Fundamental activities of mail handling department

Fundamental activities of mail handling department

The mail handling department is an essential part of office administration, and its fundamental activities include:

Sorting: Incoming mail should be sorted and classified based on their type and priority. This will help to ensure that the mail is distributed to the appropriate recipients in a timely and efficient manner.

Distribution: Once the mail is sorted, it should be distributed to the appropriate departments or individuals. This can be done through a variety of methods, including physical delivery, electronic delivery, or a combination of both.

Delivery tracking: Mail handling departments should have a system in place to track the delivery of important mail items to ensure that they arrive at their intended destination on time. This may include using tracking and signature confirmation for important mail items.

Postage and packaging: Outgoing mail should be properly packaged and addressed with the correct postage to ensure timely delivery. The mail handling department should be responsible for ensuring that all outgoing mail is properly packaged and addressed.

Mail forwarding and redirection: The mail handling department should have procedures in place to forward or redirect mail to the appropriate recipients in case of changes in address or personnel.

Mail security: The mail handling department should have security measures in place to prevent the theft or loss of important mail items. This may include locking mailboxes or using tracking and signature confirmation for important mail.

Digital mail management: In addition to physical mail, digital mail has become increasingly important in recent years. The mail handling department should have systems in place for managing electronic mail and ensuring that it is secure and properly archived.

The mailing services are usually centralized in large business offices since there is a huge volume of incoming and outgoing mail. The task of mailing is performed by a group of specialized persons under the supervision of a trained supervisor. In certain offices the incoming mail department is centralized and the outgoing mail services are decentralized. But on the other hand in small offices the incoming and the outgoing mail volume is less since both outgoing and incoming are decentralized.

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