OFFICE ADMINISTRATION 1

6.2 THE PROCEDURES IN HANDLING
INCOMING MAILS

6.2.1 The procedures in handling incoming mails

c) Put the letters that you will answer or
Separating handle yourself in one stack and those
and that will be handled by a supervisors or
annotating co-workers in another stacks.
mails
Underline the key words and phrases in
the correspondence that will aid in
understand the content quickly

Date
received

Underline the
importance
information

Comment
authority
person

144

6.2 THE PROCEDURES IN HANDLING
INCOMING MAILS

6.2.1 The procedures in handling incoming mails

Date of receipt

Serial number Name of Sender

Initial / Signature Address of Sender
Enclosure
Title of Letter / Matter
in a nut shell

d) Recording 145
the mail

6.2 THE PROCEDURES IN HANDLING
INCOMING MAILS

6.2.1 The procedures in handling incoming mails

❑ Mail delivery is the last stage in
handling incoming mail. In the time
of distribution, the person in charge
need to get the signature from the
recipient of the mail to confirm that
they already received the mail,
document or package.

e) Distributing Procedure for distributing mail within
the mail organization:

a) A worker from each department
comes to the mailroom to pick up
department mail.

b) Carries the mail in a basket or cart
from the mail room to the
departments

c) Large companies automated delivery
system transport mail to the various
departments.

146

6.3 THE PROCEDURES IN HANDLING
OUTGOING MAILS

6.3.1 The procedure of handling outgoing mails.

b) Signature and reference

a) Drafting the mail

THE c) Record and
PROCEDURES IN registration
mail
HANDLING
OUTGOING

MAILS

f) Posting

e) Sealing and d) Folding and inserting mail
stamping
envelope 147

6.3 THE PROCEDURES IN HANDLING
OUTGOING MAILS

6.3.1 The procedure of handling outgoing mails.

❑ All the outgoing mails should be a) Drafting the
mail
properly drafted, dated, and well

organized.
❑ The mails should be completed

before sending it.
❑ The letters must be drafted by the

intention person who wants to

deliver it.
❑ The drafting person need to give

the mails to the company dispatch

or outsider delivery company.

148

6.3 THE PROCEDURES IN HANDLING
OUTGOING MAILS

6.3.1 The procedure of handling outgoing mails.

❑ The internal mail such as package, b) Signature
memo or circulars may be sign by And Reference
the junior officer, but if the
document or letter is important
business matter the signature is
needed from the proper authority.
Generally, the signature person will
read and verified the document
before sign it. As a rule, the
outgoing document shall be coded
with reference number. The
reference number will refer to
which originate department.

149

6.3 THE PROCEDURES IN HANDLING
OUTGOING MAILS

6.3.1 The procedure of handling outgoing mails.

❑ Usually, the company procedure

when sending out the mails the

information related to the mails

need to be registered for future c) Records
and
reference.
Registration
❑ The information been registered at Mails

the physical logbook or online

logbook. The contains of

information needed as below:

Serial number
Date
Content of the letter
Receiver address
The department mail originator
Value of stamps

MAIL REGISTER LOGBOOK

Serial Date Mail Receiver Sender Stamps
No Content Informatio Information

n

33 24 Jun 2021 Interview Ms HR Dept. RM1500.50
Invitation Jayarani

6.3 THE PROCEDURES IN HANDLING
OUTGOING MAILS

6.3.1 The procedure of handling outgoing mails.

❑ The prepared letter need to folded d) Folding and

properly and insert it to the suitable

envelope.
❑ The transparent window at the

envelope should be clear to see the

receiver address.
❑ Do this to ensure the details as

below:

Copy of the letter is necessary Inserting Mails

Mail have been signed

All enclosures noted are attached

The address at the envelope is same with the
address at the letter

The postcode number is appeared at last line and
the return address

Fold the document correctly and fit into the
selected envelope.

The document creases are straight and neat

The document should be inserted in an envelope

so that it will be in a normal reading position when

it is removed from the envelope and unfolded. 151

6.3 THE PROCEDURES IN HANDLING
OUTGOING MAILS

6.3.1 The procedure of handling outgoing mails.

Receiver address should
be clear to see. Folded the

letter properly

Example of window envelope

d) Folding and
Inserting Mails

152

6.3 THE PROCEDURES IN HANDLING
OUTGOING MAILS

6.3.1 The procedure of handling outgoing mails.

The envelope should be seal before it e) Sealing and
sending out. The envelope may be Stamping
glue or use the cellophane tape and Envelope
follow the postal rules.

The postage stamp are available in
sheet, booklet or rolled form.

Rolled stamp often are used in
business because the can be placed
quickly on envelopes, and they are
less likely than individuals stamp to be
lost or damage.

Nowadays, courier shipment form
can be purchased as stock at the
service provider. Each of mail must be
weight accurately so the proper
amount of postage can be
acknowledged. The franking machine
also may evaluate the value of
stamps.

153

6.3 THE PROCEDURES IN HANDLING
OUTGOING MAILS

6.3.1 The procedure of handling outgoing mails.

f) Posting

❑ All mail may send to the nearest post office.
❑ If the mail need to send by hand the mail can be passed to

the dispatch personal in the organization.

154

MIND REFLECTIONS Prevention action that
might be taken such:
Procedure handling mails: 1. The mail room should
1. Small business
2. Large business be vacated and
secured promptly, and
appropriate security
or law enforcement
agencies should be
notified.

2. Wearing gloves and a
face mask protection
from airborne.

Procedure of handling 3. Avoid touching your

outgoing mail: face and mouth to

1. Drafting the letter prevent the transfer of

2. Signature and germ.

reference

3. Record and 4. Wash your hand with

registration mail disinfectant soap to

4. Folding and inserting prevent any of

mail infection.

5. Sealing and stamping PROCEDURES OF 5. Don’t handle a piece
envelope

6. posting ORGANIZING OFFICE of mail that you
MAIL SERVICES
suspect in dangerous
with several

characteristic:

Guidelines that helps keep

business information 6. suspicious and

confidential: stranger address

1. Know your supervisor's

preference 7. letters include

2. Follow your company appropriate or usual

mail procedures labelling (harm logo)

3. Secure your Prioritizing Mail:

workstation 1. Urgent messages 8. excessive packages

4. Protect written 2. Personal and confidential material (too big or

documents letters heavy mail)

5. Reduce electronic 3. Business letters or memo or

information loss other correspondence of

special importance

Procedure of handling 4. Letters containing checks or
incoming mail:
money orders
1. Opening the mails 5. Other business letters
2. Stamping the mail
6. Letters containing orders
3. Separating and 7. Letters containing bill, invoice
annotating mails
or request for payment
4. Recording the mail 8. Advertisement
5. Distributing. The
9. Newspapers and magazines
mail 10. Packages

155

TUTORIAL
FOR

CHAPTER 6

Scan the QR Code to get
the questions

156

References

Ekosistem Kondusif Sektor Awam (EKSA). (2021,

September 5). Offical Website.

https://www.mampu.gov.my/agensi-

kerajaan/ekosistem-kondusif-sektor-awam-eksa/

Mary Ellen Oliverio, William R.Pasewark, Bonnie R. White
(2019). The Office, Procedure and Technology (7th ed).
United States: South Western Cencage Learning

Oliverio, M.P. (2013). The Office Procedures and
Technology (6th ed.). Cengage Learning Asia Pte Ltd

Shumack, D.S. (2017). The Administrative Professional:
Technology & Procedures, Spiral Bound Version (15th
ed.). Cengage Learning Asia Pte Ltd

V Balachandaran, V Chandrasekaran (2009). Office
Management, TATA Mcgrawhill Education Private
Limited New Delhi

157



Office
Administration 1

POLYTECHNIC EDITION

OFFICE ADMINISTRATION 1 is one of the discipline course
taken by students in Secretarial Science Program of Politeknik.
This course offer six (6) important chapters related to
secretarial and administration areas such as the role and
functions of an office, office accommodation, layout and
environment, telephone and technology services, office
stationery, office automation and procedures in office mail
services.

This electronic book (e-book) of Office Administration 1 offer
an introductory to secretarial and administration knowledge
with combination of notes and guidelines for each chapters.

Together with this e-book, is an interactive exercise in the form
of QR Code at the end of every chapters.

Published by:
Politeknik Sultan Idris Shah
https://psis.mypolycc.edu.my