HANDLING

MAIL

Mail These are letters; packages that are send or delivered by means or postal system

Courier services – is fast, door to door local or international pickup and delivery service for
high value goods or urgently required documents.

Courier – it is a person or company which delivers massages package /parcels

Mail services – are official means of sending or delivering letters.

Mail is handled by:

Personal Secretary to the Office
Manager Office Managers
themselves
Members of the lower management
Supervisors assisted by their junior staff
Central mailing department in private
sectors The registries in government
departments

TYPES OF MAIL
Personal mail which includes any communication addressed to a specific
name Business mail includes letters, which are addressed to the company
Internal mail which includes mail within the organization, for example, memos, letters
and other
documents, e.g. circulars prepared within the organization and are to be dispatched to
the various persons and departments or pinned on the notice boards
Inland mail refers to letters, packets and parcels posted to destinations in the Kenyan
country
First class mail is mail/letters promised by the Post Office for the next day, i.e. mail
arrives at its destination (usually) 24 hours and the charge is more
Second class mail – it is cheaper, but slower and it may take up to 4 days, i.e. mail arrives
when it is posted, for example, a letter posted on Friday with a second-class stamp may
not arrive at the
address of the recipient until the following Tuesday.

IMPORTANCE OF MAIL AND COURIER SERVICES

1. They are convenient means of delivering bulky items

2. It is faster means of delivering luggage (parcel)
3. It saves time for users in delivering parcel or mails.
4. They are safe means of delivering parcels. This is because they are official or
recognized agents of transporting and delivery mails and parcels. In fact most of them
are in position of compensating for an item lost.
5. They are cheaper means when it comes to delivery of parcels and mails at the long run.
6. It is convenient when it comes to delivery service. This is because they are
widespread in their coverage they are located at the door step.

TYPES OF MAIL AND COURIER SERVICES

There are two types of mail and courier services:

1. Registered
2. Unregistered

Registered mail is a mail whose sending is acknowledged by the issuing of official receipt.

Advantage of registered mails

They safe since the delivery commit itself by issue of official

receipt. They are fast in delivery
They are convenient because at times they are delivered at the door step/ recipient is
notified about their arrival
The recipient is about know the sender (sources of
delivery) They save time

Disadvantage of registered mails

Expensive to send
They are limited to specific area.
All times their delivery is pegged for recipient come for them.

Unregistered Mails are mail which is sent through the count once a stamp have been
purchased and fixed on it.
They are normally deposited in the mail box to be delivered to their destinations thereafter.

The sender doesn’t have a proof of sending and only depends on the good will of

delivering agents. In most cases they are normally transported at the owner risk.

Advantages of unregistered/ordinary mails

They are cheap

Their delivery is widespread
They can be used by anybody/ unrestricted

Disadvantages

Delay in delivery
Their security is not guaranteed
There is possibility of being delivered to a wrong destination

TOPIC 2 MAIL AND COURIER OPERATION

1. They must official document to indicate their status alternatively they must be
unpacked / see before they are packaged for delivery.
2. Material carried must be in appropriately marked and sealed containers
3. They must have courier letters attached for the recipient to acknowledge the delivery by
singing.
4. They must bear a unique serial number/stamp before being delivered
5. These agents must operate within certain hours and within define locations
6. The parcels must never be opened once packed for delivery
7. They must have official receipts

MAIL PROCESSING

Once received mail must be prepared to be dispatched (sent) to various

destinations. The following steps are used when it comes to processing the

mails:

1. Phasing/sizing: This is the grouping of mails according to their sizes e.g. large, medium,
small.
2. Stamp cancelations: This is the stamping of stamp fixed in each mail. This is
done in order to indicate the origin of the mails and date dispatch.
3. Sorting: This is grouping of mail as per their destination. This is done based on
geographical region.
4. Binding per destination: This is grouping of mails depending on where they are
to be sent or delivered.
5. Tying the mail bags: This entails placing the mails in special bags in order for them to
be delivered to their destination.
6. Dispatches of mail to their intended destination

Mail Storage is a type or self-storage where by customers sent items by mail or delivery
service usually by the box to be stored at a central location. It may be a squabble option
for people who prefer pay as you-go storage in which only items that are stored are
charged storage fees rather than renting a larger storage unit that may not be fully
utilize

Overview
Mail storage may not be viable or coast effective for those wanting to sore a whole
house full of belongs.

It is generally an option of those who want to decanter of time. Mail storage differs from
tradition self- storage. In a number of key ways:

1. Mail storage allows customers to order boxes online or over the phones
2. Customers pack their boxes in their offices or home and these are then collected by
the storage companies
3. Customers pay a monthly fee per box that may store with the mail storage
company. Some companies have minimum number of boxes required to utilize
the services
4. Tubes, CD mailers, wine boxes
5. Tape, bubble wrap liners

MAIL DELIVERY AND DISTRIBUTION

As a legal administration assistant you may be required to process the incoming mail.
As the most of the mail received by legal office will relate to matters that are currently
open, it is important that the mail is processed promptly and distributed to the current
personnel.

Incoming mails should always be processed by following. Your firm’s policies and
procedures.

In order to process and distribute and incoming mail appropriately you need to be aware of the
following points:

Receiving mail.
Checking and registering incoming
mails Sorting and distributing
incoming mails
Handling specific types of incoming mails
Dealing with damaged, suspicious and missing items correctly

1. Receiving mail

Mail can arrive in a variety of ways including:

1. Mail delivered by Australian post.

2. Mail delivered by the Australian Document Exchange (known as Aurdo or Dic)
3. Mail delivered by courier
4. Mail that is faxed
5. Mail that is sent by e-mail
6. Mail that is hand delivered

Mail Delivered By Australian Post

Some of the mail your firm receives will be delivered morning by Australian post. On
occasions legal documents will be delivered using an Australia post, special delivery
services, such as registered post. Register post provide an added level of security
through a unique identification number of each item and the need for the recipient to
sign for the mail.
Mail Delivered By the Australian Document and Exchange

The Australian document Exchange, also known as DX is an alternative to Australian

post and courier companies. When a legal firm joins DX they receive a DX number and
a private box at the nearest exchange. Exchanges exist throughout country and firm go
to the exchange to pick up their mail and distribute mail to other organization that is
members of DX. Many law firms. Courts government departments and other
professional organization use DX.

Law firms, who are members of DX, include their DX number in their letterhead so that
other organization can send mail to them through the DX system

Mail delivered by courier

Courier companies are often used to deliver mail that is urgent. Courier deliveries
require a signature and so increase the level of security for mail items.

Mail That Is Faxed

Mail often arrives in the form of a fax and your firm may have a specific process that you
need to
follow in order to process faxes. Usually they are delivered to the person they are
addressed to as quickly as possible

Mail the is send by e-mil

Increasingly mail arrives in the form of emails. Normally emails will be sent directly to
the recipient. If you receive an email that is intended for someone else ensure that you
forward it immediately. If you are unsure who should receive an email, ask your
supervisor check your email regularly.

Mail that is hand delivered

On occasion you will receive hand delivered mail. Unless otherwise directed you should
process this mail by following the same procedure that are in place for other mail.

Checking and registering incoming mails.

If you have been given responsibility of dealing with the incoming mail you need to be
aware of the correct process to follow for checking and registering

Checking incoming mails

As it is very easy to accidentally damage a letter or a document when you are opening
an envelope it is best to take your time and open each envelope with care.
Once you have opened an envelope ensure that you remove all the contents. Often an
envelope will include a covering letter and a number of attachments. You should check that
all the attachments
indicate in the covering letter have in fact been included. See that handling specific types
of incoming mail section below to understand what to do if items are missing.

Keep items together

Ensure that items are arrives in the same envelopes are kept together.

You can usually attached items with a paper clip e.g. cheque that arrives with letter must
be paper clipped to the letter.
However you must be aware that will must never be attached to anything else as this
can make them invalid.
Be aware that also original documents, such as Titles Agreements or court documents
should never be stapled. It is preferable to attach items to original documents with a
paper clip or loull dog clip

Date stamping

After the mail has been opened you should ensure that, where appropriate each item
is date stamped.
Date stamping the incoming mails helps identify when your legal firm received the mail.

Registering incoming mails

Mails can be registered either manually in a mail book or diary, or electronically on a

computer again this will depend on the process in place at your firm keeping a register
of all mail items Normally the register will indicate the date an item was sent, received
and to whom it was distributed.

Once mails has been registered it should be sorted and distributed to the appropriate
personnel

Sorting and distributing incoming mails

Once the incoming mail has been opened, date stamped and registered it needs to be
sorted and then distributed to the appropriate personnel.

Distributing incoming mails

In order to efficiently distribute the mail you will need to identify and understand the
structure of your firm and the titles and roles that each person has. This is important
when you receive a mail item that does not specifically indicate for whom if is intended.
When this happens you will need to work out whom the letter is for. This can be done by
checking the reference, asking your supervisor calling the senders or reading the letter and
then directing it to appropriate person or department.

Handling specific types of incoming mail

Be aware that certain incoming mails items need to be dealt with according to specific
processes. These processes may be legal requirements or they may have been
developed by your firm.

Dealing with damaged , suspicious and missing items correctly

On occasions you will need to deal with mail that has been damaged, mail that appears
suspicious lost mail items

1. Damaged mail

Damaged mail should be stored; date stamped or registered following the same process
used for other incoming mail. The damaged should be recorded in the register. Once
the damaged item has been processed it should be delivered to the person to whom it
has been sent with an explanation regarding the fact that it arrives in a damaged
condition. The recipient can then decide what action, if any needs to be taken.

2. Suspicious mail

There should be procedures define in order to deal with suspicious mails. Do not attempt to
open a suspicious item.

3. Missing items

Often an envelope will contain a covering letter and one or more enclosures. This
covering letter should indicate what enclosures, if any are meant to be included check
that all the enclosure detail in the covering letter is in fact included. It an item is missing
you should register the letter and an enclosure that have been included and then inform
the recipient of the letter that certain enclosure are missing, the recipient can the
decided what action to be taken.

TYPES OF MAILS

1. Express mail (fastest)

Is a services available to mailers for shipment of any approved mail able matter that is
submitted to the post office properly prepared. Express mail services guarantee is 10 or
2 days delivery, based on destination 21 p codes.
2. First class mail
Provides reliable and economical means or sending correspondence (letters and
postcards), documents, and more analyze weighing up to 4 pounds.

3. Priority mails

Priority mail offer faster delivery at the least expensive rate in the industry, you also have
the option of sending mail weighing less 11 ounces as priority mail.

The maximum weights for priority mail is 70 pounds and the maximum size is 108 inches in
length and girth combined.

MAIL SCHEDULING

This is a programme which is adopted in sending delivery mails, various schedules can
be adopted when delivering mail i.e. install Boomerang is used to schedule an email
now then schedule it to be sent automatically at the perfect time.

E.g. a. Daily basis. It is a situation where mails are collected and send on daily basis.

1. Weekly basis. It is a situation where mails are collected and delivered after a week.

CRITERIA/ MEASURES FOR DETERMINING AN EFFECTIVE MAIL SERVICE

An ideal mail service should be able to meet the following standards as far as mail
delivery is concerned.

Security
Speed
Cheap

Widespread
Reliable
User friendly

1. Security: An ideal mail service provides adequate security for mails that is; they
should not be tampered with.
2. Speed: A good mail service should be one which will have the mails delivered within
the shortest time possible.
3. Cheap: It should be affordable to most users but not compromising on security of mails.
4. Widespread: A good mail service should be one which is able to overcome
geographical barriers. The is it should not be limited to its coverage.
5. Reliable: This entails have a programme when it comes to mail receiving and delivery.
At the same time it should have a feedback plan in case of a crisis.
6. User friendly: an ideal service should be one which focuses on the user’s needs before
thinking or focusing on money.

PROCEDURES FOR ESTABLISHING MAIL SERVICES

1. License application: This entails apply for the licenses in order to be allowed to
engage in mail services business. This licenses if applied form C.C.K
( communication commission of Kenya)
 2. Starting route of operation : This entails giving the location of the business together
with its physical address
3. Starting capability: The Company must indicate its ability to engage in mail services. It
must state its storage capability and ability together with its man power that is
qualification of its personnel.
4. Stating mode of operation: It entails one indication how the business will operate
either single venture or partner. In case of a partnership one must avail an
agreement between the parties indicating their willingness to the operate as a joint
its personnel
5. Receipt and delivery: One has to give the kind as receipt to be issued and give the kind
procedure of receiving and delivering mails.
6. Packaging: This is stating how received mails will be packaged that is the kind of
containers to hold the mails while being transported.
7. Statement of loss of coverage: It entails starting how compensation will be affected
incase the mail get loss or damaged. It must be clear statement which is measurable
in case of an eventually.

Note: Having done all the above applicant send his or her application to the licensing body
(CCK) and await for the feedback if the licensed body is common that everything is okay
and trading license is issued after one can apply for the local authority trading license
and get started his or her own business.

SAFETY MAIL SECURITY

Is the act of ensuring that mails are probably taken care of on receiving them until they
delivered to receiving recipient.

SAFETY AND SECURITY MEASURES OF MAIL

In order to ensure safety/security of mail the following measures must be put in place.

1. Keeping them in special mail bags

Specially produced bags in which are used to store mails which is are under transit or
circulating transit. The bags should be lockable if possible.

2. Responsibility staff.

This entails employing staff who are committed in their work.

In so doing them always be ready to ensure the safety of the mails.

3. Right hour transport

This entails as much as possible to transport the mails during the day or towards the day.

4. Security escorts

This is a situation where mails are transport under armed escort, in case of any problem
the situation can be easily be handled since security is assured.
5. Oath of secretes
This entails making all the employees to swear to keep secretes as far as the mails
received is concerned.

In so doing it makes them label to any disclosure or even summary dismissal

6. Keeping mails in fortified area

This is the act of keeping the mails in safe environment.

IMPORTANCE OF MAIL SAFETY AND SECURITY

1. Timely delivered when mails are protected it ensures that they are delivered within
the specified time to the recipient.
2. To curb the theft

When mail is in safe custody it reduces the chances of them falling on the wrong hands. In
so doing, they cannot be prone to any kind of theft either deliberate or by chances.

3. To enhance privacy

Mails are in most cases private (individualized by provided security) to them it

ensures that their privaciy is safe –guarded i.e. it is only the individual owners
who will get access to it.

4. To prevent disclosure

This means receiving mails and ensuring that the counter of mails is not disclosure or
known to someone who is not supposed to know.

5. To keep them in good shape

Once mails are in safe hands, it makes it possible for them to retain their physical status

6. Reduces the chance of the mails getting lost or possibility of falling in to wrong hands.

Threats for mail security and safety

1. Theft: Is a situation where mails are stolen either during storage or transit. This is
done with the perception that they contain something valuable.
2. Privacy: Is a situation where mails are illegally co-copied for selling purposes. This is
done to mails which are persisting to crucial condition information.
3. Disclosures: this is making of mail convenient known to someone who is not supposed
to know it is

in so doing it erodes the confidentiality of the mails

4. Wrong hand: Here mails are delivered to the worn person by accident. Normally
happens during the process of dispatching them to their owners.
5. Saboteurs : It`s the act of deliberately destroying something so that it is not/
helpful to the intended person.
6. Natural disasters: Here is whereby natural calamities comes and destroy the mails e.g.
1. Floods
2. Fire
 3. Earthquake

7. Authority degrees: These are directives form of authority which automatically becomes
code in so doing it might require any mail to be disclosed before being send to the
owner as a result the content shall become public

PROCEDURE FOR ESTABLISHING COURIER SERVICES

1. Decide what types of items to transport and the geographical area to serve.
Consideration and packages size and content. e. hazardous, chemical or
perishable item.

Research watch competitors offers to address and owner need.

2. Buy or rent a dependable vehicle based upon the services offered outfit the
transportation with necessary equipment, refrigeration for perishable items.
3. Obtain permit and licenses: check with the local and state authorities for
requirements since they vary by jurisdiction. An occupation licenses is usually
required before a business begins operation.
4. Obtain insurance: in addition to personality vehicle insurance, occupation insurance is
required since the vehicle is used commercial. Coverage for items transport is also
important. Check with an insurance agent on the proper time and mount of coverage
5. Consider hiring independent contractors to meet scheduling needs that from day-day.
The messenger courier of America provides an outline of the best practice to ensure
that in depends contractor’s traders is maintained. Taxi responsibilities are different
for employees and independent contract
6. Establish a reliable method to schedule the referees and communicate with
drivers. Dedicate a phone line for customers use. Dispatch delivery requirements
to drivers through a two way communication device. Use software to accurately
estimate delivery time.
7. Advertise services, place a magnetic sign on the delivery vehicles. Sent out a news
release when the courier services open. Conduct doctors, lawyers, architect
manufactures and other business that need your services provide brochures and
business cartels to prospective clients:

Facilities to courier services

1. Refrigerator – for transporting perishable goods

2. Mobile phone – for easy communication
3. Computers – for tracking system, security system accuracy and efficiency
4. Vehicles – for transporting goods and parcels
5. Boats – for transporting goods from one country to another using water transport
6. Aero plane

MAIL ROOM EQUIPMENT AND MACHINES

If several hundreds of letters have to be handled each morning and as many sent out
each
afternoon, the mailing department needs, above all, some long tables or counters which
can be kept clear for this work
Along the back of one or more of these tables there will be trays or pigeon-holes labeled
with departments and individuals names to take the documents after they have been
sorted and
 stamped
Cupboards built beneath one of the workers could be used to house packing materials
such as brown paper, string, gummed paper strips, self-sealing paper tape, sealing
wax, corrugated
cardboard, etc
A shelf on the post office guide could be kept. It is an official handbook of the post
office and is published periodically. It gives full particulars of the principle services
and charges together with street directories, maps, bus, rail, air timetables and any
other reference books that prove useful Two smaller tables could be provided – one
for the supervisor or chief clerk and one to house the
franking machine, scales, stapling machines and other small equipment. If any petty cash
is kept, it should be locked in a cash box kept in the supervisor’s drawer
A place must be reserved for the empty manila envelopes used for the internal mails if
this system is used. Trays or pigeon holes are needed for branch communications where
these existed.
Table or floor space are necessary, must be provided for any letter-opening, folding or
sealing machinery that may be used
A few chairs will be needed for at the two smaller tables and some stools of an
appropriate height to be used at the sorting tables
Important small items such as the date stamp, paper knives, air mail stickers and other
special labels should be kept together in an easily accessible place
Wire trays and baskets – used to handle correspondence that has been sorted and
each marked with departmental name
Trolleys – used to take mail around the building to the people concerned. If there is a
lot of mail for one person, place the mail in a folder with his name on it
Pigeon holes – these are labeled alphabetically for various executives or departments.
Mail is placed into the correct hole after sorting
Desk sorter – for placing letters and documents related to one department onto one
panel of the desk sorter
Paper clips – is an instrument used to hold sheets of paper together, usually made of
steel wire bent to a looped shape
Punch – used to put holes in a document ready for
filing Paper knife – for opening business envelopes
Letter opening machine – used to open envelopes when the number of letters received
is large, that is, 100 or more to save time
Time and date stamping machine – used to time and date stamp all documents removed
from the envelope
Letter folding machine – used when a large number of letters or documents require
folding so as to save time
Letter inserting machines – used to insert folded letters into envelopes at a great speed
Folding and inserting machine – for folding and inserting letters into envelopes at great
speed
Addressing machines – used to print names and addresses of regular customers or
correspondence.
The master is prepared in the form of stencils, spirit masters or metal plates. They are
then passed through the machine for printing on envelopes
Envelope or automatic sealing machines – used to seal envelopes when the quantities
of envelopes are large
Composite machine – this performs three functions, namely, folds the document, inserts
them in envelops and seals the envelops
Stamp emitting machine – rolls of postage stamps can be bought for use from
these machines Stamp fixing machine – when a envelope is placed under the
machine a stamp is automatically moistened and affixed on the envelope
Stapling machine/stapler – this is used for affixing letters and enclosures or other pages
together
Sponge and roller moistener – stamp moistening device for wetting stamps or
envelopes to affix or seal
Guillotine – for cutting and trimming papers to the required size
Shredder machines – destroys secrets and confidential material if no longer
required Jogger – vibrate papers together into alignment before fastening i.e.
stapling or binding
Collating machine – assembles duplicated documents comprising a number of pages
such as s report before being fastened together
Letter or parcel scales to weigh correspondence to ensure correct postage
FRANKING MACHINES – are used for large quantities of outgoing inland and/or overseas
post. It quickly records the value of postage on envelopes or on adhesive labels for
parcels. The machine is usually reset at the post office on the payment of some money in
advance and once the total
postage paid for is exhausted the machine locks itself and has to be reset again at the
post office. Letters passed through the machine emerge stamped with the postage paid,
a date, cancellation
 mark and also if desired, an advertisement. The postage printed is changed by the
setting of a lever to the correct figure and the meter on the machine records the value
of the postage

Advantages of franking machines

It saves time and labour because it can frank many letters within a very short time
It facilitates greater security as opposed to lose stamps which can be stolen or lost.
The machine can be locked to prevent unauthorized use
Better control of expenditure/money as the machines shows at a glance the amount used
and the balance at hand
Advertising slogans and the senders address can be printed with each and every
franking and this saves printing costs/advertising costs
Speedy dispatch of mail. Franked letters go to the sorting office for dispatch as they do
not need to be cancelled, that is, date stamped
Firms with a franking machine do not need to maintain a postage book as the
machines meter indicates the amount of postage paid
Disadvantages of franking machines

Cost – money has to be spent on buying or hiring a machine. In addition the post office
requires users of machines to have them inspected and serviced regularly to ensure
efficient operation.
Repairs and servicing costs are forms of additional expenditure
Inconvenience – franked envelopes cannot be posted in the same way as those with
postage
stamps affixed. They must be arranged with all the names and addresses facing the same
direction, securely tied into bundles and handed in at a specific post office. However, if
the post office is shut, franked envelopes may be posted in a post box, but it is necessary
to first put them in a special
envelope
Doesn’t provide a record of the letters posted
It is uneconomical for small firms with fewer than 20-30 letters daily to have this machine
Operators may waste postage by franking wrong amounts or by not producing legible
impressions
MEASURES TAKEN TO CONTROL COST OF CORRESPONDENCE IN AN ORGANIZATION

1.Re-use of envelopes , for example, window envelopes

2.Use of a general memo when communicating to employees instead of sending each
person a letter
3.Use of a circulation slip when a letter has to be read by several persons
4.Handling letters received with care to avoid loss of enclosures, for example, money
orders
5.Hand delivery of letters for near destination instead of posting
6.Have responsible persons to handle correspondence and who are qualified to ensure
good quality work, for example, errors made when stamping.
7.Use of telegrams