Portfolio of Evidence
Businesses receive and send out a wide range of different types of mail every day. This can include letters, parcels, international mail and publicity materials. The way a business handles their mail can have a huge impact on their reputation. The aim of this unit is to help learners know why it is important to handle mail efficiently, securely and safely. They will then gain the practical skills of dealing with incoming and outgoing mail.
Unit Learning Outcomes
Know why it is important for a business to handle mail efficiently, securely and safely.
Learners may discuss the importance of handling mail appropriately and the potential consequences of not being efficient, secure and safe. Topics may include:
- how efficient handling can improve the reputation of the business
- information is received and shared appropriately
- deadlines are met
- deal with customer complaints quickly
- how to deal with suspicious or damaged items
Learners may also consider the importance of confidentiality when handling mail.
1.1State how efficient distribution of mail benefits a business.
1.2State why inaccuracies or delays can have a negative impact.
1.3Identify procedures to protect confidential information in mail-handling.
1.4State how to deal with suspicious or damaged items.
Be able to deal with incoming mail.
Different types of mail may include parcels, priority mail, newspapers and periodicals, standard mail.
Information on the front of the mail to use for sorting may include:
- name of person
- team or department name
- floor in building
Learners may also consider how they will prioritise the mail to meet given deadlines.
2.1Sort incoming mail appropriately.
2.2Distribute incoming mail accurately and to a given deadline.
Be able to deal with outgoing mail.
When dealing with outgoing mail the learner may need to consider some of the following:
- distributing internal and external mail
- process for international mail
- class of postage
- size and weight of letter or parcel
- pick up times
- courier for example Royal Mail, private companies
3.1Collect and sort outgoing mail accurately and on time.
3.2Dispatch outgoing mail on time.