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C.

Mailing Services
Basic Information on the Different Classes of Mail Service
First-class mail Includes all hand written, typewritten, or computer printout material
such as letter, greeting cards, photocopies, personal notes, etc. The rate of letters is based on
weight, by ounce or fraction of ounce.

Second-class mail Bulk mailing of newspapers, magazine and other printer matter
which are not personal correspondence belong to this category.

Third-class mail This is popularly known or referred to as parcel post which


includes all materials not classified as first, second or third class mail weighing 16 ounces or
more.

Postal Products and Services (Domestic Mail ServicesAnd International


Mail Services)
Domestic Mail Services

Ordinary Mail Includes all unrecorded item which are charged the basic postage and
delivered through the regular delivery channels.
Registered Mail Accorded special security, with the entire process from acceptance at
the counter to delivery, the sender may attach a registry return to be signed by the recipient as
evidence of delivery.
Special Delivery Upon payment of a special delivery fee, in addition to the regular
postage, a mail matter will be accorded special treatment upon arrival at the office of
destination.
Domestic Express Mail (DEMS) Faster means of sending urgent messages, business
documents or goods to addresses within its service network.
Priority Mail An assured next-day delivery of unrecorded mail in areas within the scope
of the service.
Collection Delivery Service (COD) Mailable articles or merchandise, including books,
magazines, and other printed matter may be sent collect-on-delivery, where the amount due is
paid by the addressee upon delivery of the articles.
Insured Mail Articles may be sent by insured mail and the sender can be indemnified in
case of loss or damage.
Fax Mail Service This is an electronic mail service which provides the fastest means of
transmission and delivery of written messages or documents.
Domestic Parcel Service A convenient means of sending non-perishable foodstuff,
handicrafts, and other merchandise to addressee within the country.
Postal Money Order Service A safe and convenient means of sending remittances. A
maximum amount of P20,000.00 can be sent by one remitter to a single payee per day.
General Delivery Service Transients who have no fixed address in locality can have
their mail addressed c/o [NOTE: abbreviation for care of: used in addresses when the
person you are writing to is staying at someone else's home:] General Delivery Service
followed by the name of the local post office where they can call for them at their convenience.

Business Reply Envelopes/ Cards May be sent to parties within the country and
returned by mail to the sender whose name appears on the card or envelope as the addresses,
without prepayment of postage, the same to be paid by the addressee upon delivery.
Lock Boxes Installed in major post offices for rent to postal customers. This facility
provides special handling security, and utmost confidentiality or mail of individuals and business
firms including government offices.
Postal Identity Card Designed by the Universal Postal Union is the most widely
accepted means of Identification in postal transactions both locally and worldwide. Serves as
proof of identity in their transactions.
Philatelic Products first-day covers, stamp albums and presentation packs are
available at the Stamp and Philatelic Division of the Central Post Office.
PhilPost - Pak Carton Boxes and Documents Tubes These are packaging materials
specially designed to protect goods sent from bumps and scratches while in transit.

International Mail Services

Letter Post Consist of Letters and Card (LC) an Autres Objects (AO). LC items
consisting of letters and postcards weighing not more than 2 kilos can be accepted and OA
items consist of printed matters, literatures for the blind and small packets.
International Express Mail Services (I.E.M.S.) The fastest means of sending timesensitive items to addresses abroad. Any article such as business documents, samples of
merchandise and goods not a specifically prohibited by regulations can be sent by IEMS.
Air Parcel Post The fastest means of sending parcels to foreign countries. This service
is available only in countries with which the Philippines has bilateral agreements.
Surface Parcel Post The cheapest means of sending parcels to foreign countries with
which the Philippines has bilateral agreements.

Insured Parcel Post Has a maximum insured value of P5,000.00 may be accepted for
delivery in selected foreign countries.
Registered Mail Letter Post items destined for foreign countries may be accepted as
registered mail subject to the same conditions as those of domestic mail. These are recorded
from the time of acceptance until the delivery to the addressee.
International Reply Coupon Sold to postal customers for use in prepaying reply
postage from other countries.
International Postal Money Order All designated domestic money order offices are
authorized to transact international money order business with the following countries; Brunei,
Indonesia, Japan, Korea, Kuwait, Malaysia, Singapore, Thailand, UAE, U.S.A.
Postal Information Guide
The Philippine Postal Corporation has provided the public with the DOS and
DONTS in Mailing

DOs
Check if your mail has:
1.

The intended enclosure and is properly sealed (when taped, the same must
be signed or initialed by the sender)

2.

The complete name of the addressee

3.

The correct house number, street, district, municipality, province, or city

4.

The ZIP code (correct number and placement)

5.

Your return address

The correct postage


Drop your mail in the right mailing slot
To speed up mail and processing, most post offices have separate mailing slots for
DOMESTIC and FOREIGN, SURFACE, and AIRMAIL, etc. Parcels, Registered mail, Express
mail, COD mail, Insured mail, and Speed Airmail are normally handed to the window teller and
not dropped in slots.

DONTs
Mail any of the following prohibited items:
1

Prohibited drugs

Live animals

Firearms and explosives

Flammable or non-flammable products of any form

Corrosives that may damage other mail items in the event of leakages

Obscene /immoral articles

Treasonable/libelous mail matters

Subversive propaganda materials

Poisonous toxic, infectious or oxidizing substances

Radioactive and other harmful materials

Articles covered by Fraud Orders

All other articles banned by Philippine Laws

Matters pertaining to a lottery or scheme to obtain money through false or fraudulent


means
Enclose money or valuables, hard, irregular objects, and similar articles with your
ordinary mail.

D. MAILING TRENDS
1. Aerogrammes
1

An Aerogram, Arogramme, Air Letter or Airletter is a thin lightweight piece of foldable


and gummed paper for writing a letter for transit via airmail, in which the letter
and envelope are one and the same. Most postal administrations forbid enclosures in these
light letters, which are usually sent abroad at a preferential rate. Printed warnings existed to say
that an enclosure would cause the mail to go at the higher letter rate.

The use of the term aerogramme was officially endorsed at the 1952 Universal Postal
Union Postal Union Congress in Brussels. Thereafter, the term air letter quickly faded from
use.

Most aerograms have an imprinted stamp indicating the prepayment of postage. As such,
this meets the definition of being postal stationery. However, some countries such as New
Zealand, Zimbabwe and Ireland, sell unstamped aerograms. Unstamped aerograms are
referred to as formular aerograms and can be issued by either postal authorities or by private
companies. Senders are required to write their name and address on the reverse.

2. Business-Reply cards and Envelopes


If you wish to get an early respones or wish to make it easy for the addressee to reply, you
may enclose a business reply card or envelope printed with your companys name and adress.
When the card or envelope is returned, your comapny pays the postage. A special permit from
the pose office is neccessary for this service.
The special service is used by companies or organizations :
To encourage more customers and prospects
To reply to sales letters
Subscription forms
Questionnaires
Obtain acceptance offers
To collect fees and other types of payment

3. Postage Meter
The office professional can speed up the stamping process. Evelopes are fed into the
meter and are stacked, sealed, weighed, meter-stamped, and counted in one continous
operation.
One type of postage meter prints the proper amount of postage directly on the
enevelopes.
Another type is the one that prints on adhesive strips, wich can then be affixed to
packages.
Business firm has to take the meter to the post office where it is set for the amount of
postage purchaseed. The amount of postage is deducted form the original or total amount set in
the meter every timr the postage meter pints out postage.

Benefits of a Postage Meter


There are a number of benefits available to your business if it invests in a postage meter.
These include:
1. Time saved by not having to buy stamps (or worrying about losing them).
2. Reduced risk of under or over payment of postage through the use of integrated scales.
3. Ability to top up your postage anytime you wish.
4. Postage rates updated automatically online.
5. Better utilization of staff who will no longer be required to fix stamps to bulk mailings.

E. Electronic Messages
Electronic messages are messages sent by email, short message service (SMS or text
messages) and multimedia message service (MMS).

Electronic Mail
1

Short for electronic mail, email (or e-mail) is defined as the transmission of messages over
communication networks. Typically the messages are notes entered from the keyboard or
electronic files stored disk. Most mainframes, minicomputers and computer networks have an
email system.

Some electronic mail systems are confined to a single computer system or network, but
others have gateways so other computer systems, enabling users to send electronic mail
anywhere in the world. Companies that are fully computerized make extensive use of e-mail
because it is fast, flexible, and reliable.

Email allows quick and efficient communication through the most commonly used method
of sending information to the officer staff and within the company or to individuals or

officers across the nation and the world.


Telephone or Email?

The telephone also help us to develop the ability to hear spontaneity and for express what
we feel in that moment which we are speaking with another person, we answer quickly what we
want to say and we have a free conversation.
Email is a way of sending messages from one person to another using a computer, and we
can also wait long hours to get a response, but we can send an important document someone
who need it or a text to do homework as a team, in email we have to write and we dont
develop the ability to speak, email is good to make appointments for busy people.

Fax Transmission
1

Fax (short for facsimile) sometimes called telecopying or telefax is the telephonic
transmission of scanned printed material (both text and images), normally to a telephone
number connected to a printer or other output device. The original document is scanned with a
fax machine (or a telecopier ), which processes the contents (text or images) as a single fixed
graphic image, converting it into a bitmap and then transmitting it through the telephone system
in the form of audio-frequency tones. The receiving fax machine interprets the tones and
reconstructs the image, printing a paper copy. Early systems used direct conversions of image
darkness to audio tone in a continuous or analog manner. Since the 1980s, most machines
modulate the transmitted audio frequencies using a digital representation of the page which is
compressed to quickly transmit areas which are all-white or black.

It electronically sends a document through communication networks . The operation


combines copying technology and telephone or satellite communications. The original
document is fed on the fax machine through communication networks. The receiving machine
then converts the electronic message to its original form and print the document.

Fax transmission has the distinct advantage to send graphics or unconventional

characters and illustrations which is not possible in other means of transmission.

Fax Machine
A fax machine works by scanning documents, sending the data through a landline and
then printing out the copies out at another fax location. This is an effective way to send
information without scanning it to your computer and emailing it. By faxing, you are able to send
copies of handwritten documents or documents with signatures with little hassle. Here is an
easy how-to guide to using a fax machine.

How to Send a Fax?


Step1 Turn on the machine.

Step2 Insert your documents face up. Placing them face-up will guarantee that the
documents will be sent the way you want them to. It is also important that you order these
documents in the way that you want them to be received. If you are emailing a work fax or a fax
machine used by a large number of people, its best to include a cover sheet. Cover sheets
should be placed on top of the documents and should include: who you are sending the fax to,

their fax number, your name, your fax number and the number of pages they should expect in
the fax. The cover sheet should be included in this page count.

Step3 Dial their fax number on the machine. American fax numbers should include 11
digits: 1 (xxx) xxx-xxxx.

Step4 Press the Send button. On some machines, the button says, Start on it.

Voice Mail
1

Voicemail is a method of storing voice messages electronically for later retrieval by


intended recipients. Callers leave short messages that are stored on digital media (or, in some
older systems, on analog recording tape).

Originally, voicemail was developed for telephony as a means to prevent missed calls, and
also to facilitate call screening. In recent years, voicemail has become integrated with the
Internet, allowing users to receive incoming messages on traditional computers as well as on
tablets and mobile phones.

Voice Mail (also known as voice mail, voice message or voice bank) is a computer
based system that allows users and subscribers to exchange personal voice messages; to
select and deliver voice information; and to process transactions relating to individuals,
organizations, products and services, using an ordinary telephone.

Voice Mail Features


Voicemail systems are designed to convey a caller's recorded audio message to a
recipient. To do so they contain a user interface to select, play, and manage messages; a
delivery method to either play or otherwise deliver the message; and a notification ability to
inform the user of a waiting message. Most systems use phone-networks, either cellular or
land-line based, as the conduit for all of these functions. Some systems may use multiple
telecommunications methods, permitting recipients and callers to retrieve or leave messages
through multiple methods such as PCs, PDA, Cellphones or Smartphones.

COMMUNICATING BY MAIL
INTRODUCTION

- Modern enterprise could not exist without mail. Almost every business day the office
professional can expect to receive deliveries of incoming mail and there is always outgoing mail
to be process.
- Efficient handling of both incoming mail depends upon the size and the type of business.
- The office professional should be aware of the modernization and upgrading of the
products and services of the Phil Post (Philippine Postal Corporation) which was created
by Republic Act No. 7354 on May 4, 1992.

A. HANDLING INCOMING MAIL


1.CLASSIFYING AND SORTING
1

Telegrams, registered or certified mail, special delivery

Personal letters and mail marked personal or confidential

Regular first-class mail

Interoffice/communication

Large envelopes marked Letter enclosed or Letter attached

Parcel post packages and airmail packages

Third-class mail-Advertising, circulars, other printed matter

Catalogues and magazines


2.OPENING THE MAIL

Tap the lower edge of the envelopes on the desk

Place the envelopes facedown with all flaps in the same direction

Slit the top edge of each letter with a quick stroke of an ordinary opener.

Look at the letter to see if any enclosures are indicated. Check to be sure that they are with
the letter. If they are not enclosed, make a note on the letter.

Stack the envelopes on your desk in the same order in which you open them.

Staple the envelope to the letter.

Reseal any mail you open by mistake with transparent tape and mark the front of it Open
By Mistake. Add your initials and forward the letter to the addressee.
3.DATING THE MAIL

All incoming mail should be date-stamped on the upper right hand corner of the letter.

You may write, received and the date or you may use hand or automatic date stamp.

The time element is so important that hour and the date are stamped in correspondence
involving legal papers that the date of mailing and receipt may have special significance.
4. READING AND ANNOTATING

1
2

Make a systematic method of making notes that you can rely on for the following: through
keywords and figures that indicates, who, when, what, and where are important.
Underline and make notes, but underlines sparingly.
5. ROUTING MAIL
When several people should see and act quickly on a piece of correspondence, it should
be routed.
- Attaching to the item a routing slip containing the name of those who are to see it.
- Mail a copy for each person, or make a photocopy and distributed to the persons
concerned.
6. PREPAIRING MAIL FOR PRESENTATION

Urgent letters, telegrams, special delivery

Letters marked Personal or Confidential

Regular mail

Advertisements

Newspapers and magazines

Rush Folder
- letters that require immediate action of the employer that should be on top

Regular Folder
-place mail in the following order; unopened, personal mail, other first-class mail, interoffice
memo.

Read Folder
- this folder includes advertising, brochures, magazines, newspaper, and other printed
matter.

B. Handling Outgoing Mail


1

Check and prepare the letters in the following manner after the employer has signed them:

Adresses
The information in the address typed/keyed on the letter itself and the address on the envelope
should be the same. To speed up the mailing process and prevent errors, some business firms use
windows envelopes. The address should be complete and make sure that the ZIP code number is
included. ZIP stands for Zone Improvement Plan.

Mailing Notations
Mailing Notations are typed/keyed on the enveloped entirely in capital letters.
2 types of notation:

On- arrival reminders

Mailing service reminders

Signature
A letter is not valid document without signature of the sender. If you are authorized to sign, letters
with an employer signature, you should put your initials after employers name.

Enclosures
Check carefully to see that all enclosures cited in the enclosure notations are included in the letter.

Carbon Copy/ Copy furnished notation


As an office professional you should check carefully to see that envelopes have been addressed to
person cited in the cc notation. If computer is used, print as many copies needed as cited in the copy
furnished notation.

Fold each letter and any enclosures and insert them in the envelope.

Seal the envelopes except those those that are going to be sent as second or third class mail.

Sort the letters into the pile according to the postage required. Be sure to separate all heavy letters
that must be weighed to determine the correct amount of postage.

Affix postage stamps to the envelope or imprint postage in the envelopes by means of a desk meter
machine.

Post the letters promptly.

Attend to the mailing of material that should be sent separately such as catalogues, advertising etc..

Group 6

Communicating By Mail
Members :
Carolyn Sambas
Alvina Encomienda
Adonis Santos
John Meinard Mercado
Maybelyn Fortu
Submitted To : Jessie Quirrez