Office Administration (OA4004PA) Postal Mail Services Toh Jun Tee || Nur Dhabitah || Juliana || Li...
-
date post
20-Dec-2015 -
Category
Documents
-
view
215 -
download
1
Transcript of Office Administration (OA4004PA) Postal Mail Services Toh Jun Tee || Nur Dhabitah || Juliana || Li...
Office Administration (OA4004PA)
Postal Mail Services
Toh Jun Tee || Nur Dhabitah || Juliana || Li Hui Yi ||
Considerations when mailing Considerations when mailing articlesarticles
Check for correct addressCheck for correct address Check for correct postal codeCheck for correct postal code Include return addressInclude return address Affix stamp in an appropriate mannerAffix stamp in an appropriate manner Appropriate envelopeAppropriate envelope Avoid printing any color or wordings within Avoid printing any color or wordings within
clear zone clear zone Avoid enclosing stiff objects Avoid enclosing stiff objects Choose type of mailing options Choose type of mailing options Correct packaging methodsCorrect packaging methods
Types of Packaging
Corrugated Box Padded Envelopes Bubble Wrap Packing Peanuts Parcel Wrap Paper Nylon or water activated reinforce
tape Cardboards
Corrugated Box
Boxes made from papers made up from cellulose fibres.
Made from a combination of two sheets of paper called liners, glued to a corrugated inner medium called fluting.
Provides shock absorption properties and thermal insulation.
Padded Envelopes Envelopes that have a layer of bubble
packaging inside the envelope. Covered with strong Kraft paper or
sometimes plastic to make them more durable and waterproof.
Light in weight. Suitable for packing fragile items such as
CDs, DVDs etc.
Bubble Wrap
Can protect and cushion lightweight items from shock, vibration and abrasion.
Used for packing fragile items to ensure that these items reach their destination in good condition.
Light in weight and water proof.
Packing Peanuts
Used to prevent damage to fragile objects during shipping.
Can be interlock when compressed and flow freely when not compressed.
Light in weight.
Parcel Wrap Paper
Strong enough from getting torn in the delivery process.
Usually used to wrap up parcel boxes.
Nylon or Water activated reinforce tape Reinforced fibers in these tapes provide
additional strength, making them less likely to split or tear during delivery.
Types of Mail SecurityTypes of Mail Security
Post Office Box RentalPost Office Box Rental
Security envelopesSecurity envelopes
Mail TrackingMail Tracking
Insured MailInsured Mail
Registered MailRegistered Mail
Track and TraceTrack and Trace
Mail RedirectionMail Redirection
Post Office Box RentalPost Office Box Rental
Secrecy of actual addressSecrecy of actual address Separate business-related mails from Separate business-related mails from
other mailsother mails PO Box numbers short, easily PO Box numbers short, easily
rememberedremembered Mails in PO Box “well sheltered”Mails in PO Box “well sheltered” Only mail carriers and PO Box key holder Only mail carriers and PO Box key holder
are able to access PO boxesare able to access PO boxes
Security EnvelopesSecurity Envelopes
Envelope which is printed with a Envelope which is printed with a tinted or patterned inside.tinted or patterned inside.
Tinted or patterned inside, hard to Tinted or patterned inside, hard to see through contents insidesee through contents inside
Protects confidential information Protects confidential information
Track & TraceTrack & Trace
Allows recipients to track down delivery Allows recipients to track down delivery status of mail status of mail
Informs recipients date and time mail was Informs recipients date and time mail was delivereddelivered
Can help recover lost mail for recipients. Can help recover lost mail for recipients.
Mail InsuranceMail Insurance
Covers damaged of mail caused by Covers damaged of mail caused by natural disasters and human actionsnatural disasters and human actions
Covers rifled or lost mailCovers rifled or lost mail
Does not protect negotiable documents Does not protect negotiable documents and prohibited items and prohibited items
Registered MailRegistered Mail
Insured and recorded by post office Insured and recorded by post office Signature and proof required from Signature and proof required from
recipientsrecipientsDelivery note to inform recipient to collect Delivery note to inform recipient to collect
mail from nearest post officemail from nearest post office
Mail Redirection
Redirect mail for old address to new address
Valid for short term period Mails would continue to be sent to old
address after mail redirection service period ends
Types of Postage PaymentTypes of Postage Payment
Business Reply MailBusiness Reply Mail Stamped EnvelopeStamped Envelope Postage StampsPostage Stamps Postage Paid ImpressionPostage Paid Impression Franking MachineFranking Machine Digital Franking MachineDigital Franking Machine
Business Reply MailBusiness Reply Mail
Envelope whereby companies Envelope whereby companies provide recipients with return reply provide recipients with return reply envelopes that the recipients can envelopes that the recipients can return without paying postage.return without paying postage.
Stamped EnvelopeStamped Envelope
• Envelopes with Envelopes with an amount of an amount of postage preprinted on it. postage preprinted on it.
• The preprinted stamp usually charge The preprinted stamp usually charge at rate required for particular postal at rate required for particular postal service service
• E.g. registered letter rate for E.g. registered letter rate for registered envelopesregistered envelopes
Postage StampsPostage Stamps
►Evidence of pre-paying a fee for postal Evidence of pre-paying a fee for postal services. services.
►Shown as a proof that sender have Shown as a proof that sender have paid for postage fee of delivery either paid for postage fee of delivery either made fully, partly, or pre-paid.made fully, partly, or pre-paid.
Postage Paid Impression (PPI)Postage Paid Impression (PPI)
Used for regular mailing in bulk of Used for regular mailing in bulk of the same local and international the same local and international mail. mail.
Allows senders to send regular bulk Allows senders to send regular bulk mail to domestic and overseas mail to domestic and overseas destinations. destinations.
Used to send regular mails such as Used to send regular mails such as bills, letters and others.bills, letters and others.
Franking Machine Used to print postage for regular posting of large
quantity of mail that is different in weight, size and destinations which requires different postage value.
Prints impression of required value of postage on mail as a form of pre-paid postage.
Prints any value of postage required for weight of mail.
Franked mail must be sent on the date that it was being franked.
Digital Franking Machine
Allows sender to reset meter of machine by calling their respective post offices.
Change the date automatically. Able to connect to an electronic weighing
scale to ensure franking of correct postage value.
Digital franked mail must be sent on the date that it was being franked.
Overseas Fast Delivery Services
Parcel Force Worldwide Royal Mail United States Postal Service POS Malaysia
Post Office Box
A locked compartment placed in Post Office. Users can choose to give their PO boxes
numbers as address. By doing so, mails will be sent to their PO
boxes instead of their actual mailing address.
Mail Retention Service
Allows recipients mail to be kept safely at the post office until recipient returned from overseas.
Recipients can either collect their mail from post office or have it delivered to them.
Post Boxes
Used by postmen to collect outgoing mails.
In Singapore, usually segmented into two portions for different mailing options; local and overseas delivery.
Allow small articles to be slotted in. In Post Office, post boxes bigger slots for
large or bulky items to be dumped in.
Letter Boxes
Private boxes to receive recipient’s inward mail.
In Singapore, letter boxes located at void deck of recipient’s apartment
Unit number indicated on letter boxes to enable postman to sort out letters to the correct unit number.