Week 10 ~ Assignment 8

Business Mail
Instructions
Incoming Mail (16 marks)
The following is a list of incoming mail you are to process.
In the tables below, write in the names of the folders in which you should sort and place
incoming mail.
Decide where to place each of the incoming mail items. There will be more than one
item in a few of the folders.
Identify three items of mail that require some action (more than opening, stamping
and sorting them) before putting them in the folder. Indicate what action needs to be
performed.
1. A confidential letter to your boss, Mr. Albertson
2. A copy of the National Post, a newspaper
3. A brochure promoting a professional development conference
4. A memo from Human Resources regarding contract negotiations
5. A letter with enclosures
6. A letter sent by Xpresspost
7. A letter from China sent to your organization by courier
8. A catalogue of computer supplies
9. A letter with no letterhead address
10. A memo from the Health and Safety Committee
11. A letter stating a cheque is enclosed; no cheque is enclosed
12. A letter referring to a letter written two weeks go by Mr. Albertson
13. A copy of a magazine Canadian Business News
14. A letter sent to your company by FedEx for next-day delivery

Technology and Office Procedures

Folder 1 Name

Personal/Confidential and Priority

Folder 1 Colour

Red

A letter sent by Xpresspost

Forward right away to the person.
Items in this folder
and required
action.

A letter referring to a letter written two weeks go by Mr. Albertson

Bring to Mr. Albertsons attention
A confidential letter to your boss, Mr. Albertson
Forward to mr. albertson

Folder 2 Name

Regular Business Mail

Folder 2 Colour

Green
brochure promoting a professional development conference

Items in this folder

and required
action

letter with enclosures

forward to the person
letter from China sent to your organization by courier
letter with no letterhead address
open and see who its address for, file apropriatly.

letter stating a cheque is enclosed; no cheque is enclosed

Respond back to say the cheque is not enclosed
Folder 3 Name

Inter Office Communications

Folder 3 Colour

Blue
memo from Human Resources regarding contract negotiations

Items in this folder

and required
action

A memo from the Health and Safety Committee

Folder 4 Name

Newpapers, Magazines, and advertisments

Folder 4 Colour

Brown

copy of the National Post, a newspaper

Items in this folder
and required
action

catalogue of computer supplies

Technology and Office Procedures

Define Annotating and describe how to annotate. (2 marks)

Means to make notation about previoys action taken or facts that will assist the reader.
You can write in margins or use sticky notes to highlight content and important points

In Ontario, postal code start with five different letters. What are the letters for Ontario?
(5 marks)
M

What is the purpose of a routing slip?

If correspondence is received and needs to be viewed by a number of people within
the office.

Technology and Office Procedures

Canada Post Mail Services (8 marks)

Using the Canada Post website www.canadapost.ca, (click on Rates & Prices then
Parcels) determine what class of mail and what mail service you would use to send the
following items. Make sure you consider all of the details.
All packages are being sent from postal code L1H 7L7.
Item
A package weighing 5 kilograms (measures 7 X 7 X 3) that
must be at its Canadian destination within four days. The
package is valued at $3000 and you want insurance on the
package. The package is being sent to X0A 1H0.

A letter that must be to the addressee before noon on the

date after it is written, requires a signature.

Three books that weigh a total of 7 kilograms, and measures

12 X 12 X 12 going to L2G 3N5 and must arrive in one
business day.

A package that weighs 9 kilograms (measures 15 X 10 X

12), is worth $400 (you want insurance) and is being sent to
Arizona.

Answers
How and price
Priority, 4 day garuntee
$135.24

How
Request signature
Ship priority express
shipping

How and price

Xpress post
$19.79

How and price

Regular post 3-4 business
days
$400 coverage
$62.33

How
A letter for which you need evidence of delivery and that
must reach its Canadian destination the next day.

A package weighing 10 kilograms (measures 9 X 14 X 14)

that must be received in Japan within five days.

Send registered mail

Advice of recipt
How and price
Xpress post garunteed 5
days
$244.18

Technology and Office Procedures

How
A letter that must reach China within two days.

Priority mail

A letter regular size envelop that is going to Moscow, Russia

and weighs under 30 g.

How and price

Regular business mail
$2.89

Technology and Office Procedures