Podcast
Questions and Answers
What is required to be included in the return address when preparing routine correspondence?
What is required to be included in the return address when preparing routine correspondence?
- A tracking number
- The date of mailing
- The name of the originating Unit (correct)
- The name of the recipient
What should be done with manila flat envelopes before their Mail Courier pick-up?
What should be done with manila flat envelopes before their Mail Courier pick-up?
- They should only have the sender's name written.
- They should be sealed. (correct)
- They should be stamped but left open.
- They should remain unsealed.
How should envelopes with routine, non-sensitive correspondence be handled before mailing?
How should envelopes with routine, non-sensitive correspondence be handled before mailing?
- They must be sealed at all times.
- They should remain unsealed until fed through the postage meter. (correct)
- They can be left open without any folding.
- They should be sealed with a wax stamp.
What action should be taken if security is of extreme concern regarding correspondence?
What action should be taken if security is of extreme concern regarding correspondence?
Under what condition is the personal use of City postage prohibited?
Under what condition is the personal use of City postage prohibited?
Flashcards
Return Address on Routine Correspondence
Return Address on Routine Correspondence
The name of the originating unit must be included above the return address on routine correspondence, even when a pre-printed envelope is used.
Manila Flat Envelopes
Manila Flat Envelopes
Manila flat envelopes are sealed before being placed for mail courier pickup.
Routine Correspondence Envelopes
Routine Correspondence Envelopes
Non-sensitive correspondence envelopes can remain unsealed. They will be sealed after feeding through the postage meter.
Sensitive or Confidential Correspondence
Sensitive or Confidential Correspondence
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Prohibition of Personal Use
Prohibition of Personal Use
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Study Notes
Return Address Protocol
- Originating unit's name must be included on return address for routine correspondence.
- If pre-printed return address is used, write/type unit name above it.
- Sender's name or other identifying info may be substituted for security concerns.
- All identifying information may be omitted for extreme security concerns.
Manila Flat Envelopes
- All manila flat envelopes must be sealed before Mail Courier pick-up.
Routine Correspondence (Non-Sensitive)
- Envelopes (except manila flats) containing routine, non-sensitive correspondence should remain unsealed.
- Sealing occurs when items are processed through the postage meter.
- When depositing unsealed envelopes, fold flaps down, but do not seal. This prevents nesting and improves postage meter processing.
Sensitive/Confidential Correspondence
- All envelopes, regardless of type, containing sensitive or confidential information, or where security is a concern, must be sealed before Mail Courier pick-up.
Personal Use of Mailing Materials
- City postage, letterhead, or pre-printed envelopes are for official City/Department use only. Personal use is prohibited.
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