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MAIL HANDLING
Factors that might affectmail handling in anorganisation Size of the organisation. Number of employees. Volume of mail ...
Incoming mail Incoming mail can be received by a post  person, a courier service(parcel force) and by  a private post box...
Internal mail Internal mail is mail that is sent within the  same company. It could be between different branches for  e...
Outgoing mail Steps that must be carried out when dealing    with outgoing mail are;   Collect mail from the department...
Dangerous mail Some signs that an item of mail is potentially    dangerous is that it is;   Dirty or looks unprofessiona...
Dealing with dangerous mail If mail looks suspicious a mail room employee  should; Inform a supervisor Do not open it.
In the mail room; Equipment In a well organised mail room you would    expect to find;   A photocopier-to copy mail so t...
Electronic mail Electronic mail includes; Voicemail Email fax
Remittance book A remittance book is a record of enclosures  received within the mail, e.g. cheque, cash or  postal order...
Visitors There are three types of visitors; Visitor with appointment- such as people for  interviews and meetings Visit...
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Mail handling powerpoint elizabeth

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Transcript of "Mail handling powerpoint elizabeth"

  1. 1. MAIL HANDLING
  2. 2. Factors that might affectmail handling in anorganisation Size of the organisation. Number of employees. Volume of mail received. Physical space available.
  3. 3. Incoming mail Incoming mail can be received by a post person, a courier service(parcel force) and by a private post box. It can also be received as an email or by fax, another is voicemail.
  4. 4. Internal mail Internal mail is mail that is sent within the same company. It could be between different branches for example, one branch may be in England and another in Scotland.
  5. 5. Outgoing mail Steps that must be carried out when dealing with outgoing mail are; Collect mail from the department Check for signatures and enclosures Insert mail into envelopes Weigh and frank Dispatch the mail
  6. 6. Dangerous mail Some signs that an item of mail is potentially dangerous is that it is; Dirty or looks unprofessional Its large or uneven It doesn’t have an address or label It is unusually heavy or unusually light.
  7. 7. Dealing with dangerous mail If mail looks suspicious a mail room employee should; Inform a supervisor Do not open it.
  8. 8. In the mail room; Equipment In a well organised mail room you would expect to find; A photocopier-to copy mail so that more than one member of staff can read mail at one time. A shredder- to get rid of confidential items of mail that no longer need used. Weights or scales- to weigh outgoing mail A date stamp- to stamp the date on incoming mail, to show when it was received.
  9. 9. Electronic mail Electronic mail includes; Voicemail Email fax
  10. 10. Remittance book A remittance book is a record of enclosures received within the mail, e.g. cheque, cash or postal order. Steps that should be carried out include; Check remittance is present Check remittance is correct Enter the remittance into the remittance book Pass the remittance to the finance dep. Pass the letter to the appropriate department
  11. 11. Visitors There are three types of visitors; Visitor with appointment- such as people for interviews and meetings Visitor without appointment- such as salespeople and complaining customers. Regular callers- such as delivery workers, post workers and window cleaners.
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