Chapter 7,Processing Mail Incoming Mail

1. Chapter 7,Processing MailIncoming Mail

2. Processing Mail • Handling E-Mail • Handling Traditional Incoming Mail • Handling Traditional Outgoing Mail • International Mail • Related Equipment • International Holidays

3. Handling E-Mail • Tips for Handling E-mail • E-mail Etiquette • Ethical Issues Regarding E-mail

4. Handling E-Mail—Tips • Check your messages frequently • Respond to messages immediately • Sort and delete messages regularly

5. E-Mail—Etiquette/Netiquette • Never send anything through e-mail that you don’t want made public • Address receiver by name in opening sentence • Reread message before sending. Use spell-checker • Keep message concise

6. E-Mail--Etiquette (continued) • 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

7. E-Mail—Ethical Issues (continued) • 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

8. Sorting Opening Inspecting contents Registering special mail Date-time stamping Reading and annotating Presenting mail Handling packages, publications, and advertising by mail Distributing mail Answering mail in manager’s absence Handling Traditional Incoming Mail

9. Handling Traditional Incoming Mail—Sorting • Sort into following groups: • Mail sent with urgency • Letters, including bills and statements • Interoffice mail • Personal mail • Newspapers and periodicals • Booklets, catalogs, etc. • Packages

10. Handling Traditional Incoming Mail—Opening Mail • Assemble supplies: • Opener, date stamp, paper clips, tickler file, to do list, and pencils • If envelope opened by mistake, seal it and write “Opened by mistake” and initial; then distribute to addressee • Establish how to handle “Personal and Confidential” mail with your manager

11. Handling Traditional Incoming Mail—Inspecting Contents • Keep envelopes until information is accounted for • Attach enclosures

12. Handling Traditional Incoming Mail—Registering • Mail register provides a record of special mail (priority mail), including insured and registered mail and packages • Form should include: • Date and time received • Sender’s name • Recipient’s name • Type or description

14. Handling Traditional Incoming Mail—Date-Time Stamping • Time of arrival of certain correspondence has legal significance • Typically, date-time stamp all incoming mail • Stamp correspondence in white space at upper left, right, or top edge • Stamp booklets, catalogs, etc. on either front or back cover

15. Handling Traditional Incoming Mail—Reading and Annotating • Know what your manager wants: • As you search for important facts, does he or she want you to underline key words and dates, and write marginal notes? • Keep alert to things that: • Contain date of an appointment • Mention report being mailed separately • Confirm phone conversation • Request decision that cannot be made until additional information is obtained

16. Reading and Annotating Mail (continued) • Annotating • Use small handwriting • Make notes brief • Why would you use annotating?

17. Handling Traditional Incoming Mail—Presenting Mail • Process mail quickly • Place urgent mail on top and least urgent items on bottom • Protect your manager’s privacy

18. Handling Traditional Incoming Mail— Packages, Publications, and Advertising By Mail • Packages receive priority over periodicals, newspapers, and advertising materials • Packages with letters attached/enclosed are processed with priority mail • Give new items to manager • Store regular supplies

19. Handling Packages, Publications, and Advertising By Mail(continued) • Unwrap newspapers and try to flatten them • Affix routing slip • If manager reads these first, place his/her name at top of list • Give manager opportunity to read advertising materials

21. Handling Packages, Publications, and Advertising By Mail(continued) • Determine which advertising materials, catalogs, etc. should be kept, discarded or shared • Replace old advertising materials and catalogs with new ones • If you keep many catalogs, set up a filing system

22. Distributing Mail • A manager distributes mail to others to: • Obtain information so that he or she can reply • Ask someone else to reply directly • Keep others informed • Know the procedures to follow when circulating materials and what an Action Requested slip is (pgs. 259 – 261).

23. Answering Mail in Manager’s Absence • Abide by manager’s preference • Typically, if only gone one or two days, set mail aside • If urgent correspondence, call or e-mail your manager • Organize all business mail in folders • “Correspondence for Signature • “Correspondence Requiring Attention • “Correspondence to be Read • “Reports and Other Informational Correspondence: • “Advertisements:

24. Chapter 7,Processing MailOutgoing Mail

25. Before Mailing Out • Are all documents signed? • Are attachments or enclosures included? • Does the inside address match the envelope? • Determine most accurate and efficient way to mail, if needed. • Presort for easiest handling at the Post Office

26. Types of Mail • Domestic: • United States, Territories & Possessions (use the 2 letter postal abbreviation) • Army-Air Force Post Offices (APO) • Navy Post Offices (FPO) • United Nations (New York City) • International: • Everywhere else

27. ZIP Codes • ZIP = Zone Improvement Plan • 10 Zones (East to West, North to South) • 5 Digits • First 3 digits = SCF (Sectional Center Facility) directs mail to the local region • Last 2 digits = specific post office • ZIP+4 Code (not required) • Specific geographic location (block, building, etc)

28. ZIP Codes

29. Classes of Domestic Mail • First Class Mail (under 13 oz.) Stamps or printed postal label • Priority Mail (over 13 oz., under 70 lb.) Needs Priority label or stamp on package

30. Express Mail • Services Included: • Next Day (365 days) • Tracking • Proof of Delivery • Insurance up to $100 • (extra to $5,000 available) • Max weight – 70 lb.

31. Classes of Domestic Mail Parcel Post Size & weight restrictions Postage based on weight and distance mailed Bound Printed Matter (preprinted materials) No personal correspondence, maximum 15 lb. Media Mail (formerly known as Book Rate) Books, film, music, sound recordings, educational or medical information, computer-related materials.

32. Extra Services • Certificate of Mailing • Certified Mail • Delivery Confirmation • Insured Mail • Registered Mail • Return Receipt • Signature Confirmation

33. Certificate of Mailing It is a receipt that proved you mailed it. It can be purchased only at the time of mailing. Prices vary depending on the mailing class.

34. Certified Mail - $2.80 Proof of mailing by you, and the date and time of delivery or attempted delivery to where you sent it. Only for First Class or Priority Mail.

35. Delivery Confirmation • Documents date and time of delivery or attempted delivery to where you sent it. • Priority - $0.70; • Parcel Post or 1st • Class Parcels - $0.80

36. Insured Mail BLACK - Up to $50 - $1.75; $50.01-$100 - $2.25; $100.01-$200 - $2.75 BLUE - $200.01-$300 - $4.70; $300-$5,000 - $5.70 + $0.95 per $100

37. Registered Mail Provides maximum protection and security for valuable and provides the sender with a mailing receipt and the USPS keeps a delivery record. Can be combined with other services. ValueFee $0 $10.80 $.01-100 $11.50 $100-500 $13.10 $500.01-1,000 $14.45 $1,000.01-25K $15.80+ $1.35/$1,000

38. Return Receipt Notification of delivery date and who signed for it. Card - $2.30 Electronic - $1.10 For Merchandise - $3.80

39. Signature Confirmation Sender is notified of date and time of delivery or attempted delivery, and who signed for it. Retail - $2.35; Electronic $1.95.