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7/27/2019 Ch 6 Processing Mail
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7/27/2019 Ch 6 Processing Mail
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Processing Mail
Handling Mail
Handling Incoming Mail
Handling Outgoing Mail
International Mail
International Holidays
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Handling Incoming Mail
Sorting
Opening
Inspecting contents
Registering special
Date-time stamping Reading and
annotating
Presenting mail
Handling packages,
publications, andadvertising by mail
Distributing mail
Answering mail inmanager’s absence
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Handling Incoming Mail—Sorting
Sort into following groups:
Mail sent with urgency
Letters, including bills and statements Interoffice mail
Personal mail
Newspapers and periodicals Booklets, catalogs, etc.
Packages
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Handling Incoming Mail—Opening
Mail Assemble supplies:
Opener, date stamp, paper clips, tickler file,
To Do list, and pencils If you open an envelope by mistake, seal
it with tape, write ―Opened by mistake‖and initial, then distribute to addressee.
Establish how to handle ―Personal andConfidential‖ mail with your manager
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Handling Incoming Mail—
Inspecting Contents
Keep envelopes until information is
accounted for Check for address and signature of sender, date, and
enclosures
If a document is not dated, write postmark date on
document and staple envelope to back of letter
Attach enclosures: Staple if same size or larger
Use paper clips if a staple would damage
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Handling Incoming Mail—
Registering A mail register provides a record of special
mail, including insured and registered mailand packages
Form should include:
Date and time received
Sender’s name
Recipient’s name
Type or description of mail
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Handling Incoming Mail—
Date-Time Stamping Time of arrival of certain correspondence
has legal significance
Received in time for cash discount? Received in time for bid openings?
Typically, date-time stamp all incomingmail Stamp correspondence in white space at upper left,
right, or top edge
Stamp booklets, catalogs, etc. on either front or backcover
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Handling Incoming Mail—
Reading and Annotating Know what your manager wants:
As you search for important facts, does he or shewant you to underline key words and dates, and
write marginal notes?
Keep alert to things that: Contain a date of an appointment
Mention a report being mailed separately
Confirm a phone conversation
Request a decision that cannot be made untiladditional information is obtained
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Reading and Annotating Mail(continued)
Annotating
Use small handwriting
Make notes brief
Why would you use annotating?
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Handling Incoming Mail—
Presenting Mail Process mail quickly
Place urgent mail on top and least urgent
items on the bottom
Protect your manager’s privacy
Place mail in a way that it is not visible to
visitors
Place confidential items in a large envelope or
folder
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Handling Incoming Mail— Packages,
Publications, and Advertising By Mail
Packages receive priority over periodicals,
newspapers, and advertising materials
Packages with letters enclosed are
processed with important mail
Give new items to manager
Store regular supplies
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Handling Packages, Publications,
and Advertising By Mail (continued)
Unwrap newspapers and try to flatten
them Affix routing slip
If manager reads these first, place his/her
name at top of list
Give manager opportunity to read
advertising materials
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Handling Packages, Publications, and
Advertising By Mail (continued)
Determine which advertising materials,
catalogs, etc. should be kept, discarded or
shared
Replace old advertising materials and
catalogs with new ones
If you keep many catalogs, set up a filing
system for them
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Distributing Mail
A manager distributes mail to others to:
Obtain information so that he or she can reply
Ask someone else to reply directly
Keep others informed
What are procedures to follow when
circulating materials?
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Answering Mail
in the Manager’s Absence
Abide by manager’s preference Typically, if only gone one or two days, set mail
aside
If urgent correspondence, call or e-mail your
manager
Organize all business mail in folders
Forward mail that requires immediateaction to person designated to answer it
Respond to letters you can answer
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Handling Outgoing Mail
Zip+4 Code
Classes of domesticmail
Supplementalservices
Special situations
Dangerous goods Addressing
domestic mail
Metered mail
Other delivery
services
Mail software
programs
Information on the
Internet
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Handling Outgoing Mail—
Zip+4 Code
Use of four-digit add-on is voluntary
Identifies a geographic segment within the
five-digit delivery area
City Block
Office Building
Reduces number of handlings
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Handling Outgoing Mail—
Classes of Domestic Mail
First class
Priority
Express
Parcel post
Bound printed matter
Special Standard Mail (Book Rate)
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Handling Outgoing Mail—
Supplemental Services
Certificate of mailing
receipt Certified mail
Collect on Delivery
(COD)
Insured mail
Money orders
Registered mail Return receipt
Return receipt for
merchandise
Restricted delivery
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Handling Outgoing Mail—
Special Situations Mail does not always go through without
problems
Know what to do in these situations: Change of Address
Recalling Mail
Returning Undelivered Mail
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Handling Outgoing Mail—
Metered Mail These are in-house postage meters
Must be turned in at postal outlet counter
Postage is not canceled
Goes directly to sorting machines
What are some advantages to using
metered mail?
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Handling Outgoing Mail—
Other Delivery Services Provide pick-up and drop-off services
Emery Air, UPS, FedEx, Purolator Courier
Corporation Online service provides forms and tracking
Western Union
Private Companies Mail Boxes Etc. and Pak Mail
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Handling Outgoing Mail—
Mail Software Programs Organizations want their
mailing to reach its
destination as quickly as
possible at best price Problems faced:
Too much returned mail
Unreliable delivery
Excess mailing costs Advantages of mail
software are shown on
right:
Reads files in different formats
Validates addresses
Standardizes addresses topostal requirements
Produces Postal reports and
tracks costs
Uses bar-coded labels
Presorts
Saves time and money
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Information on the Internet
Visit U.S. Postal Service Web site athttp://www.usps.gov
Things available: Zip+4 codes
Track express mail
Latest postal rates
FAQ
Stamp collecting or view images of recentstamp issues
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International Mail
Special International Services
International Postage
International Addressing Tips
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Special International Services
Three primary classes of services:
Letters and cards
Printed papers such as regular printed
matter, books, and sheet music Small packets (weighing up to 4.4 pounds)
Certified and COD services are not
available for international mail Other special services are provided with
certain restrictions
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International Postage
Make sure mailroom has current postageinformation for all countries
Make sure that information is clearlyposted, so that anyone can calculate thecorrect postage
Why?
Mailing over weekend
Mailroom support staff not available
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International Addressing Tips
Put foreign postal codes, if known, in front
of city or town – on same line
Place city or town name and province or state name on next line after street
address information
Write name of foreign country in capitalletters on last line of address
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International Holidays
Holidays celebrated each year change from
year to year
Countries with diverse populations maypractice over ten major religions
Before mailing or faxing important documents:
Check out country’s schedule of holidays Use the Internet, and access search tools for
current list