Administration
Intermediate 1
Outcome 3
Incoming Mail
It is important that mail received in the
organisation is dealt with PROMPTLY
It is not uncommon for mail-room staff to
begin work early to ensure mail is available
when other staff arrive for work
In cases where normal mail delivery by
postman is not early enough, the
organisation may rent a post-office box so
mail can be collected at any time
Incoming Mail Procedures:
1. Remove any envelopes that are
marked private, personal or
confidential – these should be
delivered to the person named on the
envelope (unopened)
2. Open remaining envelopes – at both
ends – carefully so as not to damage
the contents
(in some organisations it will only be
general mail which is opened in mail
room and specifically addressed mail
is delivered to individual or
department unopened)
Incoming Mail Procedures:
3. The envelope may be kept for a few days
in case of any queries, for example
missing enclosures
4. Unfold the papers and apply a date stamp
5. Make copies as necessary for documents
to be seen by more than one person, or
use a circulation slip
Incoming Mail Procedures:
6. Check for enclosures, indicated at the foot of a
page by ‘Enc’ for one enclosure or ‘Encs’ for a
number of enclosures
Any missing enclosures should be noted at the
foot of the letter in pencil – any missing money
enclosures should be reported to your supervisor
Any cheques, postal orders or money should be
recorded in the remittance book
Attach letters and enclosures together
Incoming Mail Procedures:
7. Sort the mail into bundles ready for
distribution to the various departments. To
help you decide which department the mail
should be sent to, look for:
‘For the attention of…’ typed above
Dear Sir/Madam
A subject heading below Dear Sir/Madam i.e.
‘FINANCE REVIEW’. If no subject heading
then read the letter quickly
Complete Task 1 of Outcome 3 pink
task book
Use pages 29 – 30 from your notes to
help you
Incoming Mail Equipment (P30/31)
Letter-opener (machine) Date-stamping
Incoming Mail Equipment (P30/31)
Photocopier Trolley Pigeon holes
Complete Task 2 of Outcome 3 pink task
book
Use pages 30 – 31 of your notes to help you
HOMEWORK: LO3 HOMEWORK 2
WEDNESDAY 14TH JAN
Outgoing Mail
To create a positive impression to
customers and to ensure mail is delivered
to the right people on time it is important
that outgoing mail is dealt with very
carefully
Most mail rooms will have a deadline, the
time by which all mail should have been
sent to the mail room for processing
Outgoing Mail Procedures:
(After deadline)
1. Check enclosures have been included, that
letter has been signed and address on
envelope matches address on letter
2. Fold and insert letters into envelopes
3. Seal envelope
4. Weigh bulky items
5. Affix correct stamp (or use franking
machine to print postage rate)
Outgoing Mail Procedures:
(After deadline)
6. Record value of stamps in postage book
7. Arrange into different categories (inland,
overseas and letters which need to be
taken to post office)
8. Take special-category mail to post office
Outgoing Mail Equipment:
Folding and Inserting Machine
Letter and parcel scales
Outgoing Mail Equipment
Franking Machine
Small Items (sundries)
For example, stapler, hole punch,
string, tape and scissors.
Special Post Services:
Branch Direct Post Office Box
Business Collection Recorded Signed For
Business Reply Redirection Service
Cash on Delivery Sameday
Certificate of Posting Special Delivery
Freepost
www.royalmail.com
Filing
All administration departments
will need to file documents on
a regular basis.
This is likely to be undertaken
by an administrative assistant
at a junior level.
Filing
The method of filing used will depend
on the type of organisation. Whereas
most organisations will file
alphabetically, some organisations
use different methods i.e. Banks may
file customer details by account
number (numerical) or utility
companies such as Scottish Gas may
file records by area (geographic)
Read over purpose and procedures
on page 34 of notes
Read over page 35 – methods of filing
Task 6
Open red task book at page 31 – task
6
Copy table into your jotter neatly and
match the statements with the most
appropriate method of filing
Use page 36 of your notes to help you
Task 7
Open your red task books at page 32 –
task 7
In your jotter put these customer details
in ALPHABETICAL order from 1 – 12
Use pages 36 and 37 of your notes to
help you
Electronic Filing P37
Advantages over manual filing:
Improved presentation
Easy to amend
Sort order
Improved accuracy
Interrogation
Filing
Alphabetical
Numerical
Geographical
Chronological
Task 8
Open your red task books to page 33
– task 8
Answer the questions neatly in your
jotter
Remember to use sentences!
Reprographics
The word reprographics comes
from the word reproduce meaning
to create a duplicate image or copy.
Usually larger organisations will
have a reprographics department.
Sometimes reprographics duties
will be done by Administration staff
(i.e. School Office – photocopying
room)
Reprographics
Routine duties performed by
reprographics department include:
Making copies of letters, reports,
booklets, important documents etc
Binding pages
Laminating covers or posters
Scanning information
Printing copies of documents from a
computer
Reprographics Equipment
Photocopier
Laminator
Binder
Scanner
Printer
READ PAGES 38 AND 39 OF
NOTES!
TASKS
Complete Task 9, Page 34 (pink
booklets) in your jotter.
Copy out the crossword grid in Task
10 and complete in jotter
Read your notes on reprographics
(pages 38 and 39) to help you
complete Task 11. Use your thinking
skills!
HOMEWORK
LO3 – HOMEWORK 4
DUE: NEXT THURSDAY (22nd)
Monday – continuing with spreadsheets