Mail Handling

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Mail Handling

  1. 1. MAIL HANDLING Unit 2d
  2. 2. TYPES OF MAIL <ul><li>Incoming mail </li></ul><ul><li>Outgoing mail </li></ul><ul><li>Internal mail </li></ul>
  3. 3. Incoming Mail <ul><li>Mail which comes into the business. </li></ul><ul><li>It can be received through the post, facsimile or by e-mail </li></ul>
  4. 4. Outgoing Mail <ul><li>This is mail that is sent out of the building. </li></ul><ul><li>It can also be sent by Royal Mail, facsimile or by e-mail </li></ul>                                                                  
  5. 5. Dealing with Incoming Mail <ul><li>Deal with letters marked ‘urgent’ first </li></ul><ul><li>Do not open ‘private and confidential’ mail </li></ul><ul><li>Open the rest of the mail according to procedures </li></ul><ul><li>Parcels will be delivered during the day as they arrive </li></ul>
  6. 6. Recorded Delivery and Registered Mail <ul><li>When you need to prove that the letter was sent you would use one of these services. </li></ul><ul><li>The person receiving the letter has to sign for it. </li></ul><ul><li>With registered mail you will receive compensation if it is lost </li></ul>
  7. 7. Facsimilie <ul><li>Uses telephone lines to send and receive messages 24 hours a day </li></ul><ul><li>Text, pictures, diagrams can all be sent </li></ul><ul><li>You would not usually send confidential information this way as other staff could see it </li></ul><ul><li>It is fast, goes all over the world at any time of the day or night and is the price of a telephone call </li></ul>
  8. 8. E-mail <ul><li>A service through the internet and telephone line which sends messages instantly from computer to computer anytime of the day or night </li></ul><ul><li>You must have an e-mail address </li></ul><ul><li>You can send any type of information eg </li></ul><ul><li>graphs, diagrams </li></ul><ul><li>You can send one message to many people at the same time </li></ul>
  9. 9. Electronic Communication +/- <ul><li>Advantages </li></ul><ul><li>Quicker than post </li></ul><ul><li>Can have immediate responses </li></ul><ul><li>Paper copies can be made </li></ul><ul><li>Same document can be sent via distribution lists </li></ul><ul><li>Disadvantages </li></ul><ul><li>Equipment & software expensive </li></ul><ul><li>Staff training </li></ul><ul><li>Staff resistance to change </li></ul>
  10. 10. Internal Mail <ul><li>This is mail which is sent within the company – it could be to different branches </li></ul><ul><li>It could be a memorandum, e-mail, draft document or even a message </li></ul><ul><li>There is no cost and it should be fast </li></ul>

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