NC1 - OFFICE ADMINISTRATION BATCH 2

Know How to Handle Mail- Test # 1

Name: _______________________________________ Class: ____________ Date: _____________________

PART A - Multiple Choice

Read carefully and answer the questions by circling the BEST answer.

1. Which item is NOT in a form of a mail? 2. What item listed below is NOT an example of an
A. Invoices Incoming Mail requirement?
B. Electronic Mail (email) A. Who has the authority to book a courier
C. Telephone mail B. Who is authorized to open mail
D. Invitation card C. What to do if a suspicious- looking package
arrives
D. What to do with cheques

3. What item listed below is NOT an example of an

Outgoing Mail requirement? 4. When you have so many mails to deliver or post, what
A. Who has the authority to book a courier key skill is mostly needed?
B. Who is authorized to open mail A. Planning
C. What time of the day postal items should be B. Organizational
prepared by, in order to be sent out that day. C. Time management
D. Whether a particular fax template should be D. Prioritising
used when sending faxes to customers.

5. When you have so many issues such as sorting out and distributing incoming mail and processing and dispatching outgoing
mail, what key skill is mostly needed?

A. Planning
B. Organizational
C. Time management
D. Prioritising

PART B- Matching Type

COLUMN 1_ COLU COLUMN 3_Problems that could occur during process
Stage of MN
Process 2_An
swer
i. Accepting A. If mail is sorted incorrectly, mail could get lost or misfiled and not reach its
into the intended recipient.
organization
ii. B. If mail is addressed to a staff member who has left the organization, the correct
Registering decision must be made as to who should receive this mail; otherwise mail will get
lost and not be acted upon.
iii. Checking C. If a legal contract is not date stamped and documented in the incoming mail
that it is all register, there may be confusing at a later date about when a contract came into
present and force
correct
iv. Sorting D. If mail that is marked ‘Urgent’ is not attended to promptly, problems will occur if
action is not taken when it should be.
v. E. If a parcel which has been couriered to the organization is not signed for, it may
Distribution not be possible to trace it later if it doesn’t reach the intended recipient
to the
correct
person
vi. Within an F. If a cheque should have been included with a letter but has not been, it may be
 appropriate difficult later to determine whether or not the customer has paid for their
timescale goods or services
Column 1 in the table below indicates the stage of process that deals with the incoming mail. Column 3 indicates the Problems
that could occur during the process. The description in Column 3 are jumbled (mixed) up so you are to read carefully each
description and write ONLY the letter (A or B or C or D or E or F) in Column 2 to match the stage of process.

PART C-Definition
Define the following words/phrases
I. Incoming mail
- .........................................................................................................................................................................................
.....................................................................................................................................................................
II. Outgoing mail
- .........................................................................................................................................................................................
......................................................................................................................................................................
III. External mail
- .........................................................................................................................................................................................
......................................................................................................................................................................
IV. Internal mail
- .........................................................................................................................................................................................
......................................................................................................................................................................
V. Unofficial rule
- .........................................................................................................................................................................................
.......................................................................................................................................................................
VI. Official rule
- .........................................................................................................................................................................................
.......................................................................................................................................................................
PART D- Enumeration
1. List the four (4) forms of Incoming mail
a) ________________________________________________________________________________
b) ________________________________________________________________________________
c) ________________________________________________________________________________
d) ________________________________________________________________________________

2. List at least three (3) characteristics of suspicious mail

a) __________________________________________________________________________________
b) __________________________________________________________________________________
c) __________________________________________________________________________________
3. Name four (4) examples of organisations where by information is sent and received depending on the type of business
and activities they carry out.
a) __________________________________________________________________________________
b) __________________________________________________________________________________
c) __________________________________________________________________________________
d) __________________________________________________________________________________

4. List at least two (2) items that you will find in an organization that may contain the requirements on how to handle
mail
a) __________________________________________________________________________________
b) __________________________________________________________________________________

Prepared by Ms. M. Miria

....................................... ________________
Ms Lavinia Sheekiot Sr Maria G. Leison
MODULE TEACHER - BUSINESS STUDIES Centre Manageress
 Date: ......../........./21 Date: ......../........./21

KNOW HOW TO HANDLE MAIL- TEST #1 ANSWERS

Part-A MULTIPLE CHOICE

QUEST ANSWER
ION #
1 C
2 A
3 B
4 D
5 C

PART-B MATCHING TYPE

COLUMN 1 COLUMN 2
Stage of Process Answer
I. Accepting into the E
organization
II. Registering C
III. Checking that it is all present F
and correct
IV. Sorting A
V. Distribution to the correct B
person
VI. Within an appropriate D
timescale

PART C-Definition
Define the following words/phrases
VII. ` Incoming mail- (also called ‘inward’ mail) is any mail that is to be distributed within the business. It can originate
‘externally’ or ‘internally’.
VIII. Outgoing mail- (also called ‘outward’ mail) is any mail sent outside the business premises.
IX. External mail – is mail that has originated outside your own organisation
X. Internal mail –is ‘inter-office’ mail, i.e. mail that is created within, and circulated around, the organization itself to
and from staff members.
XI. Unofficial rule- is a rule that is not written down and the rule may be bent.
XII. Official rule- is a rule that is written and is much stricter regarding correct mail procedures.
XIII.
 PART D- Enumeration
1. List the four (4) forms of Incoming mail
I. Paper based documentation
II. Packages
III. Electronic documents
IV. Financial/Accounting documents

2. List at least three (3) characteristics of suspicious mail

Any of the following;
I. Handwritten or poorly typed address
II. Addressed to someone no longer with the organization or otherwise outdated
III. Incorrect title or a title but no name
IV. Misspelled words
V. No return address or one that can’t be verified as legitimate
VI. Postmark shows a city or State that does not match the return address
VII. Excessive postage
VIII. Excessive tape, string or wrapping
IX. Unexpected or form someone unfamiliar to the recipient
X. Of unusual weight, given its size, or lopsided or oddly shaped
XI. Has protruding wires
XII. Has a strange odour, or is stained or discoloured
XIII. Makes a noise
XIV. Rigid envelope
XV. Leaking unidentified powder

3. Name four (4) examples of organisations where by information is sent and received depending on the type of
business and activities they carry out.

Any of the following;

Offices, Schools, Shops, Charities, Government department.

4. List at least two (2) items that you will find in an organization that may contain the requirements on how to handle
mail

Any of the following;

Guidelines, Quality assurance manual, Job description, employment contact, workplace manual, workplace guide,
records management policy, statement of objectives, recommended procedures guide, pricing and discount policy
documentation, health and safety procedures, your organization’s intranet.

Prepared by Ms. M. Miria

....................................... ________________
Ms Lavinia Sheekiot Sr Maria G. Leison
MODULE TEACHER - BUSINESS STUDIES Centre Manageress
 Date: ......../........./21 Date: ......../........./21

KNOW HOW TO HANDLE MAIL

ASSIGNMENT NO. 1
There are four types of mail that are sent.

1. Letter – Group 1
2. Packet – Group 2
3. Parcel – Group 3
4. Aerogramme – Group 4

TASK
Explain the type of mail and give examples or copies of the type of mail.
MARKING CRITERIA

NO Type of Criteria Score Actual Marks

1 Explanation on the type of mail 10 marks

2 Examples or copies/documents/pictures
of the type of mail 10 marks
3 TOTAL 20 marks

ASSIGNMENT NO# 2
There are three types of forms to be completed for incoming mail.

1. REMITTANCE REGISTER
2. INWARD MAIL REGISTER
3. CIRCULATION SLIP

TASK:
a) Give information about the form
b) Give example or copies of the three 3 form

MARKING CRITERIA
NO Type of Criteria Score Actual Marks
1 Correct information about the form 10 marks

2 Correct example or copies of the form 15 marks

3 TOTAL 25 marks

Prepared by Ms. M. Miria

....................................... ________________
Ms Lavinia Sheekiot Sr Maria G. Leison
MODULE TEACHER - BUSINESS STUDIES Centre Manageress

Date: ......../........./21 Date: ......../........./21

 ANSWERS TO ASSIGNMENT NO # 1
LETTERS: This includes letters, letter cards and post cards weighing not more than 500
grams.
PACKET: This is any article not more than 500 grams in weight. This could be small books,
large letters or small parcels.
PARCEL: This is any article over 500 grams but not more than 30 kilograms. Some countries
however will only accept parcels weighing 20 kilograms or less. You should check
with the post office before sending a parcel overseas.
AEROGRAMME: This is made of a special type of lightweight paper. After it is written on, it can be
folded to the size of an envelope and stuck down-nothing maybe included inside.
The stamp is printed on the front of the aerogramme and it can be sent anywhere
overseas for the one price.

ANSWER TO ASSIGNMENT NO 2

REMITTANCE REGISTER: This is a document in which any monies received in the mail are recorded.
INWARD MAIL REGISTER: This is a document in which mail received in the organisation is recorded.
CIRCULATION SLIP This is a document on which names of people are recorded to sight the
letter.

Prepared by Ms. M. Miria

....................................... ________________
Ms Lavinia Sheekiot Sr Maria G. Leison
MODULE TEACHER - BUSINESS STUDIES Centre Manageress
Date: ......../........./21 Date: ......../........./21

LIMANA VOCATIONAL CENTRE

OFFICE ADMINISTRATION BATCH 2
ASSESSMENT CRITERIA
30 MARKS
NOTE: This assignment is to be presented on the 03th of August this week, please be advice that your
marks will be deducted if you present late.
Every individual in a group is asked to collect one (1) different envelope each. You will be assessed
according to your Performance Criteria.
CRITERIA

1. Introduction 5
2. Why you choose this particular envelope and explain what this 10
 envelope is use for.
3. Your speech should be loud and clear 5
4. Be confident to summarise your presentation 4
5. Due date is on Thursday 2021 3
6. Presentation Timing is 2minutes 3
7. TOTAL /30

Prepared by Ms. M. Miria

....................................... ________________
Ms Lavinia Sheekiot Sr Maria G. Leison
MODULE TEACHER - BUSINESS STUDIES Centre Manageress

Date: ......../........./21 Date: ......../........./21