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Standard Grade Administration - The Mail Room

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Musselburgh Grammar School
Musselburgh Grammar School
BusinessTechnologie
1  sur  15
The Working Environment Mail Handling Standard Grade Administration
How is mail dealt with? ,[object Object],[object Object],[object Object],[object Object],In a SMALL organisation, the manager or secretary will open all the mail and probably deal with most of it personally. In a LARGE organisation, there is likely to be a special mailroom, staffed by people whose main job it is to receive incoming and despatch outgoing mail.
The Mail Room ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],[object Object],[object Object],                                      
The Franking Machine The Franking Machine is a piece of equipment used in the mail room.   Instead of sticking stamps on to envelopes, it prints a postal impression on to the envelope of outgoing mail. The postal impression may include an advertising slogan.   The machine may be purchased, leased or rented from the manufacturers. ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
How can INCOMING mail be received? Post Person Courier PO Box FAX E-mail Voicemail Internal Mail – Memo’s, etc
How do we deal with Incoming Mail? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Open Mail (NOT those marked Private & Confidential) REMOVE Contents DATE STAMP mail – do not cover any important information Check for any enclosures – attach to letter Sort Mail into departments – place in trays/pigeon holes Mail will either be collected by staff from the mail room or delivered to departments
Incoming Mail - Procedures ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],[object Object]
Suspicious Letters and Packages ,[object Object],[object Object],[object Object],[object Object]
How do we deal with Outgoing Mail? Collect mail from departments OR Staff deliver mail to the mailroom by a set time daily, eg 4.30pm ,[object Object],[object Object],[object Object],[object Object],Weigh letters/parcels Stamp or frank the envelopes/parcels Deliver mail to the Post Office
Post Office Services ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Post Office Services (cont) ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
How do businesses communicate information? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Which method should be used when sending Internal or external mail? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

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Standard Grade Administration - The Mail Room

  • 1. The Working Environment Mail Handling Standard Grade Administration
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  • 6. How can INCOMING mail be received? Post Person Courier PO Box FAX E-mail Voicemail Internal Mail – Memo’s, etc
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