Mail Handling Procedures and Policies for Professionals

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Unit 26 Handle Mail

Contents
AC1.1.........................................................................................................................................3
AC1.2.........................................................................................................................................4
AC1.3.........................................................................................................................................6
AC1.4.........................................................................................................................................8
AC1.5.........................................................................................................................................9
AC1.6.......................................................................................................................................10
AC3.2.......................................................................................................................................11
References................................................................................................................................12

AC1.1
Explain how to deal with “junk” mail?
Junk mails are the unwanted and unrequested mail which are used for marketing and
advertising launch of a new product. Junk mail can be of two types either physical or
electronic. Physical junk refers to the unwanted pamphlets and poster which comes to us in
the physical form like paper etc. for example NGOs sending letters for funds and donations.
Electronic junks are the emails which are unrequested (Bowers and Yankloski, 2018) but
received in the email address. For example, different companies use this as a market strategy
to promote their new product or for advertising. Spam is the word which is sometimes used in
the place of junk mail but it occurs only in electronic mail services. Junk mail consumes so
much space in the emails and it takes a lot of money and time which can be managed if one
knows how to handle the junk mails. It is very pivotal to handle the mail effectively for
proper distribution of information to the right and intended person. It is also very important to
maintain confidentiality and remove the bad impact of missing out information and avoid
delays and inaccuracies in communication. There are various ways to deal with these junkies
which are described below:
 Use a letterbox sticker which sign that no spam or junk mail is allowed, there are
various stickers available which can be ordered online.
 Enable Mark as Junk mail which is a button available on the email services or applies
Shift J command as a shortcut key. This button helps to take necessary steps against
the received junk mail. It helps to mark the mail either viable or not.
 Try to enable the filtering mechanism of junk mail. choose Mail then go to
preferences various options will be seen like mark as junk mail, move it to the junk
mailbox and perform custom actions.
 When going through any mail be careful at applying the forms which say that it gives
permission to any external parties to contact.
 If the junk mail comes from a particular sender then try to contact them and write a
request letter to stop sending junks.
 If junk mail is received with particular address then (Miner, et.al, 2000) post back or
return to the sender back, which will draw company attention and help them know
that the mail received is unwanted.
 MPS services can be done in action by just registering in it that will help to stop mail
which is intended to the particular individual personally.
 You can also enable the Opt-Out button which will help to remove local services
yellow page.
 Do not send personal address or mail address while filing any form be careful with the
information you input in the form. Before submitting any information, cross verifies
what information is provided.
 One can directly contact with a company and request to remove the name from their
huge mailing list.

AC1.2
Any professional communication occurs over the e-mail services might be of any business
deal, talking with a tutor or registering with any institution, it involves exchanging of e-mails.
It involves receiving and sending the mail on a daily basis. Therefore, it becomes very
important and necessary to handle the incoming and outgoing mail. The problems which can
arise if mail is not handled efficiently are:
 Important deadlines may be missed.
 Important information regarding the subject which is conveyed through the email
might miss out.
 Appointments and dates may be missed.
 There are various issues arises with security, damage files and emails.
 Mail may get delivered to the wrong person.
 It is necessary to check if you are receiving (Bowers and Yankloski, 2018) all your
email on time.
 Size limit of the email message.
 The other problem which occurs is bounce messages that are not sent by you.
 Collection of various junk and spam mails in the inbox.
 Sometimes it is possible that a person receives duplicate copies of real message
through e-mail.
Mail should be handled at the desk of the department or at reception. If mail is delivered to
the wrong address, return back the mail or post it back. The above problem can be solved by
just following simple and easy steps which are described below.
Handling Incoming mail – It generally considers data stamp, trolleys, shredder, opening
machine and etc.
 Receive – Organisation and companies receive various mails throughout the day
which needs to be handled.
 Sorting – It means that grouping mails according to the particular sequence or
priority. Confidential and ordinary mails are also sorted separately.
 Opening – It involves opening the mail which is opened by the head of the office or
person intended to receive the mail.
 Observation- After opening the mail, the content of the mail is observed carefully so
that can be assigned to the particular department. It also involves examining the
attachments and sorting according to department wise.
 Stamping – After the observation, letters are (Miner, et.al, 2000) stamped with the
date and time. For Stamping, a stamp is prepared generally contain time, date and
serial number.
 Recording – It is the registering the mail or more precisely recording its entry in the
database.
 Distribution – After the mail is received it must be distributed to the department it is
concerned.
Handling Outgoing mail

 Collect mail – This process occurs when incoming mail comes and when it is ready to
get dispatched for the intended address.it is collection or sorting of incoming mail.
 Correction – Check the mail address, content and make any correction if required.
 Signature and stamping – It is the step which gives validation and permission to
forward the mail by getting signature from the authorised person.
 Referencing – It is the unique identity which is provided to every letter having
symbolic code and unique dispatch number
 Despatching – It is the most important procedure which aims at delivering the mail to
the right person in time. Mail must reach in time to avoid any complications and
confusion. Dispatching again consist of following procedures like collating, folding,
writing of the address, sealing of the mail, stamping procedures, recording and
posting.

AC1.3
How to operate a franking machine?
The franking machine is invented by Norwegian Engle Frankmussler in 1884. It is the device
which is invented to reduce the workload and provide great efficiency to the work process.
The early purpose of the franking machine is to weigh the mail and stick the correct delivery
address of the mail. And with time and modernisation franking machine keeps on getting
upgrading and today's franking machine are digitally operated and activated. The major
function of the franking machine is to send the mail cost-effectively and efficiently. With
huge stacks of packets and mail, it helps to make work easier and smoother by sticking
accurate postal address and time. The other (Rathod and Pattewar, 2015) process which is
performed by the franking machine is sealing of the envelope, feeding, stacking, Resetting of
the meter, Automatic accounting. It also helps in protecting the PIN as well as maintaining
the impression of the business
Operations involved in franking a mail.
 Mail must be sent on the intraday, in which the mail is franked.
 Start your procedure by checking the rates of postages and update if it’s not updated
and be sure of it.
 Weigh the item by using the inbuilt scales present on the franking machine. Some
machines have digital scales which automatically input the weight.
 Next, select the mail class.
 After completing the above step check for future requirement such additional message
to attach or classify mail according to its delivery speed like airmail or is it speed post
etc.
 After all these steps are completed, the mail is ready to get frank. Start by placing the
sealed envelope in the feeder section of the machine and the mail will come out from
the opposite end of the machine.
Benefits of using a franking machine
 It helps in saving money and reducing postage charges by 33 per cent and it helps to
scale accurate up to date rates and weigh the package correctly.
 It helps to increase the security of the system as it reduces the risk of the physical or
damaged stamp.
 It helps in accurately accounting of cost which is one of the inbuilt features present in
the franking machine.
 It helps to solve the problem of reconciliation and budgeting.
 It gives package compatibility to the large items and provides clean wrapping of the
item.
 The franking machine requires less handling procedure (Miner, et.al, 2000) of the
mail which help in fast and quick delivery of the mail.
 It helps to enhance and create a good reputation for the company which shows it is
more prominent.
 It helps to advertise the product as it as a feature of printing a logo. This help in
enhancing the open ability and readership qualities.

 It provides the services online which is open 24/7 and helps in avoiding the visit to the
office.
 It reduces the tiring and time-consuming process of applying a stamp on the great pile
of envelopes.
 It increases the convenience in handling the mail as well as providing with a clean and
clear process.
 It also helps in saving and reducing the labour work by automatically sealing the mail.

AC1.4
Explain how to prepare packages for distribution
The package is being prepared for the distribution purpose. These steps are conducted after
all the franking of the mail is completed. Sorting of mails according to the department have
been done before so it will be easy to pick the packages. First of all, decide the size of the box
or envelope according to the size of the item which is put divided or kept in the appropriate
bags. Divide the item and classify according to the class. There is two types of the class
present: First class and Second Class. First class mail or posts are kept in the bag specified by
the red bag and second class mail is kept in the bag having a green bag. Different colour of
the bag is specified so that it can be easily (Rathod and Pattewar, 2015) distinguished. If by
any chance item is not properly packed or is fragile then by using padding to protect the
further damage. Packages are properly wrapped in packaging by the person responsible for
sending or distributing the packages. Seal and stamp inside the packing to ensure that packets
remain safe and secure and do not face any damage or misplacement. After sealing and
stamping on the packages write down the address of the receiver and also try to include all
the necessary details if possible, write the return address too. Many packages are already
present in pre-packed form by the staffs which send packages. A certificate to validate the
package is also needed some time to ensure that it is signed by the service provide and show
the board of complete and ready to dispatch. But sometimes it is possible that mail is not
franked and hence it must be put in the franking machine before dispatching the packet to get
weigh and label regarding price, date and time. After all this process is completed it is ready
to get dispatch and distributed to the intended receiver. Courier services (Korepanova, et.al,
2019) receive the packages from the office, collect them and distribute to the owner of the
post or packet. Before dispatching or handing over the packet to the courier services it is the
responsibility of the sender to check the packet and ensure that it is not damage or broken. It
should be checked that mail or packet is franked and sealed with stamp and stamp to ensure
that safety and security of the item.

AC1.5
State organisational policies and procedures on mail handling, security and the use of courier
services
Every organisation has a mailing system which they use for communication and go with the
incoming or outgoing process. Policies and protocols regarding handling the mail and
security depended on the individual organisation. But generalised procedures and policies can
be discussed to answer this question. The mail contains the information which becomes a
source for communication between two parties. This information may be categorised into
confidential and private data which should be (Bowers and Yankloski, 2018) protected from
getting into the hands of external parties and unauthorized person. Therefore, it becomes very
important to maintain the security of the mail while handling and sorting in the organisation.
Moreover, mail and packets need to be checked before dispatching or receiving the mail to be
sure that it does not contain any suspicious activity which may lead to compromise the
security. For example, if one doesn’t know from where the packet has arrived then proper
security procedures need to be undertaken. Taking security measures will ensure the efficient
and smooth handling of the mail and packet.
In any organisation there is a policy that packets and mails will be opened by the head, admin
and reception department to verify and extract information regarding who is the intended
receiver, what’s the packet about. They generally perform the sorting of mail on the basis of
its content and purpose and classify them as junk, spam or important message. Opening of
mail should only be done by the head of the organisation. After receiving the packet, they
should be stamped on which the received date of the packet should be mentioned. After
sorting and franking a mail it is sent to the respective intended receiver or owner of the
packet. During outgoing of mail, the general purpose of checking the address and wrapping
of the packet is checked before dispatching or handing to the courier services. During
outgoing of mail, it must ensure that tracking number (Brühl, et.al, 2018) and stamp number
are accurate and pasted on the package. To ensure the security of the mail and packet, the
system should be set with an intrusion detection system which records any suspicious activity
and sends a notification directly to the administration. Intrusion detection systems are of three
type host-based, application based and network-based system. Electrical systems must be
closed or switched off before leaving the organisation. Companies and organisation should
use trusted courier services to deliver their packets and mail. Confidential and integrated data
should be delivered to the intended receiver through the pigeon holes. Any packages which
seem to be suspicious or received from unknown address should be informed to the
designated person. Proper registration of the incoming and outgoing mail should be
maintained in the databases. Courier services should be used to deliver packets which are
very far and in specific circumstances only.

AC1.6
Explain the process for reporting suspicious or damaged items in accordance with
organisational procedures
Suspicious mail are the one which may contain things not suitable for the environment or
surrounding and may lead to harm the people. Therefore it becomes very important to look
for the suspicious feature while receiving any packet or mail. Cross-checking of the packet
will ensure the security of the mail as well as organisation. Suspicious mail has several
features which are described as follows.
 Stamps are present in numerous numbers (Meso and Smith, 2000) and excessive
postage will be seen on the packet.
 The return address will not be present in the clear words or it may be missing from the
packet.
 Name and address of the sender may be present in distorted and bad writing which
may be very hard to decode.
 Location present on the stamp does not go in hand with the return address.
 Weight of the packet may be really high i.e. excessive weight.
 Packaging may be damaged or items may not be wrapped in proper packaging.
 The package may contain oily marks, bad odour, ticking sound.
 Suspicious items may also contain excessive packaging, taping and strings to tie the
packet.
 The packet may contain the address which is not familiar to the receiver.
 Titles and subtitles are addressed to the wrong person or may be misspelt.
 Suspicious mail may have a mark like personal and confidential written on it.
After finding any of the suspicious features it is very necessary to handle the activity, hence
process or procedure which can be for reporting suspicious items are described below.
 First of all record the time and date on which the packet is received.
 After that inform the higher authority regarding the received suspicious package.
 Do not open the package while seeing any damaged and uneven packaging.
 Separate all the other mail from the (Miner, et.al, 2000) suspicious mail and ensure
that it is put in another container and bag.
 Isolate the packet and evacuate the area.
 It should be kept away from the reach of the people.
 Immediately contact the appropriate organisation

AC3.2
Identify the best option for dispatching mail according to the required degree of urgency, size
and value of the item.
Mail received may be of different size, volume. It may contain normal or confidential data.
Some mail may need to deliver urgently. Hence all this can be conducted once the mail or
packets are present in the sorted form. Before (Peltier, 2016) dispatching make sure to go
through the policies and procedures of the organisation.
If the item is to dispatch very urgently then the following steps should be followed.
 Print the address and name in the capital letters.
 Try to avoid using post offices as they will not deliver the item quickly.
 It should be ensured that the address must be written are clearly and accurately
written.
 The urgent dispatch of the item can be done with the help of delivery services like
post, courier and transport companies.
 Urgent delivery of item must be done in accordance with the organisation
requirements and need.
 Items which are listed for urgent delivery should be properly recorded and registered
and should be confirmed at the time of arrival.
 Delivery services which are chosen for urgent dispatch depend on the cost, location,
nature, weight, quantity and time constraints etc.
 Invoices should be properly stuck on the packet.
 Select the fastest and quickest method of delivery.
 There are various services which can be used to deliver the item fastest like express
post, airmail, speed post etc.
 Prioritise the mail according to four categories either urgent, non- urgent, important
and not important.

References
Miner, R.A., Pelland, D.M., Warner, W.J. and Gilby, N.B., Wildfire Communications Inc,
2000. Electronic voice mail message handling system. U.S. Patent 6,021,181.
Peltier, T.R., 2016. Information Security Policies, Procedures, and Standards: guidelines for
effective information security management. Auerbach Publications.
Meso, P. and Smith, R., 2000. A resource-based view of organizational knowledge
management systems. Journal of knowledge management, 4(3), pp.224-234.
Brühl, R., Basel, J.S. and Kury, M.F., 2018. Communication after an integrity-based trust
violation: How organizational account giving affects trust. European Management
Journal, 36(2), pp.161-170.
Bowers, B. and Yankloski, R.A., Fluence Automation LLC, 2018. Assemblies, systems, and
methods for franking one or more sequential mailpiece on a high speed mail sorter. U.S.
Patent 9,969,179.
Korepanova, D., Kruglik, S., Madhwal, Y., Myaldzin, T., Prokhorov, I., Shiyanov, I.,
Vorobyov, S. and Yanovich, Y., 2019, May. Blockchain-Based Solution to Prevent Postage
Stamps Fraud. In 2019 IEEE International Conference on Blockchain and Cryptocurrency
(ICBC) (pp. 171-175). IEEE.
Rathod, S.B. and Pattewar, T.M., 2015, November. A comparative performance evaluation of
content based spam and malicious URL detection in E-mail. In 2015 IEEE International
Conference on Computer Graphics, Vision and Information Security (CGVIS) (pp. 49-54).
IEEE.