Process mail forwarding
Validate an authorized forwarding request, destination, item scope, service method, restrictions, and charge approval before transferring custody to the carrier.
| Field | Value |
|---|---|
| Business area | virtual-office-mailroom |
| Primary role | virtual-office-mailroom-manager |
| Frequency | event-driven |
| Privacy sensitivity | high |
| Security sensitivity | high |
| Compliance review | needed |
Trigger and handoff
Trigger: An authorized client requests scheduled or one-time forwarding of eligible items.
Inputs
- Authorized instruction
- Destination and eligible item list
- Carrier and charge information
Outputs
- Packed and tracked dispatch
- Updated custody chain
- Exception or failed-delivery follow-up
Current manual methods
- Email address copy
- Handwritten label
- Receipt stored separately
Human judgment and approvals
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Resolve ambiguous scope or destination changes
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Select safe handling for unusual
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international
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or damaged items
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Approval: Client or authorized contact confirms destination and charges; manager approves restricted exceptions
Failure modes
- Stale destination is reused
- Restricted or wrong item is included
Success metrics
- Dispatches match authorized destination and item scope
- Tracking and custody evidence remain linked