Mail Handling

Standard Grade Administration

Unit 2d

How mail is handled

The way mail is handled will depend on Size of the organisation Number of staff employed Volume of mail received or sent Level of ICT used by organisation Space available for equipment

In large organisations mail will be dealt with by the Mail Room

The Mail Room

The Mail Room is where all the mail that an organisation receives or send is dealt with

The Mail Room has 2 main areas In-coming Area Outgoing Area

Example of a Mail Room

Incoming

Area

Outgoing

Area

Desk Desk

Photo-Copier

Pigeon Holes

Shredder

Franking Machine

Folding/Inserting Machine

Scales

Equipment in a Mail Room

Photocopier –to make copies of mail Pigeon holes –to sort mail into departments/workers

Shredder – to destroy waste paper Folding/Inserting Machine – to fold letters

into envelopes Franking Machine – to print postal

impressions (stamps) Postal Scales – to weigh the letters or

parcels to ensure the postal charge is correct

Ways of receiving mail

Postperson Courier Private Box/PO Box

Voicemail Fax Machine E-Mail

Dealing with Incoming Mail

The procedure for dealing with incoming mail isSort Mail

Open MailRemove Contents

Date Stamp MailCheck & Attach

Enclosures

Sort Mail intoDepartments

Deliver Mail toDepartments

Procedure for Scanning Mail

Some organisation now scan all mail on to their computer network

To do this they Open mail as normal Scan mail on to network E-mail staff a copy of mail Shred original

Electronic Sources of Incoming MailThere are various ways of

receiving mail electronicallyVoicemail – voice messages left

on an answering machineE-mail – message is sent from

one computer to another computer

Fax – a copy of a document can be sent to another fax machine

Postal Services

1st/2nd Class Mail – normal mail service, where letters will take 1 or 2 days to reach destination

Recorded Delivery – a more secure method of sending mail, letters must be signed for on delivery

Special Delivery – a secure and guaranteed delivery service, this is expensive to use

Dealing with Outgoing Mail

The procedure for dealing with outgoing mail is

Collect MailSort Mail1st/2nd etc

Weigh Lettersor parcels

Stamp or Frank mail

Deliver mail To Post Office

Procedures for Electronic Sources of Outgoing Mail

E-mail Create Message Enter e-mail

address of person

Key in message Check message Send Message

Fax Prepare message Prepare fax

cover sheet Insert all sheets

into fax machine Key in fax

number Send fax

Advantages/Disadvantages of using Electronic Sources of Outgoing Mail

Advantages Much quicker

than postal service

Messages can be sent at any time

Paper copies made if required

Same document can be sent to many people

Disadvantages Cost of

equipment Staff may need

to be trained on how to use equipment

Must have an ISP to use the Internet