Office Mail Management Process ( ADMIN )

This checklist outlines the steps to effectively manage incoming and outgoing office mail to ensure timely and accurate distribution and handling of correspondence.

• Receive Incoming Mail

  Designate a specific area for incoming mail and ensure that all mail is received and logged on a daily basis.

• Sort Incoming Mail

  Organize the incoming mail based on departments or specific personnel to facilitate quick distribution.

• Distribute Incoming Mail

  Deliver sorted mail to the respective departments or personnel promptly to ensure timely communication.

• Prepare Outgoing Mail

  Gather and prepare outgoing mail including letters, packages, and any necessary documentation that needs to be sent out.

• Label Outgoing Mail

  Ensure all outgoing mail is correctly labeled with addresses and return addresses where applicable.

• Send Outgoing Mail

  Take outgoing mail to the postal service or courier service for dispatch on the same day it is prepared.

• Maintain Mail Logs

  Keep accurate logs of all incoming and outgoing mail for tracking and accountability purposes.

• Review Mail Procedures Regularly

  Schedule regular reviews of the mail management process to identify areas for improvement or updates needed in procedures.