Lim Sei cK. Introduction Think about the types of mail you receive. Mail can refer to printed matter like letters, postcards, parcels and packages,

Slides:

Advertisements

Similar presentations

What Makes Up a FAS Package

Advertisements

Mail Handling Unit 2D. Mail Handling The way in which mail is dealt with depends on the: –Size of the organisation –Number of staff involved –Type of.

Copyright © 2004 McGraw-Hill Australia Pty Ltd PPT Slides t/a Office Skills: A Practical Approach 3e by Horsfall & Cairns Slides prepared by June Breheny.

Checks & Payment Methods Ch PoB The First Deposit Starts with providing personal data and a sample of your signature Signature Card – document.

Mail Handling The way in which mail is dealt with depends on: Size of the organisationSize of the organisation Number of staff involvedNumber of staff.

The way in which mail is dealt with depends on the: size of the organisation number of staff involved type of mail received (internal, external, .

When you are ready, click your mouse and we will begin.

ADMINISTRATION REVISION - BLOCK 4 HANDLING THE MAIL.

Managing Current Records - Registry

Cash Control and Banking Activities

BUSINESS DOCUMENTS. Stages of Financial Recording Calculate Net Profit and Capital Employed Prepare Final Accounts and Balance Sheet Balance ledger accounts.

1 Welcome to Jon Snyder and Priscilla Miccio. 2 Purchase Orders The Purchasing Department receives the orders from either the HR department or Marketing.

Chapter 7,Processing Mail Incoming Mail

Copyright © by The McGraw-Hill Companies, Inc. All rights reserved.Glencoe Accounting Internal controls are steps taken to protect assets and keep reliable.

1 Cash Handling – It’s my job Whether you take in lots of money or … you collect “pennies”

Flow of financial docs between businesses

Burton/Shelton, Procedures for the Automated Office, 6e, C6

Unit 18: Connecting ourselves to the world. Geography Unit 18: Connecting ourselves to the world Why do people use faxes? This is a fax machine. There.

© 2015 Cengage Learning. All Rights Reserved. May not be scanned, copied or duplicated, or posted to a publicly accessible website, in whole or in part.

Lim Sei cK. True or False? It is not important to handle outgoing mail. Sometimes it is alright to not include the address on the envelope. All.

Functional Departments. Administration Many different tasks are carried out by an Administrative Assistant Many different tasks are carried out by an.

Outgoing Mail  Outgoing campus mail should be bundled and prepared to be given to a Mailing Services employee by 9:00 a.m. Monday through.

The Mail Room Unit 2d. Click to return to Sum up page MAIL HANDLING Internal Mail – communication between people within an organisation Internal Mail.

When using a Visa card to make a purchase which shipping address do you use? A. Purchasing B. Canal Street C. School / Department.

Cash Control and Banking Activities

Transcripts may be requested in person by the student and printed immediately in the Registrar's Office Electronic Transcripts: Provide a better service.

COMMUNICATION (CONT) SERVICES OF NIPOST (NIGERIAN POSTAL SERVICE)

Administration Intermediate 1 Outcome 3. LO3 Mail Handling Filing Reprographics Reception Organisation Charts E-diaries Petty Cash.

The Office Procedures and Technology

Basic Accounting 2 Please log on to:

Cash Control and Banking Activities Making Accounting Relevant Businesses deposit all cash and checks into a bank account and make payments using checks.

Lim Sei cK. Introduction You have just written a letter to a friend. What would you do before you post it? Usually, you would check that the address.

Here are some paper use reduction strategies to consider for your organization: Analyze your largest documents, such as publications and major mailings.

Lim Sei cK. POST OFFICE SERVICES BRUNEI post office offers Postal Services, Premium Services, Agency Services, and Remittances Services.

Databases. What is a database?  A database is used to store data. The word DATA is actually Latin for FACTS. A database is, therefore, a place, or thing.

0 Glencoe Accounting Unit 2 Chapter 11 Copyright © by The McGraw-Hill Companies, Inc. All rights reserved. Protecting Cash In any business, cash is used.

Lim Sei cK. Introduction Think about the items you normally buy with your pocket money, eg. Refreshments, stationery or reading materials. Do you.

Accounting & Financial Analysis 111 Lecture 8 Source Documents, Day accounts/Specialised Journals, Debtors & Creditors Subsidiary Ledgers.

Sorting Mail Mail received Throw away junk mail Sort out groups of 5 or more of the same vendor to speed the process Is it Inter-department mail? yes Route.

When you wish to write to someone, you can either write using a letter or a postcard.

PRODUCTS OF BANKING. Endorsements Before you cash, deposit, or transfer a check to someone else, you must first endorse the check. Endorse: to sign your.

Campaign Finance Giving Notice and Receiving Reports North Carolina State Board of Elections Campaign Finance Office June 2005.

Royal Mail Advertising Mail Overview. 2 Definition Mailings which comprise a largely uniform message to all addressees, with the purpose of promoting.

Cash Control and Banking Activities Making Accounting Relevant Businesses deposit all cash and checks into a bank account and make payments using checks.

Royal Mail OBA A quick guide. If selling on channels other than OOS you will need to print out the correct PPI (Printed Postage Impression) and place.

LO4 Describe accounting procedures used in ordering merchandise. LO5 Discuss the purpose of a special journal. LO6 Journalize purchases of merchandise.

ELISTING How to use eListing to conveniently and quickly file your personal property listing online. DEPARTMENT OF ASSESSMENTS King County To navigate.

Admin Services Int 1 - Outcome 31 Outcome 3 Describe the administrative tasks carried out by an administrative assistant Incoming mail Outgoing mail Filing.

REFUNDS AND EXCHANGES Pacific Area Finance Training February 2008.

Audit of the Acquisition and Payment Cycle

Course: Financial Reporting with IRT Lesson 3: IRT Correction Scenarios Next Financial Reporting with IRT IRT Correction Scenarios May 2005 It’s unlikely.

BANK DEPOSIT PREPARATION Pacific Area Finance Training February 2008.

Cash Handling – It’s my job

The Treasurer’s Workshop

Handout 1: Handling mail

Processing Mail and Telecommunications

Cash Control Unit 25.

Business Library Responding Function – Serials

Chapter 4 Unit 8 Notes Mrs. Joudrey.

Cash Control and Banking Activities

PNDBF – Incoming Mail (B)

Cash Handling – It’s my job

Business Office Manager Training The ACH Process in 7 Steps

Cash Control and Banking Activities

The Office Procedures and Technology

Business Documents This presentation provides an overview of the key points and financial documents related to paying for purchases. Note for tutors: If.

The sources of accounting for business transactions

TESTING THE PAYROLL SYSTEM

Presentation transcript:

Lim Sei cK

Introduction Think about the types of mail you receive. Mail can refer to printed matter like letters, postcards, parcels and packages, and even electronic mail. Think about the differences between these types of mail.

In an office, a large volume of mail is received every day. All printed matter and electronic mail, as well as parcels, received by the office are called incoming mail.

When incoming mail is received, it has to be sorted, recorded and distributed quickly. Mail-handling is very important or crucial because a piece of mail will lose its function and importance if it does not reach the person to whom it is addressed.

Procedures for Handling Incoming Mail A piece of mail goes through several processes before reaching the person or department it is addressed to. An office uses the following procedures for handling incoming mail: A) separating and opening B) date-stamping and recording C) sorting and distributing

A. Separating and Opening After separating mail marked ‘Private’, ‘Personal’ or ‘Confidential’, the rest of the mail needs opening. Mail may be opened either with a paper knife or an electric letter opener. If there is a large number of letters, an electric letter opener will be able to open them very quickly.

When opening mail, 1. DO NOT open envelopes marked ‘Private’, ‘Personal’ or ‘Confidential’. If an envelope is opened by mistake, write ‘Sorry, opened by mistake’ across it. Do not remove the document from the envelope.

2. Tap the envelope on the table before it is opened so that the document drops to the bottom of the envelope. In this way, the document will not be cut or damaged by the letter opener.

3. Open mail marked ‘Registered’ or ‘Urgent’ first and send it quickly to the addressee(s). Registered mail may be received at any time of the day. This type of mail needs to be signed for in the postman’s receipt book.

4. Attach all enclosures to the document. An enclosure may be a catalogue, cheque or card that is in the envelope with the letter. These are usually indicated by the abbreviation ‘enc’ if one copy is attached, or ‘encs’ if more than one copy is attached. This marking is made at the bottom of the document.

5. Sort all the printed matter before opening the parcels. This is to prevent documents from being misplaced or thrown away by mistake while you are unwrapping parcels.

B. Date-stamping and Recording After separating and opening the mail, all printed matter is stamped with the date for recording purposes. The stamp should not cover any printed words on the document, as the words may be important information.

When the volume of mail is large, a date-stamping machine is used to stamp the date and time on each item of mail. All incoming mail is recorded in the INWARD MAIL REGISTER.

INWARD MAIL REGISTER DATEReceived from Document No. ENCSRouted to Sign & Date 4 th JUNEALI & Co.Inv Accoun ts 4 th JUNEExcapade Sushi Letter1Human Resourc e 4 th JUNEHua Ho.Letter2Sales & Marketi ng

When a cheque or cash payment is received through the post, it must be entered correctly into the Remittances Book. ‘Remittance’ means the payment of goods or services sent from the buyer to the seller by post. The cheque or cash received is then given, together with the Remittances Book, to the Accounts Manager for signing.

It is important to maintain up-to-date and accurate records of incoming mail so that any item can be traced easily. This helps to save both time and effort later.

REMITTANCES BOOK DATERemitterMethod of payment Inv or A/C No. AmountSign & Date 4 th JUNEAbu & Co. Cheque01303$200 5 th JUNEAziziCash0021$500 5 th JUNEAzuraCheque291211$150

C. SORTING AND DISTRIBUTING After date-stamping and recording the mail, keep the envelopes or wrappers for a few days before disposal. In this way, if you receive any enquiries about the incoming mail, you will be able to check the information using the postmark.

The postmarks on envelopes act as proof of the postal date and time. Usually, mail is sorted by department and then distributed. Another way to distribute mail is to sort it directly into pigeon-holes or wire trays for staff members.

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

Q 1. Why is it important to follow the correct procedures when handling incoming mail? 2. What would you do if you accidentally damaged a letter when opening it? 3. Why should you stamp a letter with the date you received it? Give at least 2 reasons. 4. List 3 ways in which you might distribute incoming mail to staff.

5. Read the following list of mail items and explain how you would process them. (a) A parcel that looks as if it has been previously opened (b) A letter marked ‘urgent’ (c) A parcel with goods that have been damaged in the mail (d) A fax that has come through to the office overnight with ‘priority’ stamped on it

(e) A personal letter to a staff member (f) A letter which states that a cheque is enclosed but it is not with the letter (g) Thirty applications for a job vacancy in the organization