SAQA All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.
SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD: 

Receive, distribute and dispatch mail in an office environment 
SAQA US ID UNIT STANDARD TITLE
14347  Receive, distribute and dispatch mail in an office environment 
ORIGINATOR
SGB Administration 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Office Administration 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular-Fundamental  Level 2  NQF Level 02 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2018-07-01  2023-06-30  SAQA 06120/18 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2024-06-30   2027-06-30  

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.  

This unit standard does not replace any other unit standard and is not replaced by any other unit standard. 

PURPOSE OF THE UNIT STANDARD 
This unit standard focuses on the knowledge, skills, values and attitudes required to work in a mailroom in an office environment.

The qualifying learner is capable of:
  • Receiving, processing and dispatching mail from both internal and external sources.
  • Following pre-determined procedures and deadlines.
  • Maintaining security policies. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    There is open access to this unit standard. Learners should:
  • Hold a GETC or equivalent qualification
  • Be competent in communication and mathematical literacy NQF level 1 

  • UNIT STANDARD RANGE 
    The typical scope of this unit standard is processes and procedures used in the mailroom of any office environment. 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Receive and sort mail 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    1. Mail is received according to established procedures. 

    ASSESSMENT CRITERION 2 
    2. Mail is sorted according to established procedures within an appropriate time scale. 

    ASSESSMENT CRITERION 3 
    3. The importance of maintaining confidentiality and security of documentation in terms of receiving and sorting mail is known and understood and confidentiality is strictly observed in terms of a mailroom code of conduct. 

    SPECIFIC OUTCOME 2 
    Distribute and dispatch mail 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    1. Mail is distributed internally to relevant persons within an agreed time scale. 

    ASSESSMENT CRITERION 2 
    2. Possible reasons for unnecessary delays in distribution are explained with examples of the consequences when there are unavoidable disruptions. 

    ASSESSMENT CRITERION 3 
    3. Procedures for dispatching mail externally are known and understood in accordance with established procedures and Post Office requirements. 

    ASSESSMENT CRITERION 4 
    4. Enclosures are securely attached and any missing items are reported using a familiar procedure. 

    ASSESSMENT CRITERION 5 
    5. Mail is legibly and correctly addressed for internal and external distribution. 

    ASSESSMENT CRITERION 6 
    6. Mail is dispatched externally by Post Office or courier service within agreed mail deadlines. 

    SPECIFIC OUTCOME 3 
    Know and understand the importance of the process followed in a mailroom 
    OUTCOME NOTES 
    Know and understand the importance of the process followed in a mailroom and why it is necessary to create evidence. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    1. The reasons for stamping incoming mail are known and understood and mail is stamped correctly in accordance with established requirements. 

    ASSESSMENT CRITERION 2 
    2. Different ways of recording used for different tasks and the reason for creating the record are understood in terms of different departmental requirements. 

    ASSESSMENT CRITERION 3 
    3. The legal implications of neglecting to comply with mailroom procedures are understood in terms of own work performance and possible cost to company. 

    ASSESSMENT CRITERION 4 
    4. The concept that errors and mistakes cost money is understood, ways of avoiding unnecessary errors are described and own performance is considered with a view to improvement. 

    SPECIFIC OUTCOME 4 
    Maintain confidentiality of information in the mail system 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    1. Established procedures regarding the confidentiality of information in the mail system are known and explained and violations are reported using a familiar reporting process. 

    ASSESSMENT CRITERION 2 
    2. An explanation is given as to why confidential information enclosed in mail items is never disclosed to colleagues. 

    ASSESSMENT CRITERION 3 
    3. Work activities in the mailroom are carried out according to agreed service levels, a familiar Code of Conduct and within the requirements of established security procedures. 

    ASSESSMENT CRITERION 4 
    4. The risk to the company when security and confidentiality procedures are violated is known and the incident is reported using established procedures. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
    Accreditation and Moderation:
  • Accreditation for this Unit Standard shall be from the Services Seta Education and Training Quality Assurer (SSETQA) through assessment by a registered Assessor. Assessment should be contextual and be conducted in the workplace as far as possible.
  • Assessors must be registered as an Assessor and Moderators must be registered as moderators with SSETQA.
  • SSETQA will co-ordinate all moderation activities in accordance with their policies and procedures. 

  • UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    The learner can:
  • Apply standard Post Office procedures and use guideline documents.
  • Know and apply procedures relating to express delivery/courier services and agencies.
  • Apply procedures for dispatching routine, urgent and confidential mail.
  • Know and apply a code of conduct and established procedures regarding confidentiality and release of information involving colleagues, the company and clients.
  • Know and apply procedures regarding secure collection, sorting, packaging and dispatch of confidential information, disposal of documentation, methods of maintaining confidentiality. 


  • Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    The learner can identify and solve problems occurring in a mailroom. 

    UNIT STANDARD CCFO WORKING 
    The learner is able to work effectively with others as a member of a team by understanding the consequences of unnecessary delays and their effect on the productivity of the mail team, their colleagues and the company. 

    UNIT STANDARD CCFO ORGANISING 
    The learner can organise and manage him/herself and his/her activities responsibly and effectively by ensuring that all in-coming mail reaches its destination timeously. 

    UNIT STANDARD CCFO COLLECTING 
    The learner is able to collect and organise information when mail and sorting, addressing and dispatching items in the appropriate format, with the appropriate documentation and according to the specific mode of distribution. 

    UNIT STANDARD CCFO DEMONSTRATING 
    The learner can demonstrate an understanding of the world as a set of related systems by recognising that unnecessary mail delays or inaccuracies can negatively impact on the productivity of the company, the department and co-workers. 

    UNIT STANDARD CCFO CONTRIBUTING 
    The learner is able to participate as a responsible citizen in the life of the local community while carrying out his/her duties as an effective worker. 

    REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015. 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Elective  23833   National Certificate: Business Administration Services  Level 2  NQF Level 02  Reregistered  2023-06-30  SERVICES 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS UNIT STANDARD: 
    This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.
     
    NONE 



    All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.