PNDBF – Outgoing Mail (A)

Lim Sei Kee @ cK

IntroductionYou have just written a letter to a friend. What

would you do before you post it?

Usually, you would check that the address on the envelope is correct and that all enclosures, if any, have been included.

In an office, similar checks are done so that mail is sent out without any mistakes or delays.

If a piece of mail does not reach its addressee, work will be held up and that may reflect badly on the efficiency of the company.

It is important to handle outgoing mail carefully, otherwise the productivity and the image of the organization will be affected.

Outgoing mail refers to all printed matter, parcels and electronic mail that are sent out of the office.

This chapter discusses the procedures for

handling outgoing mail, various delivery services available and other services offered by the post office.

Handling Outgoing MailBefore sending mail out, it must be collected,

checked for correct addresses and signatures and classified under the correct postage category.

CollectingAll outgoing mail must be collected every day.

It is more efficient for offices to have two mail collections per day.

This way, more mail would be able to reach the post office before the end of the day.

CheckingAfter collecting the mail, the following items

are checked:a) The enclosures are included with the letters

that have the abbreviation ‘ENC(s)’ at the end.

b) The letters are signed.c) The addresses on the letters match the

addresses on the envelopes.d) The envelopes are of the correct size.

Addressing EnvelopesIt is important to address envelopes correctly

to help mail processing and delivery. Usually, the address is typed directly onto the front of the envelope and is located on the left-hand side of the envelope.

Address Zone

Postage Zone

When addressing envelopes, remember to:Use standard-sized envelopes.Use light-coloured envelopes.Complete the address clearly and correctly.Use the correct six-digit postal code.Write or stamp the return address on the

back of the envelope.Seal the envelope.Affix stamp(s) on the top right-hand corner of

the envelope.

QWhat is the correct ways of writing an

address?

FoldingThe steps for folding and inserting letters

into envelopes.If there is a large volume of mail, use a

folding and inserting machine.When folding and inserting letters into

envelopes, do not:-enclose stiff objects,-use coloured envelopes,-use staples,-print colour or words within the clear zone of

the envelope.

ClassifyingOutgoing mail has to be categorized so that

the correct postage can be calculated. Mail can be classified as follows:

A) letters, B) Printed papers, C) Aerogrammes,

D) Postcards, E) Small packets, f) Parcels.

A) LettersThese are normally correspondence,

sometimes with enclosures such as brochures. Letters weigh between 20 and 500 grams.

B) Printed papersBooks, magazines, catalogues and journals

are considered printed papers and have special postage rates.

C) AerogrammesThese are specially designed letter paper.

They are sent by air and qualify for a special flat rate because they are extremely light. Enclosures are not allowed in aerogrammes.

D) PostcardsPostcards can be sent without envelopes if

they fall within the size limits of 90 x 140 millimetres (for local mail) and 105 x 148 millimetres (for overseas mail). If a postcard is smaller or larger than the size limit given, it must be enclosed in an envelope. The postage rate for letters then applies.

E) Small packetsArticles weighing between 20 and 500 grams

fall into this category.

F) ParcelsThese refer to articles such as samples or

gifts weighing more than 500 grams.

After classifying the mail, the postage needs to be determined. This depends on the weight of each item of mail, its destination and whether it is to be sent by ‘surface mail’ or ‘airmail’. The postage rates are available at all Post Offices.

Postage is attended to in the following way:1. To find out the amount of postage needed,

weigh the mail item using a weighing scale or an electronic weighing machine.

2. Affix the correct value or postage stamp(s) on the top right-hand corner of the letter or package.

3. Enter this value in the Postage Book. The Book keeps a record of the values of the postage stamps bought and used.

AssignmentFind out more about the postage rates in

Brunei. Are there differences in the rates of delivery services? Why is this information necessary when handling outgoing mail?