Chapter 7,Processing Mail Incoming Mail

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Chapter 7,Processing MailIncoming Mail
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Processing Mail

• Handling E-Mail
• Handling Traditional Incoming Mail
• Handling Traditional Outgoing Mail
• International Mail
• Related Equipment
• International Holidays

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Handling E-Mail

• Tips for Handling E-mail
• E-mail Etiquette
• Ethical Issues Regarding E-mail

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Handling E-MailTips

• Check your messages frequently
• Respond to messages immediately
• Sort and delete messages regularly

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E-MailEtiquette/Netiquette

• Never send anything through e-mail that you dont
  want made public
• Address receiver by name in opening sentence
• Reread message before sending. Use spell-checker
• Keep message concise

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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 writers permission before forwarding
  or posting e-mail message
• Post only messages pertinent to all members of a
  group

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E-MailEthical Issues (continued)

• Employers have reasons for monitoring employees
  computer activity
• Maintaining organizations reputation
• Improving employee productivity
• Increasing security
• Preventing employee disclosure of trade secrets
  and other confidential information

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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 managers absence

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Handling Traditional Incoming MailSorting

• Sort into following groups
• Mail sent with urgency
• Letters, including bills and statements
• Interoffice mail
• Personal mail
• Newspapers and periodicals
• Booklets, catalogs, etc.
• Packages

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Handling Traditional Incoming MailOpening 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

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Handling Traditional Incoming MailInspecting
Contents

• Keep envelopes until information is accounted for
• Attach enclosures

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Handling Traditional Incoming MailRegistering

• Mail register provides a record of special mail
  (priority mail), including insured and registered
  mail and packages
• Form should include
• Date and time received
• Senders name
• Recipients name
• Type or description

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Handling Traditional Incoming MailDate-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

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Handling Traditional Incoming MailReading 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

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Reading and Annotating Mail (continued)

• Annotating
• Use small handwriting
• Make notes brief
• Why would you use annotating?

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Handling Traditional Incoming MailPresenting
Mail

• Process mail quickly
• Place urgent mail on top and least urgent items
  on bottom
• Protect your managers privacy

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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

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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

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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

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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).

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Answering Mail in Managers Absence

• Abide by managers preference
• Typically, if only gone one or two days, set mail
  aside
• If urgent correspondence, call or e-mail your
  manager
• Organize all business mail in folders
• Correspondence for Signature
• Correspondence Requiring Attention
• Correspondence to be Read
• Reports and Other Informational Correspondence
• Advertisements

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Chapter 7,Processing MailOutgoing Mail
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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

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Types of Mail

• Domestic
• 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

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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
• ZIP4 Code (not required)
• Specific geographic location (block, building,
  etc)

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ZIP Codes
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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

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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.

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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.

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Extra Services

• Certificate of Mailing
• Certified Mail
• Delivery Confirmation
• Insured Mail
• Registered Mail
• Return Receipt
• Signature Confirmation

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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.
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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.
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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

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Insured Mail
BLACK - Up to 50 - 1.75 50.01-100 - 2.25
100.01-200 - 2.75 BLUE - 200.01-300 - 4.70
300-5,000 - 5.70 0.95 per 100
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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 .01-100 11.50 100-500 13.10 500.01-1,0
00 14.45 1,000.01-25K 15.80
1.35/1,000
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Return Receipt
Notification of delivery date and who signed for
it.
Card - 2.30 Electronic - 1.10 For Merchandise -
3.80
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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.