Chapter 4 - Processing Mail PDF

PROCESSING MAIL CHAPTER OUTLINE Incoming Mail Processes Outgoing Mail Processes SORTING & DISTRIBUTING MAIL ◼Office workers often need to act promptly in response to items received in the mail. ◼Most companies want all mail sorted quickly and delivered promptly. ◼The method used for sorting ma...

PROCESSING MAIL CHAPTER OUTLINE Incoming Mail Processes Outgoing Mail Processes SORTING & DISTRIBUTING MAIL ◼Office workers often need to act promptly in response to items received in the mail. ◼Most companies want all mail sorted quickly and delivered promptly. ◼The method used for sorting mail will vary depending on the size of the company and how it is worked.  SORTING & DISTRIBUTING MAIL ◼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 ∙ A wide variety of sorting units are used to sort the mail. ∙ Each compartment is labeled with the name of an individual or department within the organization. ∙ Companies with a huge amount of incoming mail have found that they can save time and effort by using a rotary sorting unit. DISTRIBUTING 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 ∙Always use a letter opener to open envelopes. ∙Do not open “personal” or “confidential” marked envelopes. ∙If mistakenly opened, you must – write on the envelope: “sorry, opened by mistake”, then, put your initial. ∙Verify that all enclosure referred to in the correspondence are actually enclosed. If enclosure is “missing” – note the omission in the margin of the letter. ∙Marked all incoming mail with current date and time by using, rubber stamp, or a time stamp machine, pen/pencil. o Enclosure – an item included in a package or envelope o Annotate – write comment related to the content of a message DOCUMENTING & ROUTING 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.. Protecting Confidential Information Guidelines: i. Know your supervisor’s preferences ii. Follow your company’s mail procedures iii. Secure your workstation iv. Protect written documents v. Reduce electronic information loss REFERRING & ROUTING MAIL o Supervisors/boss may decide to refer certain items to an assistant or associate to handle. 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 ∙Maintain a mail register. ∙Communicate with the traveler immediately if important, unexpected action seems required. ∙Refer routine mail to others who can respond ∙Answer mail yourself if it is within your area of responsibility. ∙Send a synopsis (general overview or summary) of received mail (or a copy of the mail log) if the traveler is on an extended business trip. ∙After the mail has been prioritized, store it in an appropriate place. OUTGOING MAIL OUTGOING MAIL PROCEDURES Preparing Outgoing Mail ∙A company may send several types of mail to those outside the company. ∙Letters may be sent to businesses; advertisements may be sent to potential customers. ∙Preparing outgoing mail properly is important for prompt delivery. ∙In small company, an office worker may process all the ooutgoing mail, as well as handle other office tasks. In large company, however, mail tasks may be divided between the mailroom workers and workers in other areas. In a large company, the extent of mail-handling duties will be determined by company policy and the worker’s specific job. HANDLING VOLUME MAILINGS ∙ 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… OCR will be unable to read an address because: a. The address is handwritten b. The address is not printed or typed in the proper format c. The envelope is too small or too large d. The address is not within the OCR read area e. The complete address is not visible through the panel of a window envelope CONT… ii. Mailing Lists Mailing lists for volume mail may contain current addresses for: - customers - subscribers - or those who live in a certain geographic area. CONT… Advantages of using computer-generated mailing lists are:- Quickly retrieve, change, or delete addresses Easily avoid duplicate addresses Select addresses from a master list to create a smaller list for a special mailing Print letter addresses and salutations on form letters as well as address labels. CONT… iii. Mail Merge ∙ Mail merge is a feature of word processing programs. ∙ This feature allows you to print or insert addresses or other data from a list to automatically create personalized letters, envelopes, or labels. ∙ The list could be in a word processing table, a spreadsheet table, or a database table. ∙ Using mail merge is an efficient way to create labels or envelopes for large mailings. MAIL CLASSES & SERVICES ◼Domestic and International Mail i.First Class Mail a. commonly used for items such as letters, bills, postcards, checks, money orders, and business reply mail. b. Minimum amount is charged weigh up to 1 ounce but not more than 13 ounces (>13 ounces must be sent as priority mail) CONT.. i. Priority Express Mail a. the fastest service (in 1-2 days to most domestic addresses) b. The rate includes signature proof of delivery and insurance. Additional insurance may be purchased c. Envelopes, boxes and labels are available at no charge at post offices. The maximum weight is 70 pounds. d. Flat rate envelopes in a three-sizes are available for Express Mail. For other envelopes and packages, rate is based on weight and destination. CONT… iii. Priority Mail a. offers delivery service to most domestic addresses within 2 or 3 days. b. Max weight is 70 pounds c. Flat rate boxes and envelopes are a convenient way to mail items iv. Periodicals d. Approved publishers and registered news agents may mail items such as newspapers and magazines at the Periodicals postage rates. e. 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 vi. Parcel Post 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. d. Guidelines when preparing packages for mailing: ∙ Select box that is strong to protect the contents. ∙ Leave space for cushioning inside the carton. ∙ Always use tape is designed for shipping. ∙ Put the delivery and return addresses on one side only of the package.  Select Strong Box Used tape design for shipping Cushioning inside the carton Put return address INTERNATIONAL MAIL 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. ii. Certified Mail Service - provides a receipt stamped with the date of mailing and access to online delivery information. iii. Delivery Confirmation Service - provides access to the date and time an item was delivered via an online tracking system / by telephone. iv. Insured Mail and Registered Mail Services - provide insurance for items that are mailed. CONT… i. Return Receipt Service provides proof of delivery showing the signature or stamp of the receiver and the delivery address. A card may be delivered to your mailbox or as an email attachment. ii. Signature Confirmation Service - Provides the date, time, and location of the delivery of an item and a copy of the signature of the recipient. - If you want a specific person to sign for the mail, use Restricted Delivery Service. PRIVATE COURIER/DELIVERY SERVICE ◼ Many companies use a private courier/delivery service especially when a guaranteed delivery time is required. ◼ Website allows users to track packages. ◼ Information must be accurate for prompt delivery. END OF CHAPTER