Dealing with Mail

1.1 Explain how to deal with junk mail

Junk mail can come by electronic way such as email or be received by post in form of letter, newspaper, package, leaflet,etc. When dealing with junk mail we can try to reduce it by registering with Royal Mail's 'Door-to-Door Opt-Out', putting a sticker “no junk mail” on the door, contacting sender or sending it back to sender.

1.2 Describe what to do in the event of problems arising when dealing with incoming mail or outgoing mail

There are few problems that may arise when dealing with incoming or outgoing mail. Main issue that may occur are suspicious mail, delays and missing deliveries.
Any suspicious mails should be reported to safety manager straight away and be kept in safe place, away from people. To avoid any delays mail should be correctly stamped (1st class, 2nd class,etc.) and send on time. To avoid missing deliveries mail should be sent via recorded delivery or sign delivery.

1.3 Describe how to operate franking machine

When operating franking machine we must ensure that we have a supply of envelopes available. We need to select the service (e.g. Royal Mail), postage class, and other special requirements (e.g. country). If the items are heavy they will need to be weight prior franking.
When all options are selected just insert the letter face up on the feeding machine and take to the near post box.

1.4 Explain how to prepare packages for distribution

When preparing package for distribution we must ensure that the envelop or box has the correct size, we use bubble wrap if sending anything flimsy. The postal address needs to be visible and we should also put return address in case of delivery failure.

1.5 State organisational policies and procedures on mail handling, security and the use of courier services

Organisational policies and procedures on mail handling @ Severn&Wye.
  * Don’t open any suspicious mails or packages
  * Inform supervisor if any...