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Chapter 7

 Check messages
frequently.
 Respond to
messages
immediately.
 Sort and delete
messages
regularly.
 Never send
anything you don’t
want made public.
 Address receiver
by name in opening
sentence.
 Double check
the message
before sending.
Use spell-
checker.
 Keep message concise.
 Use capital letters sparingly.
 Include original message in
replies or forwarded messages to
eliminate need to summarize what
has been written.
 Always get writer’s
permission before
forwarding or posting e-
mail message.
 Post only messages
pertinent to members of
group.
Maintain organization’s reputation.
Improve employee productivity.
Increase security.
Prevent employee disclosure of trade
secrets/ other confidential
information.
Privacy issues.
Long hours at work and need
to communicate with others
outside company.
 Mail sent with urgency.
 Letters, including bills and statement
 Interoffice mail
 Personal mail
 Newspapers and periodicals
 Booklets and catalogs, etc.
 Packages
 Assemble supplies: opener, date
stamp, paper clips, tickler file, To-Do
list and pencils
 If enveloped opened by mistake, seal
and write “Opened by mistake” and
initial; then distribute to addressee.
 Establish preferences for handling
“Personal and Confidential” mail with
manager.
Know what manager wants:
 Does he/she want you to underline key words and dates, and
write marginal notes?
Keep alert to things that :
 Contain date of appointment
 Mention report being mailed separately
 Confirm phone conversation
 Request decision that cannot be made until additional
information is obtained
Annotate:
Use small handwriting
Make notes brief
Process mail quickly
Place urgent mail on top and least urgent
items on bottom.
Protect manager’s privacy
Place mail so it is not visible to others
Place confidential items in large envelope or
folder
 Abide by manager’s preference
 Typically, if only gone in one or two days, set mail
aside
 If urgent correspondence, call or e-mail manager
 Organize business mail in folders
 Forward mail that requires immediate action to
person designated.
 Responds to letter you can answer.
Review documents for
signatures and enclosures.
Verify inside address with
envelop address
Determine most accurate way
of mailing item needed
Presort mail
Domestic
International
Prohibited from being mailed both
domestically and to the point outside of
the United States.
Articles or substances listed could be
dangerous to postal workers and postal
equipment, or could damage other mail.
Explosives
Flammable Items
Radioactive materials
Gases, oxidizer, organic peroxides
Corrosives
Toxic and infectious substances
Asbestos, air bags, dry ice