Handle Mail - Task 1

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Distance Education Centre 

Processing Incoming Mail

Swaggies (P41) have established procedures that must be followed when processing incoming mail

These procedures are listed below and are the basic steps a mail clerk would take.

• Sort and distribute mail to departmental in-trays

• Give priority to the distribution of any mail marked 'urgent, certified post or express post'

• Report any suspicious mail to your manager

• Collect mail from the Reception area by 9.45 am daily

• Check fax machine regularly and distribute incoming faxes to staff members

• Record mail in the department's Inwards Mail Register

However, there are often other steps that need to be taken that have not been included in the Swaggies procedures. They include:

• if a confidential / private letter is opened in error, reseal the envelope with tape, write on the envelope 'opened in error' and your initials

• after opening the mail, check it for return address and closures

• clear the working area ready to start

• open the mail

• stamp the date of receipt of paper-based mail

• open the mail cleanly with a letter opening knife or machine

• check that enclosures have been included

Read the Swaggies Steps and the other steps (in red) then sort them into a logical order.