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Chapter 7,Processing Mail Incoming Mail

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Title: Chapter 7,Processing Mail Incoming Mail


1
Chapter 7,Processing MailIncoming Mail
2
Processing Mail
  • Handling E-Mail
  • Handling Traditional Incoming Mail
  • Handling Traditional Outgoing Mail
  • International Mail
  • Related Equipment
  • International Holidays

3
Handling E-Mail
  • Tips for Handling E-mail
  • E-mail Etiquette
  • Ethical Issues Regarding E-mail

4
Handling E-MailTips
  • Check your messages frequently
  • Respond to messages immediately
  • Sort and delete messages regularly

5
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

6
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

7
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

8
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

9
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

10
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

11
Handling Traditional Incoming MailInspecting
Contents
  • Keep envelopes until information is accounted for
  • Attach enclosures

12
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

13
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14
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

15
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

16
Reading and Annotating Mail (continued)
  • Annotating
  • Use small handwriting
  • Make notes brief
  • Why would you use annotating?

17
Handling Traditional Incoming MailPresenting
Mail
  • Process mail quickly
  • Place urgent mail on top and least urgent items
    on bottom
  • Protect your managers privacy

18
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

19
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

20
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21
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

22
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).

23
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

24
Chapter 7,Processing MailOutgoing Mail
25
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

26
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

27
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)

28
ZIP Codes
29
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

30
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.

31
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.

32
Extra Services
  • Certificate of Mailing
  • Certified Mail
  • Delivery Confirmation
  • Insured Mail
  • Registered Mail
  • Return Receipt
  • Signature Confirmation

33
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.
34
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.
35
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

36
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
37
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
38
Return Receipt
Notification of delivery date and who signed for
it.
Card - 2.30 Electronic - 1.10 For Merchandise -
3.80
39
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.
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