1. Chapter 7 Processing Mail

2. Processing Mail Handling E-Mail Handling Traditional Incoming Mail
Handling Outgoing Domestic Mail
International Mail
Office Equipment
International Holidays and Mail Services

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

4. —Tips
Check messages frequently
Respond to messages immediately
Sort and delete messages regularly

5. E-Mail—Etiquette/Netiquette
Never send anything 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
Include original message in replies or forwarded messages to eliminate need to summarize what has been written
Always get writer’s permission before forwarding or posting message
Post only messages pertinent to members of group

7. E-Mail—Ethical Issues
Employers have reasons for monitoring employees’ computer activity
Maintain organization’s reputation
Improve employee productivity
Increase security
Prevent employee disclosure of trade secrets/other confidential information

8. E-Mail—Ethical Issues (continued)
Employees’ concerns include
Privacy issues
Long hours at work and need to communicate with others outside company

9. Handling Traditional Incoming Mail
Sort
Open
Inspect contents
Register special mail
Date-time stamp
Read and annotate
Present mail
Handle packages, publications, and advertisements
Distribute mail
Answer mail in manager’s absence

10. Handling Traditional Incoming Mail—Sort
Sort by groups:
Mail sent with urgency
Letters, including bills and statements
Interoffice mail
Personal mail
Newspapers and periodicals
Booklets, catalogs, etc.
Packages

11. Handling Traditional Incoming Mail—Open Mail
Assemble supplies:
Opener, date stamp, paper clips, tickler file, To Do list, and pencils
If envelope opened by mistake, seal and write “Opened by mistake” and initial; then distribute to addressee
Establish preferences for handling “Personal and Confidential” mail with manager

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

13. Handling Traditional Incoming Mail—Register Special Mail
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

14. Handling Traditional Incoming Mail— Date-Time Stamp
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

15. Handling Traditional Incoming Mail— Read and Annotate
Know what manager wants:
Does he/she want you to underline key words and dates, and write marginal notes?
Keep alert to things that
Contain date of appointment
Mention report being mailed separately
Confirm phone conversation
Request decision that cannot be made until additional information is obtained

16. Read and Annotate Mail (continued)
Use small handwriting
Make notes brief
Reasons for annotations

17. Handling Traditional Incoming Mail— Present Mail
Process mail quickly
Place urgent mail on top and least urgent items on bottom
Protect manager’s privacy
Place mail so it is not visible to others
Place confidential items in large envelope or folder

18. Handle Traditional Incoming Mail— Packages, Publications, and Ads 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

19. Handle Packages, Publications, and Ads By Mail (continued)
Unwrap newspapers; 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

20. Handle Packages, Publications, and Ads 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 filing system

21. Managers distribute mail to others to:
Obtain information so he or she can reply
Ask someone else to reply directly
Keep others informed
Procedures to follow

22. Answer 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 manager
Organize business mail in folders
Forward mail that requires immediate action to person designated
Respond to letters you can answer

23. Handling Outgoing Domestic Mail
Formats
Classes of Domestic Mail
Extra Services
Special Situations
Basic Bulk Mail
Dangerous Goods
Other Domestic Delivery Services
Tracking Mail

24. Handling Outgoing Domestic Mail
Steps in preparing items
Review documents for signatures and enclosures
Verify inside address with envelope address
Determine most accurate way of mailing item if needed
Presort mail
Outgoing mail divided into two classes
Domestic
International

25. Handling Outgoing Domestic Mail--Formats (continued)
ZIP + 4—identifies geographic segment within five-digit delivery area
Locate ZIP + 4 by searching Internet for ZIP code lookup
Two-letter abbreviations

26. Handling Traditional Outgoing Mail— Classes of Domestic Mail
First-Class Mail®
Priority Mail ®
Express Mail ®
Parcel Post ®
Bound Printed Matter ®
Media Mail ® (Book Rate)

27. Handling Traditional Outgoing Mail— Extra Services
Certificate of Mailing
Certified Mail™
Collect on Delivery (COD)
Delivery Confirmation™
Insured mail-Purchased at PO or Online
Money Orders
Registered Mail™
Restricted Delivery
Return Receipt
Return Receipt for Merchandise
Signature Confirmation™
Special Handling

28. Handling Traditional Outgoing Mail— Special Situations
Know what to do to:
Change of address
Recall mail
Return undelivered mail

29. Handling Traditional Outgoing Mail— Basic Bulk Mail
Used to describe presorting mail
Visit USPS Web site

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

31. Handling Traditional 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 procedures
Private Companies
Mail Boxes Etc.

32. Handling Traditional Outgoing Mail—Tracking Mail
USPS and other delivery services provide online tracking systems
On Web site, enter label or receipt number and follow directions

33. USPS—International Mail Manual (IMM)
Policies, regulations, and procedures

34. International Mail—Special International Services
USPS offers
Expedited Services
Standard Services
Volume Mailing Service
Certified and COD services are not available for international mail
Other delivery services include
DHL, UPS, and FedEx

35. International Mail—International Postage
Be sure mailroom has current postage information for all countries
Be sure information is clearly posted, so anyone can calculate the correct postage

36. Office Equipment—Postage Meters
Postage added automatically to envelope or package
Procedures

37. Office Equipment— Postage Meters (continued)
Advantages
Mail need not be canceled or postmarked by post office
Sent directly for sorting
Allows receiver to track actual time, date, and place where processing occurred
May be dispatched slightly sooner than mail that must be canceled at post office
Convenience of not using stamps
Apply exact postage needed

38. Office Equipment— Postage Scales
Show weight and amount of postage required

39. Office Equipment— Postage Price Calculation
Use postage calculation link on USPS Web site
From Web site, print postage

40. Office Equipment—Fax
Copies and transmits documents over telephone lines to corresponding remote fax machine
To send or receive a fax from your computer, use fax software

41. Office Equipment—Fax (continued)
General procedures for sending
Complete adhesive note or use transmittal form to show contact information of sender and recipient
Place document in fax unit (face up or down?)
Dial fax number; if sending long-distance, enter LD access code
Press Send button

42. Office Equipment—Fax (continued)
Tips to establish guidelines—determine
If message is appropriate for faxing
If document is delivered by fax, type an appropriate notation on line below signature, such as “By fax”
Appropriate cover sheet
Guidelines for maintaining confidentiality
How misdirected messages will be reported

43. Office Equipment—Scanners
Used to input text and photographs
Common types are
Flatbed
Sheetfed
Photo
Portable
General Procedures

44. Office Equipment—Photocopiers
Copier-based
Printer-based
All-in-one
Size/purpose according to workgroup needs
Personal
Small to mid-size
Department
Production
Considerations

45. Office Equipment— Photocopiers (continued)
Tips
Copy when you have several items
Determine best times to use copier
Keep track of monitoring device, such as a card or access code
Plan ahead for copying needs
Comply with Copyright Act
Turn on “Power Down” mode when you have finished

46. International Holidays and Mail Services
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 Internet and access search tools for current list of holidays