Dealing with incoming and outgoing mail

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Mail is essential for and efficient businesses

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Incoming mail includes:request for information , orders/payments for products and services, invoices from suppliers, legal papers, and parts/materials/equipment.

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Outgoing mail includes: purchase orders, payments, invoices for customers, important documents, and products sent to customers by post 

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Consequences of poor mail handling 

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Poor mail handling can have serious consequences for businesses and even undermine the work of the business .Some of the problems that poor mail handling can cause are:

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• Loss of customers and 

• Loss of money 

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Actions to take when dealing with mail

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A systematic approach to mail ensures the majority of the mail gets to the correct person

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Actions for Incoming mail 

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⦁    Receiving- Open mail,remove content,date-stamp mail
⦁    Checking-  Attach enclosed items
⦁    Sorting- You can sort mail according to departments, confidentiality, urgency and type of delivery 

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Actions for Outgoing mail

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⦁    Collect-either collect from each department or deliver to the mail room at an agreed time
⦁    Sort- Into type of delivery, or other categories such as insurance requirements
⦁    Price up- Weigh letters and packages, calculate postage costs, stamp/frank items at correct cost, take mail to appropriate post office/box 

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Finding services to deal with mail 

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The best known external mail service is the Royal Mail. However there are smaller private businesses offering similar services.Most delivery times are between 24-72 hours. If a document needs to be delivered on the same day you may need to use more expensive services. Internal services deceiver between departments and branches, and use staff and vans to deliver these documents internally. 

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Calculating postage charges 

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Some businesses specify budgets or unit costs for mail; this is why it is important to compare postal options so that you get the cheapest deal.

You can compare mail costs via:

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⦁    Comparison websites
⦁    Comparing two or three providers 

Questions to consider when calculating postage charges 

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What:

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⦁    Time and date is it now,and when does it need to be delivered?
⦁    Is the destination of the mail?
⦁    Is the size,weight and shape of the mail?

 

How:

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⦁    Specific is the delivery time?

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Does:

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⦁    The mail need to be tracked?
⦁    The mail need to be signed for when delivered?
⦁    The mail need to be insured?