Topic 4 - Registering Incoming Mail

Keeping a register of incoming mail is crucial. The register ensures that:

• the organisation can verify receipt of all mail items

• it is clear to whom the mail has been distributed within the organisation

Click the Swaggies icon to see the main features of the Incoming Mail Register.

 

Now tryActivity G

Filling out an Inwards Mail Register

There are a few things to remember when filling in an Inwards Mail Register: accuracy is essential check that necessary enclosures are there items are not damaged or suspicious in nature some mail coming into the business is NOT recorded eg. private / confidential mail, junk mail return address is available

Now try  Task 4

Dispatching the Mail

As already mentioned, mail can be sorted a number of ways. The method of sorting will depend on the size of the office and its policy and procedures. Some offices use a desk sorter like the one you saw in Topic 3

Below are some ways mail can be sorted. (NB: more than one way can be used at the same time)

 

Click on each icon to find out more.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Now tryActivity H

This is the end of Topic 4.  Now try Topic 5

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

back

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Sorted by Department

At Swaggies, the departments are: Accounts, Sales and Marketing, Warehouse, Purchasing, Human Resources, Administration

 

back

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Sorted by Location

May be by state, or an area like "South Coast" or by location of each store or office.

 

 

back

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Sorted by Seniority of Personnel

The most senior staff would have priority over other workers

 

 

back

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Separating Internal & External Mail

Internal Mail - circulates amongst staff of an organisation - may need distributing.

 

 

back

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Separating by Order of Importance for each Individual

Once sorted for each staff member, mail is then prioritised for that person.

 

 

back

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Separating the Junk Mail

Take out all fliers and unsolicited mail.

 

 

back

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Sorted Invoices, Cheques & Accounts

Financial documents are very important to the business and need to be recorded accurately

 

 

back

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Adding a Circulation Slip

This is where more than one person needs to see the item. A slip is attached listing the people who need to see the item. NB an interoffice envelope could be used.

 

 

back