TOPIC 7
PROCESSING MAIL
KEY POINTS
Procedures of incoming mail
Procedures of outgoing mail
(Sorting and distributing, various classes of
mails and services)
Incoming Mail Procedures
Sorting and Distributing Mail
Open, Separate and Annotate Incoming
Mail
Documentation of Mail Receipt
Refer, Route and Prioritize Mail
Handling Mail While Away from Office
Sorting and Distributing Mail
In Small Companies
Sort mails to individual staff or department
Done by one person
Hand delivered the mail
If several stacks/bundles of mail, carry in
pouch, folder, mail basket or mail cart
In Large Companies
Done in a Mailroom
Process large volumes of incoming mail
Postal workers easy to deliver mail to
mailroom
Use specialized equipment in processing
mail: electric envelope openers, sorting
units, automated delivery systems
Opening Envelopes/Packages
Mailroom workers open all mail (Except
Personal or Confidential mail)
Use Electronic Envelope Opener to open
envelopes
Take care not to damage the contents when
opening envelopes, packages and boxes.
Just cut at the end edge of envelope.
Safety Precautions
Protect yourself against any danger while
opening mail
Wear gloves and face mask
Avoid touching your face
Wash hands after handling mail
Do not open suspicious mail
(inappropriate/unusual labeling,
strange/no/different return address, excessive
packaging)
Vacant room and inform security enforcement
Sorting Mail
Sort mail into provided compartment
according to name or department
Use rotary sorting unit to process large
volume of incoming mail
Distribute Mail
Once mail opened, it is ready to be
distributed
A worker from each department comes to
collect the mail Or
A mailroom worker distribute mail Or
An automated delivery system transports
mail to the various departments and
collect outgoing mail
Handling Incoming Mail
You may need to process your supervisor’s mail
Steps to follow:
Open Mail (Do not open personal or confidential
mails. If opened by mistake, write on the envelope
‘Sorry, opened by mistake’ and initial it)
Separate and Annotate Mail
Document Receipt of Mail
Referring/Routing Mail
Prioritizing Mail
Handling Mail While Away from the Office
Prioritizing Mail
Mail is categorized in the order of its importance as below:
Urgent messages (fax, overnight delivery mails)
Personal & Confidential letters
Business letters, memos or other special important
mails
Letters with checks or money orders
Other business letters
Letters containing orders
Letters containing bills, invoices, or requesting
payments
Advertisements
Newspapers and magazines
Packages
Handling Mail While Away
Keep a mail register record
Contact the travelers asap
Refer routine mail to others who can
respond
Answer mail yourself whenever possible
Send a synopsis of received mail to
traveler
After prioritizing, store it in an appropriate
place
Outgoing Mail Procedures
Prepare Outgoing Mail
Identify the Classes of Domestic Mail
Various USPS Postal Services
Identify Address and Packaging Methods
Postal Services By Private Mail Delivery
Companies
Processing Outgoing Mail
Folding and Inserting Mail
Sealing and Weighing Envelopes
Stamping Mail
Printing Postage for Mail
Folding and Inserting Mail
Copies have been made, if necessary
Letters have been signed
Your initials appear below your boss’s
signature
All enclosures noted at the bottom of a letter
and enclosed in the envelope
Check address on envelope and on the letter
Check on the zip codes
Choose appropriate envelope (Standard
envelope no. 10 – for business letter and
window envelope)
Sealing and Weighing Envelopes
Envelopes must be sealed
Use moist sponge or moistener
Weigh each mail accurately to apply the
proper postage
Mail weighing machines: stamping mail and
printing postage for mail
Stamps are sold in sheet, booklet or rolled
form
Postage meter is a machine that prints
postage in the amount needed
Handling Volume Mailings
Volume mailing is sending the same items
to many people at the same time.
Use computer-generated mailing lists to
send large volume of mail
Contain addresses for customers,
prospective customers, subscribers or those
who live in certain geographic areas
Advantages
Retrieve, change or delete address easily and
fast
Easy selection of certain address
Print letter addresses and salutations on form
letters as well as address labels
Address Requirements for Automated Handling
Use OCR(Optical Character Reader) to
speed up mail processing. OCR is an
electronic equipment that scans or reads the
address on an envelope and print a bar code at
the bottom of the envelope.
Tips in preparing automated mailing:
Avoid handwritten envelope
Use correct address format
Use correct envelope size (use rectangular envelope)
Apply address within the OCR read area
Address should be visible on the window envelope
Classes of Domestic Mail
First-Class Mail (letters, bills, postcards/postal card, checks,
money orders, business reply mail)
Priority Mail (two-three day service, max weight 70 pounds)
Express Mail (fastest service-next day delivery)
Periodicals (newspaper, magazines)
Standard Mail (Type A: advertising brochures,
catalogs and Type B: parcel post, packages, books)
Mixed Classes of Mail
Special Postal Services
Each special service is charged with a fee
Choose the one best suited to your
company’s mailing need
Types of Services:
Registered or Insured Mail (most secured mail)
Proof of Mailing or Delivery
COD Mail
International Mail
Postage to other countries is higher and
the mail weights are limited
Overseas packages must be packed very
carefully to ensure safe delivery
Customs forms are filled and custom duty
is charged
Private Courier/Delivery Service
This service guaranteed delivery on time
basis
Preparation in delivery:
Your name, address and phone number
Recipient’s name, address and phone number
The class of delivery service
The weight of the package
The current date
The payment method or account number
Interoffice Memo (Hand-delivered)
Telegrams
Delivered next day
Charges charged on the number of words in
the message
THE END
