How to process mail

Processing mail involves several steps to ensure that incoming mail is sorted, delivered, and managed efficiently. Here's a general overview of the mail processing steps:

  1. Receiving and Sorting: Mail is received at a post office or mail center and sorted into different categories, such as:
    • First-Class Mail (letters, postcards, and packages)
    • Priority Mail (express packages)
    • Periodicals (newspapers, magazines, and catalogs)
    • International Mail (mail sent to or from other countries)
  2. Scanning and Tracking: Mail is scanned and tracked using barcode scanners or optical character readers (OCRs) to:
    • Read the address and routing information
    • Verify the sender's and recipient's addresses
    • Track the mail's journey and delivery status
  3. Sorting and Bundling: Mail is sorted and bundled by:
    • Destination zip code or carrier route
    • Mail type (e.g., letters, flats, or packages)
    • Weight and size
  4. Delivery Point Sequencing: Mail is sequenced by delivery point to ensure that mail is delivered in the most efficient order:
    • Mail is sorted by the order in which it will be delivered to each address
    • Mail is bundled and labeled with the delivery point sequence number
  5. Delivery: Mail is delivered to the recipient's mailbox or doorstep:
    • Mail carriers use handheld scanners to scan the mail as it is delivered
    • Mail is signed for and confirmed as delivered
  6. Return to Sender: Mail that is undeliverable or returned to the sender is:
    • Returned to the sender with a reason code (e.g., "addressee not found" or "insufficient postage")
    • Re-sorted and re-delivered if possible
  7. Mailroom Management: Mail is managed and tracked within the organization:
    • Mail is sorted and distributed to the appropriate departments or individuals
    • Mail is tracked and monitored for delivery and return
  8. Disposal: Mail that is no longer needed or is undeliverable is:
    • Recycled or shredded
    • Disposed of according to company policies and regulations

These steps may vary depending on the organization, mail volume, and specific mail processing requirements.