How to send by mail with a description of the attachment. Valuable letter
Date of publication: 04/14/2015
A letter is a piece of mail containing a written message. In appearance it can be simple, custom-made or with a declared value. In this article I will talk in detail about how to send ordered letter , including with a notification and an inventory of the attachment.
So, simple letters are most often used for the exchange of written messages between private individuals. An ordinary letter in an ordinary envelope or a greeting card refers to simple written correspondence. To send it, just dip the envelope in blue Mailbox Russian Posts. The maximum weight of such a postal item must be no more than 20 g.* When sent, the sender is not given any supporting documents (check, receipt). Accordingly, if a simple letter is lost, then Russian Post will not bear any responsibility.
Ordered letter Designed for sending important documents, forms, receipts, photographs. This type The mail item is registered; accordingly, it is registered in the system and is assigned a postal identifier (track number). Sending is carried out directly at the Russian Post office through an operator. The cost is slightly more expensive than in the case of simple written correspondence, but the sender receives a guarantee that the item will definitely be delivered to the addressee. Delivery of a registered letter is carried out personally in the hands of the addressee against signature. The weight limit should be no more than 100 g. If a postal item weighs more than 100 g, then it automatically falls into the “parcel” category.
Registered mail may be sent simultaneously with or without return receipt. If you want to indicate the declared value or send with a description of the contents of the envelope, then you need to send not a registered letter, but a valuable letter.
What is “registered letter with return receipt requested”? This type of shipment assumes that the letter will be sent to the addressee as a registered letter, that is, the addressee will receive it personally, and the sender, in turn, will receive a notification confirming the fact of receipt by the addressee. Accordingly, if you want to send a registered letter and make sure that it is received by the addressee, you must send a registered letter with notification.
But remember that the return receipt form is sent along with registered mail, and after the recipient receives the correspondence, the form is sent back to the sender (you). Accordingly, this document will be returned to you, and you will find out that your shipment has reached the addressee (or his legal representative) exactly in the hands, only after a certain time.
Recently, Russian Post has introduced an SMS notification service, which means you can use this service. For postal items, the cost of one SMS message is 10 rubles.
What is a “valuable letter with an inventory of attachments”? Let's start with the fact that for a “valuable letter” the sender indicates the “declared value”, which is why this type of written correspondence is called “valuable”. If the shipment is damaged or lost, the Russian Post will fully or partially compensate the amount of the declared value.
“Valuable letter with an inventory of the attachment” assumes that the contents of the item will be described by the sender in a special form (form 119). At the time of receiving a valuable letter with an inventory, the recipient at the post office with the operator has the right to open the envelope and check its contents, which must fully correspond to the document listing the attachment.
Remember, if you are the sender of valuable correspondence, the envelope must be provided to the operator at open form. The postal employee must make sure that the attachment fully matches what you indicated on the form.
How to send a registered letter
You can send a registered letter at any branch of the Russian Post. There is nothing complicated about this; you don’t need to fill out additional forms.
To send:
- Go to the transaction window at the post office and buy the right size envelope. Maximum size envelope 229x324 mm, that is, slightly more sheet A4 paper.
- The envelope must indicate the index and address of the sender and recipient.
- We tell the operator that we want to send a registered letter and that’s it. After paying for the service, you will receive a check with a tracking number on it, with which you can track the movement of the postal item until it is issued.
How to send a registered letter with return receipt requested
The process for sending written correspondence with return receipt is exactly the same as in the previous case. The only difference is that in addition to filling out the address information on the envelope, you will also need to fill out the “Notice of Delivery” form (Form 119). This form can be obtained free of charge at the post office.
An example of filling out this form is shown in the picture below. For clarity, the information that must be provided to the sender is highlighted in red:
On the front side of the “Notice of Delivery” form, it is necessary to indicate exactly your data (name, address, zip code), because the recipient of this notification will be you, and not the addressee of your letter.
How to send a valuable letter with a description of the attachment
Sending a valuable letter with a list of attachments is carried out in the same way as issuing regular registered correspondence. The only difference is that you will additionally need to fill out the “Inventory of Investment” form (Form 107). This form is issued free of charge at the post office upon request from the sender. The attachment description is additional service, which you can use or not use if you don't need it.
In order to send a valuable letter with an inventory of the attachment, you will need to indicate all the data on the envelope, as well as fill out two forms with an inventory of the attachment. You will need to fill out exactly two forms, since one remains with the sender, and the second is received by the addressee. Accordingly, based on this document, the recipient will be able to check the contents of your shipment.
An example of filling out the Form 107 is shown in the picture:
When sending valuable written correspondence with a description of the contents, provide the envelope to the operator unsealed (opened). The operator must check the contents for compliance with the attachment inventory.
Registered mail: delivery times and costs
The delivery time for registered letters is approximately the same as the delivery time for other postal items, including parcels and parcels. Russian Post has target dates that you should rely on. I already wrote about this in more detail earlier in the article. If you want your written correspondence to arrive faster, then it must be sent 1st class. 1st class shipping is most suitable between settlements, between which there is air communication. Sending this method within the same city or region is not entirely advisable.
As for the cost of sending a registered letter, the price depends on many factors: weight, with or without notification, with or without an inventory of the attachment. For more details, see the official website of Russian Post.
*The weight of a simple letter can be higher than 20 g, but not exceed 100 g. For each subsequent full or partial 20 g of weight, an additional fee will be charged.
In everything supervisory authorities letters must be sent with an inventory of attachments, evaluating the documents you are sending. These may be reports, statements to regulatory authorities, statements and claims in judiciary etc. And to evaluate these documents, an inventory of the attachments in the valuable letter is used.
Today, the inventory of the attachment of Form 107 is relevant. It is used not only to register the postal item of a valuable letter, but also to send a valuable parcel or valuable parcel. In our publication today, we will tell readers about what the F-107 investment inventory is and how it is filled out. And at the bottom of the publication there is a button where you can download a list of attachments in a valuable letter from the Russian Post.
Procedure
When you are going to send a valuable letter with an inventory of the attachments, you must bring the documents being sent to the post office, unsealed in an envelope.
- name and postal address of the addressee;
- name, number of items and the amount of their assessment, put your signature on each form.
If the list of documents to be sent does not fit into one sheet of the form, it is continued on the next sheet. In this case, each sheet of the inventory is numbered, and their total number is indicated. For example, “Sheet 1 of 2”, “Sheet 2 of 2”.
At the request of the sender, the cost of the assessment may not be indicated on the copy included in the letter (parcel, parcel). It is enough to put the assessment amount in one copy, which remains with the sender. The assessment amount for sending reports (to the Federal Tax Service, Pension Fund) is usually 1 ruble, since the reports do not represent a certain value.
Then you need to give the postal worker:
- two copies of the assessment inventory;
- items or documents being sent.
The postal worker is obliged to check:
- entries in both copies of the inventory;
- correspondence of the address and name of the addressee indicated in the inventory and on the address side of the shell (address label) of the registered postal item (RPO);
- items sent with entries in the inventory;
- compliance of the total value of investments indicated in the inventory with the amount of the declared value of the RPO. The amount of the declared value of the RPO must be equal to the total value of all investments indicated in the inventory;
- put a calendar stamp on both copies of the inventory and sign them;
- insert the first copy of the inventory on top of the attachment in the RPO and pack it, give the second copy to the sender along with the receipt.
When you receive a postal item with an inventory of the attachment addressed to you, you can open it upon receipt in the presence of a Post Office employee and compare it with the inventory. If you discover that you have not received a letter or parcel in full, the post office employee is obliged to draw up a corresponding report, which will be sent to a higher organization for investigation. The period of the official investigation is 2 months. Then, based on the results of the inspection, you are required to reimburse the cost of the missing items.
Sample of filling out the inventory in a valuable letter f 107
Postal inventory of attachments: sample and form Form 107 is a document that describes all items included in the shipment by name, quantity and value. This form is standardized and can be completed by hand or on a computer.
This type of shipping option is still in great demand today. Filling out the inventory form is not at all difficult; if necessary, you can additionally consult with a postal employee.
This forwarding option is convenient to use to confirm the legal fact of sending or receiving any documents or material assets. Using this design, you can insure the shipment of items against material damage due to damage or complete loss of valuables.
In our review today, we will look in detail at how to draw up such a document, how it works in practice, what rules it obeys and how to use it correctly.
Purpose of the inventory
The inventory of attachments makes it possible to clearly characterize the shipment, since it indicates the name of the attachments, their quantity and estimated value. When filling out the inventory, the sender lists the contents of the letter or parcel, clearly characterizing the items he is sending by mail. Then the postal employee, upon receiving the open item, checks the contents with the inventory, and, having checked the dispatch of the contents, confirms this with his signature and postal stamp. Thus, the post office assumes responsibility for the shipment.
Further, Russian Post bears financial responsibility for the integrity and safety of the item along the entire route of the letter or parcel to the addressee. And if the item is opened or damaged along the way, the post office will have to pay compensation to the sender for the damage caused during delivery of the item.
Thus, the inventory is a kind of document guaranteeing that the sender receives compensation in the event of loss or damage to the shipment. However, in order to compensate for the damage, in addition to the inventory, you will also need to attach cash receipt shipment, present your passport and fill out a special postal application for compensation.
The inventory can be used for the following types of shipments:
- Letter
- Parcel
- Package.
When filling out the inventory, you need to take into account that the indicated cost of investments affects:
- on the amount of postage that will need to be paid when sending the item
- on the amount of compensation that can be claimed in the event of loss or damage to the shipment.
The inventory has not so much value. In addition, the inventory has important legal significance, especially when it comes to sending letters. Sending letters with an inventory is an important legal fact that records the sending of legally important documents on a certain date. Such fixation of an action already has a legal dimension, important for legal procedures(judicial, executive, etc.).
This method has existed for quite a long time and, despite computerization, has not undergone any changes, it is the simplest and most accessible to absolutely everyone.
For example, the Tax Code provides for taxpayers/tax agents to send declarations to the Federal Tax Service in the form of a letter with a list of the documents contained in it.
It is important to note that the attachment inventory service is only valid for shipments within Russia.
You can fill out the description as follows: in the usual way by hand, or more conveniently - on a computer and then print 2 copies at once. Let us consider in detail the procedure for filling out the inventory of investments:
- First you need to indicate the type of shipment - letter, parcel post, parcel
- In the “To” line, indicate the surname, full name and patronymic of the addressee, or the name of the organization or government department or institution
- In the “To” line, as usual, the full postal address of the recipient of the shipment is indicated
- Next, you need to fill out a table that describes the contents of the shipment. In the corresponding columns No. and name we indicate the names of the contents of the shipment and their numbers in order. In the quantity column we indicate the quantity of each item in the shipment. You need to be careful when filling out the cost column. Since the stated declared value of the item directly affects the receipt of the amount of compensation in the event of loss or damage to the item. However, this cost also affects the amount of postage.
When indicating the valuation of investments, it should be taken into account that the higher the value of each item, the higher the insurance postal fee, but also the higher the compensation for loss of the item.
The postal insurance fee for a specific item can be calculated using postal calculators, which are available on the official postal website or other information resources. Generally speaking, the postal fee will be approximately: 50 rubles for the evaluation of the item, plus 4% of your total evaluation of the item.
If investment valuation is not provided, dashes are placed in the corresponding price columns.
- Having filled out all the necessary lines, you need to summarize the overall quantitative results of the enclosed items, indicate their total cost in the line provided for this, at the bottom of the mail form. The overall totals are written in numbers, for example: “6 sheets, 46 rubles” or simply numbers opposite the corresponding columns.
If full list does not fit on one sheet of the inventory form, you need to take another form, fill out the upper part of the next form in the same way, and continue filling out the table. In this case, on each sheet it is necessary to indicate the number of the inventory sheet and the total number of sheets: “Sheet 1 of 2”, “Sheet 2 of 2”.
- At the bottom of the inventory, in the line “Sender” reserved for the sender’s signature, you must put your signature.
Postal inventory forms are filled out in 2 copies, one is then inserted into the shipment, and the other, after certification by the postal employee, remains in the hands of the sender.
Empty rows in the table can be crossed out with the “Z” symbol.
For investments without a rating, a dash is placed opposite the corresponding column in the final line.
Important: Corrections in the postal inventory are not allowed.
Regulations for sending items with an inventory
Postal regulations require postal employees to verify the following:
- The item with the inventory must be submitted open;
- The sender must provide the inventory in 2 copies and corrections are not allowed;
- The postal employee compares both copies of the inventory;
- The addressee's data must be identical in the inventory and on the postal package;
- The postal employee checks the items being sent and their names in the inventory. The name of the items, their quantity and valuation should not raise questions;
It is generally believed that the name must be legally significant and the assessment must be “plausible.” If the item is not rated, then you need to put a dash in the corresponding column of the inventory.
- If everything is fully consistent, the employee signs, writes his position and puts a postal stamp with the index and date;
- One copy of the inventory is placed in the registered shipment on top of the items it contains;
- Next, the employee seals the item and registers its dispatch in the postal database.
- The second copy of the inventory is handed over to the sender, also with the signature of the employee and a postal stamp.
For checking the inventories included in parcels, citizens are charged an additional postal fee. Legal entities are charged a fee for checking inventories and registered valuable mail items.
The poisoning has been collected, the inventory has been filled out, now we need to send our letter, parcel or parcel by mail. When receiving an opened item, the postal employee first of all checks its contents with the inventory. If everything matches exactly and there are no complaints about the completed inventory in two copies, then both copies of the inventory are certified with a postal stamp with an imprint of the date and postal code, and the signature of a postal employee. If the postal employee has no complaints about the contents of the item and the execution of the inventory, then he signs the inventory indicating his position and puts a stamp from his post office.
Then the inventory is inserted into the shipment and the postal package is sealed. And the second copy of the inventory remains with the sender. Next, the item is accepted for dispatch and undergoes standard postal processing for shipment to the specified address.
When checking the list of attachments and the contents of the shipment, the postal employee confirms the presence of the contents of the items by name, quantity, approximate cost estimate, as well as the correspondence of the addressee in the inventory and on the postal package of the shipment. The fact of certification, inventory, by a postal employee with his signature and postal stamp has legal force. From this moment on, the postal service begins to bear financial responsibility for the delivery and safety of the item.
The procedure for receiving a shipment with an inventory
Such a shipment must be delivered to the addressee personally against signature, or to the addressee’s representative by proxy. When delivering the item to the addressee, the postal employee himself opens it and compares the presence of all items with the inventory. In this case, if a shortage of items is detected, the postal employee is obliged to draw up a report of the shortage. This act is then sent to a higher department for verification. The verification must take place within 2 months. After verification, the postal service must reimburse the sender or recipient for the cost of items lost during shipment.
If upon receipt of the shipment any problems arise controversial situations, then their permission is fully regulated in the rules of the postal service; we will tell you more about them in the next section of our review.
For items with an inventory, the following regulations apply:
- Such items are opened before delivery to the addressee.
- The enclosed items are compared with the inventory.
- If during the inspection, the presence of items in the shipment corresponds to the inventory, then an act of opening the shipment is not drawn up. The message is issued to the addressee in the usual established manner.
- If, upon opening, the presence of items in the item corresponds to the inventory, but the addressee refuses to receive the item, then the postal service employee must draw up an act of opening the item in 2 copies, as prescribed by the Procedure for registration of defective items. In the act drawn up, the employee indicates that the addressee refused to receive the shipment, and that the shipment will be re-sealed and sent back to the sender. Such a shipment is sent back to the sender with this act of refusal by the addressee; the second copy of the act is filed with the current internal postal reporting and no verification is provided for in such a case.
- If, during the opening and comparison of items with the inventory, a shortage or at least partial damage to the contents of the items is discovered, then the act of opening the defective item is drawn up in 3 copies and an internal departmental inspection is carried out.
- If, upon receipt, the addressee refuses to open the item by a postal employee to compare the contents with the inventory, then on the postal notice filled out upon delivery of the item, he must write that he refused to open it and has no claims against the postal service. It is considered that the postal service has fulfilled its functions, and no claims can be made.
- For valuable items with inventory and cash on delivery, there is a similar issuance procedure, but they are issued only after the recipient pays the cost of cash on delivery and forwarding services. But before making payment, the recipient of the shipment has the right to find out address information about the sender. Payment for cash on delivery is processed in the usual manner, as for other items with cash on delivery. After paying the required amount, the recipient is given a receipt for payment and is given the item addressed to him. A report on opening the item is not drawn up.
- If, when a postal employee opened a shipment with an inventory and cash on delivery, items were found in a defective condition, then a report on the opening of the defective shipment is drawn up and the amount of the cash on delivery is not paid until opening. If the recipient refuses to receive such an item after the mail has been opened by an employee, then a return of the postal item is issued.
- For items with an inventory and declared value and cash on delivery, if the recipient refuses to open and check such an item, he puts his signature and certifies his consent to the postal notice for the delivery of the item, that he has no complaints.
- If, when a postal employee opens a shipment with a list of attachments and cash on delivery, its integrity is confirmed, but the recipient refuses to pay the full cost of cash on delivery and forwarding services, then the postal employee must draw up a report on the defective by post in 2 copies. The act indicates that the recipient refused the shipment and the shipment is re-sealed in the presence of the addressee and sent back to the sender with a copy of the act. And the second copy of the act is filed with the current internal reporting mail. Internal inspection in in this case is not carried out.
- For valuable items with an inventory and cash on delivery, if a postal employee identifies, at the time of opening, a partial or complete shortage, damage or replacement of the described items, a report on defective items is drawn up in 3 copies. Then an internal audit is carried out.
- For valuable items with an inventory and cash on delivery, if the addressee refuses to receive the item after opening by a postal employee, a return of the postal item is issued.
- After the delivery of a valuable shipment to the addressee with an inventory and cash on delivery, the shipment is not accepted back and the money paid by him is not returned.
- Partial release of items from shipments is prohibited.
Conclusion
Postal items with a list of attachments are a fairly common option for sending letters, parcels and parcels. Such items can be processed at any post office in the country. The inventory is easy to fill out by hand. If you have any questions during registration, you can ask a postal employee for help. The regulations of the postal service clearly outline the procedure for sending all items and resolving disputes.
A valuable shipment is considered the most reliable because it is with a valuable letter with or without an inventory, it doesn’t matter, they send a passport and important documents, in second place are registered shipments with or without notification, they also go according to the serial number assigned to them at the post office and do not get lost along the way, but simple letters, unfortunately, cannot be counted they often disappear along the way.
A valuable letter is the safest when sent by mail, since when it is sent, the declared value is indicated and if lost, it is returned (in whole or in part)
Just like a registered one, it is sent with a track number, which allows you to track it throughout Russia.
When delivered to the addressee, it is handed over personally and the recipient must sign for it; if he cannot receive it, then the letter will be given to another person only with a power of attorney from the recipient.
Remember that such a letter is sent to the employee open, he must check everything according to the inventory; additionally, for greater confidence, you can connect an SMS notification of receipt by the addressee.
Most likely the most reliable letter is valuable with a full inventory of the contents in it and with mandatory notification of delivery of the letter to the addressee. After sending such a letter, you have in your hands a check receipt, but also a second copy of the inventory of the contents of the letter. The inventory lists all the documents that you included in this valuable letter .
A valuable item (letter) is considered the most reliable and expensive. Because it is by valuable letter that all important documents must be sent. In addition to this option for sending a letter, there is also the opportunity to send a registered letter with or without notification. A registered shipment also has a valuable individual number by which it can be found in case of loss.
Any valuable letter is sent with an inventory of its contents, since the post office bears financial responsibility if it is lost in its entirety or some part of its contents. The postal worker will check all the attachments in front of you, comparing them with the inventory, put one copy inside, and give the other one (with the post office stamp and his signature) to you. Only after this the envelope will be sealed and taped special tape. A delivery receipt will also be attached to the back of the letter, which will be returned to you later. Obviously, this method of sending, for example, documents, is optimal.
Some kind of guarantee of dates and sending a registered letter with a notification - it will be handed to the addressee, since he will have to sign on the notification form, which will be sent to your address, and you will know for sure that the letter has arrived.
With registered letters, in general, the same thing happens - they are registered at post offices, assigning them numbers - the path of such a letter, as well as those indicated above, can be tracked on the official website of the Russian Post. The difference between a registered letter and a letter with notification is that no one will notify you of delivery.
Finally, simple letters are those that reach the fastest, however, there are no guarantees at all about their receipt by the addressee - such a letter will simply be thrown into your mailbox. You can familiarize yourself with the remaining nuances of sending mail.
A valuable letter is the most reliable. Its value is recorded and the post office is responsible for its loss. If lost, compensation will be paid.
You can also send a letter using courier delivery, but this method will be the most expensive.
If you are sending valuable documents or passports, then you should not save money and send them by regular mail, since no one is responsible for the loss.
In my opinion, it will be safer if they send you a registered letter. This way, you can track it, and when it arrives in your city, it will be delivered to your hands, not to your mailbox or under your door.
You can also order a valuable letter, but it will be much more expensive. The point is that he will be insured.
A return receipt letter is the same as a registered letter, but only you will be given a form with the signature of the recipient stating that the letter has arrived and was handed over to him.
The most reliable letter will be a valuable letter, all because you will not only pay for it well, but it will also be insured. Ordered and with notice can also be considered reliable. You can track the registered one, with a notification you will sign for receiving the letter.
If you need to send documentation by mail, then the most the best option - valuable letter with inventory. We have repeatedly sent such letters to various institutions, and there have never been any failures.
The valuable letter is issued at the post office, and you will have to fill out two copies of the inventory form and the notification. The postal worker will check your attachment according to the inventory, attach a notice to the letter and seal the envelope himself.
You will have a mail receipt and a copy of the inventory in your hands. Although this method of sending valuable documentation is not cheap, you get at least some guarantee that the letter will be delivered to its destination.
The safest thing for you, in terms of its delivery, is a Valuable Letter. This is because if it is lost, the post office will immediately automatically charge you with financial liability, but with a registered one, this is not the case, they just have a little more control over it.
Therefore, the Valuable Letter is called that, since in our time, the real price is represented by the thing for which someone is financially responsible, even if it is an organization.
In turn, it certainly costs you more, but what you pay extra is, in fact, a kind of insurance, just for you, and therefore everything is real and logical.
