Incoming and Outgoing mail process.
August 2015

Incoming mail

  • Incoming mail is delivered by Royal Mail each morning at 8am (West Offices) and 11.30am (Hazel Court). Royal Mail will request you to sign for any recorded and special delivery items. These are separated from the bulk mail.
  • The Recorded and Special items are logged in the ‘Recorded/Special’ items book.
  • The bulk mail istaken out of the post bags readyto be processed, mail is should be separated as follows:
  • Confidential items and/or mail for a person/department who has specified that their mail cannot be opened. These areplaced immediately into the relevant pigeon holes.
  • Sort remaining mail into size order of the envelope i.e DL, C5 & C4 in preparationfor them to be processed via slitting machine (see slitting machine guide).
  • On a clear desk the mail will be opened and date stamped by three members of staff.
  • As mail is opened and date stamped, one member of staff will collect and sort the mail into the relevant pigeon holes, this must be done by one member of staff to avoid a bottle neck effect at the pigeon hole station.
  • After mail is opened the envelopes are checked to ensure no contents have been missed.
  • Mail is counted per department and recorded on the internal mail statistics.
  • Mail is distributed to the pigeon hole hubs at West Officesfloor plates (10am) and Hazel Court (12:15pm)floor plates for relevant services to collect.

Outgoing mail

  • Outgoing mail comes in two forms:
  • Mail already envelope sealed and processed by a service area
  • Mail which requires processing by the mail unit staff using hand based or envelope sealing machine based procedures.
  • Outgoing mail is collected from the pigeon hole hubs at 10.15am and 2.30pm at West Offices and 12.30pm and 15:30pm at Hazel Court.
  • Outgoing mail is reconciled and recorded against the relevant service area on the outgoing mail processing sheet.
  • The outgoing mail may require machine enveloping. (Please see manufacturers guide for general operation) There is a hard copy quick step guide with the machine, please note the Health and Safety considerations. The following needs to be considered before using the envelope sealing machine:
  • Volume of pages per correspondence
  • Additional inserts
  • Envelope type
  • Once all the outgoing mail is reconciled and placed in to mailing trays for either Royal Mail or Whistl, their electronic dockets must be completed.
  • Royal Mail will collect the outgoing mail at 4.45pm from West Offices and 5pm from Hazel Court. Royal Mail will need to scan their barcode which is located on the wall next to each mail room entrance.
  • Whistl will collect mail at 4.15pm from West Offices and 4.45pm from Hazel Court.
  • The outgoing mail volumes and cost are entered into the postage costs 15/16 spreadsheet so they can be reconciled against the invoices received from Royal Mail and Whistl.

Document by: Phillip Bell – CYC Mail services