Question

Elaborate on the procedure for handling outgoing mail.

Hint:

Write the steps in order: collect, check, copy, record in register, envelope, weigh and stamp, sort and despatch.

Answer 1

Step 1: Meaning:
Outgoing mail is the letters and parcels that an office sends out to others.
A set routine makes sure each item goes out on time and without mistakes.

Step 2: Collecting and checking:
1. Collect the letters from all departments at a fixed time.
2. Check that each letter is signed by the proper officer and carries the date and reference number.
3. Check that the enclosures are attached and the address is correct.

Step 3: Copying and recording:
4. Make a file copy of every letter and place it in the correct file.
5. Enter the details of each letter in the outward mail register, such as date, name of receiver and mode of sending.

Step 4: Preparing for posting:
6. Fold the letter, put it in an envelope and write or paste the address clearly.
7. Weigh the item and find the postage.
8. Put on stamps or use a franking machine. For registered post or speed post, take the receipt.

Step 5: Despatch:
9. Sort the mail by mode and place, such as local, outstation or courier.
10. Hand over the mail to the post office or courier at the fixed time, and keep the receipts.

Final Answer:
Outgoing mail is handled by collecting, checking, copying, recording, enveloping, stamping, sorting and despatching in order.