EMS Module 1 OHT 1.1
Objectives of Module 1
Acceptance of EMS items At the end of this module, you should be able to do / explain: • Check the EMS item and decide by referring to Job
Aid based on the EMS Operational Guide (Ready
Reckoner provided by the administration that has
tariff tables, conditions for acceptance etc.) whether
the item satisfies all conditions for acceptance:
§ Locations to which EMS service is available
§ Maximum weight, size and acceptable packing
§ Prohibited articles
§ Customs requirements
• Accept the item, calculate the charges payable
(with the help of tariff tables)
• Affix correct labels on the EMS items
• Make correct entries on the documents
accompanying the item; E1, CN 22 / CN 23
EMS Module 1 OHT 1.2
Activities of Module
• Listen to several presentations
• Participate in individual exercises
• Participate in group exercises
• Participate in practical work of completing forms
• Complete one progress test
EMS Module 1 OHT 1.3
What is Express Mail Service (EMS)?
• EMS aims to provide customers with a high
quality competitive express mail product at an
affordable price on a global basis
• Largest delivery network worldwide
• EMS is presently offered in more than 191
countries worldwide
• EMS Cooperative was created to strengthen the
EMS service worldwide. It has 140 members at
present.
• Regulated on the basis of o Bilateral agreements
o Standard multilateral agreement
o EMS Cooperative documents
• Aspects not governed by agreements are subject
to Acts of UPU
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EMS Module 1 OHT 1.4
Characteristics of EMS
• EMS takes priority over other postal items in
o Collection
o Dispatch and
o Delivery
• Acceptance at any post office or pick up from customer premises
• Quick and reliable service
• End-to-end tracking
• Signature on delivery
• Delivery of items at addressee’s premises
• Many other value additions are provided by
operators
• Service available for documents and merchandise
EMS Module 1 OHT 1.5
Conditions of acceptance
EMS item should
• be meant for a location to which this service is
available
• satisfy the conditions of weight and size
• not contravene the prohibitions
• be packed in a manner adapted to the nature of
the contents and the conditions of transport
Conditions are specified by the Delivery Operator in the EMS Operational Guide – maximum weight and size, localities served in the destination country and delivery arrangements, customs requirements, liability and prohibited items not specified in the convention
EMS Module 1 OHT 1.6
Limits of weight and size
Maximum Weight: 30 kg. generally.
Maximum weight is specified in EMS Operational
Guide or bilateral agreements and may vary from 20
to 50 kg
Size: should not exceed
i. 1.5 m for any one dimension or
ii. 3 m for the sum of length and the greatest
circumference measured in a direction other than
length
Maximum size is specified in EMS Operational Guide or bilateral agreements and may vary
EMS Module 1 OHT 1.7
Packing requirements
Packing shall
• be in a manner befitting
- the weight
- the shape
- nature of contents
- mode and duration of conveyance
• not present any danger to officials who handle it
• soil or damage other mail or postal equipment
• have durable separate label
Special packing
ü Glass or fragile objects packed in strong box with
protective material ü Liquids and substances which easily liquefy shall
be enclosed in perfectly leak-proof containers ü Fatty substances shall be enclosed in first
packing and then in a sturdy box ü Dry colouring powders in leak-roof metal boxes
and then placed in strong box
EMS Module 1 OHT 1.8
Special packing contd…
ü Dry non-colouring shall be placed in strong box containers and then in a sturdy box
ü Live bees, leeches and parasites shall be
enclosed in boxes ü Light green label is recommended on items
containing urgent medicines or chemical references
ü No packing required for articles in one piece
such as pieces of wood, metal etc. – address to be given on the article
EMS Module 1 OHT 1.9
Prohibited items – broad classification
• Provisions of the UPU Convention list out
prohibited items
• Prohibitions provided for by the legislation of the concerned countries over and above what is mentioned in the convention (published in the EMS Operational Guide)
1 Dangerous and injurious
substances
2 Obscene or immoral items
3 Live animals
4 Personal correspondence other than sender to addressee
5 Valuables – coins, bank notes, gold, bullion etc.
6 Customs restrictions
EMS Module 1 OHT 1.10
EMS label
EMS Label will provide following information
1. Name and complete address of sender
2. Name and complete address of addressee
3. Description of contents
4. Declared value of contents
5. Telephone/fax/e-mail address of the sender and
addressee when known
6. Standard unique item identifier and barcode
7. EMS logo in accordance with specification in the
EMS manual and EMS House Style
EMS Module 1 OHT 1.11
Customs declaration • EMS items containing goods or merchandise shall
be accompanied by customs declaration – (CN 22, CN 23 or CN 72) or its equivalent E 1 form.
• Contents shall be shown in detail on the customs
declaration • Invoice is also required for commercial items • Sender is responsible for correctly furnishing the
details on the customs declaration • Administrations shall inform senders of the correct
way to complete customs declaration, but assume no responsibility for the accuracy of the declaration
• Sender should be informed about the number of
copies of the customs declaration by referring to EMS Operational Guide
Time-certain EMS items
• Service exists only if specified in bilateral
agreements • Documents can be sent as time-certain items • A special coloured sticker should be affixed (e.g.
“10 AM Delivery”) on the item and address label
EMS Module 1 OHT 1.12
EMS logo
• Standard EMS logo in accordance with
specification in the EMS manual and EMS House
Style
• EMS is identified by a logo comprising of
following elements
o an orange wing
o the letters EMS in blue
o three horizontal orange stripes
• The logo may be supplemented by adding the
name of the national service
EMS Module 1 OHT 1.13
EMS unique identifier barcode
• Barcode is used for the unique identification of
EMS items, bags, containers or receptacles
• EMS barcode is mandatory for all EMS Operators
• Barcode system is in accordance with European
Standard EN 800 and the AIM Uniform
Symbology Specification Code 39 standard
• Barcode has 13 digits
E E 4 7 3 1 2 4 8 2 9 X X 1 2 3 4 5 6 7 8 9 10 11 12 13
EMS
item
EMS number Check
digit
Country
EMS Module 1 OHT 1.14
How to calculate check digit?
“Weighted modulus 11” formula 1. Weight the digits of the basic number using the
following weighting factors 8,6,4,2,3,5,9,7 (that is, multiply the first digit by 8; the second by 6; the third by 4 and so on down to the last by 7).
2. Calculate the sum of these weighted values.
3. Divide the sum by 11 (eleven).
4. Subtract the remainder from 11.
5. If the result is in the range of 1 (one) to 9 (nine),
use the result as the check digit.
6. If the result is 10 (ten), use 0 (zero) as the check digit.
7. If the result is 11, then use 5 (five) as the check
digit.
EMS Module 1 OHT 1.15
Insurance
• Postal administration should adopt insurance cover to provide the following to the customer: o Compensation in the event of damage or
loss o Indemnity in case of loss due to non-
delivery of item • Insurance cover may be adopted as part of the
basic service or an optional feature • Provide insurance through a private insurance
company, if necessary
• Take into account the insurance service offered by the competition in setting limits
EMS Module 1 OHT 1.16
Acceptance Procedure
Counter staff should check that
ü EMS service is available to the location
ü Within the weight limit for EMS item
ü Within the size limit for EMS item
ü Full and correct tariff is paid
ü Insurance fee if needed and applicable
ü Completed EMS Label – E1 is affixed
ü Sender’s and delivery addresses are complete
ü Sender’s and addressee’s phone numbers are
provided
ü Items being sent are not classified as
dangerous or prohibited
ü Correct Customs declaration is attached
ü Commercial invoice is provided where required
ü The sender has signed and dated the
declaration confirming that all details are
correct
EMS Module 1 OHT 1.17
Acceptance Procedure contd… To accept an EMS item at a post office counter or collect an item at the sender's premises, the postal employee:
1. assesses charges by weight and destination;
2. completes the customer receipt;
3. receives payment and makes change;
4. dispatches the item to the EMS office of
exchange
Charges for the service are set by the administration
of origin in consideration of costs and market
requirements
EMS Module 1 OHT 1.18
Dispatch to Office of Exchange / Sorting centre
• Post office sends the accepted EMS items to
Office of Exchange or to the nearby sorting centre which in turn forwards to OE
• Dispatching arrangements from Post office to OE
depend on
o The times that the OE closes dispatches to other countries
o The local transport arrangements for
dispatching mails from Post offices
o Customs procedures