Office Mail Handling Process ( ADMIN )

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.

• Receive Incoming Mail

  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

  Sort incoming mail by department or recipient. Use clear labeling to identify each category.

• Distribute Mail to Departments

  Deliver sorted mail to the respective departments or individuals. Confirm receipt of important documents if necessary.

• Prepare Outgoing Mail

  Gather all outgoing mail and ensure it is properly addressed, stamped, and includes any necessary documentation.

• Schedule Mail Pickup

  Coordinate with the postal service or courier for scheduled pickup times. Make sure outgoing mail is ready on time.

• Track Sent Mail

  Maintain a record of sent mail, including tracking numbers for packages, to monitor delivery status if applicable.

• Review Mail Handling Process Regularly

  Conduct periodic reviews of the mail handling process to identify areas for improvement and ensure compliance with policy.