The Office Procedures and Technology Chapter 11 Processing Mail Copyright© 2007...
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Transcript of The Office Procedures and Technology Chapter 11 Processing Mail Copyright© 2007...
The OfficeProcedures and Technology
Chapter 11
Processing Mail
Copyright© 2007 Thomson/South-Western
Slide 2
Sorting and Distributing Mail
In small companies Sort mail at your workstation Hand deliver each stack to the appropriate
person or department In large companies
Open packages and envelopes Follow safety precautions Sort mail Distribute mail
Topic 11-1 Incoming Mail Procedures
Slide 3
Opening Mail
Do not open mail for others that is marked Confidential or Personal
Check for enclosures Check for a name and address on the letter
before discarding the envelope Place mail you will answer in one stack Place mail to be handled by others in another
stack
Topic 11-1 Incoming Mail Procedures
Slide 4
Annotating Mail
Write comments related to the content
Gather materials for creating a reply
Topic 11-1 Incoming Mail Procedures
Slide 5
Documenting Receipt of Mail
Topic 11-1 Incoming Mail Procedures
Note mail received by special postal services or private mail services
Note mail you expect to receive in a separate envelope or package
Slide 6
Routing Mail
A referral slip is attached to mail that requires action by others
Topic 11-1 Incoming Mail Procedures
A routing slip is used to forward mail to others
Slide 7
Prioritizing Mail
Topic 11-1 Incoming Mail Procedures
Arrange mail items in order of importance
1. Urgent messages 6. Orders
2. Personal and confidential letters
7. Bills and invoices
3. Business correspondence of special importance
8. Advertisements
4. Checks or money orders 9. Newspapers and magazines
5. Other business letters 10. Packages
Slide 8
Handling Mail For Others
Maintain a mail register Advise the traveler of important actions
needed immediately Refer routine mail to others who can respond
or answer yourself Send a synopsis of mail if the trip is to be long Prioritize and store mail in an appropriate
place
Topic 11-1 Incoming Mail Procedures
Slide 9
Focus On …
Topic 11-1 Incoming Mail Procedures
Protecting Confidential Information Know your supervisor’s preferences regarding
visitors and callers Follow correct mail procedures Secure your workstation Protect written documents Reduce electronic information loss
Slide 10
Processing Outgoing Mail
Procedures vary from company to company United States Postal Service (USPS) Private mail companies and courier services
Topic 11-2 Outgoing Mail Procedures
The USPS provides many services useful to businesses
The USPS provides many services useful to businesses
Source: http://www.usps.com
Slide 11
Folding and Inserting Mail
Topic 11-2 Outgoing Mail Procedures
Verify that items are complete and correct Copies have been made Letters are signed Enclosures are present Addresses on the letter and envelope match Addresses include a nine-digit ZIP code
Fold correspondence appropriately for the envelope used
Slide 12
Folding Mail
Topic 11-2 Outgoing Mail Procedures
Follow these steps to fold an 8 1/2" by 11" sheet for a No. 10 envelope
Follow these steps to fold an 8 1/2" by 11" sheet for a No. 10 envelope
Slide 13
Postage
Apply postage to mail to be delivered by the USPS
Weigh envelopes to determine the proper postage
Apply stamps, print postage using a postage meter, or buy postage online
Topic 11-2 Outgoing Mail Procedures
Slide 14
Stamps
Topic 11-2 Outgoing Mail Procedures
USPS stamps are available in various designs and postage amounts
USPS stamps are available in various designs and postage amounts
Source: http://shop.usps.com/cgi-bin/vsbv/postal_store_non_ssl/home.jsp
Slide 15
Volume Mailings
Topic 11-2 Outgoing Mail Procedures
Involve sending the same item to many people at the same time
May qualify for reduced postage rates Often use computer-generated mailing lists Mailing equipment automates the process
Slide 16
Optical Character Recognition
The USPS uses optical character readers (OCRs) to process mail
Addresses that cannot be read by OCR take longer to process
Optical character reader: electronic equipment that scans the address on an item and prints a bar code
Key Term
Topic 11-2 Outgoing Mail Procedures
Slide 17
ZIP Codes
Use of nine-digit ZIP codes speeds delivery of domestic mail
ZIP code directories are available in print and online
Topic 11-2 Outgoing Mail Procedures
Slide 18
Address Format
Block the left margin of the address Use all capitals and omit punctuation except in
the ZIP code Use standard abbreviations Include the ZIP code in the address for
domestic mail Include the foreign postal code for an
international address
Topic 11-2 Outgoing Mail Procedures
Slide 19
Proper Address Format
Using a proper address format speeds the delivery of mail
Using a proper address format speeds the delivery of mail
Topic 11-2 Outgoing Mail Procedures
Slide 20
Classes of Domestic Mail
First-Class mail Priority mail Express mail Periodicals Standard mail Parcel post
Topic 11-2 Outgoing Mail Procedures
Source:http://www.usps.com/send/waystosendmail/senditwithintheus/firstclassmail.htm
Information on classes of mail can be found on the USPS Web site
Information on classes of mail can be found on the USPS Web site
Slide 21
Special Postal Services
Registered or insured mail Proof of mailing or delivery COD mail
Topic 11-2 Outgoing Mail Procedures
Slide 22
International Mail
Service provided by the USPS and private companies
Customs forms may be required
Topic 11-2 Outgoing Mail Procedures
Customs: government taxes on imported items
Key Term
Slide 23
Private Delivery Services
Topic 11-2 Outgoing Mail Procedures
Usually cannot deliver to a post office box Often have Web sites that allow a package to
be tracked May provided faster service than USPS
Slide 24
Interoffice Mail
Topic 11-2 Outgoing Mail Procedures
May be hand-delivered by the sender in small companies
May be delivered by mailroom workers in large companies
Envelopes may bereusable
Slide 25
Telegrams
Topic 11-2 Outgoing Mail Procedures
Messages delivered by Western Union Can be sent by accessing the Western Union
Web site Can be sent anywhere in the United States