Procedure
for Handling Outward Mail (or) Outgoing Mail:
1.
Collecting of Letters:
Letters prepared in various departments should be sent to the despatch section as
quickly as possible. In many business houses, different departmental letters
should be typed, duly signed by the executive along with the addressed
envelopes to the mailing department. The letters should be put in a tray
labelled “Outgoing Mail”.
2.
Sorting Out the
Letters: After
the mail reaches the mailing room, they are sorted
as to whether intended for internal or local delivery or to be sent to outside
firms and individuals. At this stage, sorting is also necessary because
sometimes there may be letter from different departments, addressed to the same
firm or to the same individual. All such letters can be sent under one cover.
3.
Recording in the
Outward Mail Register: After sorting, the letters are entered in the mail register or
peon book. The letters sent through post office alone are entered in the
“Outgoing Mail Register”. Letters to be sent through the office peon or
messenger are recorded in the peon book. This register also serves as a record
of postage expenses. Each letter is given a serial number as per the despatch
book or peon book. The same serial number is also recorded on the register.
4.
Folding and Inserting:
After recording, the letters are folded and inserted into envelopes. Generally the
addresses are typed on the envelope in the department itself and the envelopes
are sent along with
the letter.The despatching clerk before inserting the letter into the cover
should verify – (i) whether the address given on the letter agrees with the
address typed on the envelope, and (ii) the number of enclosures are in agreement with the number
specified in the letter. Envelopes can be addressed by machine where
communications are regularly sent to the same addressee. For ensuring quick and
prompt delivery, complete address along with pin code should be specified.
5.
Sealing: The envelopes can be
sealed with paste or gum. The envelopes and inland
letters should be folded carefully and sealed with gum. When window envelopes
are used, it should be checked whether the address is fully visible through the
window.
6.
Stamping: After sealing, the
letter should be adequately stamped. The mailing clerk
should have a thorough knowledge of the postage rates so that no more or less
stamps can be affixed. If more stamps are affixed than needed, it will be a
mere waste of money. On the other hand, if the value of the stamp is less than
the actual rate, the recipient has to pay a fine, which will damage the
reputation of the firm. For this purpose, the latest copy of Post and Telegraph
Tariff Guides can be kept in the mailing department for reference. Franking
machines are also used now-a- days.
7.
Posting or Delivering
the Mail: Posting the mail is the last step in the process of handling the outgoing
mails. Office messengers can send letters to local addresses. Registered
letters, V.P.P. should be
sent to the post office. In cases where “Certificate of Posting” is required,
they should be sent to the post office along with the list of letters with the
required stamp affixed on the list. This list may be pasted in the outgoing
mail registers. Likewise, acknowledgements or receipts issued by the Post
Office should also be pasted in the register.
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