L2 Office Practice Lesson 15 Module 20

OFFICE PRACTICE LEVEL 2 LESSON 15 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

HANDLING ENCLOSURES • Attach enclosures securely to the letter, using a stapler or a paper clip. • Report any missing items or enclosures to the sender of the letter and senior mail clerk and record it in the outgoing mail register. • Corrective measures can now be taken so that the letter can be mailed. Downloaded from hlayiso.com

ADDRESSING ENVELOPES Apply these procedure for outgoing and internal mail to address envelopes: • Many organisations the addresses are printed on labels, which are glued to the envelope. • If its handwritten, legibility is extremely important. • Address the letter correctly to ensure delivery. • You can use window envelopes to display the address printed on the letter. Downloaded from hlayiso.com

HOMEWORK •Go through page 112 to 113 in your textbooks. •Thank you Downloaded from hlayiso.com