PROCESSING MAIL

Chapter 7
 Handling Email
 Office professional are responsible for handling
telephone traffic (sorting through the email traffic
awaiting their managers reply).
 Making this task easier for your supervisor often
becomes responsibility of the office professional.
 Although electronic mail, courier services but
traditional mail services remain the primary means
of moving information from one location to
another. Both traditional and electronic mail will
arrive daily.
 Tips for Handling Email
 Telecommunications involves the transmission of
information from one location to another by
electronic devices. The information transmitted in
a variety of formats such as ( voice, data, image
and text). Electric mail systems are popular
because of the high speed with which information
can be sent within or outside an organization.
Tips for Handling Email
 The information can be distributed to a specific
location and stored in electronic form.
 Cost, the expense of mailing supplies reduced.
 This chapters discuss email transmissions and
etiquettes email involves using computer, a
modern high speed connection and
communication software each email protected by
password or code.
 Email has some drawbacks- messages can be lost
or delayed (Junk spam email )
Few tips to get the real benefits of
this service
 Check your messages frequently throughout the
day.
 Respond to message immediately.
 Sort and delete messages regularly.
 Email Etiquette
 Never send anything through email that you don’t
want made public,
email messages travel to many readers.
 Address the receiver by name in the opening

sentence just simply saying “Marilyn thank you for

your quick response”.
 Always re read before sending them .

 Keep your message as concise as possible.

 Use CAPITAL LETTERS sparingly.

Email Etiquette
 Most email application will automatically display
the original messages in replies and forwarded
messages.
 Always get a writers permission before forwarding
or posting an email message.
 When posting a message to a group make sure
your message is pertinent to all members of the
group.
 When attaching a file to your email, be certain you
have actually attached the file.
 Ethical Issues regarding Email
According to 2005, Electronic monitoring and
surveillance survey by the American Management
Association ( 55% of surveyed employees retain and
review employee their employees ).
With constant efforts by todays business to improve
their employees productivity, they are willing the most
current technology to achieve goals.
 Ethical Issues regarding Email
Legitimate reasons for monitoring their employees computer
use, including email.
 Maintaining company’s professional reputation and image

 Improving employee productivity

 Increasing security

 Preventing employee disclosure of trade secrets and other

confidential information
 A major consideration for employee is to understand their

company’s expectation regarding monitoring email and other

computer activities.
 Handling traditional incoming Mail
The office professional seeing reading, seeing and
controlling less traditional mail now than ever before. Still
receiving paper mails and handling emails remains a high
priority.
 When mail handled accurately and expeditiously,

employees can respond more efficiently to the need

addressed in the mail item.
 The promptness with which you and your manager

handle the mail is important factor in building goodwill

and increasing profits for your organization.
Handling traditional incoming Mail
 You should become knowledgeable about
handling incoming mail in your office.
 Keep every piece of mail that arrives.
 Must be able to distinguish the important and less
important mail.
 Establish a plan for handling and follow your plan
consistently.
Handling traditional incoming Mail
Perform all these steps would be time consuming:

 Sorting mail
 Opening mail
 Inspecting contents
 Registering special mails
 Date ( Time stamping mail )
Handling traditional incoming Mail

 Reading and annotating mail

 Presenting to manager
 Handling packages publications and advertising by
mail.
 Distributing mail
 Answering mail in the managers absence
Handling traditional incoming Mail

Such departments are responsible for receiving all

organization mail and for routing it to the correct
departments or individual. Deliver it to the
appropriate work stations. And make the deliver
at ONCE.
 Sorting Mail
 You may have sign courier mail.
 Keep the priority mail separate from the rest of
the mail.
 Stack mail to be opened immediately.
 Requires a reply or provide your manager with
information he\she need.
 Opening Mail
 Before you opening the mail, assemble the
supplies
 Should you open an envelope by mistake, seal it
with transparent tape “ Opened by mistake ” and
your initials.
 You can establish “ Personal and confidential “
mail procedures with your manager when you first
start working.
 Inspecting Contents
 Keep the envelopes.
 Inspect each document for the address and
signature of the sender, the date and enclosures.
 Check the enclosures received against the
enclosures notations.
 Staple an enclosure that is the same size as a
letter or larger of it.
 Registering Special Mails
A mail register provides a record of special ( priority ) mail
including insured and registered mail and packages.

 Date and time received

 Sender’s name
 Recipient’s name
 Description of type of mail
 Distribution ( who within the company will receive the
mail)
Date time Stamping Mail

 The time of arrival of certain

correspondence has legal
significance.
Reading and Annotating Mail
 Contains the date of an appointment that must be
entered in the calendar.
 Mentions a report is being mailed separately.
 Confirms a telephone conversation
 Requests a decision that cannot be made until
additional information is obtained.
 Presenting Mail to the Manager
 Remember the mail is a priority ; act quickly as
soon as possible.
 Place the most urgent items on top an the least
items on the bottom.
 Mail should be placed in such way it is not visible to
people visiting your manager’s office in his\ her
absence.
 Handling Package, Publications
and Advertising by Mail
Packages should priority over newspaper, periodicals and
advertising materials. When handling these items, follow
these simple procedures:

 Packages that have letters attached or that are marked “

Letter Enclosed” should be processed with the important
mail.
 Your manager will want to know if certain items have
arrived but will be interested in seeing new items, not
routine ones.
Handling Package, Publications
and Advertising by Mail
Follow these simple procedures when handling
publications:
 Unwrap newspapers and try to flatten them.

 If the managers wishes to see newspapers and

periodicals and periodicals before they are circulated to

the rest of the staff, key his or her name at the top of
each list.
Handling Package, Publications
and Advertising by Mail

 Draw a line through their name on the circulation

list.
 Do not throw away advertising materials until your
manager has had a chance to glance at them.
 Decide what to do with them.
 Distributing Mail
A manager has mail distributed to others on:

 Obtain information
 Ask someone else to reply directly
 Keep others informed
 Distributing Mail
Here are some procedure to follow when circulating
materials:
 Attach a routing slip to mail to be distributed to more than

one person.
 The mail is often circulated with same people the names

can be reprinted.
 When you distribute a letter, memo or report to informs

other you have to decide whether original or copy of

routing slip.
 Your records should show what information has been

dissiminated.
Answering Mail in the Manager’s
Absence
 Correspondence for signature
 Correspondence requiring attention
 Correspondence to be read
 Reports and other informational correspondence
 Advertisement
 Handling Traditional Outgoing Mail
 Traditional outgoing mail is handled by mailroom
personnel in large organizations or by office
professionals in smaller

 Review all the documents for signature and enclosures.

 Verify the inside address with the envelope address with
envelope address.
 Determine in most accurate way of mailing an item if needed.
 Presort mail for speedler handling by the post office.
Outgoing mail is divided into two:
 Domestic Mail- is transmitted within among and
between the united states and its territories and
possessions.
 Domestic mail manual( DMM )- or access the
united states postal service( USPS ) mail sent
within the united states and its possessions should
always be addressed using approved two letter
postal abbreviations.
Zip + 4 code
 Is composed of the
original five digit code
plus a four digit add on
 Classes of domestic mail
 First class- it includes all personal and business correspondence.
 Priority mail- it is used for documents, gifts and merchandise.
 Express mail- is delivered 365 days a year with o extra charge for
Saturday, Sunday or holiday delivery.
 Parcel post-use for mailing certain gifts and general merchandise
including books and other printed matter.
 Bound Printed Matter- identified as advertising, promotional
directory or editorial that is securely bound.
 Media Mail ( Book rate )- generally used for books, films,
manuscripts, printed music.
 Extra Services

 You should know what special

services are available from the
USPS and when to apply
them.
 Special Situations- the mail does not go
through without problems

 Certificate of mailing- this evidence of mailing must be

purchased at the time of mailing.
 Certified Mail- Provides proof of mailing at the time of
mailing and date and time delivery or attempted delivery.
 Collect on delivery ( COD)- allows the matter to collect the
postage and price of an item from the recipient.
 Delivery Confirmation- provides the date and time of
delivery or attempted delivery and must be purchased at the
time of mailing only.
 Special Situations
 Insured Mail- purchased at a post office this insurance
provides coverage against loss or manage.
 Insured Mail- purchased online this option provides for up
to 500$ coverage has the same insurance purchased at a
post office.
 Money Orders- this service provides safe transmission of
money.
 Registered Mail- it provides maximum protection and
security for valuables and provides the sender with a
mailing receipt.
 Special Situations
 Restricted delivery- a mailer using this option can direct
delivery only to the addressee or addressee’s authorized
agent.
 Return receipt- may be requested at time of mailing or after
mailing.
 Return receipt for merchandise- this option provides the
sender with a mailing receipt and return receipt.
 Signature confirmation- this sender is notified of the date and
time of delivery or attempted delivery and the name of the
person who signed for item
 Changing an Address
 When the organization for which you work changes its
address.

 Access the USPS website.

 Search the information for change of address
 Once the official change of address form is displayed, you
can complete it directly on your computer screen.
 You will then need to sign the form an mail it to your local
post office.
 Basic Bulk Mail

 The term bulk mail is generally

used to describe presorting
mail, including presorted first
mail and standard mail.
 Dangerous Goods
 Articles or substances that could be dangerous to
postal workers and postal equipment, or that could
be damage other mail.

 Explosives
 Flammable solids an flammable liquids
 Gases, oxidizers and organic peroxides
 corrosives
 Domestic Mail Addressing Tips
 The USPS uses computerized
systems that scan a wide range of
addressing styles this includes both
handwritten and typed addresses
 Other domestic delivery Services

 These companies provides pickup

services as well as drop off locations.
They offer online services that allow
you to electronically complete the
necessary forms.
Mail Software Program
 Ensuring that your mailing operations are working
in an optimal manner is crucial for maximizing
efficiency and cost savings.

 Read files in different formats such as access

 Validates addresses
 Standardizeds addresses to USPS requirements
 Postal information on the internet

 If you keep exploring you can find

postal news releases and learn
about the history of postal service.
 INTERNATIONAL MAIL

 International mail is mail that is distributed beyond the

united states.
 The International Mail Manual (IMM) sets forth the
policies,regulations and procesures governing
international mail services provided to the public by the
USPS (United States Postal Service)
 SPECIAL INTERNATIONAL
SERVICES
 USPS international mail services, access the
USPS website. Because the prices and
descriptions may vary, this information is not
included in the following list of USPS's special
international services:


 expedited services
 standard services
 INTERNATIONAL POSTAGE
 It is essential to have some foolproof way of
ensuring that correct postage is put on
international airmail. As the office professional
supporting your manager, you should see that the
mailroom has current postage information for all
countries with which you communicate.
 How the US postal service work?
or How a letter travel?
 Collection- A postal carrier removes all of the mail from
the box and takes it to the Post Office where he or she
works.
 Culling and Postmarking -Postal workers send the
letter through a machine that rapidly separates mail by
shape, separating letters from large envelopes and
packages (the culling operation).
How the US postal service work?
or How a letter travel?
 Scanning and Lifting Images- every letter gets
identified by a code consisting of a series of
florescent bars imprinted on the back.
 Applying a Barcode and Sorting- linked with the
identification code, a barcode is sprayed on the
front of the letter.
 How the US postal service work?
or How a letter travel?
 Transportation to Processing Plant- the letter is placed in
a tray with other mail for the ZIP Code range it falls into,
and this tray is taken to the airport to fly across the
country.
 Sorting into Delivery Order- at the plant, the letters in the
tray are fed through a barcode sorter, which separates
letters for a specific ZIP Code from other letters in that
ZIP Code range.
 How the US postal service work?
or How a letter travel?
 Transportation to Delivery Post Office- next, all the
mail for this carrier is taken by truck to the Post
Office, station, or branch in which the carrier
works.
 Delivery to Addressee- the carrier drives to the
street where the letter is to be delivered, safely
parks, then loads his or her satchel with the mail to
be carried to each house or business.
RELATED EQUIPMENT
 METERED MAIL

 Many companies use in-house postage meters.

Metered mail need not to be cancelled.
Postage Meter
 vary in size from lightweight desk models to fully
automatic models that feed, seal, and stack
envelopes in addition to printing the postage, the
postmark, and the date of mailing.
FACSIMILE (FAX) MACHINE

commonly known as the fax machine, is a device that

will copy and transmit graphics.
it is also known as telecopying machine or telefax.
the speed of fax transmission varies with the size of
the page, and the levels of technology of the fax
machine sending and receiving
FACSIMILE (FAX) MACHINE
 A combination fax, copier, and
scanner
 in an office where fax machines are connected to
a network, polling may be required.
 PHOTOCOPIERS
 •With the convergence of printers, scanners,
photocopiers and fax machines into a single device, you
can now find multifunction printers, all-in-one or
multifunction devices.
 A copier-based device, running 55 to more than 85
pages per minute.
 •A printer-based device can cost much less than a
copier-based device and does not offer the finishing
capabilities
Considerations Regarding
Photocopying
 Organizations have different options available to
them.

 One popular method of controlling the use of a

copier is to provide the appropriate people with
individual copy cards or keys.
Considerations Regarding
Photocopying
 Another important consideration is that of copying
materials that infringe on the U.S. copyright law.

 Materials that are protected contain a notice of

copyright.
Here are some tips to make the
copying process efficient and
economical:
 Copy when you have several items.
 Determine the best times to use the copier. Avoid
high traffic times.
 Keep track of the monitoring device assigned to
you for copying purposes
 International Holidays

 People who conduct international business know

how important holiday information can be when
mailing or faxing important documents.
Group 7
 Madrid, Joyce Liza G.
 Mustoles, Elaiza Mae L.
 Navarra, Nhatalla