Mail Handling Revision

By Lara Henderson

Incoming Mail•Mail which comes into the business•It can be received through the post, facsimile or by email.

Steps of Incoming Mail•Pre-sort envelopes in categories•Open and remove contents from envelopes•Stamp items with date stamp•Cheques, write in remittances book•Enclose items together•Sort mail into different departments

Outgoing Mail•This is mail that is sent out of the building.•It can also be sent by Royal Mail, facsimile or by e-mail.

Steps of Outgoing Mail•Collect mail from departments•Check fro signatures and enclosures•Insert mail into envelopes•Weigh and frank mail•Dispatch mail

Shredder- To shred important documents

Weights or Scales- To weigh parcels

Franking Machine- To make labels for letters/parcel

Mailroom Equipment•Folding /inserting machine- To fold letters

•Photocopier- To copy documents

•Date Stamp- To stamp the date

•Letter Opener- To open letters

Remittances BookA remittance is any money received in the post.

•When the envelope has been opened, record any remittance in the remittance book•Check that the amount indicated in the letter matches the actual amount received •Any discrepancy should be reported to the Mail Room supervisor•Pass the remittance and the remittance book to the Chief Cashier who will be responsible for any further action

Dangerous Items

BULGE IN PACKAGE

TAMPERED WITH

SMELLS

WEIGHT

INCORRECT ADDRESS