1. MAIL HANDLING

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.

9. Electronic mail
 Electronic mail includes;
 Voicemail
 Email
 fax

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.