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How to handle returned mail |
.. Geoff, March 16/06 |
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Here is what to do when a piece of mail is returned by Canada Post
- Search our system to determine if the addressee is a customer, a vendor, or on our mailing list
Customers
- use www.google.ca to see if they have a website.
If they have a website, update their customer record with it
- if you
don't find a new address on Google search for a new address using Telus's
online phone book www.mytelus.com/phonebook/index.do
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if you don't find a new address with Telus, call the number we have on file
Update their customer record with the new information. Make sure you adhere to Canada Post's addressing guidelines.
If you cannot find a new address and it appears that the customer is out
of business:
- add a note to the customer file indicating that mail was
returned
- do not edit the customer address in our system. Our system
automatically reports some customer addresses to John Deere, so invalid data
(like "mail returned - moved!") gets sent to Deere, which causes problems
-
if they owe us money, pass the piece of returned mail onto the credit
manager
- if they do not owe us money, pass the piece of returned mail onto
Geoff who will take care of archiving the customer record.
Vendors
- use www.google.ca to see if they have a website.
If they have a website, update their vendor record with it
- if you don't
find a new address on Google search for a new address using Telus's online
phone book www.mytelus.com/phonebook/index.do
-
if you don't find a new address with Telus, call them
Update their vendor record with the new information. Make sure you adhere to Canada Post's addressing guidelines.
If you cannot find a new address and it appears that the vendor is out
of business:
- pass the piece of returned mail onto Geoff who will take care
of archiving the vendor record.
Mailing list
- use www.google.ca to see if they have a website.
If they have a website, update our mailing list record with it
- if you
don't find a new address or web on Google search for a new address using
Telus's online phone book www.mytelus.com/phonebook/index.do
-
if you don't find a new address with Telus, call them
Update the mailing list record with the new information. Make sure you adhere to Canada Post's addressing guidelines.
If you cannot find a new address and it appears that they are out of business, simply delete the mailing list record.