Office Mail Handling Process ( ADMIN )

This checklist outlines the steps for efficiently handling incoming and outgoing office mail to ensure proper delivery and tracking of correspondence.

• Receive Incoming Mail

  Designate a specific area for receiving all incoming mail and ensure it is monitored regularly.

• Sort Incoming Mail

  Sort the received mail into categories such as urgent, internal, and external to streamline distribution.

• Log Incoming Mail

  Enter each piece of incoming mail into a tracking system to maintain a record of correspondence.

• Distribute Mail

  Distribute the sorted mail to the respective departments or individuals promptly to avoid delays.

• Prepare Outgoing Mail

  Gather and prepare outgoing mail, ensuring it is addressed correctly and includes necessary documentation.

• Log Outgoing Mail

  Record all outgoing mail in the tracking system to ensure accountability and tracking of sent items.

• Dispatch Outgoing Mail

  Deliver outgoing mail to the postal service or designated courier service in a timely manner.

• Review Mail Handling Process

  Regularly review the mail handling process for efficiency and make adjustments as necessary based on feedback.