MAIL HANDLING

EQUIPMENT AND SUPPLIERS

Photocopy machine Letter tray
Scanner Disposition slip
Letter opener Daily mail report/buku
Date stamp agenda
Stapler File folder
Perforator/hole punch 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 content of the letter written are
single page are more than a page. If it is more than
one page, the entire of the letter in subjects
- Read the content 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 by type
Mail by type
> Official letter
> Personal letter
Official Letter
> Routine letter
example ; bill, letter of offer
> Urgent letter
example : complain letter, letter of order
> Confidential letter (surat rahasia)
example : surat pemecatan, surat keputusan

Recording Mail
Using control card and agenda
Agenda
- Single agenda : Incoming and Outgoing in a book
- Double agenda : Incoming and Outgoing in
both sides
- Twin agenda : Incoming and Outgoing in
different book
 Single Agenda
Date Letter
Sender/Re Content in Add
no receiver/ incomig/outgoing date &
ceiver Brief info
send no

Double Agenda
Incoming Mail Outgoing Mail

letter letter
Date content in date content
no date sender no date & receiver
received brief send in brief
& no no

Twin Agenda
INCOMING MAIL RECORD

letter date & content in

no Date received sender add info
no brief

24 August 21 August Complain

1 Martin lee Encl: 1 ply
2022 2022 Reply

OUTGOING MAIL RECORD

letter
no Date sent receiver content in brief add info
date & no

 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

Letter date & No

Forwarded To

Instruction/Information

1.

2.
3.

Note :