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 & Priority
Folder 1 Colour Red
A confidential letter to your boss, Mr. Albertson
(Do not open, deliver to Mr. Albertson)
A letter sent by Xpresspost
(Date/time stamp, open letter, routing slip if needed, annotate if
Items in this
needed, deliver where its need)
folder and
required action. A letter referring to a letter written two weeks go by Mr. Albertson
(Date/time stamp, open letter, deliver to Mr. Albertson)
A letter sent to your company by FedEx for next-day delivery
(Date/time stamp, open letter, routing slip if needed, annotate if
needed, deliver where its need)
A letter from China sent to your organization by courier
(Date/time stamp, open letter, routing slip if needed, annotate if
needed, deliver where its need)
Folder 2 Name Regular Business Mail
Folder 2 Colour Purple
A letter with enclosures
(Date/time stamp, open letter, attach enclosures, routing slip if
needed, annotate if needed, deliver where its need)
A letter stating a cheque is enclosed; no cheque is enclosed
Items in this (Date/time stamp, open letter, write No Enclosure on envelope,
folder and routing slip if needed, annotate if needed, deliver where its need)
required action A letter with no letterhead address
(Date/time stamp, open letter, attach envelope, routing slip if
needed, annotate if needed, deliver where its need)

Folder 3 Name Interoffice Communication

Folder 3 Colour Blue
A memo from Human Resources regarding contract negotiations
(Date/time stamp, open memo, routing slip if needed, annotate if
needed, deliver where its need)
Items in this A memo from the Health and Safety Committee
folder and (Date/time stamp, open memo, routing slip if needed, annotate if
required action needed, deliver where its need)

Folder 4 Name Newspapers, Magazines & Adverts

Folder 4 Colour Grey
Items in this A copy of the National Post, a newspaper
folder and (Sort into separate pile from business information)
required action A copy of a magazine Canadian Business News

Technology and Office Procedures

(Sort into separate pile from business information)
A brochure promoting a professional development conference
(Sort into separate pile from business information, deliver where it
may be needed)
A catalogue of computer supplies
(Sort into separate pile from business information, deliver where it
may be needed)

Technology and Office Procedures

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

Definition: Annotating is when you make notes of important information in a letter or

memo. The information can be contact information, deadlines, important meetings, etc.
You can also annotate for actions you have already taken.
Example: An example of Annotating would be if you received a letter then you can stick
sticky notes to important parts of the letter like the contact information. You can do the
same thing if its also on the computer.

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

P K L M N

What is the purpose of a routing slip?

The purpose of a routing slip is to keep track of the people who have to read a letter,
memo, contract, etc. The people who have to read the letter need to write down the
day they have read it and give a signature. For example if a co-worker says they did
not get the letter but they signed the routing slip then you know they either forgot or
lied.

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 Answers
How and price
A package weighing 15 kilograms (measures 17 X 12 X 21)
Shipping with Xpresspost will
that must be at its Canadian destination within four days.
cost $189.96.
The package is valued at $3000 and you want insurance on
the package. The package is being sent to X0A 1H0.
How
After decided how much the
rate will cost, on the left side
A letter that must be to the addressee before noon on the click the signature option if it
date after it is written, requires a signature. is available for that shipping
option

Three books that weigh a total of 12 kilograms, and How and price
measures 12 X 17 X 12 going to L2G 3N5 and must arrive in Shipping with Xpresspost it
one business day. costs $25.47.
How and price
A package that weighs 22 kilograms (measures 20 X 19 X Shipping with Expedited
17), is worth $400 (you want insurance) and is being sent to Parcel will cost $122.11.
Arizona.

How
To receive evidence of
delivery select the deliver
A letter for which you need evidence of delivery and that confirmation button of the left
must reach its Canadian destination the next day. side of the screen if available
with shipping.

How and price

Shipping with Xpresspost will
A package weighing 10 kilograms (measures 9 X 14 X 14)
cost $251.92.
that must be received in Japan within five days.

Technology and Office Procedures

 How
Ship with Priority for deliver
A letter that must reach China within two days. within two days.

How and price

Shipping with International
A letter, regular size envelope, that is going to Moscow,
letter-post will cost $2.83.
Russia and weighs under 30 g.

FedEx.com(4 marks)
Using the FedEx.com site, look up the prices for the following sized parcels by using
FedEx as the courier.

Once again you are mailing from L1H 7L7.

Items Answer - Cost

A package being sent to A0M 1B0, 12 The cost for sending the package would be
kg, in a FedEx box, $100 value, $238.56.
Overnight Priority.
A package being sent to X1A 3S5, 17 The cost for sending the package would be
kg, in a FedEx box, $500 value, $314.44.
Standard Overnight.
A package being sent to G1R 5R8, 2
kg, FedEx envelope, 2 day delivery.

It wouldnt let me continue.

A package to V1Y 6L9, 7 kg, FedEx The cost for sending the package would be
box, $250 value, priority. $142.83.

Technology and Office Procedures