Demonstrate the following terms briefly?
1.incoming mail register
2.suspicious mail
3.incoming mail
4.circulating mail
5.urgent mail
6.priorizing mail
7.pigeon holes
8.dispatched mail
1. Incoming mail register: It is a document used to keep a record of all incoming mails. The register usually contains the sender's name, address, date of arrival, tracking number, and other details to facilitate tracking and management of the mail.
2. Suspicious mail: Mail that appears to be threatening, suspicious or questionable in nature. It may contain hazardous substances, illegal items or dangerous content that requires immediate attention to protect the company's personnel and infrastructure.
3. Incoming mail: This refers to all mails received by an organization. It includes all types of correspondences such as letters, parcels, emails or faxes.
4. Circulating mail: It is the mail that needs to be shared or forwarded to other persons in the organization. This can be used for information sharing, approvals, decision-making or other purposes.
5. Urgent mail: It is a type of mail that requires immediate action or response. Urgent mail is usually marked with a special symbol or label to attract attention and prioritize handling.
6. Prioritizing mail: It is the process of categorizing and attending to mails based on their importance, urgency or deadline. Prioritizing enables efficient and effective handling of mails.
7. Pigeon holes: These are storage compartments used to organize and store incoming and outgoing mails. Pigeon holes are usually marked with the name of the recipient or the department to facilitate easy access.
8. Dispatched mail: This refers to all mails that have been sent out from an organization to the intended recipients. Dispatched mail can be tracked through the outgoing mail register to ensure timely and accurate delivery.