What do you mean by mail?
'Mail' means a written communication via a messenger service or post office. All business concerns send and receive large amounts of letters, notices, circulars, calls, reminder reports, statements, pamphlets, queries, etc. The postal service ensures continuous communication between internal and external parties. It assists the firm in establishing and maintaining communication with customers, suppliers, and other stakeholders.
In order to ensure prompt postal management, the postal service must be organized and systematized. Because of its importance and the important role played in the organization, email should receive special attention. In companies, mail handling is done by a special department called Mailing department. The type of order of the mail delivery department depends on the size of the firm and the amount of mail to be handled. Generally, a mail is categorized as incoming mail, outgoing mail and the communication between different departments of the same company called inter-departmental mail. Email refers to the communication between the parties through electronic gadgets. This requires an electronic setup.
Managing incoming mails-
Good mail management requires the establishment of a thorough process that include step by step email management. Incoming mail should be received and communicated with speed and accuracy. The exact way to handle internal mail varies from office to office. Managing incoming mail usually consists of the following steps.
• Acceptance of mail: The post is sent once or twice a day by post or courier. When a mailbox or mail bag is rented, mail is collected by an employee from the post office once or twice a day. The clerk is assigned the task of receiving letters and issuing receipts or notifying them that he or she has received them from the peon / messenger's letter.
• Mail opening: Letters are opened by hand or by machine. Mail must be opened carefully to ensure mail security. It should also be noted that there are no papers left inside the envelope. The chief executive officer must handle this process.
• Content Evaluation: The contents of envelopes should be examined to determine the purpose of communication with the department concerned. If there are enclosed areas, they should be inspected to make sure they are in order. Any discrepancies should be brought to the notice of the postal manager, especially where the entry is by check, written, postal orders, etc.
• Stamp closure: After opening the mail, each letter must be in writing on the date and time of receipt. The stamp can be made by rubber stamp, by hand or with the help of dating, counting and time recording machines. If necessary, the envelope should be pinned as proof. The letter is marked to the department concerned and a circulation slip, if needed.
• Recording: Details of the letters received are recorded on the 'Internal Mail Record' or 'Books Received' or any register. It ensures that the letters are not lost or remain neglected but it is time consuming when the mail is large.
• Categorization and supply: Letters are sorted into trays or baskets or cabinets in the pigeon's den and sent to the appropriate departments. Finding a clerk is signing a list or registering as an adoption.
Managing outgoing mails-
Almost all offices send mail daily. Outgoing mail must be handled with care because the speed and accuracy of managing such mails play a vital role. The following reasons demand the careful management of the mails:
• Improper handling of external mail creates a negative impression on third parties.
• A delay in submitting responses may result in a loss of business opportunities.
• Delays may incur additional costs.
All outgoing mail goes through three stages: [i] Forming a mail [ii] Signing over mail [iii] Recording of mail
Forming includes writing or dictation as well as typing (or writing) of a draft or reported item. Standard letters may be signed by the new staff on behalf of the principal but the important letters are signed by the official or the head concerned. Only an authorized person must sign over the official letter/ post. After that, every letter should be written up with a code or file number for future reference. This process is known as a reference. Each organization follows its own code-and-expression method, e.g. the reference number UOU/ Exam/06/2020 indicates that letter No.06 pertaining to the exam department was filed in 2020.
Manage inter-departmental mails-
At large organizations, all mails of the department are handled almost exactly the same as the one described above. A separate register may be maintained for the central departmental mails but for smaller organizations, this can be handled simply by mentioning a letter of the book or letters of the messengers.