L2 Office Practice Lesson 13 Module 20

OFFICE PRACTICE LEVEL 2 LESSON 13 MODULE 20 DISTRIBUTING AND DISPATCHING MAIL PAGE 109-115 MR LEGAU Downloaded from hlayiso.com

LESSON OUTCOME END OF THE LESSON YOU MUST BE ABLE TO: • Distribute mail internally to relevant people within an agreed time scale. • Explain possible reasons for unnecessary delays in distribution and give examples of the consequences when there are unavoidable interruptions. • Explain the procedures for dispatching mail externally according to established procedures and post office requirements. • Attach enclosures securely and report any missing items using a familiar procedure. • Legibly and correctly address mail for internal and external distribution. • Dispatch mail externally through the post office or a courier service within agreed mail deadlines. Downloaded from hlayiso.com

DISTRIBUTING MAIL INTERNALLY TO RELEVENT PEOPLE WITHIN THE AGREED TIME FRAME FOLLOW THE PROCEDURE FOR DISTRIBUTING MAIL : • Deliver all first-priority (important) mail, such as mail marked urgent and registered mail immediately after being opened and sorted. • When presenting a department or senior with the mail, place the urgent mail on top of all the other mail to ensure that the person responds to it immediately. • Handle daily routine mail that requires a response from someone, example calling back with information or replying in writing. Downloaded from hlayiso.com

DISTRIBUTING INTERNAL COMMUNICATION Downloaded from hlayiso.com

CONTINUING Downloaded from hlayiso.com

DELAYS AND THE CONSEQUENCE (NB) Possible delays are caused by the following: • A letter being delivered, but forgotten on a persons desk during the course of a hectic working day. • A letter that was delivered incorrectly, which has to be sent back to the addressee. • A staff shortage in the mailroom. • Page 110-111 Downloaded from hlayiso.com • The possible consequences such delays could include:

CONTINUING • Dissatisfied staff or clients waiting for responses. • Delays in ordering and delivering stock • A possible loss of business, which could result in a loss of income. • Deadlines for responding on a certain matter not being met. Downloaded from hlayiso.com

HOMEWORK • Read again through page 110 t0 111 in your textbooks • Thank you Downloaded from hlayiso.com