Mail handling powerpoint elizabeth
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  • 1. MAIL HANDLING
  • 2. Factors that might affectmail handling in anorganisation Size of the organisation. Number of employees. Volume of mail received. Physical space available.
  • 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. 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. 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. 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. Dealing with dangerous mail If mail looks suspicious a mail room employee should; Inform a supervisor Do not open it.
  • 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. Electronic mail Electronic mail includes; Voicemail Email fax
  • 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. 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.