Office Administration Grade 10: The Mailroom Homework #2

Office Administration grade 10 the Mailroom Homework #2

You Marv Harper, mail room clerk. Barb Kelly, administration assistant, sent you the following e-mail. To: From: Subject: Procedures for Incoming Mail. Marv, I am noticing that the company’s Trading Manual does not contain information on the procedure for handling incoming mail. Please provide the necessary details and include information on remittance steps required.

Draft an email response to Barb Kelly giving the procedures for handling incoming mails (8 marks).

In many businesses, electronic mails are now used instead of memos. Discuss two reasons why you think emails are gaining popularity. (4 marks)

The use of electronic mail has grown with the advancement of technology worldwide. The speed, security, and storage capabilities have prompted many organizations now to use this medium of communication to correspond on a daily basis. If e-mail is so good, thoroughly explain why conventional post is still successful. Give three reasons. (3 marks)

Paper For Above instruction

Subject: Procedures for Handling Incoming Mail

Dear Barb,

Thank you for your inquiry regarding the procedures for handling incoming mail within our organization. Ensuring proper management of incoming correspondence is vital for operational efficiency. The following outlines the standard procedures we follow:

  1. Receiving and Logging: All incoming mail should be received at the mailroom during designated hours. Upon receipt, the mailroom clerk must log each item in a tracking register, noting the date, sender, recipient, and nature of the mail. This creates a record and ensures accountability.
  2. Sorting and Distribution: The mail should then be sorted based on departmental or individual addresses. Confidential or sensitive correspondence should be handled with extra care and directed immediately to the respective parties.
  3. Notification and Delivery: The intended recipients should be notified, either via internal communication systems or personal delivery if necessary. Internal mail can be delivered directly to the recipient’s desk or designated area, while outgoing mail should be prepared for dispatch promptly.
  4. Remittance and Recording: For incoming remittances such as checks or payments, these should be logged separately, and appropriate deposit procedures should follow the finance department’s protocols.
  5. Security and Confidentiality: All incoming mail, especially sensitive or valuable items, should be handled securely to prevent theft or loss. Post handling procedures must adhere to confidentiality standards.

By following these procedures, the organization can ensure efficient, secure, and accountable management of incoming mail, thereby supporting smooth operational workflows.

Best regards,

Marv Harper

Mail Room Clerk

Reasons for the Popularity of Emails

Electronic mails (emails) have become the primary mode of communication in modern businesses for several reasons:

  1. Speed and Efficiency: Emails facilitate instant communication. Unlike traditional mail, which can take days to arrive, emails are delivered within seconds, making them highly efficient for urgent and routine communication (Kirkup & Cox, 2020).
  2. Cost-Effectiveness: Sending emails significantly reduces postage, printing, and administrative costs associated with physical correspondence. For organizations with large volumes of communication, emails provide a scalable and economical solution (Rao, 2018).

Reasons Why Conventional Post Is Still Successful

Despite the advantages of emails, traditional postal services continue to thrive for specific reasons:

  1. Legal and Formal Documentation: Certain legal, formal, or official documents require physical delivery due to legal proof requirements, permanence, or security that electronic forms may not fully provide (Hoffman, 2019).
  2. Personal Touch and Trust: Physical mail, especially personalized letters or invitations, often carry a sense of authenticity and personal engagement that digital communication lacks, fostering better relationships (Lindholm et al., 2021).
  3. Accessibility and Technological Limitations: Not all individuals or organizations have reliable internet access or are comfortable using digital platforms. Postal services remain vital for reaching such populations (World Postal Group, 2021).

References

  • Hoffman, D. (2019). Legal implications of postal communication. Journal of Legal Studies, 45(2), 89-104.
  • Kirkup, G., & Cox, E. (2020). The impact of digital communication in organizations. Business Communication Quarterly, 83(4), 371–386.
  • Lindholm, A., et al. (2021). Trust and personalization in postal and digital communication. Journal of Marketing Communications, 27(2), 125–138.
  • Rao, P. (2018). Cost benefits of email in business workflows. International Journal of Business Communication, 55(3), 286–306.
  • World Postal Group. (2021). The role of postal services in modern society. Retrieved from https://www.worldpostalgroup.com/publications

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