Chapter 7 Processing Mail Incoming Mail Office Procedures

Chapter 7, Processing Mail Incoming Mail Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Processing Mail n n n Handling E-Mail Handling Traditional Incoming Mail Handling Traditional Outgoing Mail International Mail Related Equipment International Holidays Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling E-Mail n n n Tips for Handling E-mail Etiquette Ethical Issues Regarding E-mail Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling E-Mail—Tips n n n Check your messages frequently Respond to messages immediately Sort and delete messages regularly Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

E-Mail—Etiquette/Netiquette n n 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 Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

E-Mail--Etiquette (continued) n n 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 Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

E-Mail—Ethical Issues (continued) n Employers have reasons for monitoring employees’ computer activity n n Maintaining organization’s reputation Improving employee productivity Increasing security Preventing employee disclosure of trade secrets and other confidential information Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling Traditional Incoming Mail n n n Sorting Opening Inspecting contents Registering special mail Date-time stamping Reading and annotating Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton n n 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

Handling Traditional Incoming Mail— Sorting n Sort into following groups: n n n n Mail sent with urgency Letters, including bills and statements Interoffice mail Personal mail Newspapers and periodicals Booklets, catalogs, etc. Packages Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling Traditional Incoming Mail— Opening Mail n n n Assemble supplies: n 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 Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling Traditional Incoming Mail— Inspecting Contents n n Keep envelopes until information is accounted for Attach enclosures Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling Traditional Incoming Mail— Registering n n Mail register provides a record of special mail (priority mail), including insured and registered mail and packages Form should include: n n Date and time received Sender’s name Recipient’s name Type or description Office Procedures for the 21 st 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 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling Traditional Incoming Mail— Date-Time Stamping n n Time of arrival of certain correspondence has legal significance Typically, date-time stamp all incoming mail n n Stamp correspondence in white space at upper left, right, or top edge Stamp booklets, catalogs, etc. on either front or back cover Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling Traditional Incoming Mail— Reading and Annotating n Know what your manager wants: n n 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: n n Contain date of an appointment Mention report being mailed separately Confirm phone conversation Request decision that cannot be made until additional information is obtained Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Reading and Annotating Mail (continued) n Annotating n n n Use small handwriting Make notes brief Why would you use annotating? Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling Traditional Incoming Mail— Presenting Mail n n n Process mail quickly Place urgent mail on top and least urgent items on bottom Protect your manager’s privacy Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling Traditional Incoming Mail— Packages, Publications, and Advertising By Mail n n 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 Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling Packages, Publications, and Advertising By Mail (continued) n Unwrap newspapers and try to flatten them n n n Affix routing slip If manager reads these first, place his/her name at top of list Give manager opportunity to read advertising materials Office Procedures for the 21 st 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 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Handling Packages, Publications, and Advertising By Mail (continued) n n n 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 Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Distributing Mail n A manager distributes mail to others to: n n 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). Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Answering Mail in Manager’s Absence n Abide by manager’s preference n n n Typically, if only gone or two days, set mail aside If urgent correspondence, call or e-mail your manager Organize all business mail in folders n n n “Correspondence for Signature “Correspondence Requiring Attention “Correspondence to be Read “Reports and Other Informational Correspondence: “Advertisements: Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Chapter 7, Processing Mail Outgoing Mail Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Before Mailing Out n n n 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 Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Types of Mail n Domestic: n n n 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: n Everywhere else Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

ZIP Codes n n n ZIP = Zone Improvement Plan 10 Zones (East to West, North to South) 5 Digits • • n 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) Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

ZIP Codes Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Classes of Domestic Mail n First Class Mail (under 13 oz. ) Stamps or printed postal label n Priority Mail (over 13 oz. , under 70 lb. ) Needs Priority label or stamp on package Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

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. Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Classes of Domestic Mail n Parcel Post Size & weight restrictions Postage based on weight and distance mailed n Bound Printed Matter (preprinted materials) No personal correspondence, maximum 15 lb. n Media Mail (formerly known as Book Rate) Books, film, music, sound recordings, educational or medical information, computer-related materials. Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Extra Services n n n n Certificate of Mailing Certified Mail Delivery Confirmation Insured Mail Registered Mail Return Receipt Signature Confirmation Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Certificate of Mailing It 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. Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Certified Mail - $2. 80 Proof 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. Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Delivery Confirmation Documents date and time of delivery or attempted delivery to where you sent it. • Priority - $0. 70; • Parcel Post or 1 st • Class Parcels - $0. 80 Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Insured Mail BLACK - Up to $50 $1. 75; $50. 01 -$100 $2. 25; $100. 01 -$200 $2. 75 BLUE - $200. 01 -$300 $4. 70; $300 -$5, 000 $5. 70 + $0. 95 per $100 Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Registered Mail Provides 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 $0 $. 01 -100 $100 -500 $500. 01 -1, 000 $1, 000. 01 -25 K Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton Fee $10. 80 $11. 50 $13. 10 $14. 45 $15. 80+ $1. 35/$1, 000 © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

Return Receipt Notification of delivery date and who signed for it. Card - $2. 30 Electronic - $1. 10 For Merchandise - $3. 80 Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408

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. Office Procedures for the 21 st Century, 7/e by Sharon Burton and Nelda Shelton © 2008 Pearson Education, Inc. Pearson Prentice Hall, Inc. Upper Saddle River, NJ 07408