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Important notes 1
Receive and distribute incoming mail
Ensure that all requirements are ready at the workstation; inwards mail register, circulation slips, date stamp and other equipment necessary to process the mail quickly and efficiently. Incoming mail may include External or Internal mail.
External mail
- Paper based mail collected from a private post office box or DX (Document Exchange), delivered to the premises by postal service or courier eg letters, magazines, journals, packages, invoices, or other types of correspondence.
- Electronic mail in the form of a fax or e-mail.
Internal mail
- Memos, reports or other information, sent between departments or staff
Before opening the mail check the following
- Is it marked confidential, private or personal? This mail should be delivered unopened to the recipient.
- Has it been sent Express Post for speed or Registered Post for security of delivery?
- Has it been damaged, pilfered or roughly handled? You may need to contact the sender, or negotiate for replacement – refer the matter to your supervisor.
- Does it look suspicious, make noises, smell strange or appear to have been interfered with? Call a supervisor or security staff and do not touch or move such suspicious mail.
Did you know?
Some staplers can be adjusted so they ‘pin’ rather than ‘staple’ – making it easier to separate the attached item.
Find out how!
Processing the incoming mail
- Carefully open the envelope, using a letter opener or slitter and removing all the contents.
- Check the contents of the envelope; are there enclosures or attachments? Attach as appropriate.
- Date stamp the materials.
- Enter the details into the Inwards Mail Register.
- Sort and prioritise the mail ready for distribution to staff members. Urgent and private mail should be delivered first, mail should be sorted according to department, seniority of personnel and importance of the communication.
- Separate out the junk mail.
- Identify mail designated for more than one recipient and attach a circulation slip
- Check the accuracy of cheques and total up the total value of cheques received.
- Any correspondence which is slightly damaged should be repaired before circulation.
- Minimise waste by reusing internal envelopes and packaging where possible and recycling appropriate materials.
- Follow organisational policy and procedures and work within organisational timelines.
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