Processing Mail

1. Processing Mail Burton/Shelton, Procedures for the Automated Office, 6e, C6

2. Processing Mail • Handling Mail • Handling Incoming Mail • Handling Outgoing Mail • International Mail • International Holidays

3. 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 Incoming Mail

4. Handling 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

5. Handling Incoming Mail—Opening Mail • Assemble supplies: • Opener, date stamp, paper clips, tickler file, To Do list, and pencils • If you open an envelope by mistake, seal it with tape, write “Opened by mistake” and initial, then distribute to addressee. • Establish how to handle “Personal and Confidential” mail with your manager

6. Handling Incoming Mail—Inspecting Contents • Keep envelopes until information is accounted for • Check for address and signature of sender, date, and enclosures • If a document is not dated, write postmark date on document and staple envelope to back of letter • Attach enclosures: • Staple if same size or larger • Use paper clips if a staple would damage

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

8. Handling Incoming Mail—Date-Time Stamping • Time of arrival of certain correspondence has legal significance • Received in time for cash discount? • Received in time for bid openings? • 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

9. Handling 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 a date of an appointment • Mention a report being mailed separately • Confirm a phone conversation • Request a decision that cannot be made until additional information is obtained

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

11. Handling Incoming Mail—Presenting Mail • Process mail quickly • Place urgent mail on top and least urgent items on the bottom • Protect your manager’s privacy • Place mail in a way that it is not visible to visitors • Place confidential items in a large envelope or folder

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

13. 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

14. 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 for them

15. 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 • What are procedures to follow when circulating materials?

16. Answering Mail in the 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 • Forward mail that requires immediate action to person designated to answer it • Respond to letters you can answer

17. Zip+4 Code Classes of domestic mail Supplemental services Special situations Dangerous goods Addressing domestic mail Metered mail Other delivery services Mail software programs Information on the Internet Handling Outgoing Mail

18. Handling Outgoing Mail—Zip+4 Code • Use of four-digit add-on is voluntary • Identifies a geographic segment within the five-digit delivery area • City Block • Office Building • Reduces number of handlings

19. Handling Outgoing Mail—Classes of Domestic Mail • First class • Priority • Express • Parcel post • Bound printed matter • Special Standard Mail (Book Rate)

20. Certificate of mailing receipt Certified mail Collect on Delivery (COD) Insured mail Money orders Registered mail Return receipt Return receipt for merchandise Restricted delivery Handling Outgoing Mail—Supplemental Services

21. Handling Outgoing Mail—Special Situations • Mail does not always go through without problems • Know what to do in these situations: • Change of Address • Recalling Mail • Returning Undelivered Mail

22. Prohibited from being mailed both domestically and to points outside of United States These articles or substances listed on right could be dangerous to postal workers and postal equipment, or could damage other mail: Explosives Flammable items Radioactive materials Gases, oxidizers, organic peroxides Corrosives Toxic and infectious substances Asbestos, air bags, dry ice Handling Outgoing Mail—Dangerous Goods

23. Type complete address Use return address Use complete address information, Blvd, St, Apt. number,Suite number Indicate type of mail Use correct directions, N, W, SW Verify zip code, check postal web site: www.usps.gov Use four-digit add-on Use two-letter state abbreviation Handling Outgoing Mail—Domestic Mail Addressing Tips

24. Handling Outgoing Mail—Metered Mail • These are in-house postage meters • Must be turned in at postal outlet counter • Postage is not canceled • Goes directly to sorting machines • What are some advantages to using metered mail?

25. Handling Outgoing Mail—Other Delivery Services • Provide pick-up and drop-off services • Emery Air, UPS, FedEx, Purolator Courier Corporation • Online service provides forms and tracking • Western Union • Private Companies • Mail Boxes Etc. and Pak Mail

26. Organizations want their mailing to reach its destination as quickly as possible at best price Problems faced: Too much returned mail Unreliable delivery Excess mailing costs Advantages of mail software are shown on right: Reads files in different formats Validates addresses Standardizes addresses to postal requirements Produces Postal reports and tracks costs Uses bar-coded labels Presorts Saves time and money Handling Outgoing Mail—Mail Software Programs

27. Information on the Internet • Visit U.S. Postal Service Web site at http://www.usps.gov • Things available: • Zip+4 codes • Track express mail • Latest postal rates • FAQ • Stamp collecting or view images of recent stamp issues

28. International Mail • Special International Services • International Postage • International Addressing Tips

29. Special International Services • Three primary classes of services: • Letters and cards • Printed papers such as regular printed matter, books, and sheet music • Small packets (weighing up to 4.4 pounds) • Certified and COD services are not available for international mail • Other special services are provided with certain restrictions

30. International Postage • Make sure mailroom has current postage information for all countries • Make sure that information is clearly posted, so that anyone can calculate the correct postage • Why? • Mailing over weekend • Mailroom support staff not available

31. International Addressing Tips • Put foreign postal codes, if known, in front of city or town – on same line • Place city or town name and province or state name on next line after street address information • Write name of foreign country in capital letters on last line of address

32. International Holidays • Holidays celebrated each year change from year to year • Countries with diverse populations may practice over ten major religions • Before mailing or faxing important documents: • Check out country’s schedule of holidays • Use the Internet, and access search tools for current list