Business Writing: Postal Products and Services - Detailed Notes

BUSINESS WRITING: 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 class 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.
    P20,000P20,000

  9. General Delivery: For people without 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 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.
      2kg2 kg

    • 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.

International Mail Services (Continued)

  1. Air Parcel Post

    • Quickest method for sending parcels internationally where bilateral agreements exist.

  2. Surface Parcel Post

    • Most economical option for international parcel delivery.

  3. Insured Parcel Post

    • Available to selected countries with a maximum insured value of PHP 5,000.
      PHP5,000PHP 5,000

International Mail Services (Continued)

  1. Registered Mail

    • Letter post items sent abroad can be registered.

    • They are tracked from posting to delivery, with indemnity provided for loss or damage.

  2. International Reply Coupon (IRC)

    • Allows the recipient to reply with prepaid postage.

    • Can be exchanged for the highest air mail rate for unregistered letters.

  3. 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 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

// More Detailed

Definition of Mail (RA 7354)

  • Mail encompasses all materials formally sanctioned by the government for distribution via postal services, including:

    • Letters: Personal or business correspondence enclosed in an envelope and delivered to a specific address.

    • Parcels: Packages of varying sizes and weights containing goods or merchandise for delivery.

    • Printed materials: Documents, publications, and promotional items reproduced on paper (excluding personal handwriting or typewriting).

    • Money orders: Financial instruments used for secure money transfers through the postal system.

  • Parcel: A securely packaged rectangular container with standardized dimensions and weight limits, designed for shipping goods.

  • Printed Matter: Mass-produced content on paper, distinct from personalized letters or documents.

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

  • Efficient collection, reliable transportation, and timely delivery of mails and parcels.

  • Secure disposal of nonmailable items, confiscated goods, or undeliverable items in accordance with postal regulations.

  • Continuous development and effective operation of a nationwide postal system to meet the communication needs of the country.

  • Production, distribution, and sale of postage stamps and related philatelic items to support postal operations and promote national heritage.

  • Provision of essential services like money orders for secure financial transactions, postal savings bank for accessible banking, and philatelic services for stamp collectors.

Classification of Mail

  • First Class: Priority handling for personal letters, greeting cards, and sealed packages containing sensitive or urgent information.

  • Second Class: Discounted rates for publications, periodicals, and classroom materials that meet specific content and frequency criteria.

  • Third Class: Cost-effective option for circulars, samples, and catalogs intended for mass distribution to promote business or organizational interests.

  • Fourth Class: Economical rates for library materials, slides, and bound theses that support education and research.

  • Air Mail: Expedited delivery via domestic/international airports for urgent correspondence and packages.

  • Official Mail: Secure and confidential correspondence exclusively for government agencies, ensuring proper handling and delivery.

First-Class Mail (Ellenbogen, 1976)

  • The primary choice for both business and personal communications due to its reliability and privacy features.

  • Includes:

    • Any sealed mail or packages marked first class to guarantee confidentiality and priority handling.

    • Handwritten, typewritten, photocopied, or duplicated letters in sealed envelopes, ensuring personal and private communication.

    • Written or typed matter in code, shorthand, or other specialized systems, ensuring secure and confidential transmission of information.

    • Greeting cards, announcements, acknowledgements, or notifications in sealed envelopes, ideal for personal and formal communications.

    • Single postal cards, bills, letters of account, and receipts, providing convenient and secure delivery of important documents.

Second-Class Mail

  • Tailored for publishers and organizations that regularly distribute publications and periodicals.

  • Requires adherence to specific postal regulations and obtaining a permit for bulk shipping to qualify for discounted rates.

  • Includes:

    • Scientific, fraternal, or philanthropic organization publications that disseminate knowledge and promote community interests.

    • Classroom publications designed for educational purposes, fostering learning and development.

  • Offers reduced rates for religious and educational organizations to support their outreach and informational efforts.

Third-Class Mail

  • A cost-effective solution for businesses seeking to promote products and services through mass mailings.

  • Includes:

    • Circulars, calendars, and merchandise samples within specified weight limits for broad-based dissemination.

    • Proof sheets and corrected proofs with manuscript copies used in publishing and advertising processes.

    • Books/catalogs with a minimum of 24 pages (at least 22 printed pages) for marketing and informational purposes.

    • Unsealed letters for the blind (point/raised characters, recordings) designed to facilitate communication for individuals with visual impairments.

    • Hotel/steamship room keys with address tags and postage guarantee, ensuring secure handling and delivery.

Fourth-Class Mail

  • Designed for mailing educational and library materials at affordable rates, supporting the circulation of knowledge.

  • Includes all mailable library and educational materials such as:

    • Library books for community access and support of literacy.

    • Films, transparencies, recordings, slides used for educational presentations and cultural preservation.

    • Microfilms, printed music, bound theses for archival and research purposes.

Domestic Postal Services

  1. Ordinary Mail: A fundamental service providing standard delivery times and reliability for everyday correspondence.

  2. Registered Mail: Secure tracking and mandatory signature upon delivery, ideal for important and sensitive documents.

  3. Domestic Express Mail Service (DEMS): The fastest option, guaranteeing next-day delivery for urgent items.

  4. Priority Mail: Expedited delivery service ensuring next-day delivery to selected locations.

  5. Collect-on-Delivery (COD): Allows recipients to pay upon delivery, facilitating secure transactions for online sales.

  6. Parcel Service: A versatile solution for sending goods via air or land, accommodating various sizes and weights.

  7. Fax Mail Service: Instantaneous electronic transfer of documents, ensuring real-time communication.

  8. Postal Money Order: A safe and reliable means of remittance, with transactions up to P20,000P20,000 per payee daily.

  9. General Delivery: A practical option for individuals without a permanent address, ensuring accessibility to postal services.

  10. Business Reply Envelopes/Cards: Simplifies customer responses by enabling senders to pay for return postage.

  11. Lock Boxes: Secure mailboxes available for rent at post offices, ensuring privacy and security for mail receipt.

  12. Postal Identity Card: A valid photo ID for five years, useful for identity verification and official transactions.

  13. Address Check Service (ACS): Helps businesses maintain accurate mailing lists by verifying recipient addresses.

  14. Unaddressed Advertising Mail Service (UAMS): Delivers targeted advertising materials without specific names, ideal for local promotions.

Philately in Business

  • Philately (stamp collecting): Enhances awareness and appreciation of national history and culture.

  • Valuable as a tool for education, marketing, and promotional activities.

  • Includes a variety of items such as mint stamps, setenants, souvenir sheets, and sheetlets, enhancing their collectible and marketing value.

International Mail Services

  1. Letter Post LC (Letters and Cards):

    • Suitable for items weighing up to 2kg2kg, deliverable worldwide via air or surface.

    • Air letter sheets: Provide affordable and uniform rates for international correspondence.

  2. AO (Autres Objects):

    • Encompasses printed matter, literature for the blind, and small packets.

  3. International Express Mail Service (IEMS)

    • The quickest way to send crucial items like documents or samples internationally.

    • Accommodates goods not restricted by international regulations.

    • Operates under bilateral agreements with 45 countries, ensuring reliable and swift delivery.

International Mail Services (Continued)

  1. Air Parcel Post

    • The fastest method for international parcel delivery, contingent on existing bilateral agreements.

  2. Surface Parcel Post

    • A budget-friendly option for international parcel delivery via surface transportation.

  3. Insured Parcel Post

    • Offered to specific countries, providing insurance coverage up to PHP5,000PHP5,000 for added security.

International Mail Services (Continued)

  1. Registered Mail

    • Enables tracking of letter post items sent internationally from posting to delivery.

    • Offers indemnity for loss or damage, providing additional security.

  2. International Reply Coupon (IRC)

    • Facilitates recipient replies with prepaid postage.

    • Can be exchanged for the highest air mail rate for unregistered letters.

  3. International Postal Money Order

    • Simplifies international fund transfers.

    • Accepted in numerous countries, including Brunei, Hong Kong, Indonesia, Japan, Korea, Kuwait, Malaysia, Qatar, Singapore, UAE, and USA.

Types of Envelopes and Their Uses

  1. Window: Features a transparent window to display the recipient's address, eliminating manual addressing.

  2. Pre-stamped/Business Reply: Simplifies responses for recipients with postage prepaid by the sender.

  3. Self-sealing: Easy to seal quickly and enhances reply rates due to convenience.

  4. Bulk rate: Ideal for sending large mail volumes at reduced rates, suitable for mass marketing campaigns.

  5. Air mail: Specifically designed for international air transport, ensuring quicker delivery.

  6. Padded: Offers extra protection for fragile items during shipping, preventing damage.

Nonmailable Items

  • It is essential to avoid mailing prohibited items:

    1. Illegal drugs: Substances banned by law due to their harmful nature.

    2. Live animals: Mailing live creatures is generally disallowed to prevent inhumane treatment.

    3. Firearms, explosives: Hazardous materials banned due to safety concerns.

    4. Flammable/corrosive products: Dangerous substances posing a risk of fire or damage.

    5. Obscene or immoral content: Offensive material is prohibited to maintain community standards.

    6. Libelous or treasonable material: Content that defames or endangers national security.

    7. Subversive propaganda: Content intended to undermine or overthrow the government.

    8. Toxic or radioactive substances: Dangerous materials that pose health and environmental risks.

    9. Fraudulent schemes or lottery-related items: Deceptive or unlawful materials are not allowed.

    10. Banned items under Philippine law or by the destination country: Items that violate local or international regulations.