Topic 9 - Outgoing Mail - Processing

After the mail is collected, checked, sorted and the most appropriate carrier selected, it needs to be processed.

 

This topic will look at:

• following Organisational Procedures (eg.Swaggies)

• addressing the mail correctly

• preparing / packaging of parcels and letters for posting

• calculating the postage

Organisational Procedures

 

In the "Introduction to Outgoing Mail", you were introduced to the Procedures for Processing Outwards Mail at Swaggies.  They are included again for your information.

 

Addressing the Mail Correctly

Australia Post are very clear on how to address mail. Go to the Support Material for more information.

Try Task 12

Preparing the Packages for Dispatch

Preparing items for dispatch will involve sorting and packaging. Fragile items will need to be packaged with care. Australia Post are very helpful in this. They suggest you consider the:

To find out more go to the Support Material or www.auspost.com.au

To help you decide on the best way to package mail items, Australia Post provide a range of products to suit almost any need.

 

These include:

Mailing Boxes & Tubes	Padded Bags	Special Purpose Boxes	Gift Boxes	Accessories

Now tryActivity O

A Final Word on Packaging

You will also need accessories to help you complete your task. These include:

Packaging Tape Dispenser	Packaging Tape	Bubble Wrap	Scales
The dispenser includes 2 rolls of polypropylene tape. Ideal for packaging and carton sealing	Packaging Tape in brown or clear, 48mm wide X 50m long rolls. For heavy duty applications	Bubble Wrap is a lightweight shock-absorbing, cushioning material that protects and helps to hold items firmly in place, inside packaging.	Accurate weighing of articles for postage is essential in the office.

Now tryActivity P

Calculating Postage

How much you pay for an article to be mailed through Australia Post will depend on:

• size

• weight

• destination

• air mail

• surface mail

• special service - eg Express Post

Accurate weighing of articles for postage is essential in the office. A set of postal scales is needed to do this.

 

What is Franking?

A franking machine imprints the amount of postage approved by Australia Post. The machine contains pre-paid postage up to a specific amount. The amount for each letter is set, then the letter is printed with the franking postage marks (including the date) in the office.

Advantages of Franking		It is Quick
		It is secure
		It can be used for parcels
		Any amount can be stamped

Franking machines are mostly mechanical or electro-mechanical and are not always convenient to re-set. To overcome this, Australia Post has introduced Metering.

Go the Support Material for more information about Metering .

 

Now try  Task 13

How to Calculate Postage

 

Whether franking or using stamps, a mail clerk will need to be able to calculate the postage costs of mail items. Distance Education Centres do this constantly.

 

There are several ways of doing this:

Postal Charges Book		Australia Post Website - Electronic Calculating
	OR

Go to  Help for more information on how to calculate Postal Charges using the POST Charges Booklet.

Now try  Task 14

Electronic Calculation of Postage

Australia Post's website has the facility to calculate postage costs. You can also find postcodes, locate post offices and get details on international postage.

 

The following task is for students who have internet access. If you don't have the Internet, calculate the postage using the Postal Charges Booklet.

 

Using the Australia Post Website Postage Calculator

• Go to website www.austpost.com.au

• On the left, you will find "Postage Calculator" - double click here

• Follow the directions - letter or parcel, domestic or international - click on the appropriate section

• You will come to a page like this

		Search   Contact Us   Site Map    Home General Services Billing & Financial Services Business Solutions About Us

Postcode Search Postage Calculator Post Office Locator International EMS Tracking International Post Guide Express Post Platinum

Letters Within Australia   POST CODES [4 (four) digits only]   Lodgement Postcode Destination Postcode S I Z E DL (220 x 110 mm) C6 (114 x 162 mm) C5 (229 x 162 mm) C4 (324 x 229 mm) B4 (353 x 250 mm) Other  mm x   mm (Anything larger than 260mm x 360mm is considered a parcel) T H I C K N E S S Less than 5 mm 5 - 20 mm (Anything thicker than 20mm is considered a parcel) W E I G H T Up to 50g Over 50g up to 125g Over 125g up to 250g Over 250g up to 500g (Anything heavier than 500g is considered a parcel)   The Postage Assessment Calculator uses JavaScript. Please ensure JavaScript is turned on. Disclaimer: Any charges are a guide only, and are subject to change at the discretion of Australia Post. Please contact your nearest post office for confirmation of all postage rates and charges.

• For this sample you need to enter the postcodes, size of the letter, thickness, weight

• Press CALCULATE

• The postage will be electronically calculated for you!!

Now try  Task 15

This is the end of Topic 9.  Now try Topic 10