Handling Incoming Mail
This action ensures the date the mail was received is clearly shown on each item.
What is date-stamping the mail?
A compiled list of names and addresses used for dispatching letters efficiently.
What is a mailing list?
What is the sticker called that you must pay for and put on your letter or package to be sent out?
A Stamp
Before mailing a small parcel, the sender must mark this phrase clearly on the front.
What is “Small Packet”?
You open the morning mail and find an envelope marked “Private and Confidential.” What should you do?
Deliver it unopened to the person it’s addressed to.
A letter marked “urgent” needs to reach a client today. Which class or delivery method should you use and why?
Registered or express delivery—these ensure faster, tracked, and prioritized delivery.
Your company wants to send promotional leaflets at the lowest possible cost. Which class of mail would be best?
Standard or second-class mail, since speed isn’t a priority.
Instead of mailing cash, this secure financial instrument should be used.
What is a money order?
A cheque arrives in the mail, addressed to the accounts department. What should you do?
Record the remittance in the remittance book (with date/time/amount) deliver it to the accounts department,.
You’re sending 50 identical letters to suppliers. How can you save time and maintain consistency in addressing?
Use a mailing list with mail merge to print standardized addresses and letters.
You’re sending documents to another country and want to ensure they travel by air. What label or service should you select?
Air mail.
To prevent damage or loss, small parcels should be packed this way.
What is securely, to allow easy inspection and resealing (e.g., using cartons or easy-to-untie string)?
You notice a letter mentions “3 attached invoices,” but only one is inside. What is your next step?
Note the missing enclosures on the document, initial it, and inform the sender or relevant department.
This book records postage expenses and receiver details daily.
What is the postage book?
For valuable or important items requiring tracking and proof of receipt.
What is Registered mail (or Recorded delivery)?
Why is Post Restante useful for travelling professionals, and how should their mail be addressed?
Mail is held at a designated post office until collected; address should include the person’s name followed by “Post Restante” and the post office location.
Several departments need to read a government circular. How should you process it to ensure everyone sees it efficiently?
Attach a circulation slip with staff names and route order, then circulate and file afterward.
You’re sending contracts abroad that must arrive safely and quickly. What service should you use?
Registered or air mail with proof of delivery, and enter details in the postage book.
What is the main security advantage of using recorded delivery instead of ordinary post for valuable items?
It provides both proof of posting and delivery, allowing traceability if lost or delayed.
A client claims not to have received a registered document your company sent. Which records would you consult to verify its dispatch and receipt?
The postage book (for dispatch details) and the postal service’s tracking or signature confirmation.