Complete routine administrative tasks -Handling Outgoing Mail.pptx

Handling outgoing mail and packages within an organization

1. Complete routine administrative tasks PART 2: HANDLING OUTGOING MAIL

2. Introduction Almost every office sends out mail daily. Outward mail must be handled with care, speed and accuracy due to the following reasons: Improper handling of outward mail creates bad impression on outsiders. Delays in sending replies may result in loss of business opportunities. Delay may result in additional cost, for example, a telegram may have to be sent if a letter has been delayed.

3. Activity: Identify the procedures for handling outgoing mail

4. Steps in Handling Outward Mail

5. Steps in Handling Outward Mail Collection of Outgoing Mail Generally, each department sends its correspondence to the mailing department for despatch . In certain offices a messenger from mailing section goes around at scheduled intervals to collect mail from different departments. A tray marked as ‘outgoing mail’ is kept in each department. All letters to be sent outside are placed in this tray and the messenger collects the mail from such trays. Timely collection of outgoing mail improves the efficiency of despatch section.

6. Steps in Handling Outward Mail Recording the Mail All letters sent outside are to be recorded. The letters which are to be delivered locally through a messenger are recorded in “ Messenger Book ”. Outstation letters are entered in ‘ Outward Mail Register’ or ‘ Despatch Register ’.

7. Steps in Handling Outward Mail Recording outgoing mail may include : the date of despatch the sender the sender’s department the addressee/ organisation the appropriate carrier (courier, normal mail, express post) the reference number receipts attached where appropriate

8. Steps in Handling Outward Mail Folding of Letters The letter (attached with enclosures) should be folded carefully and in the correct size. Creases should be straight and should not spoil the neatness of letters. They should be folded with minimum number of folds. If window envelope is used, the folding should be done in such a way that the address becomes visible through the window. Standard envelopes should be used to accommodate the letters.

9. Folding the letter for a regular envelope

10. Folding a letter for a window envelope

11. Steps in Handling Outward Mail After folding , the letters are inserted in the right envelopes. A complete and correct address must be written. Window envelopes can be used to avoid rewriting of address on envelope. Address must be fully visible whether written by hand or typed. The envelopes should be sealed with gum, adhesive or cello tape. The adhesive should not spread inside as it may spoil the content.

12. Checklist for Outgoing Mail Give the documents a final check before placing in envelope (if not already sealed). Are all documents signed? Are copies made ? (If necessary) Are attachments or enclosures included? Does the inside address match the envelope? Determine most accurate and efficient way to mail, if needed. Pre-sort for easiest handling at the Post Office.

13. Correct Addressing of an Envelope

14. Steps in Handling Outward Mail Sorting, Weighing and Stamping The envelopes of different categories of mail are to be sorted out category wise. The outward mail generally is of two categories — Local: to be sent through messenger, and Outstation: to be sent through post office, courier, airlines . The second category may be further classified as mail to be sent by ordinary post, registered mail, express mail, priority mail, parcels, airmail, Tara, Fedex etc. The sorted mail should be put in separate trays so that the task of stamping is facilitated.

15. Steps in Handling Outward Mail Stamps are to be affixed on mail which is sent by post. It is necessary to weigh the different articles to be sent by post so that proper value of stamps is affixed . An up to-date copy of the ‘ Post Office Guide ’ should be kept with the despatch clerk responsible for affixing stamp. In large organisations franking machines are used for stamping. The letters which are to be sent by messenger are entered in the Messenger Book and handed over to the messenger for delivery.

16. The Postage Book The Postage Book – is used to keep a record of the postage stamps used, of postal packages dispatched, and the name and address of the receiver. Date Name Address Folio Value of stamps received Value of stamps used 2010 June 1 Mail Clerk Janet Smart R.S $10.00 $1.50 June 2 P. Hall Checker Hall, St Kitts R.S $2.00

17. Steps in Handling Outward Mail Despatching Finally, the posting and delivery of letters have to be arranged. Ordinary mail is posted at the nearest Post Office at regular intervals. Special kinds of mail like registered and insured articles etc. are also sent to the post office or by courier. The common methods of sending out mail are: Electronic mail (email) Facsimile Courier Jamaica Post Hand deliveries

18. Despatching Correctly preparing mail items for despatch includes : checking the address details and layout are correct checking that address is not obscured checking that the return address is included determining the most appropriate carrier ensuring the correct requirements for the chosen carrier are being followed . calculating and paying for postage registering mail

19. Packing, Wrapping And Sealing Mail Envelopes should be sealed properly with the address clear on the front, the return address on the back, and proper postage attached. Parcels or cartons should have the contents properly wrapped to prevent any damage. Materials used can include: Newspapers Shredded paper Bubble wrap Styrofoam popcorn Tissue paper The cartons or parcels should be properly sealed with strong packing tape. The receiver’s address should be clearly seen and the sender’s details should also be attached. If the contents are fragile, attach fragile stickers in several locations. Make sure a customs declaration form is attached if the parcel or letter is being sent overseas.

20. Bulk Mail B ulk mailing involves sending the same item to many people. Many companies use mailing lists which contain addresses for customers etc. Mailing lists should always be current. Delete or correct addresses as soon as there are changes. Specialized mailing equipment is available to automate the process. Distribution lists for mailing may be stored in : electronic address books database or spreadsheet records word processing tables data files that are paper based

21. Regulations For security purposes it is not advisable to send cash through the mail. A money order may be used. The express delivery, registered mail and recorded delivery services are ideal options for sending and receiving money and other valuables via the post office.

22. Urgent and confidential deliveries Delivery of urgent and confidential mail may include : separating and prioritizing urgent mail immediate , hand delivery, express post, and registered mail urgent and same day deliveries

23. E-mail (Electronic Mail) Email has become the most common method of delivering messages to others. Emails can be used to send: Letters Colour photographs Drawings Large documents Video and audio files Electronic mail (email) is a tool that enables the sending and receiving of messages and files to others via a computer network that may be internal or external to an organization.

24. Tips for Handling Email Check your messages frequently Respond to messages immediately Sort and delete messages regularly

25. Email Etiquette Never send anything through e-mail that you don’t want made public Address receiver by name in opening sentence Re-read message before sending. Use spell-checker Keep message concise Use capital letters sparingly Including original message in replies or forwarded messages eliminates the need to summarize what has been written Always get writer’s permission before forwarding or posting e-mail message Post only messages pertinent to all members of a group

26. Email Etiquette Employers have reasons for monitoring employees’ computer activity Maintaining organization’s reputation Improving employee productivity Increasing security Preventing employee disclosure of trade secrets and other confidential information

27. Tips for Sending Email Preparing attachments for electronic mail may include : checking that the file size will not be too large that it cant be sent compressing files (zip files) separating large documents into a number of files

28. Research Activity Prepare a checklist for outgoing mail. What is the purpose of a postage book? What is a remittance book? What is a money order ?

29. Calculate the Postage Charges and record in the postage book You are the mail clerk, the postage book had an opening balance of $1500. Letter to K. Gable, Ipswich, London took 3 stamps at $50.00 each Parcel for Michael Winfrey, California, took 12 stamps: 6 for $30.00, 3 for $25.00 and 3 for $10.00. An additional $100.00 was paid for poundage. An express mail was sent to M Wilson from Highgate which took 4 stamps at $55.00 each Recorded delivery letter for J Smith took $130.00 for that  service plus $50.00 for regular postage regular postage K Russell sent an express mail , to Trelawney which took 2 stamps  of equal value totalling $85.00

30. Answer Date Name Address Folio Value of stamps received Value of stamps used Dec 22 Mail Clerk 1500 K Gable Ipswitch , London KN 150 M Winfrey California KN 285 M Wilson Highgate KN 620 J Smith KN 50 K Russell KN 85