The way in which mail is dealt is dependent on many things including:
The SIZE of the organisation
The number of STAFF involved
The VOLUME of mail received and despatched
In a SMALL organisation, the manager or secretary will open all the mail and probably deal with most of it personally. In a LARGE organisation, there is likely to be a special mailroom, staffed by people whose main job it is to receive incoming and despatch outgoing mail.
Letter opener – to open mail safely without damaging the contents.
Stapler – to staple papers together.
Folding machine – automatically folds and inserts letters into envelopes before sealing them.
Pigeon holes – used to sort mail into departments.
Mail trolley – used to deliver mail to departments.
The Franking Machine The Franking Machine is a piece of equipment used in the mail room. Instead of sticking stamps on to envelopes, it prints a postal impression on to the envelope of outgoing mail. The postal impression may include an advertising slogan. The machine may be purchased, leased or rented from the manufacturers.
It is faster than sticking stamps on to envelopes
It avoids having to buy stamps – less of a security risk
The franking machine is lockable – less chance of being used for personal use
No chance of stamps falling off
More efficient when dealing with large amounts of mail
How can INCOMING mail be received? Post Person Courier PO Box FAX E-mail Voicemail Internal Mail – Memo’s, etc
Open Mail (NOT those marked Private & Confidential) REMOVE Contents DATE STAMP mail – do not cover any important information Check for any enclosures – attach to letter Sort Mail into departments – place in trays/pigeon holes Mail will either be collected by staff from the mail room or delivered to departments
ENCLOSURES – An enclosure is any item enclosed in the envelope in addition to the letter itself, eg, Tickets, Forms etc
When the envelope has been opened, look for any enclosures
Staple/Clip the enclosure to the letter
If the enclosure is missing write ‘ITEM MISSING’ at the top of the letter
Take all ‘Item Missing’ mail to supervisor once all mail has been opened and sorted
CIRCULATING MAIL – Occasionally a letter/document may need to be seen by more than one department/person. In this situation there are 3 things that can be done:
Photocopy it and give one copy to each person. This is the quickest but the most expensive way.
Send a messenger to the various people who have to see the letter. This is not as quick as photocopying and the messenger will need to wait while people read the letter.
Attach a circulation slip, which shows the names of the people to see the letter. Once someone has read the letter, they initial the slip and pass it onto the next person on the list. This is probably the slowest method.