FOR YOUR DISCUSSION

Directions
Enter your response after each question or statement.
1.

Identify at least five e-mail netiquette rules to follow.

2.

When attaching a file to your e-mail, be certain you have actually attached the file.
Never send anything through e-mail that you dont want made public.
Keep your message as concise as possible.
Always get a writers permission before forwarding or posting an e-mail.
Address receiver by name in opening sentence.

Discuss the impact of systems knowledge related to mail operations on a company.

When you understand and know the systems knowledge related to mail on a company, you
are able to handle any type of mail given to you. Then, you are able to efficiently direct the mail
to the right person in the company or outside your company.

3.

List the steps, in sequence, for processing traditional incoming mail.

1. sorting mail;
2. opening mail;
3. inspecting the contents;
4. registering special mail;
5. date-time stamping mail;
6. reading and annotating mail;
7. presenting mail to manager;
8. handling packages, publications, and advertising by mail;
9. distributing mail;
10. answering mail in managers absence.

4.

Identify the four steps in preparing traditional outgoing mail.

1. Review all documents for signatures and enclosures.
2. Verify the inside address with the envelope address.
3. Determine the most accurate way of mailing an item if needed.
4. Presort mail for speeder handling by the post office. Separate mail into categories, such as
local, out-of-town, and metered.

5.

Use two to three sentences to describe the basic classes of domestic mail.

First Class Mail includes all personal and business correspondence. Each piece must
weight thirteen ounces or less.
Priority Mail is used for documents, gifts, and merchandise. It offers two or three
day service to most domestic destinations. The maximum weight is seventy pounds, and

the maximum size is 108 inches or less in combined length and distance around the
thickest part.
Express Mail offers the fastest service, with next-day delivery by noon or by 3 p.m. to
most destinations. Features include tracking, proof of delivery, and insurance up to
$100. The maximum weight is seventy pounds.
Parcel Post used for mailing certain times gifts and general merchandise, including
books and other printer matter. The maximum size is 130 inches in combined length
and distance around the thickest part. The maximum weight is seventy pounds.
Bound Printed Matter is identified as advertising, promotional, directory, or editorial
that is securely bond (not loose-leaf binders); consists of sheets of which at least 90
percent are imprinted by a process other than handwriting or typewriting; contains no
personal correspondence; and is not stationary; such as pads of blank printer forms. The
maximum weight is fifteen pounds. Rates are based on weight, shape, and distance.
Media Mail (Book Rate) is generally used for books (at least eight pages), film,
manuscripts, printed music, printed test materials, sound recordings, play scripts,
printed educational charts, loose-leaf pages and binders consisting of medical
information, videotapes, and computer-recorded media such as CDs. It cannot contain
adverting. The maximum size is 108 inches in combined length and distance around the
thickest part.

6. Distinguish among the following: Certificate of Mailing and Certified Mail; Delivery
Confirmation and Return Receipt; Delivery Confirmation and Signature
Confirmation

Certificate of Mailing is evidence of mailing that is purchased at the time mailing. A fee
is charged along with postage. Certified MailTM provides proof of mailing at the time
mailing and date and time of delivery. A fee is charged for certified mail plus postage.
Delivery ConfirmationTM provides the date and time of delivery or attempted delivery
and must be purchased at the time of mailing only. Mailers may retrieve Delivery
ConfirmationTM information at the http://usps.com. Return ReceiptTM sends the sender a
postcard or electronic notification with the date of delivery and recipients signature. It
provides the recipients actual delivery address.
Delivery ConfirmationTM provides the date and time of delivery or attempted delivery.
Mailers may retrieve Delivery ConfirmationTM information at the http://usps.com.
Signature ConfirmationTM notifies the sender of the date and time of delivery or
attempted delivery and the name of the person who signed for them. No acceptance
record is kept at the office of mailing. Mailers may retrieve Signature ConfirmationTM
information at the http://usps.com.

7. What are three special situations you might encounter in handling outgoing mail that would
require your attention?

Changing an Address When the organization for which you work changes its
address, you must notify the post office of the change.

Recalling Mail If you make an error in mailing that is serious enough to warrant
recalling a piece of mail, you may be able to do so if you act quickly.
Returning Undelivered Mail If the addressee has moved or simply refuses to accept
mail, if there is insufficient postage or an incorrect or incomplete address, or if for
other reasons the mail cannot be delivered, the post office will return the item to the
sender.

8. Using two to three sentences for each, describe the office technology related to the mail
function that was presented in this chapter.

9.

Describe at least five tips for making the copying process efficient and economical.

10.

Postage Meters Its a machine that applies postage to an envelope or package,

eliminating the need for licking or sticking stamps. The real advantage to the user is the
convenience of not using stamps, not waiting in line at the post office, and being able to
apply whatever amount of postage is needed.
Postal Scales They are a good investment because they show both the weight and the
amount of postage required. As postal rates increase, it is essential for office
professionals to determine the correct postage according to the weight to reduce
mailing costs.
Postage Price Calculation You can calculate the postage for domestic and
international mail from your computer by using the postage calculation link on U.S
Postal Services Web site. You can also print the postage.
Facsimile (Fax) Machines Its a device that will copy and transmit graphics (charts,
photographs, drawings, and handwritten messages) and text messages as electronic
signals via the telephone lines or from a personal computer equipped with a modem.
The speed of fax transmission varies with the size of the page, the density of the image
to be faxed, and the levels of technology of the fax machine sending and receiving
documents.
Scanners Its a device used to input text, such as a report; photographs; and bulky
items, such as the cover of a DVD. It is useful in offices where the goal is to move into
a paperless document system. The most common types are flatbed, scanners, sheetfed
scanners, photo scanners, and portable scanners.
Photocopiers Todays printer/copier provides networked printing, scanning, copying,
digital sending, and even faxing, with the full capabilities of a traditional photocopier.
Its quick and easily makes copies.

Determine best times to use copier. Avoid high-traffic times.

Copy when you have several items.
Plan ahead for large copying needs.
Keep track of monitoring device assigned to you for copying purposes.
Make sure you comply with the Copyright Act.

What traditional incoming mail would you consider to be urgent?

Traditional incoming mails that I would consider to be urgent are Certified MailTM,
overnight mail, Registered MailTM, and special delivery.