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:
- 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)
- 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
- 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
- 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
- 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
- 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
- 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
- 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.