Policies and procedures for handling mail

• Incoming mail (post, email, fax, courier) must be dealt with as soon as it is received in the office and distributed by 11.00 am daily or upon receipt of electronic mail
• Do not touch any suspicious mail. Call your supervisor or security immediately
• Record all incoming mail in the Inwards Mail Register
• Date stamp each item
• Fasten attachments; note any missing enclosures
• Sort all incoming mail by department and order of priority
• ‘Urgent’ mail is to be given priority; distribute immediately to relevant employee
• Do not open ‘private’, confidential’ or ‘personal’ mail – distribute unopened to relevant staff member
• Newspapers, journals and magazines are to be circulated using a circulation slip
• If mail received is damaged contact the sender and verify contents. Repair minor damage to correspondence
• Record all outgoing mail in the Outwards Mail Register
• Our preferred carrier is Australia Post for ordinary mail and Express Post; use Aussie Express Couriers for urgent deliveries
• Prepare all envelopes and mailing labels according to Australia Post guidelines
• Check all mail for accuracy of address and enclosures before dispatch
• Mail is to be delivered to Post Office for dispatch by 3.30 pm daily.
• Express Post may be taken to Gold Express Post box by 5.00 pm.
• Bulk mail to be prepared in accordance with Australia Post guidelines, ready by 3.00 pm.