The HR Ninja Blog

It is important for every business to have a mail handling policy, including emails. The Human Resource Department should execute one as soon as possible. This way there will never be misplaced mail or harmful emails opened again. A mail handling policy is one of the simplest plans to create, because it needs only to involve a one to two employees. An email policy is equally as easy, as there only needs to be a few rules. Both can be written up on one day and distributed among the staff.

Handling Postal Mail – Incoming and Outgoing

When HR managers are creating the Postal Mail, they need to be sure to cover handling of both inbound and outbound mail. This policy does not need to be long very detailed. However, one or two employees need to be appointed to handle this job. Here is an example:

The receptionist is responsible for receiving all mail and distributing it to the correct departments and/or persons.

If the receptionist is unavailable to receive and distribute the mail, only the office manager may handle this duty.

All outgoing mail need to be dropped off at the receptionist’s station at least 30 minutes before mail pick up to ensure correct postage has been applied.

No personal mail is allowed to be sent to the office or mailed out from the office without prior approval by management.

Any mailing issues, such as missing mail, see the receptionist or office manager.

Any violations warranty reprimand up to and including termination.

Handling Postal Mail – Incoming and Outgoing

HR managers should make the email policy just as short and straightforward, such as the sample below.

Absolutely NO personal emails to or from company computers.

Never open a questionable email.

All suspicious emails need to be brought to the attention of the IT and HR departments immediately.

Never open or accept “offers” on behalf of the company or yourself without prior approval by management.

Any violations warranty reprimand up to and including termination.

Any questions see the HR manager.

Following the few steps greatly helps HR managers manage mail in the work place. HR managers can create a productive and effective way of managing the office through proper techniques.