Burton/Shelton, Procedures for thBurton/Shelton, Procedures for the Automated Office, 6e, C6e Automated Office, 6e, C6

Processing MailProcessing Mail

Processing MailProcessing Mail

Handling MailHandling Mail Handling Incoming MailHandling Incoming Mail Handling Outgoing MailHandling Outgoing Mail International MailInternational Mail International HolidaysInternational Holidays

Handling Incoming MailHandling Incoming Mail

Sorting Sorting OpeningOpening Inspecting contentsInspecting contents Registering special Registering special

mailmail Date-time stampingDate-time stamping Reading and Reading and

annotating annotating

Presenting mailPresenting mail Handling packages, Handling packages,

publications, and publications, and advertising by mailadvertising by mail

Distributing mailDistributing mail Answering mail in Answering mail in

manager’s absencemanager’s absence

Handling Incoming Mail—Sorting Handling Incoming Mail—Sorting

Sort into following groups:Sort into following groups: Mail sent with urgencyMail sent with urgency Letters, including bills and statementsLetters, including bills and statements Interoffice mailInteroffice mail Personal mailPersonal mail Newspapers and periodicalsNewspapers and periodicals Booklets, catalogs, etc.Booklets, catalogs, etc. PackagesPackages

Handling Incoming Mail—Opening Handling Incoming Mail—Opening MailMail

Assemble supplies:Assemble supplies: Opener, date stamp, paper clips, tickler file, Opener, date stamp, paper clips, tickler file,

To Do list, and pencilsTo Do list, and pencils If you open an envelope by mistake, seal If you open an envelope by mistake, seal

it with tape, write “Opened by mistake” it with tape, write “Opened by mistake” and initial, then distribute to addressee.and initial, then distribute to addressee.

Establish how to handle “Personal and Establish how to handle “Personal and Confidential” mail with your managerConfidential” mail with your manager

Handling Incoming Mail—Handling Incoming Mail—Inspecting ContentsInspecting Contents

Keep envelopes until information is Keep envelopes until information is accounted foraccounted for Check for address and signature of sender, date, and Check for address and signature of sender, date, and

enclosuresenclosures If a document is not dated, write postmark date on If a document is not dated, write postmark date on

document and staple envelope to back of letterdocument and staple envelope to back of letter

Attach enclosures:Attach enclosures: Staple if same size or largerStaple if same size or larger Use paper clips if a staple would damageUse paper clips if a staple would damage

Handling Incoming Mail—Handling Incoming Mail—RegisteringRegistering

A mail register provides a record of special A mail register provides a record of special mail, including insured and registered mail mail, including insured and registered mail and packagesand packages

Form should include:Form should include: Date and time receivedDate and time received Sender’s nameSender’s name Recipient’s nameRecipient’s name Type or description of mailType or description of mail

Handling Incoming Mail—Handling Incoming Mail—Date-Time StampingDate-Time Stamping

Time of arrival of certain correspondence Time of arrival of certain correspondence has legal significancehas legal significance Received in time for cash discount?Received in time for cash discount? Received in time for bid openings?Received in time for bid openings?

Typically, date-time stamp all incoming Typically, date-time stamp all incoming mailmail Stamp correspondence in white space at upper left, Stamp correspondence in white space at upper left,

right, or top edgeright, or top edge Stamp booklets, catalogs, etc. on either front or back Stamp booklets, catalogs, etc. on either front or back

covercover

Handling Incoming Mail—Handling Incoming Mail—Reading and AnnotatingReading and Annotating

Know what your manager wants:Know what your manager wants: As you search for important facts, does he or she As you search for important facts, does he or she

want you to underline key words and dates, and want you to underline key words and dates, and write marginal notes?write marginal notes?

Keep alert to things that:Keep alert to things that: Contain a date of an appointmentContain a date of an appointment Mention a report being mailed separatelyMention a report being mailed separately Confirm a phone conversationConfirm a phone conversation Request a decision that cannot be made until Request a decision that cannot be made until

additional information is obtainedadditional information is obtained

Reading and Annotating Mail Reading and Annotating Mail (continued)(continued)

AnnotatingAnnotating Use small handwritingUse small handwriting Make notes briefMake notes brief

Why would you use annotating?Why would you use annotating?

Handling Incoming Mail—Handling Incoming Mail—Presenting MailPresenting Mail

Process mail quicklyProcess mail quickly Place urgent mail on top and least urgent Place urgent mail on top and least urgent

items on the bottomitems on the bottom Protect your manager’s privacyProtect your manager’s privacy

Place mail in a way that it is not visible to Place mail in a way that it is not visible to visitorsvisitors

Place confidential items in a large envelope or Place confidential items in a large envelope or folderfolder

Handling Incoming Mail— Packages, Handling Incoming Mail— Packages, Publications, and Advertising By MailPublications, and Advertising By Mail

Packages receive priority over periodicals, Packages receive priority over periodicals, newspapers, and advertising materialsnewspapers, and advertising materials

Packages with letters enclosed are Packages with letters enclosed are processed with important mailprocessed with important mail

Give new items to managerGive new items to manager Store regular suppliesStore regular supplies

Handling Packages, Publications, Handling Packages, Publications,

and Advertising By Mailand Advertising By Mail (continued)(continued)

Unwrap newspapers and try to flatten Unwrap newspapers and try to flatten themthem Affix routing slipAffix routing slip If manager reads these first, place his/her If manager reads these first, place his/her

name at top of listname at top of list Give manager opportunity to read Give manager opportunity to read

advertising materialsadvertising materials

Handling Packages, Publications, and Handling Packages, Publications, and

Advertising By MailAdvertising By Mail (continued)(continued)

Determine which advertising materials, Determine which advertising materials, catalogs, etc. should be kept, discarded or catalogs, etc. should be kept, discarded or sharedshared

Replace old advertising materials and Replace old advertising materials and catalogs with new onescatalogs with new ones

If you keep many catalogs, set up a filing If you keep many catalogs, set up a filing system for themsystem for them

Distributing MailDistributing Mail

A manager distributes mail to others to:A manager distributes mail to others to: Obtain information so that he or she can replyObtain information so that he or she can reply Ask someone else to reply directlyAsk someone else to reply directly Keep others informedKeep others informed

What are procedures to follow when What are procedures to follow when circulating materials?circulating materials?

Answering Mail Answering Mail in the Manager’s Absencein the Manager’s Absence

Abide by manager’s preferenceAbide by manager’s preference Typically, if only gone one or two days, set mail Typically, if only gone one or two days, set mail

asideaside If urgent correspondence, call or e-mail your If urgent correspondence, call or e-mail your

manager manager Organize all business mail in foldersOrganize all business mail in folders

Forward mail that requires immediate Forward mail that requires immediate action to person designated to answer itaction to person designated to answer it

Respond to letters you can answerRespond to letters you can answer

Handling Outgoing MailHandling Outgoing Mail

Zip+4 CodeZip+4 Code Classes of domestic Classes of domestic

mailmail Supplemental Supplemental

servicesservices Special situationsSpecial situations Dangerous goodsDangerous goods Addressing Addressing

domestic maildomestic mail

Metered mailMetered mail Other delivery Other delivery

servicesservices Mail software Mail software

programsprograms Information on the Information on the

InternetInternet

Handling Outgoing Mail—Handling Outgoing Mail—Zip+4 CodeZip+4 Code

Use of four-digit add-on is voluntaryUse of four-digit add-on is voluntary Identifies a geographic segment within the Identifies a geographic segment within the

five-digit delivery areafive-digit delivery area City BlockCity Block Office BuildingOffice Building

Reduces number of handlingsReduces number of handlings

Handling Outgoing Mail—Handling Outgoing Mail—Classes of Domestic MailClasses of Domestic Mail

First classFirst class PriorityPriority ExpressExpress Parcel postParcel post Bound printed matterBound printed matter Special Standard Mail (Book Rate)Special Standard Mail (Book Rate)

Handling Outgoing Mail—Handling Outgoing Mail—Supplemental ServicesSupplemental Services

Certificate of mailing Certificate of mailing receiptreceipt

Certified mailCertified mail Collect on Delivery Collect on Delivery

(COD) (COD) Insured mailInsured mail

Money ordersMoney orders Registered mailRegistered mail Return receiptReturn receipt Return receipt for Return receipt for

merchandisemerchandise Restricted deliveryRestricted delivery

Handling Outgoing Mail—Handling Outgoing Mail—Special SituationsSpecial Situations

Mail does not always go through without Mail does not always go through without problemsproblems

Know what to do in these situations:Know what to do in these situations: Change of AddressChange of Address Recalling MailRecalling Mail Returning Undelivered MailReturning Undelivered Mail

Handling Outgoing Mail—Handling Outgoing Mail—Dangerous GoodsDangerous Goods

Prohibited from being mailed Prohibited from being mailed both domestically and to both domestically and to points outside of United points outside of United StatesStates

These articles or substances These articles or substances listed on listed on rightright could be could be dangerous to postal workers dangerous to postal workers and postal equipment, or and postal equipment, or could damage other mail:could damage other mail:

ExplosivesExplosives Flammable itemsFlammable items Radioactive materialsRadioactive materials Gases, oxidizers, Gases, oxidizers,

organic peroxidesorganic peroxides CorrosivesCorrosives Toxic and infectious Toxic and infectious

substancessubstances Asbestos, air bags, dry Asbestos, air bags, dry

iceice

Handling Outgoing Mail—Domestic Handling Outgoing Mail—Domestic Mail Addressing TipsMail Addressing Tips

Type complete Type complete addressaddress

Use return addressUse return address Use complete address Use complete address

information, Blvd, St, information, Blvd, St, Apt. number,Suite Apt. number,Suite numbernumber

Indicate type of mailIndicate type of mail

Use correct directions, Use correct directions, N, W, SWN, W, SW

Verify zip code, check Verify zip code, check postal web site: postal web site: www.usps.govwww.usps.gov

Use four-digit add-onUse four-digit add-on Use two-letter state Use two-letter state

abbreviationabbreviation

Handling Outgoing Mail—Handling Outgoing Mail—Metered MailMetered Mail

These are in-house postage metersThese are in-house postage meters Must be turned in at postal outlet counterMust be turned in at postal outlet counter Postage is not canceledPostage is not canceled Goes directly to sorting machinesGoes directly to sorting machines What are some advantages to using What are some advantages to using

metered mail?metered mail?

Handling Outgoing Mail—Handling Outgoing Mail—Other Delivery ServicesOther Delivery Services

Provide pick-up and drop-off servicesProvide pick-up and drop-off services Emery Air, UPS, FedEx, Purolator Courier Emery Air, UPS, FedEx, Purolator Courier

CorporationCorporation Online service provides forms and trackingOnline service provides forms and tracking

Western UnionWestern Union Private CompaniesPrivate Companies

Mail Boxes Etc. and Pak MailMail Boxes Etc. and Pak Mail

Handling Outgoing Mail—Handling Outgoing Mail—Mail Software ProgramsMail Software Programs

Organizations want their Organizations want their mailing to reach its mailing to reach its destination as quickly as destination as quickly as possible at best pricepossible at best price

Problems faced: Problems faced: Too much returned mailToo much returned mail Unreliable deliveryUnreliable delivery Excess mailing costsExcess mailing costs

AdvantagesAdvantages of mail of mail software are shown on software are shown on right:right:

Reads files in different formatsReads files in different formats Validates addressesValidates addresses Standardizes addresses to Standardizes addresses to

postal requirementspostal requirements Produces Postal reports and Produces Postal reports and

tracks coststracks costs Uses bar-coded labelsUses bar-coded labels PresortsPresorts Saves time and moneySaves time and money

Information on the InternetInformation on the Internet

Visit U.S. Postal Service Web site at Visit U.S. Postal Service Web site at http://www.usps.govhttp://www.usps.gov

Things available:Things available: Zip+4 codesZip+4 codes Track express mailTrack express mail Latest postal ratesLatest postal rates FAQFAQ Stamp collecting or view images of recent Stamp collecting or view images of recent

stamp issuesstamp issues

International MailInternational Mail

Special International ServicesSpecial International Services International PostageInternational Postage International Addressing TipsInternational Addressing Tips

Special International ServicesSpecial International Services Three primary classes of services:Three primary classes of services:

Letters and cardsLetters and cards Printed papers such as regular printed Printed papers such as regular printed

matter, books, and sheet musicmatter, books, and sheet music Small packets (weighing up to 4.4 pounds)Small packets (weighing up to 4.4 pounds)

Certified and COD services are not Certified and COD services are not available for international mailavailable for international mail

Other special services are provided with Other special services are provided with certain restrictionscertain restrictions

International PostageInternational Postage

Make sure mailroom has current postage Make sure mailroom has current postage information for all countriesinformation for all countries

Make sure that information is clearly Make sure that information is clearly posted, so that anyone can calculate the posted, so that anyone can calculate the correct postagecorrect postage

Why?Why? Mailing over weekendMailing over weekend Mailroom support staff not availableMailroom support staff not available

International Addressing TipsInternational Addressing Tips

Put foreign postal codes, if known, in front Put foreign postal codes, if known, in front of city or town – on same lineof city or town – on same line

Place city or town name and province or Place city or town name and province or state name on next line after street state name on next line after street address informationaddress information

Write name of foreign country in capital Write name of foreign country in capital letters on last line of addressletters on last line of address

International HolidaysInternational Holidays

Holidays celebrated each year change from Holidays celebrated each year change from year to yearyear to year

Countries with diverse populations may Countries with diverse populations may practice over ten major religions practice over ten major religions

Before mailing or faxing important documents:Before mailing or faxing important documents: Check out country’s schedule of holidaysCheck out country’s schedule of holidays Use the Internet, and access search tools for Use the Internet, and access search tools for

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