PNDBF – Incoming Mail (B) Lim Sei Kee @ cK

Q The procedures for handling incoming mail are: A) S_ _ _ _ _ _ _ _ _ and O _ _ _ _ _ _ b) D _ _ _ - _ _ _ _ _ _ _ _ and R _ _ _ _ _ _ _ _ c) S _ _ _ _ _ _ and D _ _ _ _ _ _ _ _ _ _ _

Q1. Record all incoming mail in the ( ) Q2 Q1. Record all incoming mail in the ( ) Q2. Record all cash and cheque payments received through mail in the

Incoming Mail (A) If mail is sorted and distributed by department, a trolley may be used for delivery. When making internal mail deliveries to departments, remember to: A) plan the delivery route b) attach a circulation list WHY?

A) plan the delivery route so that time will not be wasted on making more internal mail deliveries to the same department. B) attach a circulation list if the item of mail is to be read by different persons.

Circulation List Sometimes, an item of incoming mail needs to be read by a number of people. A circulation list gives the names of the persons who have to read this item of mail. After the first person on the circulation list has read it, the person signs against his/her name and passes it on to the next person.

CIRCULATION LIST From: CK__________ Date: 26/06/2012___ Please read, take the necessary action and pass to the next person on the list. NAME DEPT COMMENTS SIGN & DATE Sir Abu Accounts Payments made ABU 27.06.2012 Miss Zirah Purchasing Delivery confirmed ZIRAH 28.06.2012 Sir Kumar Marketing Quantity noted KUMAR 29.06.2012 Please return to: CK By: 30.06.2012

TASK FOR YOU! Design and complete a circulation list with the following details. A letter received today by Mr Rozario, the Production Manager, must be read by the following people: (a) Mr Anthony Yeo, Human Resource Department, (b) Ms Oliveiro, the Accountant, and (c) Ms Letchumi, the Administration Officer. Write an instruction on the list so that the last person returns the letter to Mr Rozario.

Photocopying Another method of making sure that every person concerned gets to read the mail, is to photocopy enough copies for everyone. A photocopier, or a copier, is a machine that makes copies of an original document at fast speed. A document, drawing or photograph can be easily reproduced by placing it face down on the glass panel and pressing the Start button of the photocopier.

The machine will eject the photocopies as they are made. Photocopiers range from small desktop models to large copiers. The type of photocopier a company buys depends on the company’s needs. Larger copiers have more features.

Question for you, again. Apart from the standard photocopying work, what else do you think a photocopier can do?

Care must be taken when operating the photocopier Operate the machine according to the procedures or instructions listed in the instruction manual. Photocopy only the number of copies needed. Copying more than what is needed wastes paper. Switch the power to the Standby mode when the machine is not in use. This prevents the machine from overheating. Switch off the machine at the end of the day.

Electronic Mail There are two types of mail in the electronic form. Electronic mail is sent through the telephone line by either a computer or a facsimile transceiver (fax machine).

You are able to receive and send documents using a computer because it is linked to a network. A network enables text, voice, data or images to be sent and received within and between organizations with great speed and efficiency. A fax machine uses a telephone line to transmit text, data or images.

E-mail Messages which are sent from one computer to another are called e-mail. The receiver uses a password to access his or her e-mail account to read the messages. An incoming message can be printed so that a hard copy (a copy printed on paper) can be filed.

Azimah From: Azim To: Azimah, Amal, Education Sales Dept CC: Subject: Working in Organization Handbook (14th Edition) [TME/Sales Dept- message for Abu] The action plan for the above title is as follows: Complete ms (hard & soft copies) to Pre-Press by 7 July (except for about 7 photos to come from STB) – MKS Briefing for cover on 7 July – MKS Publication date: first week of August – THH Please note that the extent will be increased from 96 pp to 104 pp. Azim

FAX

Procedure for handling incoming electronic mail Attend to overnight incoming messages via: Computer terminals – email messages are stored in the user’s inbox. Print out hard copies for filing. Fax – collect documents from the receiving tray.

2. Date-stamp the mail. 3. Sort the mail, making sure that urgent and important messages are quickly passed to the persons addressed. 4. Distribute the rest of the mail to those addressed.

Handling Dangerous Mail Mailroom personnel identify dangerous parcels by: Their unusual shape, size or smell. Oil or grease marks on the wrapping. c) Their weight, i.e. parcels that are heavier than they look.

On identifying such parcels, DO NOT open, shake or squeeze the parcels. Inform your superior or office security personnel, and alert the police. All office personnel should leave the office. The door to the office should be locked until the police arrive.

WHAT IS THE WORD? A list that shows the names of the people who have to read the contents of the attached document. Mail which is sent electronically from one computer or fax machine to another. All printed and electronic matter, as well as parcels that are sent out or received by a person or organization. A machine that is able to make multiple copies of documents, photographs or illustrations quickly.