Factors that might affectmail handling in anorganisation Size of the organisation. Number of employees. Volume of mail received. Physical space available.
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.
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.
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
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.
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 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.
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. 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
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.