CHAPTER 7 PROCESSING MAIL

Handling Email
 Office professional are responsible for handling telephone traffic (sorting
through the email traffic awaiting their managers reply).
 Making this task easier for your supervisor often becomes responsibility of the
office professional.
 Although electronic mail, courier services but traditional mail services remain
the primary means of moving information from one location to another. Both
traditional and electronic mail will arrive daily.
Tips for Handling Email
 The information can be distributed to a specific location and stored in
electronic form.
 Cost, the expense of mailing supplies reduced.
 This chapters discuss email transmissions and ettiquetes email involves using
computer, a modern high speed connection and communication software each
email protected by password or code.
 Email has some drawbacks- messages can be lost or delayed (Junk spam
email )
Few tips to get the real benefits of this service
 Check your messages frequently throughout the day.
 Respond to message immediately.
 Sort and delete messages regularly.
Email Etiquette
 Never send anything through email that you don’t want made public,
email messages travel to many readers.
 Address the receiver by name in the opening sentence just simply saying
“Marilyn thank you for your quick response”.
 Always re read before sending them .
 Keep your message as concise as possible.
 Use CAPITAL LETTERS sparingly.
 Most email application will automatically display the original messages in
replies and forwarded messages.
 Always get a writers permission before forwarding or posting an email
message.
 When posting a message to a group make sure your message is pertinent to
all members of the group.
 When attaching a file to your email, be certain you have actually attached the
file.
Ethical Issues regarding Email
Legitimate reasons for monitoring their employees computer use, including email.
 Maintaining company’s professional reputation and image
 Improving employee productivity
 Increasing security
 Preventing employee disclosure of trade secrets and other confidential
information
 A major consideration for employee is to understand their company’s
expectation regarding monitoring email and other computer activities.
Handling traditional incoming Mail
 When mail handled accurately and expeditiously, employees can respond
more efficiently to the need addressed in the mail item.
 The promptness with which you and your manager handle the mail is
important factor in building goodwill and increasing profits for your
organization.
 You should become knowledgeable about handling incoming mail in your
office.
 Keep every piece of mail that arrives.
 Must be able to distinguish the important and less important mail.
 Establish a plan for handling and follow your plan consistently.
Handling traditional incoming Mail
Perform all these steps would be time consuming:
 Sorting mail
 You may have sign courier mail.
 Keep the priority mail separate from the rest of the mail.
 Stack mail to be opened immediately.
 Requires a reply or provide your manager with information he\she need.
 Opening mail
 Before you opening the mail, assemble the supplies
 Should you open an envelope by mistake, seal it with transparent tape “
Opened by mistake ” and your initials.
 You can establish “ Personal and confidential “ mail procedures with
your manager when you first start working.
 Inspecting contents
 Keep the envelopes.
 Inspect each document for the address and signature of the sender, the
date and enclosures.
 Check the enclosures received against the enclosures notations.
 Staple an enclosure that is the same size as a letter or larger of it.
 Registering special mails
 Date and time received
 Sender’s name
 Recipient’s name
 Description of type of mail
 Distribution ( who within the company will receive the mail)
 Date ( Time stamping mail )
 The time of arrival of certain correspondence has legal significance.
 Reading and annotating mail
 Contains the date of an appointment that must be entered in the
calendar.
 Mentions a report is being mailed separately.
 Confirms a telephone conversation
 Requests a decision that cannot be made until additional information is
obtained.
 Presenting mail to manager
 Remember the mail is a priority ; act quickly as soon as possible.
 Place the most urgent items on top an the least items on the bottom.
 Mail should be placed in such way it is not visible to people visiting
your manager’s office in his\ her absence.
 Handling packages publications and advertising by mail
 Packages that have letters attached or that are marked “ Letter
Enclosed” should be processed with the important mail.
 Your manager will want to know if certain items have arrived but will be
interested in seeing new items, not routine ones.
 Unwrap newspapers and try to flatten them.
 If the managers wishes to see newspapers and periodicals and
periodicals.
 Draw a line through their name on the circulation list.
 Do not throw away advertising materials until your manager has had a
chance to glance at them.
 Decide what to do with them.
 Distributing mail
 Obtain information
 Ask someone else to reply directly
 Keep others informed
Some procedures to follow when circulating materials:
 Here are some procedure to follow when circulating materials:
 Attach a routing slip to mail to be distributed to more than one person.
 The mail is often circulated with same people the names can be
reprinted
  When you distribute a letter, memo or report to informs other you have
to decide whether original or copy of routing slip.
 Your records should show what information has been dissiminated.
 Answering mail in the managers absence
 Correspondence for signature
 Correspondence requiring attention
 Correspondence to be read
 Reports and other informational correspondence
 Advertisement

Handling Traditional Outgoing Mail

 Traditional outgoing mail is handled by mailroom personnel in large
organizations or by office professionals in smaller
 Review all the documents for signature and enclosures.
 Verify the inside address with the envelope address with envelope
address.
 Determine in most accurate way of mailing an item if needed.
 Presort mail for speedler handling by the post office.
Outgoing mail is divided into two:
 Domestic Mail- is transmitted within among and between the united states and
its territories and possessions.
 Domestic mail manual( DMM )- or access the united states postal service(
USPS ) mail sent within the united states and its possessions should always
be addressed using approved two letter postal abbreviations.
 Zip + 4 code - Is composed of the original five digit code plus a four digit add
on.
Classes of domestic mail
 First class- it includes all personal and business correspondence.
 Priority mail- it is used for documents, gifts and merchandise.
 Express mail- is delivered 365 days a year with or extra charge for
Saturday, Sunday or holiday delivery.
 Parcel post-use for mailing certain gifts and general merchandise
including books and other printed matter.
 Bound Printed Matter- identified as advertising, promotional directory or
editorial that is securely bound.
 Media Mail ( Book rate )- generally used for books, films, manuscripts,
printed music.
 Extra Services- You should know what special services are available from the
USPS and when to apply them.
 Special Situations- the mail does not go through without problems.
 Certificate of mailing- this evidence of mailing must be purchased at the
time of mailing.
 Certified Mail- Provides proof of mailing at the time of mailing and date
and time delivery or attempted delivery.
 Collect on delivery ( COD)- allows the matter to collect the postage and
price of an item from the recipient.
 Delivery Confirmation- provides the date and time of delivery or
attempted delivery and must be purchased at the time of mailing only.
 Insured Mail- purchased at a post office this insurance provides
coverage against loss or manage.
 Insured Mail- purchased online this option provides for up to 500$
coverage has the same insurance purchased at a post office.
 Money Orders- this service provides safe transmission of money.
 Registered Mail- it provides maximum protection and security for
valuables and provides the sender with a mailing receipt.
 Restricted delivery- a mailer using this option can direct delivery only to
the addressee or addressee’s authorized agent.
 Return receipt- may be requested at time of mailing or after mailing.
  Return receipt for merchandise- this option provides the sender with a
mailing receipt and return receipt.
 Signature confirmation- this sender is notified of the date and time of
delivery or attempted delivery and the name of the person who signed
for item.
Changing an Address
 When the organization for which you work changes its address.
 Access the USPS website.
 Search the information for change of address
 Once the official change of address form is displayed, you can complete it
directly on your computer screen.
 You will then need to sign the form an mail it to your local post office.
 Basic Bulk Mail- The term bulk mail is generally used to describe presorting
mail, including presorted first mail and standard mail.
 Dangerous Goods- Articles or substances that could be dangerous to postal
workers and postal equipment, or that could be damage other mail.
 Explosives
 Flammable solids an flammable liquids
 Gases, oxidizers and organic peroxides
 Corrosives
 Domestic Mail Addressing Tips- The USPS uses computerized systems that
scan a wide range of addressing styles this includes both handwritten and
typed addresses
 Other domestic delivery Services- These companies provides pickup services
as well as drop off locations. They offer online services that allow you to
electronically complete the necessary forms.
 Mail Software Program- Ensuring that your mailing operations are working in
an optimal manner is crucial for maximizing efficiency and cost savings.
 Read files in different formats such as access
 Validates addresses
 Standardizeds addresses to USPS requirements
 Postal information on the internet- If you keep exploring you can find postal
news releases and learn about the history of postal service.
International mail is mail that is distributed beyond the united states
SPECIAL INTERNATIONAL SERVICES
 expedited services
 standard services
INTERNATIONAL POSTAGE- It is essential to have some foolproof way of
ensuring that correct postage is put on international airmail.
How the US postal service work? or How a letter travel?
 Collection- A postal carrier removes all of the mail from the box and takes it to
the Post Office where he or she works.
 Culling and Postmarking -Postal workers send the letter through a machine
that rapidly separates mail by shape.
 Scanning and Lifting Images- every letter gets identified by a code consisting
of a series of florescent bars imprinted on the back.
 Applying a Barcode and Sorting- linked with the identification code, a barcode
is sprayed on the front of the letter.
 Transportation to Delivery Post Office- next, all the mail for this carrier is taken
by truck to the Post Office, station, or branch in which the carrier works.
 Delivery to Addressee- the carrier drives to the street where the letter is to be
delivered, safely parks, then loads his or her satchel with the mail to be carried
to each house or business.

RELATED EQUIPMENT
 METERED MAIL- Many companies use in-house postage meters. Metered mail
need not to be cancelled.
 POSTAGE METER- vary in size from lightweight desk models to fully automatic
models that feed, seal, and stack envelopes.
 FACSIMILE (FAX) MACHINE-commonly known as the fax machine, is a device
that will copy and transmit graphics.
 A combination fax, copier, and scanner- in an office where fax machines are
connected to a network, polling may be required.
 PHOTOCOPIERS- A copier-based device, running 55 to more than 85 pages
per minute.
Considerations Regarding Photocopying
 Organizations have different options available to them.
 One popular method of controlling the use of a copier is to provide the
appropriate people with individual copy cards or keys.
Some tips to make the copying process efficient and economical:
 Copy when you have several items.
 Determine the best times to use the copier. Avoid high traffic times.
 Keep track of the monitoring device assigned to you for copying purposes