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Mail Handling - in

1. Incoming mail is received, opened, inspected, date stamped, recorded, copied or scanned, and sorted. 2. Mail is sorted by type (official or personal) and official mail is further sorted by urgency (routine, urgent, confidential). 3. Mail is recorded in a daily mail record/agenda, which can be single, double, or twin based on how incoming and outgoing mail is recorded. 4. A disposition slip may be used by management to provide instructions or a response related to a specific mail item.

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Ahmad Wildan
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74 views

Mail Handling - in

1. Incoming mail is received, opened, inspected, date stamped, recorded, copied or scanned, and sorted. 2. Mail is sorted by type (official or personal) and official mail is further sorted by urgency (routine, urgent, confidential). 3. Mail is recorded in a daily mail record/agenda, which can be single, double, or twin based on how incoming and outgoing mail is recorded. 4. A disposition slip may be used by management to provide instructions or a response related to a specific mail item.

Uploaded by

Ahmad Wildan
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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HANDLING INCOMING MAIL

MAIL HANDLING
BY RIA ANDARI M
ENGLISH INSTRUCTOR
Definition
• MAIL : letters and packages conveyed by the
postal system
• Letter : A letter is a written message conveyed
from one person to another through a
medium
Equipment & supplies
• photocopy machine

• Scanner

• Letter opener
Equipment & supplies
• Date stamp

• Stapler

• Perforator
• Letter tray

• Disposition slip
• Daily mail report/ book agenda
Equipment & supplies
• File folder

• Paper clip
Incoming mail
• Receiving
Make sure the address is right
• Opening
Opening letter by hand or by letter
opening machines
• Inspecting contents
Notify whether the contents of the letter written
are in a single page, or more than a page. If it is more
than one page, the entire pages should be numbered.
Read the contents of the letter in Subjects
• Date Stamping
• Recording in book agenda/ daily mail record
• Make a copy / scan
• Add disposition slip
• Sorting and Distributing mail
Sorting Incoming Mail
Classify Mail by type
• Mail By type
1. Official Letter
2. Personal Letter
• Official Letter
a. Routine Letter
b. Urgent Letter
c. Confidential Letter
Recording mail
• Using Control Card and Agenda
• Agenda
1. Single Agenda : Incoming and Outgoing in a
book
2. Double Agenda : Incoming and Outgoing in
both sides
3. Twin Agenda : Incoming and Outgoing in
different book
Single agenda
DAILY MAIL RECORDasxx
No Date Received/ Incoming / Letter date Sender Content in Add Info
date send Outgoing & No /Receiver Brief
Double Agenda
DAILY MAIL RECORD
N Date Letter date Sender Content N Date Send Letter Receiver Content
o Received & No in Brief o date & in Brief
No
Twin agenda
INCOMING MAIL RECORD
No Date Received Letter date & Sender Content in Add Info
No Brief
1 24 August 2018 21 August 2018 Martin Lee Complaint Encl: 1 ply
Reply
12/MD- Freeway Digital
M/7/2018
Metro Tower,
Semarang

OUTGOING MAIL RECORD


No Date sent Letter date & No Receiver Content in Add Info
Brief
Disposition Slip
• Chairman use Disposition Slip to give instruction
or response related with mail / letter.
DISPOSITION SLIP

 Confidential  Urgent  Routine

Mail Record No:


Date:
Subject :
Letter Date& No:
From:
Instruction / Information Forwarded To
1.
2.
3.
Note :

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