HANDLING INCOMING MAIL

MAIL HANDLING
BY RIA ANDARI M
ENGLISH INSTRUCTOR
 Definition
• MAIL : letters and packages conveyed by the
postal system
• Letter : A letter is a written message conveyed
from one person to another through a
medium
 Equipment & supplies
• photocopy machine

• Scanner

• Letter opener
 Equipment & supplies
• Date stamp

• Stapler

• Perforator
• Letter tray

• Disposition slip
• Daily mail report/ book agenda
 Equipment & supplies
• File folder

• Paper clip
 Incoming mail
• Receiving
Make sure the address is right
• Opening
Opening letter by hand or by letter
opening machines
• Inspecting contents
Notify whether the contents of the letter written
are in a single page, or more than a page. If it is more
than one page, the entire pages should be numbered.
Read the contents of the letter in Subjects
• Date Stamping
• Recording in book agenda/ daily mail record
• Make a copy / scan
• Add disposition slip
• Sorting and Distributing mail
 Sorting Incoming Mail
Classify Mail by type
• Mail By type
1. Official Letter
2. Personal Letter
• Official Letter
a. Routine Letter
b. Urgent Letter
c. Confidential Letter
 Recording mail
• Using Control Card and Agenda
• Agenda
1. Single Agenda : Incoming and Outgoing in a
book
2. Double Agenda : Incoming and Outgoing in
both sides
3. Twin Agenda : Incoming and Outgoing in
different book
 Single agenda
DAILY MAIL RECORDasxx
No Date Received/ Incoming / Letter date Sender Content in Add Info
date send Outgoing & No /Receiver Brief
 Double Agenda
DAILY MAIL RECORD
N Date Letter date Sender Content N Date Send Letter Receiver Content
o Received & No in Brief o date & in Brief
No
 Twin agenda
INCOMING MAIL RECORD
No Date Received Letter date & Sender Content in Add Info
No Brief
1 24 August 2018 21 August 2018 Martin Lee Complaint Encl: 1 ply
Reply
12/MD- Freeway Digital
M/7/2018
Metro Tower,
Semarang

OUTGOING MAIL RECORD

No Date sent Letter date & No Receiver Content in Add Info
Brief
 Disposition Slip
• Chairman use Disposition Slip to give instruction
or response related with mail / letter.
DISPOSITION SLIP

 Confidential  Urgent  Routine

Mail Record No:

Date:
Subject :
Letter Date& No:
From:
Instruction / Information Forwarded To
1.
2.
3.
Note :