Office Administration (OA4004PA)

Postal Mail Services

Toh Jun Tee || Nur Dhabitah || Juliana || Li Hui Yi ||

Considerations when mailing Considerations when mailing articlesarticles

Check for correct addressCheck for correct address Check for correct postal codeCheck for correct postal code Include return addressInclude return address Affix stamp in an appropriate mannerAffix stamp in an appropriate manner Appropriate envelopeAppropriate envelope Avoid printing any color or wordings within Avoid printing any color or wordings within

clear zone clear zone Avoid enclosing stiff objects Avoid enclosing stiff objects Choose type of mailing options Choose type of mailing options Correct packaging methodsCorrect packaging methods

Front view

Back view

Types of Packaging

Corrugated Box Padded Envelopes Bubble Wrap Packing Peanuts Parcel Wrap Paper Nylon or water activated reinforce

tape Cardboards

Corrugated Box

Boxes made from papers made up from cellulose fibres.

Made from a combination of two sheets of paper called liners, glued to a corrugated inner medium called fluting.

Provides shock absorption properties and thermal insulation.

Padded Envelopes Envelopes that have a layer of bubble

packaging inside the envelope. Covered with strong Kraft paper or

sometimes plastic to make them more durable and waterproof.

Light in weight. Suitable for packing fragile items such as

CDs, DVDs etc.

Bubble Wrap

Can protect and cushion lightweight items from shock, vibration and abrasion.

Used for packing fragile items to ensure that these items reach their destination in good condition.

Light in weight and water proof.

Packing Peanuts

Used to prevent damage to fragile objects during shipping.

Can be interlock when compressed and flow freely when not compressed.

Light in weight.

Parcel Wrap Paper

Strong enough from getting torn in the delivery process.

Usually used to wrap up parcel boxes.

Nylon or Water activated reinforce tape Reinforced fibers in these tapes provide

additional strength, making them less likely to split or tear during delivery.

Types of Mail SecurityTypes of Mail Security

Post Office Box RentalPost Office Box Rental

Security envelopesSecurity envelopes

Mail TrackingMail Tracking

Insured MailInsured Mail

Registered MailRegistered Mail

Track and TraceTrack and Trace

Mail RedirectionMail Redirection

Post Office Box RentalPost Office Box Rental

Secrecy of actual addressSecrecy of actual address Separate business-related mails from Separate business-related mails from

other mailsother mails PO Box numbers short, easily PO Box numbers short, easily

rememberedremembered Mails in PO Box “well sheltered”Mails in PO Box “well sheltered” Only mail carriers and PO Box key holder Only mail carriers and PO Box key holder

are able to access PO boxesare able to access PO boxes

Security EnvelopesSecurity Envelopes

Envelope which is printed with a Envelope which is printed with a tinted or patterned inside.tinted or patterned inside.

Tinted or patterned inside, hard to Tinted or patterned inside, hard to see through contents insidesee through contents inside

Protects confidential information Protects confidential information

Track & TraceTrack & Trace

Allows recipients to track down delivery Allows recipients to track down delivery status of mail status of mail

Informs recipients date and time mail was Informs recipients date and time mail was delivereddelivered

Can help recover lost mail for recipients. Can help recover lost mail for recipients.

Mail InsuranceMail Insurance

Covers damaged of mail caused by Covers damaged of mail caused by natural disasters and human actionsnatural disasters and human actions

Covers rifled or lost mailCovers rifled or lost mail

Does not protect negotiable documents Does not protect negotiable documents and prohibited items and prohibited items

Registered MailRegistered Mail

Insured and recorded by post office Insured and recorded by post office Signature and proof required from Signature and proof required from

recipientsrecipientsDelivery note to inform recipient to collect Delivery note to inform recipient to collect

mail from nearest post officemail from nearest post office

Mail Redirection

Redirect mail for old address to new address

Valid for short term period Mails would continue to be sent to old

address after mail redirection service period ends

Types of Postage PaymentTypes of Postage Payment

Business Reply MailBusiness Reply Mail Stamped EnvelopeStamped Envelope Postage StampsPostage Stamps Postage Paid ImpressionPostage Paid Impression Franking MachineFranking Machine Digital Franking MachineDigital Franking Machine

Business Reply MailBusiness Reply Mail

Envelope whereby companies Envelope whereby companies provide recipients with return reply provide recipients with return reply envelopes that the recipients can envelopes that the recipients can return without paying postage.return without paying postage.

Stamped EnvelopeStamped Envelope

• Envelopes with Envelopes with an amount of an amount of postage preprinted on it. postage preprinted on it.

• The preprinted stamp usually charge The preprinted stamp usually charge at rate required for particular postal at rate required for particular postal service service

• E.g. registered letter rate for E.g. registered letter rate for registered envelopesregistered envelopes

Postage StampsPostage Stamps

►Evidence of pre-paying a fee for postal Evidence of pre-paying a fee for postal services. services.

►Shown as a proof that sender have Shown as a proof that sender have paid for postage fee of delivery either paid for postage fee of delivery either made fully, partly, or pre-paid.made fully, partly, or pre-paid.

Postage Paid Impression (PPI)Postage Paid Impression (PPI)

Used for regular mailing in bulk of Used for regular mailing in bulk of the same local and international the same local and international mail. mail.

Allows senders to send regular bulk Allows senders to send regular bulk mail to domestic and overseas mail to domestic and overseas destinations. destinations.

Used to send regular mails such as Used to send regular mails such as bills, letters and others.bills, letters and others.

Franking Machine Used to print postage for regular posting of large

quantity of mail that is different in weight, size and destinations which requires different postage value.

Prints impression of required value of postage on mail as a form of pre-paid postage.

Prints any value of postage required for weight of mail.

Franked mail must be sent on the date that it was being franked.

Digital Franking Machine

Allows sender to reset meter of machine by calling their respective post offices.

Change the date automatically. Able to connect to an electronic weighing

scale to ensure franking of correct postage value.

Digital franked mail must be sent on the date that it was being franked.

Local Fast Delivery Services

SpeedPost DHL FedEx UPS

Overseas Fast Delivery Services

Parcel Force Worldwide Royal Mail United States Postal Service POS Malaysia

Types of Mail Collection

Post Office BoxMail Retention ServicePost BoxesLetter BoxesLocked Bag

Post Office Box

A locked compartment placed in Post Office. Users can choose to give their PO boxes

numbers as address. By doing so, mails will be sent to their PO

boxes instead of their actual mailing address.

Mail Retention Service

Allows recipients mail to be kept safely at the post office until recipient returned from overseas.

Recipients can either collect their mail from post office or have it delivered to them.

Post Boxes

Used by postmen to collect outgoing mails.

In Singapore, usually segmented into two portions for different mailing options; local and overseas delivery.

Allow small articles to be slotted in. In Post Office, post boxes bigger slots for

large or bulky items to be dumped in.

Letter Boxes

Private boxes to receive recipient’s inward mail.

In Singapore, letter boxes located at void deck of recipient’s apartment

Unit number indicated on letter boxes to enable postman to sort out letters to the correct unit number.

Mailing Process by Singapore PostMailing Process by Singapore Post

For franked mail or prepaid mails

(Collection)

(Delivery)