Unit 2D

Mail Handling

2

Aims of Lesson 1

1. Introduction to Unit 2D Mail Handling

2. Internal/External mail

3. What factors affect the method of mail chosen

4. Equipment in a Mailroom

3

Internal/External Mail Internal Mail

Any mail that is send between employees working for the same company Memos Reports Notices Forms Email

External Mail Any mail that is send between people outwith an organisation

Letters Fax Email Courier service

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What Determines the Mail Method Chosen

1. How quickly the message needs to get there

2. The size of the document3. Confidentiality4. The value of the

information5. Cost of sending the mail6. Position of the person

sending the message7. ICT equipment available

5

Equipment Used in Mailroom

Franking Machine A machine used to print a postal

impression on a letter, instead of manually sticking stamps

Electronic Postal Scales Weighs a package and automatically

calculates the postal charge Date Stamp

Used to stamp the date of receipt on incoming mail

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Aims of Lesson 2

Last Lesson• Introduction to Unit

2D Mail Handling• Internal/External mail• What factors affect

the method of mail chosen

• Equipment in a Mailroom

Today’s Lesson

1. Email1. Advantages

2. Disadvantages

2. Voicemail1. Advantages

2. Disadvantages

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Email Electronic mail is where

you send messages to other people using an electronic mailbox

Advantages Message goes

instantaneously Send to more than 1

person Add attachments Change priority Add a receipt Have an address book

Disadvantages May need to train staff Equipment may be broken Receiver may not check

mail Viruses and SPAM mail A less formal method

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Voicemail

If a person is being phoned but is unavailable they may invite the caller to leave a message

Advantages You don’t miss

important messages

Disadvantages May get message a

day late You have to pay to

listen to it

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Aims of Lesson 3

Last Lesson• Introduction to Unit 2D

Mail Handling• Internal/External mail• What factors affect the

method of mail chosen• Equipment in a Mailroom Email

1. Advantages2. Disadvantages

Voicemail1. Advantages2. Disadvantages

Today’s Lesson Fax How should different types

of communication be sent? Complete revision

questions on forum

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Fax

A facsimile (fax) is used to send exact copies of documents at very high speeds over phone lines to anywhere in the world

All fax machines can receive and transmit messages

Most companies have a separate phone number for faxes

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Method of Communication?

Communication? Internal/External

Method? Reason

Urgent letter to a supplier External Fax (marked urgent)

SpeedCost not an issue

Message to employees to cancel meeting

Internal Email or Memo Send to numerous peopleSpeed

A legal document required urgently at court

External Courier Safeguard documentSpeed

Sending information to a new customer

External Royal Mail Speed not importantCreate good impression