Professional Mail Handling and Processing Standards

Mail Handling Procedures

Collect (incoming) mail: Gathering letters and packages from the mailbox or postal carrier upon arrival.
Sort mail: Organizing correspondence into categories like department, priority, or specific recipients.
Document mail: Recording sender and recipient details in a formal system to keep an official history.
Keep a log of the incoming mail: Maintaining a chronological list of all received items to track arrival and handling.
Open / not open confidential mail: Opening general business letters while keeping envelopes marked “Private” sealed.
Throw envelopes away: Discarding or recycling outer packaging once the documents have been safely removed.

Mail: Physical letters and parcels transported by a postal service or courier.
E-mail: Digital messages sent instantly between devices over the internet.
Junk mail: Unsolicited physical advertising and flyers, usually discarded immediately.
Spam: Unwanted bulk messages, digital or physical, often sent for advertising or fraud.

Bill: A formal statement showing money owed for a service and its due date.
Contract: A legally binding written agreement that usually requires a handwritten signature.
Subscription: A recurring arrangement to receive a product or service regularly, involving periodic payments.
Invoice: A formal request for payment for goods or services provided.
Receipt: A document serving as proof that a payment has already been made.
Fee: A fixed charge required for a professional service or a legal right.
Several payments: Managing and recording multiple financial transactions owed to different suppliers.

Delivery: The final process of bringing an item to its specific destination.
Shipping: The department or process of transporting goods, especially large or bulk items.
Postage: The total money charged by a postal service to deliver an item.
Domestic: Mail sent and received within the same country, usually faster and cheaper.
International / abroad: Mail sent to a different country, requiring customs forms and higher rates.
Weight: The measurement of how heavy an item is, used to calculate shipping prices.
Money / fee / shipping cost: Financial charges required to move a package, including transport and insurance.
Registered post: A secure service where mail is tracked and requires a signature upon delivery.

Staff / HR: Relates to company employees and documents like payroll or employment contracts.
Regularly: Describes tasks or deliveries that occur at consistent intervals, like daily or monthly.
To document: Creating a written or digital record of information for future evidence.
To sign: Writing your name by hand as legal proof of acceptance or receipt.
To stamp: Applying a postage stamp or official seal to show payment or processing.
To weigh: Measuring an item on a scale to determine its mass and postage cost.
Enclosure: An extra document or object placed inside an envelope with the main letter.
To record / register: Entering specific information into an official system to create a paper trail.
Signature: A handwritten mark that makes a document or delivery receipt legally binding.
Date / place / incoming mail: Specific details recorded to know when and where a document arrived.
Attachment: An extra document or file that provides supporting evidence for a message.