Certified Office Administrator Incoming Mail

Learning Resources

Incoming Mail

Sorting the mail

  • Receive and/or collect mail.
  • Ensure that the date stamp is correctly set with the current date.
  • Sort through the post and set aside any letters with a confidentiality/restricted marking, such as "ADDRESSEE ONLY" "PERSONAL" etc. Date stamp these on the outside of envelope but do not open them.
  • Enter the "Registered or Recorded" mail in the Memorandum Book and then place them for opening with the general post.
  • Sort through the mail that has been redirected by the Post Office. On the rare occasion when a bankrupt’s mail is re-directed, do not open it but give this to an AOR/OR for specific instructions on how to proceed. Return any mail that has been incorrectly diverted by the Post Office.
  • Set aside any mail from the Official Receiver, which the Post Office has not been able to deliver as the envelopes must be kept to show the reason for non-delivery.

Opening the mail
General post, which excludes those with privacy markings or any re-directed mail, should be opened carefully, ensuring that all the contents are removed and date stamped appropriately. The discarded envelopes should be placed in a pile and kept separately from those that have not been opened. Remittances should be dealt with as outlined in step 12.

All post should be stamped showing the date received. Care should be taken to ensure that any important papers, such as court orders, statement of affairs, etc are stamped on the back of the document.


  • If more than one document is received or where enclosures are referred to in a covering letter, the attachments should be checked and shown as being received by ticking the correspondence where appropriate in pencil. This is to verify that any document has been received and not lost or mislaid whilst opening the post. A note of any missing enclosures should be made on the appropriate correspondence.
  • Where a package is received, it should be opened carefully and date stamped on the outer cover. Where possible, the outer cover should be kept with the contents intact and sent to the addressee or appropriate person, e.g. the stationery officer.

Redirected mail
Redirected mail or mail which the Post Office has been unable to deliver should be opened and the envelope must be securely attached to its contents. It is important that the envelope is retained, as this will be proof of the address to which it was originally sent.

Remittances received
Where a remittance is received in the post, it should be attached securely to the accompanying correspondence and date-stamped in the usual way. A note must be made on the correspondence of the amount received, preferably next to the date stamp.

Identifying the post
All post must be noted with the initials (or whatever system of identification is used in your office) of the person who is to receive the item of post. A search may have to be made on LOIS to identify who is dealing with the matter.
Sort out the post for distribution according to your local office procedure. This may be to sort it into folders for each examiner and then pass these to the OR/AOR for him/her to see.

All mail must be promptly delivered.
The envelopes may be checked before they are thrown away to ensure that nothing has been missed.

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