The OfficeProcedures and Technology

Chapter 11

Processing Mail

Copyright© 2007 Thomson/South-Western

Slide 2

Sorting and Distributing Mail

In small companies Sort mail at your workstation Hand deliver each stack to the appropriate

person or department In large companies

Open packages and envelopes Follow safety precautions Sort mail Distribute mail

Topic 11-1 Incoming Mail Procedures

Slide 3

Opening Mail

Do not open mail for others that is marked Confidential or Personal

Check for enclosures Check for a name and address on the letter

before discarding the envelope Place mail you will answer in one stack Place mail to be handled by others in another

stack

Topic 11-1 Incoming Mail Procedures

Slide 4

Annotating Mail

Write comments related to the content

Gather materials for creating a reply

Topic 11-1 Incoming Mail Procedures

Slide 5

Documenting Receipt of Mail

Topic 11-1 Incoming Mail Procedures

Note mail received by special postal services or private mail services

Note mail you expect to receive in a separate envelope or package

Slide 6

Routing Mail

A referral slip is attached to mail that requires action by others

Topic 11-1 Incoming Mail Procedures

A routing slip is used to forward mail to others

Slide 7

Prioritizing Mail

Topic 11-1 Incoming Mail Procedures

Arrange mail items in order of importance

1. Urgent messages 6. Orders

2. Personal and confidential letters

7. Bills and invoices

3. Business correspondence of special importance

8. Advertisements

4. Checks or money orders 9. Newspapers and magazines

5. Other business letters 10. Packages

Slide 8

Handling Mail For Others

Maintain a mail register Advise the traveler of important actions

needed immediately Refer routine mail to others who can respond

or answer yourself Send a synopsis of mail if the trip is to be long Prioritize and store mail in an appropriate

place

Topic 11-1 Incoming Mail Procedures

Slide 9

Focus On …

Topic 11-1 Incoming Mail Procedures

Protecting Confidential Information Know your supervisor’s preferences regarding

visitors and callers Follow correct mail procedures Secure your workstation Protect written documents Reduce electronic information loss

Slide 10

Processing Outgoing Mail

Procedures vary from company to company United States Postal Service (USPS) Private mail companies and courier services

Topic 11-2 Outgoing Mail Procedures

The USPS provides many services useful to businesses

The USPS provides many services useful to businesses

Source: http://www.usps.com

Slide 11

Folding and Inserting Mail

Topic 11-2 Outgoing Mail Procedures

Verify that items are complete and correct Copies have been made Letters are signed Enclosures are present Addresses on the letter and envelope match Addresses include a nine-digit ZIP code

Fold correspondence appropriately for the envelope used

Slide 12

Folding Mail

Topic 11-2 Outgoing Mail Procedures

Follow these steps to fold an 8 1/2" by 11" sheet for a No. 10 envelope

Follow these steps to fold an 8 1/2" by 11" sheet for a No. 10 envelope

Slide 13

Postage

Apply postage to mail to be delivered by the USPS

Weigh envelopes to determine the proper postage

Apply stamps, print postage using a postage meter, or buy postage online

Topic 11-2 Outgoing Mail Procedures

Slide 14

Stamps

Topic 11-2 Outgoing Mail Procedures

USPS stamps are available in various designs and postage amounts

USPS stamps are available in various designs and postage amounts

Source: http://shop.usps.com/cgi-bin/vsbv/postal_store_non_ssl/home.jsp

Slide 15

Volume Mailings

Topic 11-2 Outgoing Mail Procedures

Involve sending the same item to many people at the same time

May qualify for reduced postage rates Often use computer-generated mailing lists Mailing equipment automates the process

Slide 16

Optical Character Recognition

The USPS uses optical character readers (OCRs) to process mail

Addresses that cannot be read by OCR take longer to process

Optical character reader: electronic equipment that scans the address on an item and prints a bar code

Key Term

Topic 11-2 Outgoing Mail Procedures

Slide 17

ZIP Codes

Use of nine-digit ZIP codes speeds delivery of domestic mail

ZIP code directories are available in print and online

Topic 11-2 Outgoing Mail Procedures

Slide 18

Address Format

Block the left margin of the address Use all capitals and omit punctuation except in

the ZIP code Use standard abbreviations Include the ZIP code in the address for

domestic mail Include the foreign postal code for an

international address

Topic 11-2 Outgoing Mail Procedures

Slide 19

Proper Address Format

Using a proper address format speeds the delivery of mail

Using a proper address format speeds the delivery of mail

Topic 11-2 Outgoing Mail Procedures

Slide 20

Classes of Domestic Mail

First-Class mail Priority mail Express mail Periodicals Standard mail Parcel post

Topic 11-2 Outgoing Mail Procedures

Source:http://www.usps.com/send/waystosendmail/senditwithintheus/firstclassmail.htm

Information on classes of mail can be found on the USPS Web site

Information on classes of mail can be found on the USPS Web site

Slide 21

Special Postal Services

Registered or insured mail Proof of mailing or delivery COD mail

Topic 11-2 Outgoing Mail Procedures

Slide 22

International Mail

Service provided by the USPS and private companies

Customs forms may be required

Topic 11-2 Outgoing Mail Procedures

Customs: government taxes on imported items

Key Term

Slide 23

Private Delivery Services

Topic 11-2 Outgoing Mail Procedures

Usually cannot deliver to a post office box Often have Web sites that allow a package to

be tracked May provided faster service than USPS

Slide 24

Interoffice Mail

Topic 11-2 Outgoing Mail Procedures

May be hand-delivered by the sender in small companies

May be delivered by mailroom workers in large companies

Envelopes may bereusable

Slide 25

Telegrams

Topic 11-2 Outgoing Mail Procedures

Messages delivered by Western Union Can be sent by accessing the Western Union

Web site Can be sent anywhere in the United States