Technology and Office Procedures

Week 10 ~ Assignment 8
Business Mail
Name: Scott, Jo Ann
Folder 1 Name

Priority/Private/Confidential

Folder 1 Colour

Red these items require immediate attention, urgent communication

A confidential letter to your boss, Mr. Albertson

Items in this folder

and required
action.

A letter sent by Xpresspost

A letter from China sent to your organization by courier
A letter sent to your company by FedEx for next-day delivery

Folder 2 Name

Regular business letters

Folder 2 Colour

Blue these items are to be reviewed as part of daily tasks

A letter with enclosures

Items in this folder

and required
action

A letter with no letterhead address

A letter stating a cheque is enclosed; no cheque is enclosed
A letter referring to a letter written two weeks ago by Mr. Albertson

Folder 3 Name

Internal Communication

Folder 3 Colour

Purple these items are to be reviewed periodically during the day

A memo from Human Resources regarding contract negotiations

Items in this folder A memo from the Health and Safety Committee
and required
action

Folder 4 Name

Informational mail

Folder 4 Colour

Grey these items are to be reviewed as time permits

A copy of the National Post, a newspaper

Items in this folder A brochure promoting a professional development conference

and required
A catalogue of computer supplies
action
A copy of a magazine Canadian Business News

Scott, Jo Ann

8 December, 2016

Technology and Office Procedures

Define Annotating and describe how to annotate. (2 marks)

Annotating means to add notes to (a text or diagram) to give an explanation or comment
on previous actions or facts that will assist the person reading.
To annotate one can write in the margins or use sticky notes to highlight content and
attach correspondence if necessary.

In Ontario, postal codes start with five different letters. What are the letters for Ontario?
(5 marks)
K

What is the purpose of a routing slip?

A routing slip is used when more than one person in a department and/or business
have to read/review a piece of correspondence or document. The slip is dated, the
names of the persons who need to review the item are listed in a specific order, and
the date/time and original sender needs to receive it.

Scott, Jo Ann

8 December, 2016

Technology and Office Procedures

Canada Post Mail Services (8 marks)

Using the Canada Post website www.canadapost.ca, (click on Rates & Prices then
Parcels) determine what class of mail and what mail service you would use to send the
following items. Make sure you consider all of the details.
All packages are being sent from postal code L1H 7L7.
Item

A package weighing 5 kilograms (measures 7 X 7 X 3) that

must be at its Canadian destination within four days. The
package is valued at $3000 and you want insurance on the
package. The package is being sent to X0A 1H0.

A letter that must be to the addressee before noon on the

date after it is written, requires a signature.
Three books that weigh a total of 7 kilograms, and measures
12 X 12 X 12 going to L2G 3N5 and must arrive in one
business day.
A package that weighs 9 kilograms (measures 15 X 10 X
12), is worth $400 (you want insurance) and is being sent to
Arizona.
A letter for which you need evidence of delivery and that
must reach its Canadian destination the next day.
A package weighing 10 kilograms (measures 9 X 14 X 14)
that must be received in Japan within five days.

A letter that must reach China within two days.

A letter regular size envelop that is going to Moscow, Russia

and weighs under 30 g.

Scott, Jo Ann

Answers
How and price
Xpresspost for $120.86 with
delivery confirmation
Priority Mail for $135.24 with
signature option and delivery
confirmation
How
Priority Prepaid 1 Business
day
How and price
Priority for $33.66
How and price
Expedited Parcel for $62.33
How
Xpresspost Prepaid
Envelope
How and price
Xpresspost International for
$244.18
How
Priority Worldwide Envelope
(would not give delivery
estimated arrival time)
How and price
International Letter Post for
$2.83 there is an advice
receipt and registration
options for additional fees

8 December, 2016