2. Incoming Mail
Incoming mail is mail that is coming into the company
from outsiders
Pre-set envelope categories
Open and remove envelope contents carefully
Date stamp items
Write cheques in the Remittances Book
Enclose items together
Sort mail into different departments
3. Outgoing Mail
Outgoing mail is mail that is leaving the company
destined for a customer, business associate or suppliers
Collect mail from the departments
Check for signatures and enclosures
Insert mail into envelopes
Weight and frank mail
Dispatch
4. Internal Mail
Internal mail is mail that is sent and received within the
company. It can be anything from an e-mail or a
memorandum, to a photocopied document to a
scribbled note on scrap paper.
There is no cost for this service and it should be a fast
process.
It could even go to different branches of the company.
5. Mail Room Equipment
Folding/Inserting machine
Photocopier
Date stamp
Letter opener
Shredder
Weights or scales
Franking machine
6. Remittance Book
The Remittance Book is a book where all cheques are
take record of. These cheques would be enclosures
from incoming and outgoing mail.
7. Potentially Dangerous Items
Mail could be classed as
potentially dangerous if:
The address is incorrect or non-
existant
The weight is abnormal for the
size of the parcel
It is unexpected
You cannot identify the sender
It smells strange or has grease
marks
A ticking or electronic bleeping
can be heard from within.
