Outgoing Mail

OUTGOING MAIL PROCEDURES
 
•  Designate a specific place for outgoing mail.
 
•  Designate a specific person to prepare outgoing mail.  Designate and train a backup person.
 
•  If mail is processed through a ma il room, all staff members should  know when mail is picked
up or taken to the post office so that emergency trips can be avoided.  
 
•  Maintain client confidentiality for outgoing mail.  Do not place it on the receptionist’s desk for
postal pick-up with client names exposed.  
 
•  If a postage meter is used, a specific person should be responsible for mainta ining postage on
the meter.  
 
•  Record "return receipt" letters in a log  for easy reference.