Mail Handling
- 1. MAIL HANDLING Unit 2d
- 2. TYPES OF MAIL Incoming mail Outgoing mail Internal mail
- 3. Incoming Mail Mail which comes into the business. It can be received through the post, facsimile or by e-mail
- 4. Outgoing Mail This is mail that is sent out of the building. It can also be sent by Royal Mail, facsimile or by e-mail
- 5. Dealing with Incoming Mail Deal with letters marked ‘urgent’ first Do not open ‘private and confidential’ mail Open the rest of the mail according to procedures Parcels will be delivered during the day as they arrive
- 6. Recorded Delivery and Registered Mail When you need to prove that the letter was sent you would use one of these services. The person receiving the letter has to sign for it. With registered mail you will receive compensation if it is lost
- 7. Facsimilie Uses telephone lines to send and receive messages 24 hours a day Text, pictures, diagrams can all be sent You would not usually send confidential information this way as other staff could see it It is fast, goes all over the world at any time of the day or night and is the price of a telephone call
- 8. E-mail A service through the internet and telephone line which sends messages instantly from computer to computer anytime of the day or night You must have an e-mail address You can send any type of information eg graphs, diagrams You can send one message to many people at the same time
- 9. Electronic Communication +/- Advantages Quicker than post Can have immediate responses Paper copies can be made Same document can be sent via distribution lists Disadvantages Equipment & software expensive Staff training Staff resistance to change
- 10. Internal Mail This is mail which is sent within the company – it could be to different branches It could be a memorandum, e-mail, draft document or even a message There is no cost and it should be fast