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Sorting the mail
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.
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.
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.