Chapter 7,Processing Mail Incoming Mail

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Chapter 7,Processing MailIncoming Mail

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Processing Mail

Handling E-Mail Handling Traditional Incoming Mail Handling Traditional Outgoing Mail International Mail Related Equipment International Holidays

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling E-Mail Tips for Handling E-mail E-mail Etiquette Ethical Issues Regarding E-mail

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling E-Mail—Tips Check your messages frequently Respond to messages immediately Sort and delete messages regularly

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

E-Mail—Etiquette/Netiquette Never send anything through e-mail that

you don’t want made public Address receiver by name in opening

sentence Reread message before sending. Use

spell-checker Keep message concise

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

E-Mail--Etiquette (continued)

Use capital letters sparingly Including original message in replies or

forwarded messages eliminates the need to summarize what has been written

Always get writer’s permission before forwarding or posting e-mail message

Post only messages pertinent to all members of a group

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

E-Mail—Ethical Issues (continued)

Employers have reasons for monitoring employees’ computer activity Maintaining organization’s reputation Improving employee productivity Increasing security Preventing employee disclosure of trade

secrets and other confidential information

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling Traditional Incoming Mail

Sorting Opening Inspecting contents Registering special

mail Date-time stamping Reading and

annotating

Presenting mail Handling packages,

publications, and advertising by mail

Distributing mail Answering mail in

manager’s absence

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling Traditional Incoming Mail—Sorting

Sort into following groups: Mail sent with urgency Letters, including bills and statements Interoffice mail Personal mail Newspapers and periodicals Booklets, catalogs, etc. Packages

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling Traditional Incoming Mail—Opening Mail

Assemble supplies: Opener, date stamp, paper clips, tickler file,

to do list, and pencils If envelope opened by mistake, seal it and write

“Opened by mistake” and initial; then distribute to addressee

Establish how to handle “Personal and Confidential” mail with your manager

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling Traditional Incoming Mail—Inspecting Contents

Keep envelopes until information is accounted for

Attach enclosures

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling Traditional Incoming Mail—Registering

Mail register provides a record of special mail (priority mail), including insured and registered mail and packages

Form should include: Date and time received Sender’s name Recipient’s name Type or description

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling Traditional Incoming Mail—Date-Time Stamping

Time of arrival of certain correspondence has legal significance

Typically, date-time stamp all incoming mail Stamp correspondence in white space at upper left, right, or

top edge Stamp booklets, catalogs, etc. on either front or back cover

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling Traditional Incoming Mail—Reading and Annotating

Know what your manager wants: As you search for important facts, does he or she

want you to underline key words and dates, and write marginal notes?

Keep alert to things that: Contain date of an appointment Mention report being mailed separately Confirm phone conversation Request decision that cannot be made until

additional information is obtained

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Reading and Annotating Mail (continued)

Annotating Use small handwriting Make notes brief

Why would you use annotating?

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling Traditional Incoming Mail—Presenting Mail

Process mail quickly

Place urgent mail on top and least urgent items on bottom

Protect your manager’s privacy

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling Traditional Incoming Mail— Packages, Publications, and Advertising By Mail

Packages receive priority over periodicals, newspapers, and advertising materials

Packages with letters attached/enclosed are processed with priority mail

Give new items to manager Store regular supplies

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling Packages, Publications, and Advertising By Mail (continued)

Unwrap newspapers and try to flatten them Affix routing slip If manager reads these first, place his/her

name at top of list Give manager opportunity to read

advertising materials

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Handling Packages, Publications, and Advertising By Mail (continued)

Determine which advertising materials, catalogs, etc. should be kept, discarded or shared

Replace old advertising materials and catalogs with new ones

If you keep many catalogs, set up a filing system

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Distributing Mail A manager distributes mail to others to:

Obtain information so that he or she can reply

Ask someone else to reply directly Keep others informed

Know the procedures to follow when circulating materials and what an Action Requested slip is (pgs. 259 – 261).

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Answering Mail in Manager’s Absence

Abide by manager’s preference Typically, if only gone one or two days, set mail aside If urgent correspondence, call or e-mail your manager

Organize all business mail in folders “Correspondence for Signature “Correspondence Requiring Attention “Correspondence to be Read “Reports and Other Informational Correspondence: “Advertisements:

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Chapter 7,Processing MailOutgoing Mail

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Before Mailing Out Are all documents signed? Are attachments or enclosures

included? Does the inside address match the

envelope? Determine most accurate and efficient

way to mail, if needed. Presort for easiest handling at the Post

Office

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Types of Mail Domestic:

United States, Territories & Possessions (use the 2 letter postal abbreviation)

Army-Air Force Post Offices (APO) Navy Post Offices (FPO) United Nations (New York City)

International: Everywhere else

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

ZIP Codes ZIP = Zone Improvement Plan 10 Zones (East to West, North to South) 5 Digits

• First 3 digits = SCF (Sectional Center Facility) directs mail to the local region

• Last 2 digits = specific post office ZIP+4 Code (not required)

• Specific geographic location (block, building, etc)

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

ZIP Codes

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Classes of Domestic Mail First Class Mail (under 13 oz.)

Stamps or printed postal label

Priority Mail (over 13 oz., under 70 lb.)Needs Priority label or stamp on

package

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Express Mail

Services Included:•Next Day (365 days)•Tracking•Proof of Delivery•Insurance up to $100 (extra to $5,000 available)•Max weight – 70 lb.

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Classes of Domestic Mail Parcel Post

Size & weight restrictionsPostage based on weight and distance mailed

Bound Printed Matter (preprinted materials)No personal correspondence, maximum 15 lb.

Media Mail (formerly known as Book Rate)Books, film, music, sound recordings,

educational or medical information, computer-related materials.

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Extra Services Certificate of Mailing Certified Mail Delivery Confirmation Insured Mail Registered Mail Return Receipt Signature Confirmation

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Certificate of MailingIt is a receipt that proved you mailed it. It can be purchased only at the time of mailing. Prices vary depending on the mailing class.

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Certified Mail - $2.80Proof of mailing by you, and the date and time of delivery or attempted delivery to where you sent it. Only for First Class or Priority Mail.

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Delivery ConfirmationDocuments date and time of delivery or attempted delivery to where you sent it. •Priority - $0.70;•Parcel Post or 1st•Class Parcels - $0.80

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Insured Mail

BLACK - Up to $50 - $1.75; $50.01-$100 - $2.25; $100.01-$200

- $2.75BLUE - $200.01-$300 - $4.70; $300-$5,000 - $5.70 + $0.95 per

$100

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Registered MailProvides maximum protection and security for valuable and provides the sender with a mailing receipt and the USPS keeps a delivery record. Can be combined with other services.

Value Fee$0 $10.80$.01-100$11.50$100-500 $13.10$500.01-1,000 $14.45$1,000.01-25K $15.80+

$1.35/$1,000

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Return Receipt

Card - $2.30Electronic - $1.10For Merchandise - $3.80

Notification of delivery date and who signed for it.

©2008 Pearson Education, Inc.Pearson Prentice Hall, Inc.Upper Saddle River, NJ 07408

Office Procedures for the 21st Century, 7/e by Sharon Burton and Nelda Shelton

Signature Confirmation

Sender is notified of date and time of delivery or attempted delivery, and who signed for it. Retail - $2.35; Electronic

$1.95.