Crystal McField

International College of the Cayman Islands

Office Practice and Procedures

Homework Assignment #4 pg. 299

AP111
LECTURER: Dr. Alicia Law
Date: October 30, 2016

MEMORANDUM REPORT
To: Dr. Alicia Law
From: Crystal Mcfield
Date: October 30, 2016
Subject: Mail Processing
Mail Delivery & Distribution
This interview was done with a mail processor of Maples & Calder. Mail is received
every day through the mailroom and is processed by a team of eleven persons including two
supervisors. There are three mail room drivers who receive mail from the post office, banks and
regular cargo couriers such as DHL, FedEx and UPS deliver on a daily basis straight to the
facility. There is a station set up for in the mail room which houses a representative from DHL as
that is the main provider to the company. All mail is sorted and delivered by mail personnel hired
with the company. All confidential and personal mail received for staff members are also
delivered. (T. Mcfield, personal communication, October 29 2016)
Mail distribution is sorted according to sections and the staff list. For each
department/section, there are trays with assorted labels for the type of mail to be distributed.
Mail is received and distributed daily. For example, if Mary Sue works for Maples FS audit team
her mail will go into the Maples FS tray / audit. Each section has their own tray and if there are
urgent documents needed for a file an email will come through asking for the mail to be received
and expedited to the respective section urgently. (T. Mcfield, personal communication, October
29 2016)
For incoming mail, it is recorded in the incoming mail book by date, sender, receiver and
department/section. Once mail is recorded into the incoming book it is placed in the

department/sections tray. Each piece of mail received is sorted, recorded and then delivered.
Outgoing mail is handled in the same manner. All outgoing mail is handled in the same manner
as incoming mail. For outgoing mail, there are two recording logs. The two logs are courier mail
and regular outgoing mail, depending on the method used for the mail it will be recorded
accordingly. For courier mail, there is a 16 digit number code on each airway bill that is recorded
along with the receiver, sender, the weight of parcel/mail and the date. (T. Mcfield, personal
communication, October 29 2016)

Reference
T. Mcfield, personal communication, October 29 2016.