PNDBF – Incoming Mail (B)

Lim Sei Kee @ cK

QThe procedures for handling incoming mail

are:A) S_ _ _ _ _ _ _ _ _ and O _ _ _ _ _ _b) D _ _ _ - _ _ _ _ _ _ _ _ and R _ _ _ _ _ _ _ _c) S _ _ _ _ _ _ and D _ _ _ _ _ _ _ _ _ _ _

Q1. Record all incoming mail in the( )

Q2. Record all cash and cheque payments received through mail in the

( )

Incoming Mail (A)If mail is sorted and distributed by

department, a trolley may be used for delivery. When making internal mail deliveries to departments, remember to:

A) plan the delivery routeb) attach a circulation list

WHY?

A) plan the delivery route so that time will not be wasted on making more internal mail deliveries to the same department.

B) attach a circulation list if the item of mail is to be read by different persons.

Circulation ListSometimes, an item of incoming mail needs

to be read by a number of people. A circulation list gives the names of the persons who have to read this item of mail. After the first person on the circulation list has read it, the person signs against his/her name and passes it on to the next person.

CIRCULATION LISTFrom: CK__________Date: 26/06/2012___Please read, take the necessary action and pass

to the next person on the list.

NAME DEPT COMMENTS SIGN & DATE

Sir Abu Accounts Payments made

ABU 27.06.2012

Miss Zirah Purchasing Delivery confirmed

ZIRAH 28.06.2012

Sir Kumar Marketing Quantity noted KUMAR 29.06.2012

Please return to: CKBy: 30.06.2012

TASK FOR YOU!Design and complete a circulation list with

the following details. A letter received today by Mr Rozario, the Production Manager, must be read by the following people:

(a) Mr Anthony Yeo, Human Resource Department, (b) Ms Oliveiro, the Accountant, and (c) Ms Letchumi, the Administration Officer.

Write an instruction on the list so that the last person returns the letter to Mr Rozario.

PhotocopyingAnother method of making sure that every

person concerned gets to read the mail, is to photocopy enough copies for everyone.

A photocopier, or a copier, is a machine that makes copies of an original document at fast speed.

A document, drawing or photograph can be easily reproduced by placing it face down on the glass panel and pressing the Start button of the photocopier.

The machine will eject the photocopies as they are made.

Photocopiers range from small desktop models to large copiers.

The type of photocopier a company buys depends on the company’s needs.

Larger copiers have more features.

Question for you, again.Apart from the standard photocopying work,

what else do you think a photocopier can do?

Care must be taken when operating the photocopierOperate the machine according to the

procedures or instructions listed in the instruction manual.

Photocopy only the number of copies needed. Copying more than what is needed wastes paper.

Switch the power to the Standby mode when the machine is not in use. This prevents the machine from overheating.

Switch off the machine at the end of the day.

Electronic MailThere are two types of mail in the electronic

form.Electronic mail is sent through the telephone

line by either a computer or a facsimile transceiver (fax machine).

You are able to receive and send documents using a computer because it is linked to a network.

A network enables text, voice, data or images to be sent and received within and between organizations with great speed and efficiency.

A fax machine uses a telephone line to transmit text, data or images.

E-mailMessages which are sent from one computer to

another are called e-mail. The receiver uses a password to access his or her e-mail account to read the messages.

An incoming message can be printed so that a hard copy (a copy printed on paper) can be filed.

AzimahFrom: AzimTo: Azimah, Amal, Education Sales DeptCC:Subject: Working in Organization Handbook (14th Edition)

[TME/Sales Dept- message for Abu]The action plan for the above title is as follows:1. Complete ms (hard & soft copies) to Pre-Press by 7 July

(except for about 7 photos to come from STB) – MKS2. Briefing for cover on 7 July – MKS3. Publication date: first week of August – THH

Please note that the extent will be increased from 96 pp to 104 pp.

Azim

FAX

Procedure for handling incoming electronic mail1. Attend to overnight incoming messages via:a) Computer terminals – email messages are

stored in the user’s inbox. Print out hard copies for filing.

b) Fax – collect documents from the receiving tray.

2. Date-stamp the mail.

3. Sort the mail, making sure that urgent and important messages are quickly passed to the persons addressed.

4. Distribute the rest of the mail to those addressed.

Handling Dangerous MailMailroom personnel identify dangerous parcels

by:a) Their unusual shape, size or smell.

b) Oil or grease marks on the wrapping.

c) Their weight, i.e. parcels that are heavier than they look.

On identifying such parcels,1. DO NOT open, shake or squeeze the

parcels.2. Inform your superior or office security

personnel, and alert the police.3. All office personnel should leave the office.4. The door to the office should be locked until

the police arrive.

WHAT IS THE WORD?1. A list that shows the names of the people who have

to read the contents of the attached document.

2. Mail which is sent electronically from one computer or fax machine to another.

3. All printed and electronic matter, as well as parcels that are sent out or received by a person or organization.

4. A machine that is able to make multiple copies of documents, photographs or illustrations quickly.