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Definition
A Special Cover is issued by the Department of Posts to commemorate an event, institution, personality (posthumously), occasion, or product that may not be deemed significant enough to warrant a commemorative or special stamp, or for which inclusion in the annual stamp issue programme is not feasible.
These covers are issued along with a special cancellation by a designated post office.
A Special Cover can be proposed by an eligible entity with a relevant connection to the subject, by submitting a formal proposal (in the prescribed format—Annex) at least two months prior to the intended date of release and paying the requisite charges. The Department of Posts may also issue Special Covers on its own initiative.
Eligible Subjects for Special Covers
The following illustrative list indicates the types of subjects for which Special Covers or Special Cancellations may be approved:
- Events: e.g., International Trade Fairs, Philatelic Exhibitions, Graduation Ceremonies
- Institutions: Anniversaries, Foundation Days, Annual Days, etc.
- Personalities (Posthumously): Significant contributions to art, culture, music, education, social reforms, social service, science & technology
- Occasions: First Flights, International Days & Weeks, etc.
- Products: GI-tagged products, Handicrafts, Handlooms, Artefacts
- Themes: Flora, Fauna, Agriculture, Nature, Wildlife, Planets, Animals
Note: The list is illustrative and not exhaustive. It serves as a guideline for approving authorities.
Eligible Proponents
Special Covers and Cancellations may be proposed by:
- Central Government, State Governments, or Union Territories
- Government or State/PSU organizations/entities
- Registered Companies or Private Entities
- Registered Societies or Recognized Associations
- The Department of Posts itself (suo moto)
Competent Authorities for Approval
Circle-Level Approval
Heads of Circles (or Chief Postmasters General for regions under their charge), Regional Postmasters General, Addl. DG (APS), or Addl. DG (Coordination)/Member heading the Philately Division may sanction Special Covers/Cancellations commemorating events/institutions/personalities/products of state or national significance within their jurisdiction, provided all conditions are met.
Multi-Circle or Pan-India Proposals
When a Special Cover/Cancellation is proposed to be issued simultaneously in more than one postal circle, the Postal Directorate (Addl. DG or Member Philately Division) shall be the competent authority. Approval will be based on the recommendation of the initiating Circle.
Directorate-Initiated Issues
The Addl. DG or Member heading the Philately Division at the Directorate level may direct Circles to issue Special Covers or Special Cancellations on their own initiative. These will follow a uniform design and theme across Circles.
Diplomatically Sensitive Subjects
For proposals with diplomatic implications or involving international relations, approval shall be obtained by the Addl. DG or Member Philately Division in consultation with the Ministry of External Affairs (MEA).
Defence-Themed Covers
For covers related to Defence, approval will rest with the Addl. DG, Army Postal Service (APS) Directorate, after securing clearances from relevant defence establishments and branches.
Monetary Aspects
Minimum Print Quantity
The number of Special Covers proposed for printing and cancellation must not be less than 2,000 copies, which includes the complimentary quota reserved for the Department of Posts.
Issuance by Non-Governmental/Private Entities
Special Covers, with or without Special Cancellations, may also be issued at the request of non-governmental or private parties, subject to the payment of applicable charges as prescribed by the Department of Posts below.
| Departmental Fees | Rates for the Spl. Cover with cancellation | |
| Per day/Post Office | Per Day if it is at Proponents | |
| On Workinq days | Rs. 50,000/- | Rs. 1,00,000/- |
| On Sundays/Holidays | Rs. 1,00,000/- | Rs. 2,00,000/- |
Payment Responsibility
It is the sole responsibility of the proponent to deposit the requisite fee and associated charges at the designated Post Office or prescribed location. Payment can be made via cash, cheque, demand draft (DD), or online transfer, and must be completed immediately upon receipt of the approval letter.
Sale Price of Special Cover
The standard sale price of a Special Cover is ₹20, excluding the cost of the postage stamp to be affixed.
- The denomination of the postage stamp affixed should correspond to the minimum inland letter mail rate.
- For First Flight Covers between two countries, the denomination should match the minimum foreign letter mail rate.
Online Sales Platform Pricing
Under normal circumstances, Special Covers (sale price ₹20, cancelled using a ₹5 postage stamp) shall be sold on the e-Post Office platform at a price of ₹50 each.
In special cases, the Additional Director General (ADG) or the Member of the Postal Services Board overseeing philately may revise the price upward as deemed appropriate.
Duration of Sale and Revenue Handling
Special Covers will be available for sale until stocks last, beginning from the official date of release.
The sale price is fixed by the Department of Posts.
All revenue generated from sales will be credited to the Government account.
Annual Limit on Special Covers
Each Regional Postmaster General (PMG) may authorize the issuance of a maximum of 10 Special Covers in a calendar year.
To exceed this limit, prior relaxation must be obtained from the Head of Circle (HoC) with justified reasoning.
Reference
Guidelines for Issue of Sponsored Special Cover/Cancellation