Mail Handling & Processing Policy

Mail Handling & Processing Policy

Purpose

To ensure all incoming mail is handled efficiently, accurately, and with appropriate internal controls to protect company assets and maintain organization across all BRC entities.

Mail Receipt & Responsibility

  • The Front Desk / Office Manager is the designated party responsible for receiving and processing all incoming mail.
  • Mail should be collected promptly each business day and processed in a timely manner.

Mail Opening & Initial Sorting

  • All business mail is to be opened upon receipt.
  • Obvious junk mail, advertisements, and non-relevant materials may be discarded using reasonable discretion.
  • Any questionable items should be retained and reviewed rather than discarded.

Categorization & Distribution

1. Financial Documents (High Priority)

  • Includes:
    • Checks
    • Invoices
    • Statements
    • Vendor correspondence related to billing
  • All checks and invoices must be:
    • Opened immediately
    • Logged in a Daily Mail Log (see below)
    • Paper clipped and organized by business entity
    • Delivered to the VP of Administration the same day

2. Personal & Direct Mail of Cutrer Family

  • Includes:
    • Thank you notes
    • Invitations
    • Personal correspondence
  • These items should be delivered unopened when appropriate directly to Rachel Cutrer

3. Catalogs & General Business Mail

  • Most catalogs and promotional materials should be discarded unless clearly relevant to operations.
  • Relevant catalogs (equipment, supplies, etc.) may be routed to the appropriate team member.
  • Brandon Cutrer likes to receive The Brahman Journal, Angus Journal, and Hereford World Magazine, and Leachman Catalogs. Most others can be discarded.

Daily Mail Log (Required Control)

To ensure transparency and accountability:

  • The front desk manager will record all incoming checks in a Mail Log, including:
    • Date received
    • Sender name
    • Check amount
    • Business entity
  • This log should be shared or accessible as read only to the VP of Administration and Editor level to the CEO.

Restricted Access

  • Only the designated mail handler (front desk manager) is permitted to open and process incoming mail.
  • Other employees should not access, sort, or remove mail from the designated mail area.
  • No exceptions.

Outgoing Mail

  • Outgoing mail should be placed in a designated location for processing.
  • Any outgoing checks or financial documents should follow approval procedures prior to mailing.

Personal Use of Business Address

  • Employees are not permitted to send personal packages or online purchases to the business address.
  • Exceptions must be approved in advance.

Timeliness & Clean Workspace Expectations

  • Mail should not accumulate or remain unprocessed.
  • The mail processing area should remain clean, organized, and free of clutter daily.

Accountability & Compliance

  • Failure to follow this policy may result in disciplinary action.
  • This policy is designed to protect both the company and its employees by ensuring transparency and consistency.