1. Chapter 7,Processing Mail Incoming 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

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 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 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. Handling Traditional Incoming Mail
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

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)
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 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 Mail Outgoing 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: International:
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; $ $200 - $2.75
BLUE - $ $300 - $4.70; $300-$5,000 - $ $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.
Value Fee
$0 $10.80
$ $11.50
$ $13.10
$ ,000 $14.45
$1, K $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.