PROCEDURES FOR HANDLING INCOMING MAILS

Incoming mail contains new orders, enquiries, cheques, reports, complaints and any other letter from other business organisation received either by hard or by past.

The procedures are:

  1. Receive mail from post office box or from their personnel
  2. Check mail one after the other
  3. Sort the mail into private, official and confidential
  4. Send mails to officer concerned
  5. Open non-confidential mail by clerk
  6. Remove the contents for cheques, receipt, bill etc
  7. Record mail in inward book
  8. Place file and sent them to officer concerned

 

Procedures for handling outgoing mail are:

  1. Collecting mail ready to be sent
  2. Preparing the mail for posting from mail room
  3. Folding mails
  4. Insertion of letter/mail into envelope
  5. Weighing of mail on scale
  6. Stamping of mails
  7. Despatching mails
See also  TRADE

 

FILING: is the act of putting or arranging documents in a row. It involves the collection, arrangement, safe keeping of information and the retrieval of such information for decision making.

 

Documents are filled for these reasons:

  1. To keep letters in safe custody
  2. To keep document clean
  3. To keep the office tiding
  4. To be able to retrieve document for easy accessibility without delay

 

MAIL ROOM EQUIPMENT

  1. Mail room equipment is used for processing large volumes of mail. It can mail receiving equipment which includes letter openers, security mail, scanners, envelope sealers, folder/inserters, labels
  2. Mail sending equipment allows to automate outgoing mail processing e.g. labelling machine, stickers, tabbers, sales flying, envelope sealers. Envelope sealers are used for high volume making.
See also  RECEPTION OFFICE

 

Exercise:

  1. Name two major methods of filing?
  2. List and explain four filing equipment.

 

See also

OFFICE CORRESPONDENCE

DOCUMENTS HANDLED BY A RECEPTIONIST

RIGHT ATTITUDE TO WORK

DUTIES OF A RECEPTIONIST

RECEPTION OFFICE

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