Handling Outgoing Mail

1. Check and prepare the letters in the following manner after the employer has signed them:A. AdressesThe information in the address typed/keyed on the letter itself and the address on the envelope should be the same. To speed up the mailing process and prevent errors, some business firms use windows envelopes. The address should be complete and make sure that the ZIP code number is included. ZIP stands for Zone Improvement Plan.

b. Mailing NotationsMailing Notations are typed/keyed on the enveloped entirely in capital letters.2 types of notation:

● On- arrival reminders ● Mailing service reminders

C. SignatureA letter is not valid document without

signature of the sender. If you are authorized to sign, letters with an employer signature, you should put your initials after employer’s name.

E. EnclosuresCheck carefully to see that all

enclosures cited in the enclosure notations are included in the letter.

F. Carbon Copy/ Copy furnished notation

As an office professional you should check carefully to see that envelopes have been addressed to person cited in the cc notation. If computer is used, print as many copies needed as cited in the copy furnished notation.

2. Fold each letter and any enclosures and insert them in the envelope.3. Seal the envelopes except those those that are going to be sent as second or third class mail.

4. Sort the letters into the pile according to the postage required. Be sure to separate all heavy letters that must be weighed to determine the correct amount of postage.

5. Affix postage stamps to the envelope or imprint postage in the envelopes by means of a desk meter machine.

6. Post the letters promptly.7. Attend to the mailing of material that should be sent separately such as catalogues, advertising etc..