General Instructions for the Guidance of Post Office Inspectors in the Dominion of Canada | Page 5

be recorded copies
of all telegraphs sent on official business.
26. Corresponding Offices Book shewing name of Office with which
each Office in your Division exchanges direct mails.
27. Book for recording changes in distribution.

28. Book for daily entry of Time Bills on ordinary mail routes.
29. Record of new offices established, of old offices closed, and
changes in names of offices.
30. Book for requisitions for printing and stationery, (blank forms
bound up.)
31. Guard Book for copies of notices inviting tenders for contracts.
32. Guard Book for Department orders and circulars.
33. Guard Book for Time Bills of Railways, &c.
2. It is very necessary that entries of all transactions should be promptly
made in the books provided for their record. The keeping of
memoranda on pieces of paper, or trusting to memory in such matters is
very objectionable.
3. All printing and binding required both by your own office and city or
other offices must be done on requisition to the Department, at Ottawa.
4. Further, all stationery required, both by your own and city or other
offices, must be obtained by requisition in the proper form to the
Postmaster General. The number of the articles, as shown by the
official catalogue, being in all cases given.

IV.
RETURNS TO BE MADE TO THE DEPARTMENT AT OTTAWA.
1. The Returns required by the Department at Ottawa should be
rendered punctually, as follows:
2. Pay Lists for salaries to be forwarded so as to reach Ottawa not later
than the 23rd of each month. Should any fines be imposed or stoppage
of pay take place after the list has been despatched, the fact should be

communicated to the Postmaster General by telegraph.
In every case in which a new name appears on the pay list, or in which
there has been any fine or alteration of salary, the number and date of
the letter conveying the Postmaster General's authority therefor must be
written at the foot of the list.
3. Pay Lists for Mail Services, accompanied by the necessary receipts
or vouchers, to be transmitted on the last day of each quarter, and to
include all services performed during the quarter. If the exact amount
due to a contractor cannot be ascertained, the service should be entered
in the proper place, and the figures left blank. The voucher in such case
should be transmitted to the Accountant as soon afterwards as possible.
The figure columns in the pay list should always be added up, and the
total entered in ink. The distances entered in the vouchers or receipts
for Mail Services should, agree with the distances entered in the
variation returns.
4. Return of Variations in the Mail Service expenditure to be
transmitted on the last day of each month, and to include all new
contracts and Mail Services, all renewals and transfers of existing
contracts, and all variations in Mail Service taking effect during the
month.
As cheques are issued to the contractors on the entries in the pay lists
and variation returns, it is necessary that they should be correct in every
particular, and that both names and figures should be distinctly written.
5. Return of new Post routes established and of Post routes
discontinued to be transmitted not later than the seventh day of each
month, and to include all such changes in Mail Services taking effect
during the previous month.
6. Return of New Post Offices established, Post Offices closed, and
changes of Names in Post Offices, to be transmitted not later than the
seventh day of each month, and to include all operations under this
head up to the first day of the month on which the return is sent in,
inclusive.

7. Weekly Journals of Railway Mail Clerks in your Division to be
transmitted every Tuesday morning.
8. Return of Losses of and Abstractions of money and other articles
from letters to be transmitted on the first day of each month. This return
can be made out from the record of applications for missing letters, and
should include all supposed cases of loss and abstraction entered in the
record during the month which have not been erased, in accordance
with the instructions under the head of "Cases of Loss and
Abstraction." Those cases not erased should be consecutively
numbered and the number entered[1] in the return. In the event of a
letter being reported as lost which is subsequently found, you should
state in the next month's return "No. ----reported in the return for the
month of ---- found;" and erase from your record of applications for
lost letters.
9. Return of transfer of Post Offices to be transmitted by the tenth day
of each month, and to include all transfers taking effect up to the first of
the month (on which the