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Mail Handling

This document outlines the procedures for handling incoming and outgoing mail, including: 1) For incoming mail - receiving, opening, inspecting, date stamping, recording, sorting, and distributing mail. Mail is sorted by type such as official, personal, routine, or confidential letters. 2) Recording mail in agendas which can be single, double, or twin formats. 3) Outgoing mail is also recorded in the agendas. 4) Disposition slips are used by chairmen to provide instructions or responses related to specific mail/letters such as forwarding to others or notes.

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Sinta Anggraeni
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83 views4 pages

Mail Handling

This document outlines the procedures for handling incoming and outgoing mail, including: 1) For incoming mail - receiving, opening, inspecting, date stamping, recording, sorting, and distributing mail. Mail is sorted by type such as official, personal, routine, or confidential letters. 2) Recording mail in agendas which can be single, double, or twin formats. 3) Outgoing mail is also recorded in the agendas. 4) Disposition slips are used by chairmen to provide instructions or responses related to specific mail/letters such as forwarding to others or notes.

Uploaded by

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

EQUIPMENT AND SUPPLIERS


Photocopy machine Letter tray
Scanner Disposition slip
Letter opener Daily mail report/buku
Date stamp agenda
Stapler File folder
Perforator/hole punch 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 content of the letter written are
single page are more than a page. If it is more than
one page, the entire of the letter in subjects
- Read the content 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 by type
Mail by type
> Official letter
> Personal letter
Official Letter
> Routine letter
example ; bill, letter of offer
> Urgent letter
example : complain letter, letter of order
> Confidential letter (surat rahasia)
example : surat pemecatan, surat keputusan

Recording Mail
Using control card and agenda
Agenda
- Single agenda : Incoming and Outgoing in a book
- Double agenda : Incoming and Outgoing in
both sides
- Twin agenda : Incoming and Outgoing in
different book
Single Agenda
Date Letter
Sender/Re Content in Add
no receiver/ incomig/outgoing date &
ceiver Brief info
send no

Double Agenda
Incoming Mail Outgoing Mail

letter letter
Date content in date content
no date sender no date & receiver
received brief send in brief
& no no

Twin Agenda
INCOMING MAIL RECORD

letter date & content in


no Date received sender add info
no brief

24 August 21 August Complain


1 Martin lee Encl: 1 ply
2022 2022 Reply

OUTGOING MAIL RECORD

letter
no Date sent receiver content in brief add info
date & no

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

Letter date & No




Forwarded To

Instruction/Information

1.

2.
3.

Note :

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