of responsibility4 ,from ,railway ,mail ,clerks #hjj ,letter ,carriers #djj #d4 ,bonds can be accepted either from the ,canada ,guarantee ,company1 or from two private parties whose sufficiency for the penalty must be certified by a magistrate4 ,bonds from the ,guarantee ,company are preferred4 #e4 ,great care must be taken in the filling up and execution of the bonds4 ,the names in the body of the bond must be spelt in the same way as they are in the signature4 ,in the description of the residence of the parties1 the name of the judicial1 and not the name of the electoral1 county must be inserted4 #f4 ,all erasures and corrections should be avoided1 but1 if made1 should be initialed by the parties whose signatures as witnesses are attached to the bond4 #g4 ,the bond should be sealed4 #h4 ,the signature of the principal and the sureties should in every case be witnessed by two persons4 ,the witnesses should always sign their names4 ,marks as substitutes for signatures of witnesses cannot be accepted4 #i4 ,if1 as sometimes1 it happens through the removal of an office1 the township mentioned in the new bond as the residence of the ,postmaster differs from the township in which the office is situated1 as shown in the ,postal ,guide1 a special report of the fact should be made to the ,postmaster ,general4 ,,xii4 ,,railway ,,mail ,,service4 #a4 ,this is a very important branch of the ,postal ,service1 and will require your constant supervision4 #b4 ,a ,distribution ,book should be supplied the ,mail ,clerks on each road1 which book should be corrected1 at least1 once in each month1 or oftener1 should circumstances render it necessary4 #c4 ,each ,mail ,clerk in your ,division should be examined frequently with the object of ascertaining if he has a proper knowledge of the distribution and of the changes which have taken place in the distribution on the railway on which he is employed4 #d4 ,on every railway route there should be a ,time ,bill which should pass from one end of the line to the other1 and in which should be entered the particulars of all bags received and delivered by the ,mail ,clerks4 #e4 ,you are not authorized to issue passes for travelling in a ,postal ,car except to a ,railway ,mail ,clerk actually going on duty4 #f4 ,no person1 excepting ,railway ,mail ,clerks on duty1 the conductor of the train 7in the ordinary course of his duty71 and the ,post ,office ,inspectors should be allowed access to the ,postal ,cars whilst en route with the mails4 #g4 ,you should make yourself acquainted with the conduct of the ,railway ,mail ,clerks1 when off1 as well as when on duty1 and report to the ,postmaster ,general any ,railway ,mail ,clerk who1 to your knowledge1 is at any time under the influence of liquor or otherwise misconducting himself4 #h4 ,compensation is made to ,railway ,companies for ,mail ,service performed in a ,postal ,car1 at the rate of #f cents per mile actually travelled by mixed trains and #h cents per mile for quick passenger trains4 ,compensation is also made for the conveyance of bags in charge of the company's servants at the rate of from #b to #d cents per mile actually travelled by the trains performing such service4 #i4 ,when service by postal cars is necessary1 the companies are bound to furnish ,travelling ,post ,offices suitably fitted up1 and to see that they are properly heated1 lighted and cleaned1 and supplied with water4 #aj4 ,all plans for the fitting up of these ,travelling ,post ,offices should1 previous to being carried out1 be submitted for the approval of the ,postmaster ,general4 #aa4 ,no promise of remuneration for services performed in connection with the ,postal ,service should be made to any person in the employ of a railway company4 ,for all such services1 compensation is made to the company in the regular allowance paid to them4 #ab4 ,canvas bags1 as a general rule1 should be used for the ,railway ,mail ,service4 ,the necessary supplies will be furnished on application to the ,postmaster ,general4 ,,xiii4 ,,circulation ,,or ,,distribution4 #a4 ,on the correct distribution of ,mail ,matter greatly depends the efficiency of the ,postal ,service1 and this is1 therefore1 a point which requires your constant and careful supervision4 #b4 ,as a general rule all officers between which pass large numbers of letters and papers should exchange direct mails1 and the termini of routes should be constituted forward or distributing offices4 #c4 ,each ,distribution ,book or ,list should be prepared on a uniform plan4 ,books and forms for ,manuscript ,distribution ,lists can be obtained on application to the ,secretary4 #d4 ,you should see that all the ,railway ,mail ,clerks and such ,postmasters as require them1 are furnished with proper ,distribution ,books1 and that these books are from time to time revised and corrected4 #e4 ,all changes in the distribution in your ,division should be recorded in a book kept for that purpose1 and from this book the necessary corrections in the several ,distribution ,lists affected should be made4 #f4 ,changes in the distribution affecting offices in other ,divisions should be at once communicated to the ,inspectors for the ,divisions in which the offices are situated4 #g4 ,postmasters and ,railway ,mail ,clerks should be instructed at once to report to you any errors in the distributions which may come under their observation1 and prompt steps should be taken for a prevention of their repetition4 #h4 ,when a ,mail ,clerk or ,postmaster has a large number of letters for any particular office with which he does not exchange direct mails1 he should tie them all up in one package1 either addressing the package or facing the top and bottom letters outwards4 #i4 ,provision should in all cases be made for the direct transmission of letters and papers between offices on the same route4 ,,xiv4 ,,travelling4 #a4 ,visit and inspect each ,money ,order and ,savings ,bank ,office in your ,division and make a report thereon to the ,postmaster ,general on the printed forms1 as often as occasion serves1 but at least once every year4 #b4 ,visit and inspect every other office in your ,division as often as circumstances permit4 #c4 ,do not1 unless with good and sufficient reason1 pass a ,post ,office without calling and inspecting it4 #d4 ,keep before you a memorandum of cases requiring personal investigation1 so that in travelling you may be able to attend to as many of these cases as may be in the direction of your journey4 #e4 ,in travelling ascertain1 as far as you are able1 if the service on the several routes over which you pass is in every respect satisfactorily performed1 and make memoranda in your ,pocket ,memorandum ,book of any irregularities which you may observe1 or of any changes which you may think desirable4 #f4 ,note and take down particulars of any locality at which it is likely a ,post ,office may be required1 so that when applied for1 you may be able to report thereon4 #g4 ,in visiting a ,post ,office the following points should engage your attention3 #a4 ,is the office provided with-- ,a ,sign8 ,a ,letter-box8 ,pigeon-holes for letters and papers for delivery and despatch8 ,other necessary fittings8 ,forms and other necessary equipments8 #b4 ,is it conveniently situated and provided with proper accommodation for the public8 #c4 ,are the ,postmaster and his assistants duly sworn1 and do they understand their duties8 #d4 ,has the ,postmaster proper stamps and material for post-marking letters1 c41 and obliterating the stamps thereon8 #e4 ,are the ,letter ,bills properly post-marked and fyled8 #f4 ,are the ,registered ,letters and ,mail ,key kept in a safe place8 #g4 ,are the letters and papers for delivery properly post-marked8 ,are they all intended for the delivery of the office8 ,are they sorted into the proper boxes8 ,are there any which should have been sent to the ,dead ,letter ,office8 #h4 ,are the newspapers for delivery all sorted in their proper pigeon-holes4 #i4 ,are all letters and papers posted for despatch as well as for delivery at the office properly pre-paid by stamp8 #aj4 ,are the entries in the ,book of ,mails sent and received1 and the ,registered ,letter ,books properly made8 #aa4 ,are the instructions and circulars received from the ,department properly fyled8 #ab4 ,are the notices sent for exhibition to the public properly posted8 #ac4 ,is there a notice posted in the lobby indicating the office hours and the times at which mails are closed and received8 #ad4 ,is the ,postmaster supplied with postage stamps sufficient to meet the requirements of the public8 #ae4 ,are the mails regularly received and despatched1 and the provisions of the contracts under which the office is supplied properly carried out8 #h4 ,in the event of the office being a ,money ,order ,office ascertain-- #a4 ,if the entries in all the books are properly made4 #b4 ,whether the ,cash ,book at ,offices where a ,cash ,book is kept is made up to date1 and whether the date of the ,deposit ,receipts agree with the date for which credit is taken therefor4 #c4 ,whether the ,postmaster has in hand the balance due on ,money ,order ,account4 #d4 ,whether all the numbers of the ,money ,orders taken from the ,order ,book are properly accounted for4 #i4 ,you should take every opportunity of ascertaining and noting down the character and standing of the several parties employed in the ,postal ,service4 ,the information thus obtained may be of value4 #aj4 ,you should also take every opportunity of collecting accurate information in regard to the settlement of the country1 the position of ,post ,offices1 roads and distances1 and with this object you should carry a map of the section of country through which you pass1 and mark thereon as much as you can of the above information4 ,,xv4 ,,cases ,,of ,,loss ,,or ,,abstraction4 #a4 ,all cases of alleged loss of mails or letters1 or of abstraction of money or articles of value from letters should be promptly and thoroughly investigated4 #b4 ,the circumstances attending those cases are so various that it is difficult to lay down any specific rule as to the mode in which the investigation should be conducted4 ,this must be left to the judgment of the ,inspector4 ,the following course1 however1 may be taken in ordinary cases4 #c4 ,the printed form of questions should be filled up by the applicant in each case4 ,if the applicant cannot supply all the particulars required1 they should be obtained from such other parties as may be able to furnish them4 #d4 ,a ,tracer should be filled up1 and sent to the office at which the letter was posted4 #e4 ,the particulars of the cases should be at once entered in the book for the record of applications for lost letters4 #f4 ,the papers connected with each case should be enclosed in a printed ,missing ,letter ,envelope4 ,this should be docketed1 the date on which1 and the name of the office to which the ,tracer was despatched entered thereon1 and placed in a pigeon hole appropriated to ,missing ,letter cases awaiting answers4 #g4 ,a prompt return of the ,tracer must in all cases be insisted on4 ,on no account should its unnecessary detention at any office be permitted4 #h4 ,if on return of the ,tracer it is shown that no loss has occurred1 the applicant should be so informed1 a memorandum to that effect written on the envelope in which the papers are enclosed1 the papers put away amongst cases of application for letters which have been found1 and the entry of the case in the record of applications for ,lost ,letters scored out with a blue pencil4 #i4 ,if it is found that a loss has actually taken place1 the names of all the offices through which the letter passed1 or should have passed1 should be carefully recorded in the book of record of applications for missing letters4 ,these offices should then be carefully indexed and a minute examination made with the object of ascertaining whether any of the offices through which the letter passed1 or should have passed1 appears with unusual frequency in other cases of loss1 and whether in such event there is any reason either from the resemblance in the character of the losses or the circumstances attending them to suspect that the losses may be attributable to the same office4 #aj4 ,in the event of frequency of loss at a ,city ,post ,office1 it should be ascertained through whose hands the missing letter would pass1 and an endeavor should in this way be made to concentrate the several losses on the guilty party4 #aa4 ,it is a well established fact that a person who has once committed theft will continue to steal1 and a concentration of cases of loss1 in the manner pointed out1 will certainly afford a clue to his detection4 #ab4 ,commencing each month1 number each office consecutively1 as it appears in the record of cases of loss or abstraction4 ,this will show3-- #ast4 ,the number of cases which have occurred at any particular office during the month2 and #bnd4 ,in each case the relative number of cases affecting each of the offices through which any lost letter1 or letter from which an abstraction has been affected1 has or should have passed4 #ac4 ,it should be borne in mind that losses or abstractions may have occurred previous to the posting of the letters or after their delivery1 and that the occurrence of two or more cases applicable to the same party posting or receiving letters is sufficient1 at any rate1 to awaken suspicion that the loss may not have taken place in the transit of the letters through the ,post ,office4 #ad4 ,in cases of abstraction it is very important that both the cover and the letter from which the alleged abstraction has taken place should be obtained4 ,a very careful and minute examination thereof will1 in many cases1 enable the ,inspector to determine whether any abstraction has really occurred1 or1 if it has occurred1 to narrow the suspicion down to the office where it has actually been committed4 #a4 ,examine the flap of the letter1 if necessary1 by means of a magnifying glass1 and ascertain if it shows the least sign of having been opened and re-fastened1 either by slight tears in the paper1 marks of dirt1 or moisture1 or the application of additional mucilage4 #b4 ,weigh the letter with its alleged contents and see if the weight corresponds with the amount of postage paid on the letter4 #c4 ,carefully examine the post-marks4 ,if the impressions or indentations have penetrated from the cover to the letter inside1 ascertain whether there has been any change in the position of the letter in the envelope between the time it received the post-mark of one office and the time it received the post-mark of another office4 ,this will sometimes enable you to determine at which office the abstraction was affected4 #d4 ,ascertain if any of the post-marks have penetrated through the envelope from one side of the letter to the other4 ,in such a case you may be able to determine whether1 at the time the letter was stamped at any particular office1 it actually contained an enclosure4 #ae4 ,cases of alleged abstraction have been brought to light in which it has been proved that paper has been enclosed in letters by the senders instead of the money purported to have been remitted4 ,the proof consisted of the impressions of the postmarks placed on the letter at the office at which posted having gone through the envelope on to the papers enclosed4 ,it is1 of course1 important to ascertain whether the stamps were placed on the letter at the time it was posted4 #af4 ,cases of alleged theft have also been brought to light by the writing on the envelope being in a different hand to the writing in the letter enclosed1 by the date of the letter not corresponding with the date of the post-mark of the office at which mailed1 and by the dates of the post-marks on the letter showing that it has been subjected to some unusual delay4 ,all these points should1 therefore1 be closely looked into4 #ag4 ,in all cases it would be desirable to ascertain at what point the best opportunity for the alleged theft would have been afforded4 #ah4 ,the evidence in each case of enquiry should be carefully taken down in writing1 and every circumstance1 however trifling1 which may in the slightest degree bear on the case1 noted4 ,it is frequently by a collection of apparently unimportant facts that important results are arrived at4 #ai4 ,care should be taken in every case to avoid the formation of any opinion until all the facts which it is possible to obtain in regard to it are collected together4 ,it is only from these facts and from the character and antecedents of the parties who may have been concerned in the loss1 and not from some suspicion unsupported by facts1 that conclusions can with any safety be drawn4 #bj4 ,all serious cases of loss or abstraction should be at once specially reported to the ,postmaster ,general1 and the most prompt action taken thereon4 #ba4 ,in cases of ascertained loss or abstraction1 the ,inspector for each ,division through which the letter passed should be furnished with full particulars thereof4 #bb4 ,when there is no moral doubt of guilt1 it is desirable that the party suspected should be at once suspended from his duties4 #bc4 ,it is not advisable however to take criminal proceedings in cases of theft1 unless there is a probability of such evidence being obtained as will secure a conviction of the guilty party4 ,,xvi4 ,,arrears ,,and ,,outstanding ,,accounts4 #a4 ,all outstanding accounts and arrears due from ,postmasters and ex-,postmasters must be entered in the book provided for that purpose4 #b4 ,this ,book should be divided into three parts3 #a4 ,for entry of arrears due from ,postmasters in office4 #b4 ,for entry of arrears due from ex-,postmasters4 #c4 ,for entry of names of offices which have failed to render their accounts4 #c4 ,prompt steps must be taken to obtain these outstanding accounts and arrears4 ,application should first be made to the ,postmaster or ex-,postmaster to send them in4 ,if he fails to do this within a reasonable time--say two weeks--a letter should be addressed to each of his sureties4 ,if this produces no good result1 a second application should be made to the sureties informing them that if by a certain day--say in two weeks time--the accounts and arrears are not forwarded1 the matter will be reported to the ,postmaster ,general1 who will probably order legal proceedings to be taken against them4 #d4 ,if1 after the expiration of the time given1 the accounts and arrears are not paid1 this result should be specially reported to the ,postmaster ,general4 ,in such case it would be desirable to ascertain and report to the ,postmaster ,general whether the ,postmaster and his sureties are good and sufficient for the amount of the arrears due4 #e4 ,when the accounts and arrears are sent in1 the entry in the ,arrears ,books should be erased in blue pencil4 #f4 ,on no account should outstanding accounts and arrears be overlooked and neglected4 ,in some cases1 when the amounts involved are large1 a personal visit may be necessary4 ,,xvii4 ,,conclusion4 ,it is very important that each ,inspector should make himself thoroughly conversant with the foregoing regulations1 and it will be the duty of the ,chief ,inspector1 when visiting the several ,divisions1 to ascertain whether these ,regulations are properly observed and to report to the ,postmaster ,general such deviations as may come under his notice4 ,,alexander ,,campbell1 ,postmaster ,general4 ,,ottawa1 #ast ,august1 #ahgi4 99 99 99 99 99 ,typographical errors corrected in text3 #a ,on page #ac1 entry #h3 ,those cases not erased should be consecutively numbered and the number erased in the return4 ,the word 'erased' is marked out and 'entered' is written in the margin4 ,by the context1 the word clearly should be 'entered'1 so corrected and noted here4 99 99 99 99 99