This checklist is designed to streamline the process of handling incoming and outgoing mail within the office, ensuring that all correspondence is managed efficiently and securely.
Designate a specific area or individual responsible for receiving all incoming mail. Ensure that all mail is logged in a mail register.
Sort incoming mail by department or recipient. Use clear labeling to identify each category.
Deliver sorted mail to the respective departments or individuals. Confirm receipt of important documents if necessary.
Gather all outgoing mail and ensure it is properly addressed, stamped, and includes any necessary documentation.
Coordinate with the postal service or courier for scheduled pickup times. Make sure outgoing mail is ready on time.
Maintain a record of sent mail, including tracking numbers for packages, to monitor delivery status if applicable.
Conduct periodic reviews of the mail handling process to identify areas for improvement and ensure compliance with policy.