Processing Mail

Burton/Shelton, Procedures for the Automated Office, 6e, C6

Processing Mail
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Handling Mail Handling Incoming Mail Handling Outgoing Mail International Mail International Holidays

Handling Incoming Mail

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Sorting Opening Inspecting contents Registering special mail Date-time stamping Reading and annotating

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Presenting mail Handling packages, publications, and advertising by mail Distributing mail Answering mail in manager’s absence

Packages . including bills and statements Interoffice mail Personal mail Newspapers and periodicals Booklets. etc. catalogs.Handling Incoming Mail—Sorting  Sort into following groups:        Mail sent with urgency Letters.

then distribute to addressee. and pencils   If you open an envelope by mistake. Establish how to handle ―Personal and Confidential‖ mail with your manager . date stamp. paper clips. To Do list.Handling Incoming Mail—Opening Mail  Assemble supplies:  Opener. tickler file. write ―Opened by mistake‖ and initial. seal it with tape.

write postmark date on document and staple envelope to back of letter  Attach enclosures:   Staple if same size or larger Use paper clips if a staple would damage . and enclosures If a document is not dated. date.Handling Incoming Mail— Inspecting Contents  Keep envelopes until information is accounted for   Check for address and signature of sender.

including insured and registered mail and packages Form should include:     Date and time received Sender’s name Recipient’s name Type or description of mail .Handling Incoming Mail— Registering   A mail register provides a record of special mail.

catalogs. on either front or back cover .Handling Incoming Mail— Date-Time Stamping  Time of arrival of certain correspondence has legal significance   Received in time for cash discount? Received in time for bid openings?  Typically. date-time stamp all incoming mail   Stamp correspondence in white space at upper left. right. etc. or top edge Stamp booklets.

does he or she want you to underline key words and dates.Handling Incoming Mail— Reading and Annotating  Know what your manager wants:  As you search for important facts. and write marginal notes? Contain a date of an appointment Mention a report being mailed separately Confirm a phone conversation Request a decision that cannot be made until additional information is obtained  Keep alert to things that:     .

Reading and Annotating Mail (continued)  Annotating   Use small handwriting Make notes brief  Why would you use annotating? .

Handling Incoming Mail— Presenting Mail    Process mail quickly Place urgent mail on top and least urgent items on the bottom Protect your manager’s privacy   Place mail in a way that it is not visible to visitors Place confidential items in a large envelope or folder .

Publications. newspapers. and advertising materials Packages with letters enclosed are processed with important mail Give new items to manager Store regular supplies . and Advertising By Mail     Packages receive priority over periodicals.Handling Incoming Mail— Packages.

Handling Packages. Publications. and Advertising By Mail (continued)  Unwrap newspapers and try to flatten them   Affix routing slip If manager reads these first. place his/her name at top of list  Give manager opportunity to read advertising materials .

discarded or shared Replace old advertising materials and catalogs with new ones If you keep many catalogs. catalogs. should be kept. and Advertising By Mail (continued)    Determine which advertising materials.Handling Packages. etc. Publications. set up a filing system for them .

Distributing Mail  A manager distributes mail to others to:    Obtain information so that he or she can reply Ask someone else to reply directly Keep others informed  What are procedures to follow when circulating materials? .

set mail aside If urgent correspondence. if only gone one or two days. call or e-mail your manager Organize all business mail in folders   Forward mail that requires immediate action to person designated to answer it Respond to letters you can answer .Answering Mail in the Manager’s Absence  Abide by manager’s preference    Typically.

Handling Outgoing Mail       Zip+4 Code Classes of domestic mail Supplemental services Special situations Dangerous goods Addressing domestic mail     Metered mail Other delivery services Mail software programs Information on the Internet .

Handling Outgoing Mail— Zip+4 Code   Use of four-digit add-on is voluntary Identifies a geographic segment within the five-digit delivery area   City Block Office Building  Reduces number of handlings .

Handling Outgoing Mail— Classes of Domestic Mail       First class Priority Express Parcel post Bound printed matter Special Standard Mail (Book Rate) .

Handling Outgoing Mail— Supplemental Services     Certificate of mailing receipt Certified mail Collect on Delivery (COD) Insured mail      Money orders Registered mail Return receipt Return receipt for merchandise Restricted delivery .

Handling Outgoing Mail— Special Situations   Mail does not always go through without problems Know what to do in these situations:    Change of Address Recalling Mail Returning Undelivered Mail .

organic peroxides Corrosives Toxic and infectious substances Asbestos.Handling Outgoing Mail— Dangerous Goods   Prohibited from being mailed both domestically and to points outside of United States These articles or substances listed on right could be dangerous to postal workers and postal equipment. air bags. oxidizers. dry ice . or could damage other mail:        Explosives Flammable items Radioactive materials Gases.

gov   Use four-digit add-on Use two-letter state abbreviation . number. W.usps. Blvd. N. SW Verify zip code. Apt.Suite number Indicate type of mail   Use correct directions.Handling Outgoing Mail—Domestic Mail Addressing Tips     Type complete address Use return address Use complete address information. St. check postal web site: www.

Handling Outgoing Mail— Metered Mail      These are in-house postage meters Must be turned in at postal outlet counter Postage is not canceled Goes directly to sorting machines What are some advantages to using metered mail? .

and Pak Mail . Purolator Courier Corporation Online service provides forms and tracking   Western Union Private Companies  Mail Boxes Etc.Handling Outgoing Mail— Other Delivery Services  Provide pick-up and drop-off services   Emery Air. FedEx. UPS.

Handling Outgoing Mail— Mail Software Programs   Organizations want their mailing to reach its destination as quickly as possible at best price Problems faced:       Reads files in different formats Validates addresses Standardizes addresses to postal requirements Produces Postal reports and tracks costs Uses bar-coded labels Presorts Saves time and money Too much returned mail Unreliable delivery Excess mailing costs      Advantages of mail software are shown on right: .

S.usps. Postal Service Web site at Things available:      Zip+4 codes Track express mail Latest postal rates FAQ Stamp collecting or view images of recent stamp issues .Information on the Internet   Visit U.

International Mail    Special International Services International Postage International Addressing Tips .

Special International Services  Three primary classes of services:    Letters and cards Printed papers such as regular printed matter.4 pounds)   Certified and COD services are not available for international mail Other special services are provided with certain restrictions . books. and sheet music Small packets (weighing up to 4.

so that anyone can calculate the correct postage Why?   Mailing over weekend Mailroom support staff not available .International Postage    Make sure mailroom has current postage information for all countries Make sure that information is clearly posted.

in front of city or town – on same line Place city or town name and province or state name on next line after street address information Write name of foreign country in capital letters on last line of address .International Addressing Tips    Put foreign postal codes. if known.

and access search tools for current list .International Holidays    Holidays celebrated each year change from year to year Countries with diverse populations may practice over ten major religions Before mailing or faxing important documents:   Check out country’s schedule of holidays Use the Internet.

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