Office Mail Management Process ( ADMIN )

This checklist outlines the steps to efficiently manage and distribute incoming and outgoing office mail, ensuring timely delivery and proper handling of all correspondence.

• Mail Collection

  Gather all incoming mail from designated collection points at scheduled intervals throughout the day.

• Mail Sorting

  Sort the collected mail into categories such as internal, external, urgent, and general correspondence for easier processing.

• Mail Distribution

  Distribute the sorted mail to the appropriate departments or individuals, ensuring timely and secure delivery.

• Outgoing Mail Preparation

  Prepare outgoing mail by ensuring that all items are properly addressed, stamped, and ready for dispatch.

• Mail Pickup Scheduling

  Schedule regular pickups with the postal service or courier to ensure that outgoing mail is sent out promptly.

• Mail Records Maintenance

  Maintain a log of all incoming and outgoing mail to track delivery and ensure accountability for sensitive documents.

• Feedback Review

  Regularly review feedback from staff regarding mail efficiency and adjust processes as necessary to improve service.