the mail room unit 2d. click to return to sum up page mail handling internal mail – communication...
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The Mail RoomThe Mail Room
Unit 2dUnit 2d
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MAIL HANDLINGMAIL HANDLING
Internal Mail – communication Internal Mail – communication between people between people withinwithin an an organisationorganisation
External Mail – communication External Mail – communication sent sent outwithoutwith an organisation an organisation or received from or received from outwithoutwith the the organisationorganisation
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INTERNAL MAILINTERNAL MAIL
Collect mail regularlyCollect mail regularly Documents state name Documents state name
and position of senderand position of sender Place in pigeon holesPlace in pigeon holes
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EXTERNAL MAIL - EXTERNAL MAIL - INCOMINGINCOMING
In a small In a small organisation, the organisation, the receptionist will receptionist will probably deal with probably deal with the mail.the mail.
In a large In a large organisation with lots organisation with lots of mail, there is likely of mail, there is likely to be a separate mail to be a separate mail department.department.
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PROCEDURE FOR PROCEDURE FOR INCOMING MAILINCOMING MAIL
Royal mailRoyal mail CourierCourier VoicemailVoicemail
E-mailE-mail FaxFax
Mail staff should be at work before other staff so that staff can complete tasks on time
Incoming mail could be received by:
Do not open personal or confidential mail
Open other mail
Check enclosures are enclosed and correct
Date stamp mail
Check that remittances (payments) are correct
Sort mail into departments and deliver
Alternatively, scan mail and save on network for staff to access on computer
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EQUIPMENT USED FOR EQUIPMENT USED FOR INCOMING MAILINCOMING MAIL Date stampDate stamp Photocopier – to Photocopier – to
make additional make additional copies of letters to copies of letters to be seen by more be seen by more than one personthan one person
Computer for Computer for e-maile-mail
FaxFax ScannerScanner
Fax
Scanner
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E-MAILE-MAIL
E-mail is information sent and E-mail is information sent and received via computer. It can received via computer. It can be internal (within the be internal (within the organisation) or external organisation) or external (outwith the organisation)(outwith the organisation)
Files can be attachedFiles can be attached Much faster than traditional Much faster than traditional
alternativesalternatives Groups can be created to allow Groups can be created to allow
message to be sent to many message to be sent to many people at the same timepeople at the same time
Out of office facility can be Out of office facility can be used to advise a sender if a used to advise a sender if a recipient is unavailablerecipient is unavailable
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PROS AND CONS OF E-PROS AND CONS OF E-MAILMAIL
Quick to send Quick to send messages to messages to group - group - distribution listdistribution list
Technical Technical problems can problems can cause delayscause delays
Low cost of Low cost of sending big sending big documentsdocuments
Requires regular Requires regular checkingchecking
Confidential – Confidential – use of passwordsuse of passwords
Must know e-Must know e-mail addressmail address
Communication Communication is more efficientis more efficient
DisadvantagesDisadvantagesAdvantagesAdvantages
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FAXFAX
Method of sending Method of sending exact copies of exact copies of documents. Some documents. Some located in public located in public area – never use area – never use for confidential for confidential documents!documents!
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PROS AND CONS OF FAXPROS AND CONS OF FAX
Sometimes not Sometimes not acceptable as acceptable as legal documentslegal documents
Low cost of Low cost of sending sending documentsdocuments
Not confidentialNot confidentialVery fast – for Very fast – for urgent urgent informationinformation
DisadvantagesDisadvantagesAdvantagesAdvantages
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SCANNING DOCUMENTSSCANNING DOCUMENTS
In some organisations, In some organisations, mail may be scanned mail may be scanned onto the computer onto the computer system, where it can system, where it can either be either be e-mailede-mailed to to relevant staff or stored relevant staff or stored and accessed by and accessed by authorisedauthorised staff on the staff on the organisation’s organisation’s networknetwork. . Original documents can Original documents can then be then be archivedarchived or or shreddedshredded to save space to save space
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VOICEMAILVOICEMAIL
This is where a pre-recorded This is where a pre-recorded message invites the caller to message invites the caller to leave a message.leave a message.
Dial a message to connect to Dial a message to connect to mailbox and listen to messagesmailbox and listen to messages
Used if caller is out of officeUsed if caller is out of office
Often used on mobile phonesOften used on mobile phones
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OUTGOING MAILOUTGOING MAIL
Mail should be collected by Mail should be collected by Mail Room staff Mail Room staff regularlyregularly - - this spreads their workloadthis spreads their workload
Sort into Sort into 11stst, , 22ndnd, , specialspecial deliverydelivery etc etc
Check Check sizesize and and weightweight of of packagespackages
FrankFrank or or stampstamp the the mailmail
Take to Post OfficeTake to Post Office
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EQUIPMENT FOR EQUIPMENT FOR OUTGOING MAILOUTGOING MAIL
Date Stam
p
Pigeon holes Scales
Sorting Trays
Fax
Mail Trolleys
Packaging Equipment
Franking Machine
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METHODS OF SENDING METHODS OF SENDING MAILMAIL
Used for Used for urgenturgent or or valuablevaluable mail. Guarantees mail. Guarantees next daynext day delivery delivery
Special Special DeliveryDelivery
For For importantimportant documents documents which must be which must be signed forsigned for and need and need proof of deliveryproof of delivery
Recorded Recorded signed forsigned for
For For bulkybulky or or urgenturgent packagespackages
CourierCourier
Used for Used for non-urgentnon-urgent, , routine correspondenceroutine correspondence
First/second First/second class postclass post
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WEIGHING UP THE WEIGHING UP THE OPTIONSOPTIONS
Immediate replyImmediate reply
Relatively cheapRelatively cheapFor when original For when original documents are documents are needed, eg needed, eg passportpassport
Can be sent any Can be sent any time, 24/7time, 24/7
Some customers Some customers may not have may not have fax or e-mailfax or e-mail
For urgent For urgent documentsdocuments
Actual documents Actual documents can be sentcan be sent
ELECTRONICELECTRONICPOSTPOST
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CHOOSING A METHODCHOOSING A METHOD
Attachment can Attachment can be changedbe changed
ConfidentialConfidential
E-mail with E-mail with attachmentattachment
Spreadsheet Spreadsheet required required nownow by by
FinanceFinance
All employees All employees can access infocan access info
Intranet, e-Intranet, e-mail postersmail posters
Info to all Info to all employeesemployees
Not urgent. Not urgent. Not all people Not all people have email, faxhave email, fax
First or second First or second class postclass post
Printed Printed invitation to invitation to customerscustomers
Bulky items Bulky items required required urgentlyurgently
CourierCourierBox of leaflets Box of leaflets for Manchester for Manchester tomorrowtomorrow
Information Information required required immediatelyimmediately
Fax or e-mailFax or e-mailConfirmation of Confirmation of hotel booking hotel booking tonighttonight
Original Original documents documents requiredrequired
Courier or postCourier or post
Special Delivery Special Delivery or Recordedor Recorded
Legal contractLegal contract
JustificationJustificationMethodMethodCommunicationCommunication
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TO SUM UP …TO SUM UP …
Internal and extInternal and external mailernal mail
Procedure for inProcedure for incoming mailcoming mail
Equipment for Equipment for incoming mailincoming mail
E-mailE-mail FaxFax Scanning Scanning
documentsdocuments
VoicemailVoicemail Outgoing mailOutgoing mail Equipment for Equipment for
outgoing mailoutgoing mail Methods of Methods of
sending mailsending mail Weighing up the Weighing up the
optionsoptions Choosing an Choosing an
appropriate appropriate methodmethod