Procedure for Handling Outward Mail (or) Outgoing Mail

Procedure for Handling Outward Mail (or) Outgoing Mail:

Handling of outgoing mail involves the following steps:

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.