Topic 1 - Incoming Mail - An Introduction

As a Distance education student, especially full time, you will be performing many of the procedures involved in processing mail. You rely on the mail, whether manual or electronic, to complete this course.

Mail is equally important in business.

 

Let's start by finding out how incoming mail is received and distributed within a business.

Now tryActivity A

Different Forms of Mail

You may have noticed John receiving mail from different sources and in a different form. Let's consider how incoming is delivered.

Use the  Glossary if unsure of meanings.

Now tryActivity B

Ways Businesses Receive Mail

 

It is important to understand the ways mail will reach the office. Click on each of the different ways, read the information then complete Activity C, the crossword.

Now try Activity C

This is the end of Topic 1.  Now try Topic 2

Street Mail
	This is delivered to the businesses premises. The delivery may be made to an external mailbox or brought to the counter (reception area). This is a once a day service.

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Post Office Box
	This is a box found at the local post office premises that businesses rent from Australia Post. The PO number is then used as the postal address for that business. The advantage of having a PO Box is that mail is sorted several times a day and put in the boxes. Only the holder of the key to the box can access the box at any time (including nights and weekends)

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Locked Bag
	This is a bag secured by a lock. It is often used by larger organisations where one person collects the bag from the post office then takes it to the workplace. It is then opened and emptied by the person with the key.

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Roadside Mail Box
	This is a delivery to a mailbox on or near the addressee's property. These are found in rural areas.

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Electronic Mail
	This can be internal (between departments within an organisation) or external (from outside the organisation). It is commonly called e-mail and is a fast, efficient way to transmit messages. Signatures and original documents cannot be sent as yet.

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Facsimile (Fax)
	This uses the normal telephone network to send and receive mail including pictures and graphics. It produces a document like a photocopier and is received at the other end of the telephone line.

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Australia Post Services
	Australia Post offers a range of services for businesses and individuals who may not own the required technology. For example: Faxpost - this is used by senders or receivers who don't have a fax machine.

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Ausdoc (Australian Document Exchange)
	This is a privately owned service often used by professional offices like lawyers. Mail is delivered to a central Ausdoc centre with a guaranteed overnight delivery to another Ausdoc centre (to a capital city or major centre in the same state)

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Courier
	This is a door-to-door collection and delivery

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