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:

i. Collecting mail ready to be sent

ii. Preparing the mail for posting from mail room

iii. Folding mails

iv. Insertion of letter/mail into envelope

v. Weighing of mail on scale

vi. Stamping of mails

vii. Despatching mails

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:

i. To keep letters in safe custody

ii. To keep document clean

iii. To keep the office tiding

iv. 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.

Exercise:

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