ch 6 processing mail

7/27/2019 Ch 6 Processing Mail

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Processing Mail

Handling Mail

Handling Incoming Mail

Handling Outgoing Mail

International Mail

International Holidays

Handling Incoming Mail

Sorting

Opening

Inspecting contents

Registering special

Date-time stamping Reading and

annotating

Presenting mail

Handling packages,

publications, andadvertising by mail

Distributing mail

Answering mail inmanager’s absence

Handling Incoming Mail—Sorting

Sort into following groups:

Mail sent with urgency

Letters, including bills and statements Interoffice mail

Personal mail

Newspapers and periodicals Booklets, catalogs, etc.

Packages

Handling Incoming Mail—Opening

Mail Assemble supplies:

Opener, date stamp, paper clips, tickler file,

To Do list, and pencils If you open an envelope by mistake, seal

it with tape, write ―Opened by mistake‖and initial, then distribute to addressee.

Establish how to handle ―Personal andConfidential‖ mail with your manager

Handling Incoming Mail—

Inspecting Contents

Keep envelopes until information is

accounted for Check for address and signature of sender, date, and

enclosures

If a document is not dated, write postmark date on

document and staple envelope to back of letter

Attach enclosures: Staple if same size or larger

Use paper clips if a staple would damage

Registering A mail register provides a record of special

mail, including insured and registered mailand packages

Form should include:

Date and time received

Sender’s name

Recipient’s name

Type or description of mail

Date-Time Stamping Time of arrival of certain correspondence

has legal significance

Received in time for cash discount? Received in time for bid openings?

Typically, date-time stamp all incomingmail Stamp correspondence in white space at upper left,

right, or top edge

Stamp booklets, catalogs, etc. on either front or backcover

Reading and Annotating Know what your manager wants:

As you search for important facts, does he or shewant you to underline key words and dates, and

write marginal notes?

Keep alert to things that: Contain a date of an appointment

Mention a report being mailed separately

Confirm a phone conversation

Request a decision that cannot be made untiladditional information is obtained

Reading and Annotating Mail(continued)

Annotating

Use small handwriting

Make notes brief

Why would you use annotating?

Presenting Mail Process mail quickly

Place urgent mail on top and least urgent

items on the bottom

Protect your manager’s privacy

Place mail in a way that it is not visible to

visitors

Place confidential items in a large envelope or

folder

Handling Incoming Mail— Packages,

Publications, and Advertising By Mail

Packages receive priority over periodicals,

newspapers, and advertising materials

Packages with letters enclosed are

processed with important mail

Give new items to manager

Store regular supplies

Handling Packages, Publications,

and Advertising By Mail (continued)

Unwrap newspapers and try to flatten

them Affix routing slip

If manager reads these first, place his/her

name at top of list

Give manager opportunity to read

advertising materials

Handling Packages, Publications, and

Advertising By Mail (continued)

Determine which advertising materials,

catalogs, etc. should be kept, discarded or

shared

Replace old advertising materials and

catalogs with new ones

If you keep many catalogs, set up a filing

system for them

Distributing Mail

A manager distributes mail to others to:

Obtain information so that he or she can reply

Ask someone else to reply directly

Keep others informed

What are procedures to follow when

circulating materials?

Answering Mail

in the Manager’s Absence

Abide by manager’s preference Typically, if only gone one or two days, set mail

If urgent correspondence, call or e-mail your

manager

Organize all business mail in folders

Forward mail that requires immediateaction to person designated to answer it

Respond to letters you can answer

Handling Outgoing Mail

Zip+4 Code

Classes of domesticmail

Supplementalservices

Special situations

Dangerous goods Addressing

domestic mail

Metered mail

Other delivery

services

Mail software

programs

Information on the

Internet

Handling Outgoing Mail—

Zip+4 Code

Use of four-digit add-on is voluntary

Identifies a geographic segment within the

five-digit delivery area

City Block

Office Building

Reduces number of handlings

Classes of Domestic Mail

First class

Priority

Express

Parcel post

Bound printed matter

Special Standard Mail (Book Rate)

Supplemental Services

Certificate of mailing

receipt Certified mail

Collect on Delivery

Insured mail

Money orders

Registered mail Return receipt

Return receipt for

merchandise

Restricted delivery

Special Situations Mail does not always go through without

problems

Know what to do in these situations: Change of Address

Recalling Mail

Returning Undelivered Mail

Metered Mail These are in-house postage meters

Must be turned in at postal outlet counter

Postage is not canceled

Goes directly to sorting machines

What are some advantages to using

metered mail?

Other Delivery Services Provide pick-up and drop-off services

Emery Air, UPS, FedEx, Purolator Courier

Corporation Online service provides forms and tracking

Western Union

Private Companies Mail Boxes Etc. and Pak Mail

Mail Software Programs Organizations want their

mailing to reach its

destination as quickly as

possible at best price Problems faced:

Too much returned mail

Unreliable delivery

Excess mailing costs Advantages of mail

software are shown on

right:

Reads files in different formats

Validates addresses

Standardizes addresses topostal requirements

Produces Postal reports and

tracks costs

Uses bar-coded labels

Presorts

Saves time and money

Information on the Internet

Visit U.S. Postal Service Web site athttp://www.usps.gov

Things available: Zip+4 codes

Track express mail

Latest postal rates

Stamp collecting or view images of recentstamp issues

International Mail

Special International Services

International Postage

International Addressing Tips

Special International Services

Three primary classes of services:

Letters and cards

Printed papers such as regular printed

matter, books, and sheet music Small packets (weighing up to 4.4 pounds)

Certified and COD services are not

available for international mail Other special services are provided with

certain restrictions

International Postage

Make sure mailroom has current postageinformation for all countries

Make sure that information is clearlyposted, so that anyone can calculate thecorrect postage

Mailing over weekend

Mailroom support staff not available

International Addressing Tips

Put foreign postal codes, if known, in front

of city or town – on same line

Place city or town name and province or state name on next line after street

address information

Write name of foreign country in capitalletters on last line of address

International Holidays

Holidays celebrated each year change from

year to year

Countries with diverse populations maypractice over ten major religions

Before mailing or faxing important documents:

Check out country’s schedule of holidays Use the Internet, and access search tools for

current list

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