Deliver Office Documents

1. Mail Handling

Mail handling is the process of receiving, recording, sorting, distributing, and dispatching both incoming and outgoing correspondence in an office. It ensures smooth communication within and outside the organization.

2. Types of Mail

Types of Mail

1. Incoming Mail – letters, parcels, documents, and emails received from outside the organization.

2. Outgoing Mail – correspondence, parcels, reports, and emails sent from the organization to others.

3. Internal Mail – messages exchanged between departments/sections within the same organization.

2.1. Procedures of Handling Incoming Mail

1. Receiving mail – collected from post office, courier, or delivery desk.

2. Recording – enter details in a mail register (date, sender, reference, subject).

3. Sorting – arrange mail according to urgency, department, or addressee.

4. Opening – usually done by authorized staff; confidential mail may go directly to the addressee.

5. Stamping – affixing date/time stamp for tracking.

6. Distribution – forwarding mail to respective officers/departments.

7. Filing – copies or originals may be filed for reference.

2.2. Procedures of Handling Outgoing Mail

1. Collection – gather letters and parcels from departments.

2. Sorting – separate based on urgency, mode of delivery (email, courier, registered post).

3. Folding & Insertion – prepare mail and place into envelopes.

4. Addressing – ensure names and addresses are clear and accurate.

5. Stamping/Frankling – postage is affixed or franked.

6. Recording – enter details in outward mail register.

7. Dispatching – send via post office, courier, email, or hand delivery.

3. Modern Mail Handling

Use of emails and scanned documents.

Automated mailroom systems for sorting and tracking.

Digital archiving for storage and retrieval.

3.1. Importance of Proper Mail Handling

Ensures efficient communication.

Prevents loss or delay of important documents.

Enhances record keeping and accountability.

Saves time and cost.

Promotes professionalism and organizational image.

3.2. Precautions in Mail Handling

Keep confidential mail secure.

Verify correct addresses before dispatch.

Use mail registers for accountability.

 Handle parcels carefully to avoid damage.

 Ensure timely dispatch and delivery.