MEMORANDUM

TO:

RAY SAVAGE, INSTRUCTOR

FROM:

EKATERINA EPIFANTSEVA, STUDENT

DATE:

JANUARY 29. 2014

SUBJECT:

MAIL ROOM VISIT

In the following letter you can find my answers to Self-Check questions (p.173), as
well as important information that I received while visiting the mailroom of GPRC
and interviewing the mail room clerk Audrey Harder.
Which mail should you never open without receiving explicit instructions?
There are the following types of mail that should never be opened:
A.
B.
C.
D.
E.

Managers personal mail.

Letters marked Confidential, Personal, or Private.
Mail that is specifically addressed to another employee.
Any mail delivered to you by mistake.
Letter that appears to be personal and is addresses to the employee who is
no longer with the organization.
F. Letter that is addressed by the title to someone no longer with organization
(you can assume that it is a business letter).
1. Why is it important to inspect the contents of all envelops?
It is important to inspect the contents of all envelops because it helps to avoid
throwing enclosures out with envelopes. If the enclosure is missing, make a note on
the face of the letter beside the enclosure notation that it is missing, underline the
reference to it and add a not in the margin.
2. How should you handle letter that has no address or signature when you
open it?
If the senders address or signature is missing from a letter, look for the address on
the envelope. If it is there, staple the envelope to the back of the letter. When a
letter is not signed, the envelope may help identify who wrote the letter.
Information below provides answers to specific questions about mailroom clerks
position. That were given to me by Audrey Harder, mailroom clerk at GPRC. They
answers are based on personal experience.
What soft skills are most important?

Audrey believes that the ability to stay calm, be patient, resolve conflicts, exceed
customers expectations, be approachable, and willing to help people are the most
important soft skills for the mail room clerk because dealing with people on the
daily basis is a part of her job
What hard skills are most important?
According to Audrey the most important hard skills are the following:
ability to accomplish all tasks and balance everything received after 4 p.m.
knowledge of processing deposits and fees and keeping truck of them
cash handling procedures
knowledge of database which college uses
good written communication skills, proofreading skills
knowledge of college layout and people who work here.
What are the biggest challenge in sorting the information?
The biggest challenge in sorting the information for the mail room clerk is to stay
organized, be able to take your day as it comes, and never show your frustration to
customers It is important to know a lot of people and always have resources for
providing more accurate information to customers.
What skills that I am learning in my course are the most useful for success in the
mailroom?
The most useful skills I am learning in Administrative Office Procedures II course for
the mailroom job are electronic calendar, travel arrangement procedures, and
electronic mail (Outlook). These skills will help me to stay organized and know
about upcoming events. They will help me, to be more efficient and professional in
business settings.
I have attached the mailroom checklist and thank-you letter to this memo. Thank
you for taking time to read my memo and arranging a very interesting meeting.
Have a great day.
ee
Attachment