Business Writing - Postal Products and Services Notes

BUSINESS WRITING: REPORT - POSTAL PRODUCTS AND SERVICES

Objectives

  • Become familiar with the classification of mails.
  • Understand postal products and services.
  • Identify types of envelopes, their sizes, and uses.
  • Learn how to fold letters using short and legal sizes of papers.
  • Appreciate the role of philately in business.

Definition of Mail (RA 7354)

  • Mail refers to all materials authorized by the government to be delivered through postal service, including:
    • Letters
    • Parcels
    • Printed materials
    • Money orders
  • Parcel: A rectangular box with regulated dimensions and weight containing goods intended for delivery.
  • Printed Matter: Reproduced material on paper excluding handwriting or typewriting, not personal in nature.

Responsibilities, Functions, and Powers of the PhilPost (RA 7354)

  • Collection, transportation, delivery, forwarding, and return of mails and parcels
  • Disposal of nonmailable, confiscated, or undelivered items
  • Developing and operating a national postal system
  • Issuing and selling postage stamps and related materials
  • Providing services like money orders, postal savings bank, and philatelic services

Classification of Mail

  • First Class: Personal letters, greeting cards, sealed packages
  • Second Class: Publications, periodicals, classroom publications
  • Third Class: Circulars, samples, catalogs, items for the blind
  • Fourth Class: Library materials, slides, bound theses
  • Air Mail: Dispatched via domestic/international airports
  • Official Mail: Government agency correspondence

First-Class Mail (Ellenbogen, 1976)

  • The most familiar to business or private letter writers.
  • Includes:
    • Any sealed mail or packages marked first class
    • Handwritten, typewritten, photocopied, or duplicated letters in sealed envelopes
    • Written or typed matter in code, shorthand, or other systems (except manuscripts)
    • Greeting cards, announcements, acknowledgements, or notifications in sealed envelopes
    • Single postal cards, bills, letters of account, receipts

Second-Class Mail

  • Primarily used by publications or periodicals
  • Requires a permit and bulk shipping
  • Includes:
    • Scientific, fraternal, or philanthropic organization publications
    • Classroom publications
  • Offers special rates for religious and educational organizations

Third-Class Mail

  • Commonly used by businesses
  • Includes:
    • Circulars, calendars, and merchandise samples (within weight limits)
    • Proof sheets and corrected proofs with manuscript copies
    • Books/catalogs (minimum 24 pages with at least 22 printed pages)
    • Unsealed letters for the blind (point/raised characters, recordings)
    • Hotel/steamship room keys with address tags and postage guarantee

Fourth-Class Mail

  • Includes all mailable library and educational materials such as:
    • Library books
    • Films, transparencies, recordings, slides
    • Microfilms, printed music, bound theses

Domestic Postal Services

  1. Ordinary Mail: Basic service with standard delivery.
  2. Registered Mail: Tracked and signed upon delivery.
  3. Domestic Express Mail Service (DEMS): Fastest, next-day delivery.
  4. Priority Mail: Next-day delivery in selected locations.
  5. Collect-on-Delivery (COD): Payment collected upon delivery.
  6. Parcel Service: Sending goods either by air or land.
  7. Fax Mail Service: Fastest electronic delivery of documents.
  8. Postal Money Order: Secure remittance up to P20,000 per payee/day.
  9. General Delivery: For people without a permanent address.
  10. Business Reply Envelopes/Cards: Sender pays for return postage.
  11. Lock Boxes: Secure mailboxes for rent in post offices.
  12. Postal Identity Card: Valid for 5 years; used as an official ID.
  13. Address Check Service (ACS): For verifying recipient addresses.
  14. Unaddressed Advertising Mail Service (UAMS): Targeted advertising materials delivered without specific names.

Philately in Business

  • Philately (stamp collecting): Enhances appreciation of national history and culture
  • Valuable for education, marketing, and promotions
  • Includes mint stamps, setenants, souvenir sheets, and sheetlets

International Mail Services

  1. Letter Post LC (Letters and Cards): Items up to 2 kg, can be sent worldwide by air or surface. Air letter sheets offer cheaper uniform rates.
  2. AO (Autres Objects): Includes printed matter, literature for the blind, and small packets.
  3. International Express Mail Service (IEMS): Fastest for sending time-sensitive items like documents or samples. Can send goods not prohibited by regulations. Covered by bilateral agreements with 45 countries.
  4. Air Parcel Post: Quickest method for sending parcels internationally where bilateral agreements exist.
  5. Surface Parcel Post: Most economical option for international parcel delivery.
  6. Insured Parcel Post: Available to selected countries with a maximum insured value of PHP 5,000.
  7. Registered Mail: Letter post items sent abroad can be registered. They are tracked from posting to delivery, with indemnity provided for loss or damage.
  8. International Reply Coupon (IRC): Allows the recipient to reply with prepaid postage. Can be exchanged for the highest air mail rate for unregistered letters.
  9. International Postal Money Order: Enables sending of funds internationally. Accepted in countries like Brunei, Hong Kong, Indonesia, Japan, Korea, Kuwait, Malaysia, Qatar, Singapore, UAE, and USA.

Types of Envelopes and Their Uses

  1. Window – Shows inside address; eliminates need to write it on the envelope
  2. Pre-stamped/Business Reply – Used to encourage replies (e.g., donation forms, order forms)
  3. Self-sealing – Easy to close and used to increase chances of a reply
  4. Bulk rate – For sending large volumes at a lower rate (slower delivery)
  5. Air mail – For international correspondence via air transport
  6. Padded – To protect fragile items during delivery; for mailing damageable items

Nonmailable Items

  • Avoid mailing these prohibited items:
    1. Illegal drugs
    2. Live animals
    3. Firearms, explosives
    4. Flammable/corrosive products
    5. Obscene or immoral content
    6. Libelous or treasonable material
    7. Subversive propaganda
    8. Toxic or radioactive substances
    9. Fraudulent schemes or lottery-related items
    10. Banned items under Philippine law or by the destination country