2. Factors that might affect
mail handling in an
organisation
Size of the organisation.
Number of employees.
Volume of mail received.
Physical space available.
3. Incoming mail
Incoming mail can be received by a post
person, a courier service(parcel force) and by
a private post box.
It can also be received as an email or by
fax, another is voicemail.
4. Internal mail
Internal mail is mail that is sent within the
same company.
It could be between different branches for
example, one branch may be in England and
another in Scotland.
5. Outgoing mail
Steps that must be carried out when dealing
with outgoing mail are;
Collect mail from the department
Check for signatures and enclosures
Insert mail into envelopes
Weigh and frank
Dispatch the mail
6. Dangerous mail
Some signs that an item of mail is potentially
dangerous is that it is;
Dirty or looks unprofessional
Its large or uneven
It doesn’t have an address or label
It is unusually heavy or unusually light.
7. Dealing with dangerous mail
If mail looks suspicious a mail room employee
should;
Inform a supervisor
Do not open it.
8. In the mail room; Equipment
In a well organised mail room you would
expect to find;
A photocopier-to copy mail so that more than
one member of staff can read mail at one
time.
A shredder- to get rid of confidential items of
mail that no longer need used.
Weights or scales- to weigh outgoing mail
A date stamp- to stamp the date on incoming
mail, to show when it was received.
10. Remittance book
A remittance book is a record of enclosures
received within the mail, e.g. cheque, cash or
postal order.
Steps that should be carried out include;
Check remittance is present
Check remittance is correct
Enter the remittance into the remittance
book
Pass the remittance to the finance dep.
Pass the letter to the appropriate department
11. Visitors
There are three types of visitors;
Visitor with appointment- such as people for
interviews and meetings
Visitor without appointment- such as
salespeople and complaining customers.
Regular callers- such as delivery workers, post
workers and window cleaners.