Office Mail Management Process ( ADMIN )

This checklist is designed to streamline the process of managing incoming and outgoing mail within the office, ensuring that all correspondence is handled efficiently and securely.

• Receive Incoming Mail

  Designate a specific area for receiving all incoming mail. Ensure that it is checked daily to avoid accumulation.

• Sort Incoming Mail

  Sort the mail into appropriate categories (e.g., urgent, internal, external) for easy distribution.

• Distribute Incoming Mail

  Distribute the sorted mail to the appropriate recipients promptly, ensuring that sensitive documents are handled securely.

• Prepare Outgoing Mail

  Gather all outgoing mail items, ensuring they are correctly addressed and stamped. Double-check for any required documentation.

• Schedule Mail Collection

  Arrange for daily collection of outgoing mail from the office or drop it at the nearest post office.

• Maintain Mail Records

  Keep a log of all outgoing mail for tracking purposes, especially for important documents that require confirmation of delivery.

• Review Mail Management Process

  Regularly review the mail management process to identify any areas for improvement and ensure compliance with office policies.