How does the consulate request passport?

[cap]

I have seen on the Immihelp OCI Tracker where people put information about "Indian Passport/PIO Requested by Consulate Date". Does this apply to all? How does the Consulate contact you when it is ready? Mail or email or phone? I had heard that if you see the "Arrived at Consulate" on the India Ministry website we need to send the US passport for stamping.
Please let me know your experience because I dont want to keep waiting for a never to come 'request'.
Thanks
cap