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Sydney Distance Education High School

Certificate II in Business Services (BSB20115) Handle Mail Part 2

Sydney Distance Education High School

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BSBINM202 Handle Mail Sydney Distance Education High School Part II 3

Contents

Outcomes 5

Activity One 8

Activity Two 9

BSBINM202 Handle Mail Sydney Distance Education High School Part II 4

Outcomes

By completing this unit, students are working towards achieving the following outcomes.

You have the opportunity to learn:

• Sort and batch envelopes according to Australia Post specifications

• Check all numerical information prior to dispatch

• Lodge bulk mail for delivery

• Prepare documents and parcels for courier pick up

• Determine and select the most appropriate courier for the job required

• Book a courier by telephone

• Accept deliveries from couriers

BSBINM202 Handle Mail Sydney Distance Education High School Part II 5

INTRODUCTION Today courier services are a major industry. They provide a range of services that are very beneficial to a business owner.

In this section, we will look at some of those benefits, as well as when a courier should be used.

Many businesses also take advantage of bulk mailing services. Bulk mailing services are used when there is a large amount of mail of the same size and weight going out from an office. It is a time saving service, as well as a cost effective way of distributing large amounts of mail.

SORTING AND LODGING BULK MAIL In order for a business to take advantage of a bulk mail service, the items to be mailed have to be prepared in the following manner: • Envelopes and their contents are the same in size and weight • Envelopes have been sorted with the address facing up and all the envelopes are facing the same

way • Envelopes have been grouped in multiples of 10, 20, 30, 40 or 50 and secured by an elastic band

Australia Post requires all bulk mail to be presented at a post office and be paid when lodged. If mail has not been pre-sorted, extra charges would apply, eroding the benefits of bulk mail.

PRESORT SERVICE The PreSort Letters Service is available for customers who post 300 or more letters. Envelopes must be barcoded in a format acceptable to AusPost.

There are software programs readily available to barcode envelopes in order to take advantage of the PreSort service.

The service offers reduced prices to those customers who can barcode their mail. The barcode has the delivery details embedded into the barcode and machinery quickly and efficiently sorts the mail allowing for the reduction in mail costs.

Customers intending to lodge PreSort Letters need to apply to use the service before they make their initial lodgement.

USING A COURIER A courier service can provide the following benefits: • Door to door service • Quick turn around on pickup and delivery • Couriers can do reverse pickups (pick up from

another office and return) • No restriction on weight and size of items • Pick up from your door • Easy booking services • Verification of delivery • Charges payable on terms

Couriers are used to pick up and deliver virtually anything, from a small envelope to a piano. Courier companies utilise various sizes and types of vehicles, ranging from a bicycle to a large truck, depending on the item being transported.

BSBINM202 Handle Mail Sydney Distance Education High School Part II 6

WHEN TO USE A COURIER Using a courier service is more expensive than using normal postal services.

The needs would have to outweigh the costs before a courier was used.

The company would usually have policies in place stating when a courier can be used. It may take the approval of a senior staff member or manager. Take the time to learn these policies.

Generally, couriers are used when an item needs to be at a certain place at a certain time and other available services or methods are not suitable.

COURIER ACCOUNTS All couriers operate on a customer account basis. This means a company would have to apply for an account with a courier company before using their services.

When an account is being applied for, rates and terms of payment are negotiated. Once an account is opened, the company will receive an account number, which will be used when booking pickups.

Companies will be provided with a booking book. This will have job numbers assigned and the details of the pickup. The driver will sign this book when picking up the item to be delivered.

BOOKING A COURIER A courier will require the following information when booking a pick up: • Your customer account number • A job or reference number • Pick up address • Delivery location • Size and weight of item(s) • Type of service

Couriers will offer you regular service (pickup and delivery will take place over a 2- 4 hour period) or an express service (the pickup will occur within the hour and be delivered directly to the recipient). The express service is only available in metropolitan areas

BSBINM202 Handle Mail Sydney Distance Education High School Part II 7

PREPARING ITEMS FOR COURIERS The parcel or envelope must clearly show the address to where it is to be delivered. The item should show the name of the recipient and the company name (if the recipient is with a company). Couriers cannot deliver to addresses that are post box numbers or locked bags. The address must be a physical location. It is sometimes helpful if you put the telephone number of the recipient on the item in case the courier has difficulty locating the address or cannot enter a building.

Fill in the booking forms and then call the courier for pick up. If they give you a booking number, write this on the booking sheet.

Leave the item at your reception desk for the courier to collect without any fuss when he/she arrives. You must leave the booking coupon or the booking sheet near the item so the courier can sign for the item as verification of its collection.

CHECKING THE ACCOUNT WITH BOOKING SHEETS When the account or statement arrives from the courier, it will list the jobs provided by the courier company to your organisation. It should detail: • Date of service provided • Job reference number • Pick up location • Delivery location • Type of service – standard or express • Charges • Each line on the statement should match your booking sheets. If there is a discrepancy, you should contact the courier company and discuss the differences with them.

BSBINM202 Handle Mail Sydney Distance Education High School Part II 8

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ACTIVITY ONE

Tell us when you think a hotel would use a bulk mailing service such as PreSort.

Tell us when you think a travel agency would use a courier service instead of the mail.

Name two examples of mail in business that bulk mail services can be used for.

(1) __________________________________________________________________________

(2) __________________________________________________________________________

Name as many benefits you can remember in using a courier service.

BSBINM202 Handle Mail Sydney Distance Education High School Part II 9

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How should items be prepared for courier pick up?

ACTIVITY TWO

As Swaggies mail clerk you need to send a very important (VIP) large envelope to Lees, Mean & Seen, Corporate Lawyers a 15/76 Bean St, Castle Hill, NSW, ph: 02 62992300.

The document must go to Bev Lees. The department reference number is BJ321 and you are the authorised user.

Complete the "Complete Courier" booking sheet on the next page

BSBINM202 Handle Mail Sydney Distance Education High School Part II 10

Complete Couriers 310 Main Street MANLY NSW 2095

Tel: 991 0127 Fax: 991 0128

Fast & Efficient

BOOKING SHEET

Company Name

Address

Phone No.

Department Ref No.

Authorised User

Details of Delivery Company Name

Company Address

Suburb / State

Name of Recipient

Delivery Contact No

Description of Items:

Number Small Envelope

Large Envelope

Parcel

Cylinder

Please Tick

VIP Standard

Please use a separate booking sheet for each location

BSBINM202 Handle Mail Sydney Distance Education High School Part II 11

QUESTIONS.

DID YOU LEARN? THE FOLLOWING QUESTIONS ARE YES AND NO

IF YOU CANNOT ANSWER YES TO EACH QUESTION IT IS SUGGESTED YOU REVIEW THE MATERIAL AGAIN.

SORTING AND LODGING BULK MAIL Can you recall the way bulk mail has to be prepared for postage?

PRE-SORT SERVICE Are you able to explain how the pre-sort service is performed, and who can use it?

USING A COURIER Door to door service is one of the benefits of using a courier service. Can you describe others?

WHEN TO USE A COURIER Can you explain the reasons for using a courier, and who need to approve their use?

COURIER ACCOUNTS Do you remember how a courier account is organised?

BOOKING A COURIER Can you recall the information a courier requires when booking a pick-up?

PREPARING ITEMS FOR COURIERS Do you know the information the parcel or envelope should include?

CHECKING THE ACCOUNT WITH BOOKING SHEETS The date of service provided will be on the account or statement when it arrives. Can you name other details that should be included?

BSBINM202 Handle Mail Sydney Distance Education High School Part II 12