With the aid of a diagram, briefly explain the control tools for handling outgoing mail.

One common control tool for handling outgoing mail is a postage meter. A postage meter is a machine that prints postage directly onto envelopes or labels, allowing for accurate and efficient postage calculation. This helps to ensure that the correct amount of postage is applied to each piece of outgoing mail.

Another control tool is a mailroom software system, which can track and manage outgoing mail, including recording when mail is sent, to whom it is sent, and any special instructions or requirements for delivery. This helps to ensure that all outgoing mail is processed in a timely and organized manner.

A diagram illustrating the process of handling outgoing mail may include steps such as collecting mail, sorting mail, applying postage, recording mail details, and delivering mail to the appropriate postal service or courier. Each step in the process can be monitored and controlled using various tools and systems to ensure efficient and accurate handling of outgoing mail.

Diagram of Outgoing Mail Control Tools

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Outgoing Mail
↓
Duplication Control Register
↓
Departmental Review/Approval
↓
Mailing and Envelope Control
↓
Postal Dispatch/Delivery
```

Control Tools

- Duplication Control Register: Logs each outgoing mail item, including the sender, recipient, date, and content. Prevents duplicate or unauthorized mailings.
- Departmental Review/Approval: Department managers review and approve outgoing mail, ensuring its accuracy, relevance, and compliance with company policies.
- Mailing and Envelope Control: Controls the printing, stuffing, sealing, and labeling of envelopes. Ensures proper use of postage and prevents tampering with mail contents.
- Postal Dispatch/Delivery: Tracking and monitoring the delivery of outgoing mail through various postal services, including registered mail and courier services.