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

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)
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 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. Handling Outgoing Mail
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

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

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. Handling Outgoing Mail— Dangerous Goods
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

23. Handling Outgoing Mail—Domestic Mail Addressing Tips
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:
Use four-digit add-on
Use two-letter state abbreviation

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. Handling Outgoing Mail— Mail Software Programs
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

27. Information on the Internet
Visit U.S. Postal Service Web site at
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