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Chapter Four

Chapter Four. Office Mail. 1.The importance of mail as a method of communication. It is a written document (formal letter) of all the activities of a business like orders ,appointments,transfares….etc. It is a vital source of information and communication in business settings.

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Chapter Four

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  1. Chapter Four OfficeMail

  2. 1.The importance of mail as a method of communication • It is a written document (formal letter) of all the activities of a business like orders ,appointments,transfares….etc. • It is a vital source of information and communication in business settings.

  3. 2.Types of business mail Incoming الوارد All documents received by an organization Outgoing الصادر All documents sent out by an organization LIKE INVOICE ,QUOTATIONS ORDERS, APPLICATION FOR JOBS OR PERSONAL LETTERS FOR EMPLOYEES FROM THEIR FRIENDS OR RELATIVES.

  4. 3.Mail equipment and tools

  5. 4.Dealing with incoming mail Chick the address on the envelop to see if the letter is personal or official Mr. Ahmed Ali P.O Box 52146 Manama - Bahrain The Manager P.O Box 52146 Manama - Bahrain Personal letter Official letter

  6. A- The first task is to sort and arrange the mail

  7. Essentials When sorting incoming mail you should care to look out for any suspicious items. Such packages could be identified by: • An unusual shape or size. • Wires attached. • Oil, grease or powder marks on the cover. • Weighting heavier than the weight suggests. • Having a smell or almonds. • A pin whole in the wrapping

  8. Learning Points When discovering suspicious package or item you are advised: • Not open it or allow anyone else to deal with it. • Handle the package gently. • Leave the office as soon as possible. • Keep the entrance to the office clear of people or any other obstacles.

  9. B. After removing confidential & personal & private mail, open the letters in the following manner: • Open each letter and remove all papers from each envelop. • If there are more than one paper inside, staple them together. 3 Put time & date stamp on each letter and document. 4. If there are enclosures like samples, catalogues, price list or cheques. Don’t staple them but attach them with the letter with a paper clip. • If there are any cheques or payments write the amount on the letter that came with it and initial it. Enter all details in the remittance book and send the payment and the book to the cashier for recording the payment. • Enclosures are documents sent with a letter, it is shown at the bottom of the letter in one of the following: letters ENC at the bottom of the letter, small label with letters ENC, 3 dots in the left margin.

  10. Remittances Book

  11. 5. Delivery of mail • Mail delivered directly to all the departments using trolley. • Registered letters must be signed by the person receiving them. • Some office use Pigeon holes for delivery of normal mail. • Any urgent letters must be delivered personally to avoid delay and loss.

  12. 6.Dealing with outgoing mail • Check the address on envelope with the address on the letter. Sent the letter back to department if not the same. • Check the letter for enclosures.Staple or clip enclosures and letter together. • Some offices use window envelops to save time. Make sure the letter is folded properly to show the address. • Weight the letters to put the correct value of stams.

  13. 7. Register of mail Register of incoming mail Register of outgoing mail

  14. 8.Control and authority over mail • All organizations will have established system and procedures for handling written communication and ensuring its efficient collection. Internal distribution and outward dispatch. • Copies of all outgoing letters when signed by (manager, or supervisor or head of division) should be sent to the top management. • Restricting managers and others authority to take decisions relating to certain issues, or amounts or money.

  15. Learning Points Systems and procedures for dealing with mail will depend on: A. Size of the organization B. Nature of the business C. Operations D.Physical layout of the organization

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