Professional Documents
Culture Documents
Chapter 4 - Processing Mail
Chapter 4 - Processing Mail
CHAPTER OUTLINE
In Small Companies - One person may process incoming mail and perform other office tasks as
well. Can easily sort the mail at your workstation.
In Large Companies - A specific person/mailman will take care of the large volume of incoming
mail. A mailroom is an area where large volumes of incoming mail are processed, and it is
accessible to postal workers who deliver the mail to the company. Equipment like electric
envelope openers, sorting units and automated delivery systems are used to aid mailroom
workers.
OPENING ENVELOPES & PACKAGES
In some companies, mailroom workers open all the mail (except for P&C envelopes)
before delivering it.
An electric envelope opener often is used for opening envelopes.
SAFETY PRECAUTIONS
Office workers should take care to protect themselves against dangerous substances
that might be present in envelopes or packages received via mail such as wearing
gloves and a face mask.
If a package appears suspicious, it should not be opened.
SORTING MAIL
Once the mail has been sorted, it is ready for distribution. Procedures for delivering
mail within organizations vary such as:
o A worker from each department comes to the mailroom to pick up the
department’s mail.
o A mailroom employee carries the mail in a basket or cart from the mailroom to
the departments.
o In large companies, an automated delivery system transports mail to the various
departments.
PROCESSIONG INCOMING MAIL
•Keep a record of items you expect to receive under separate cover (in another envelope
or package) to be sure that you receive them and document the receipt of mail sent by
special postal services.
You might create a spreadsheet or database table to record the receipt of mail.
Document the receipt of mail sent by special postal services.
Proprietary information – sensitive data that is not public knowledge and is viewed as
owned by the holder.
CONT..
o To facilitate this referral, a referral slip (a document that accompanies items sent to
another person and indicates a requested action) is attached to the item. It contains lists
a series of instructions from which the supervisor may choose.
o Often more than one person in the company should read items such as correspondence
or importance magazine articles. A routing slip is used to route magazines, or any
correspondence that should be read by more than one person in the company.
PRIORITIZING MAIL
Incoming mail should be prioritized for further processing. A general rule, mail is
categorized in the order of its importance.
Urgent messages, i.e. documents received by fax or overnight delivery, that require
prompt attention
Personal and confidential letters
Business letters, memos or other correspondence of special importance
Letters containing cheques or money orders
Other business letters
Letters containing orders
Letters containing bills, invoices or other request for payments.
Advertisements
Newspapers and magazines
Packages.
HANDLING MAIL WHILE AWAY FROM THE OFFICE
A volume mailing involves sending the same items to many people at the same time.
Companies doing volume mailings may qualify for reduced postage rates.
To qualify for reduced postage rates, mailings must be prepared according to current
Postal Service mailing rules and standards.
Address labels may be used for volume mail items or the items may be addressed
individually.
CONT…
i. Automated Handling
The postal Service uses high-speed electronic mail-handling equipment in many of its
postal centers.
An optical character reader (OCR) is an electronic device that quickly scans or “reads” the
address on an envelope. A bar code that is related to the scanned address is printed at
the bottom of the envelope.
During the sorting process, the bar codes are “read” by a bar code sorter, and the mail is
quickly routed to its proper destination.
OPTICAL CHARACTER READER
CONT…
Mailing lists for volume mail may contain current addresses for:
- customers
- subscribers
- or those who live in a certain geographic area.
CONT…
iv. Periodicals
a. Approved publishers and registered news agents may mail items such as newspapers and
magazines at the Periodicals postage rates.
b. Need authorization from the Postal Service must pay a special fee and must mail in bulk
lots at least four times a year.
CONT…
v. Standard Mail
a. is a bulk mailing service for sending first-class or advertising mail at a reduced rate
per pieces such as letters, bulletins, brochures, and catalogs.
b. businesses often use standard mail to advertise products to consumers.
c. must contain min 200 pieces or weigh 50 pounds.
CONT
a. may be used for small and large packages, thick envelopes and tubes.
b. Rates based on the weight of the item and the distance it must travel to be delivered.
c. Packages may weigh 1-70 pounds and measure up to 130 inches in combined length and
girth.
a. Many companies send mail to other countries so overseas parcel packages must
be packed very carefully to ensure safe delivery.
b. Rates vary by weight and destination country.
c. A “Customs Form” is required when send packages, small packets, and parcels
that are subject to taxes to international destinations. International Mail Manual
– A specific information about restrictions for individual countries and about the
forms required for mailing.
SPECIAL POSTAL SERVICE
i. A Certificate of Mailing
- a receipt that provides proof of the date when an item was mailed.