Mail handling

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  • 1. MAIL HANDLING
  • 2. TYPES OF MAIL INCOMING MAIL OUTGOING MAIL INTERNAL MAIL
  • 3. INCOMING MAIL MAIL WHICH COMES INTO THE BUSINESS. IT CAN BE RECEIVED THROUGH THE POST, FACSIMILE OR BY E-MAIL.
  • 4. OUTGOING MAIL THIS IS MAIL THAT IS SENT OUT OF THE BUILDING. IT CAN ALSO BE SENT BY ROYAL MAIL, FACSIMILE OR BY E-MAIL.
  • 5. DEALING WITH INCOMING E-MAIL  DEAL WITH LETTERS MARKED “URGENT” FIRST.  DO NOT OPEN “PRIVATE AND CONFIDENTIAL MAIL”. OPEN THE REST OF THE MAIL ACCORDING TO PROCEDURES. PARCELS WILL BE DELIVERED DURING THE DAY AS THEY ARRIVE.
  • 6. RECORDED DELIVERY AND REGISTERED MAIL WHEN YOU NEED TO PROVE THAT THE LETTER WAS SENT YOU WOULD USE ONE OF THESE SERVICES. THE PERSON RECIVING THE LETTER HAS TO SIGN FOR IT. WITH REGISTERED MAIL YOU WILL RECEIVE COMPENSATION IF IT IS LOST.
  • 7. FACSIMILIE USES TELEPHONE LINES TO SEND AND RECEIVE MESSAGES 24 HOURS A DAY. TEXT, PICTURES, DIAGRAMS CAN ALL BE SENT. YOU WOULD NOT USUALLY SEND CONFIDENTIAL INFORMATION THIS WAY AS OTHER STAFF COULD SEE IT. IT IS FAST,GOES ALL OVER THE WORLD AT ANY TIME OF THE DAY OR NIGHT AND IS THE PRICE OF A TELEPHONE CALL.
  • 8. E-MAIL A SEVICE THROUGH THE INTERNET AND TELEPHONE LINE WHICH SENDS MESSAGES INSTANTLY FROM COMPUTER ANY TIME OF THE DAY OR NIGHT. YOU MUST HAVE AN E-MAIL ADDRESS. YOU CAN SEND ANY TYPE OF INFORMATION EG. GRAPHS, DIAGRAMS. YOU CAN SEND ONE MESSAGE TO MANY PEOPLE AT THE SAME TIME.
  • 9. ELECTRONIC COMMUNICATION ADVANTAGES QUICKER THAN POST. CAN HAVE THEIR IMMEDIATE RESPONCES. PAPER COPIES CAN BE MADE. SOME DOCUMENT CAN BE SENT VIA DISTRIBUTION LISTS.
  • 10. INTERNAL MAIL THIS IS MAIL WHICH IS SENT WITHIN THE COMPANY- IT COULD BE TO DIFFERENT BRANCHES. IT COULD BE A MEMORANDUM, E- MAIL, DRAFT DOCUMENT OR EVEN A MESSAGE.