Continuation on postal services

REPLY COUPON
The coupon has value of postage stamps. A person sending a letter locally or abroad
and does not wish the receiver to pay for postage when replying he will buy a reply
coupon from the post office and enclose it in the envelope together with the letter.
When replying the receiver will exchange the reply coupon at the post office for
postage stamps to enable him to post a letter
COURIER SERVICES
This service is provided through courier service named Expedited Mail Service
(EMS) . EMS it operates along the line of rail. It offers door to door local and
international pick-up and delivery for high value and urgently required goods.
Courier services deliver messages, packages within the shortest period of time
possible. Examples of companies that provide courier services include zampost,
DHL, fed Ex Express, Mercury Express Logistics, UPS Zambia etc.
EXPRESS MAIL SERVICE
Express Mail service is fast and safe. It is used for sending important and urgent
documents. It enables quick sorting and delivery of mail in return for extra fee from
post office customers. Mail is personally accepted at post office and delivered to the
destination. Parcels up to a certain size and weight are delivered the same day of
posting by special messengers. Individuals may use this service to send special
gifts to friends and relations e.g. birthday presents etc.
PARCEL SERVICE
This postal service provides a relatively cheaper but slower service for sending
larger or heavier items. There is a weight and size limit imposed by the post office.
i.e parcels up to 10kg weight.
FRANKING MACHINE
Franking machine prints postal impressions on envelopes. The postal impressions
show the amount of postage, place and date of posting. Franking machines are used
by organizations that send many letters at once. They save time in affixing postage
stamps on each letter.A franking machine can be bought or hired from a company
that sale manufactures franking machines. However before the franking
machine can be used, a license to use it must be obtained from the post office. The
post office sets meters for the franking machines. The hirer of franking machine
pays the post office according to units of postage value used.
POSTAL FORWARDED SERVICES
This is a service provides postal service be paid by the receiver. Special labels are
used and a license is obtained for a trader to use such a service.
POST CARDS
Rectangular piece of thick paper intended for writing amd mailing without an
envelope. The address of the recipient is written at the back on the left side. If post
cards are undelivered, post office will return the card to the sender. Both the
addresses for the sender and receiver are included.
POSTAL ORDERS
Postal orders a means of sending small amounts of money through the post office.
The sender is issued with a blank postal order form usually in fixed denominations
and sender fills in the payees name, and office of payment and posts it to the payee.
Upon receiving it the payee takes it to the named post office and receives cash on
signing the order. A small fee is paid by the sender for this service. It should be
crossed.
TELEGRAPHIC MONEY ORDER
Telegraphic money order uses the fax to transmit the transaction document to the
the receiving post office. Upon receipt of the faxed document, the receiving post
office would put a notification slip in the postal box/bag of the receiver notifying
him/her to come to the post office to collect the money. It is a very fast method of
sending money. Usually a commission is levied for this service.
The continuing need for postal services
Despite the abundant sophisticated telecommunication systems currently available
in our communities, there will be a continuing need for postal services. The reasons
for continuing need for postal services include the following:

 Postal services are usually cheaper than telecommunication services, and

therefore there will always be people using the cheaper postal services for
their communication in preference to expensive telecommunication services.
 Postal services are used in sending goods in parcels at distant places. It is not
possible for one to send a parcel of goods by telephone or by fax, or by telex.
Therefore, there will be a continuing need for postal services.
 Postal services do not require special equipment to transmit or to receive
messages. Thus postal services are usually used to send messages to the
remotest areas.
B. Telecommunication services
Telecommunication authorities provide several means by which people or
organisations can instantly communicate with each other. In Zambia
telecommunication is offered by Zamtel, Airtel, MTN etc. the following are the
telecommunication services
1) Telephone
A telephone offers rapid cotacts and allows, the interchange of large amounts of
ideas and information in a short pace of time. It enables business people to have
immediate contact and speak to a customer/supplier or another business without
having to wait.

 When a customer wishes to inform his or her supplier that he or she was sent
with wrong or incorrect quantity or type of goods.
 When a trader needs to hold a discussion or conversation with a customer.
 When a person wants to speak to a particular person
 When a person wants an immediate response to a query etc.
 When a person wishes to leave a message on answering machine.
 When the supplier wishes to urgently inform his or her customer of a
consignment of goods before it arrives.
 When a potential customer wishes to discover the company stocked an item
that he or she needs urgently.
 When a businessman wishes to conduct an urgent business with a client.
 When a fax machine is not available

Advantages of a telephone to people engaged in commerce

 - A telephone provides immediate contact between businessmen over a
distance locally or internally
- A discussion or conversation to clear the problem or seek advice or take other
orders may take place on telephone between the supplier and his or her
customer.
- It offers rapid contact and allows the interchange of large amounts of ideals
and information in a short time.
The problems to people engaged in commerce
a) A telephone does not provide a written confirmation of the conversation.
Therefore contracts made on telephones are risky because they may be disputed
later.
b) A telephone is not reliable for messages that are highly technical and complicated
in nature. For example it may not be advisable for trader to place for an urgent
order for a spare part for a complicated piece of equipment using a telephone.
c) Communication can prove difficult for telephone users who do not understand
each other’s language.

Telephone services of commercial value to business people.

These include:
 Personal calls: - A person call is a telephone call that specifies a person to
whom the caller wishes to speak
 Local call: -A local call is a telephone call to another telephone number within
the same area or within the same telephone exchange
 Trunk call: -Trunk means long distance calls. A trunk call is another distant
exchange.
 International calls: -An international call is a call from one country to another
country e.g. A telephone call from Botswana to Zambia.
 Free phone : This is a type of a call where the telephone charge for the call is
transferred from the caller to the receiver. Pre arrangement between the
parties concerned before such a call can be used. Most used by mail order
business and travel agents.

2 Telex Service
Telex uses tele printer, which is a combination of typewriter and telephone for
sending written messages via a typewriter keyboard over any distance locally or
internationally. Each tele printer has a telex number, which is used to connect one
tele printer with another to a telex line. The message is sent first by dialling the telex
number of the receiving tele printer. As the message is being typed on the sending
teleprinter, the same message is automatically being received on the receiver’s
teleprinter,

The circumstances in which a teleprinter may be used include: -

 When sending highly technical and complicated messages e.g. when a
customer
 wishes to place foe an urgent order for a spare part of a complicated piece of
equipment.
 When written confirmation of the message is required e.g. When sending a
quotation, letter of query, invoice, statement of account etc.
 
Importance of a telex to people engaged in commerce
 Messages may be printed on a teleprinter even when offices are closed.
 Messages requiring written confirmation may be sent by telex
 Messages of highly technical and complicated may be sent by telex
 Telex can be used to send computer data
 Telex offers a twenty-four service and therefore message can be received even
when offices are closed because the recording of message is automatic.
 Foreign languages can easily be translated
 Telex provide instant written messages.

3) Facsimile (fax)
Fax is telecommunication service which is used for sending and receiving exact
copies of documents including exact copies of signature, pictures, diagrams and text
over any distance either locally or internationally.
Each fax machine has a fax number that is used to connect one fax machine with
another by way of telephone numbers. The message is sent by first calling the fax
number of the receiving fax machine. Once an initial contact is made, the document
will be put on the fax machine for transmission. As the copy comes out of the
sending fax machine, the exact copy of the same document is being obtained at
the receiving fax machine. A fax machine is indeed a long distance photocopier.
Importance of a fax to people engaged in commerce
 A fax can be used to send and receive messages when the office is closed on
24 hours basis.
 A fax provides an instant written communication
 A fax can be used to transmit highly technical and complicated messages.
 Foreign languages can be easily translated.
 Fax transmission may be useful to lawyers who may need exact copies of text,
signatures, documents etc, needed in settling court cases.

4) Telegrams

A telegram is a telecommunication service that provides business people with a

sseedy means of sending urgent written messages to most parts of the country or the
world. The message is telephoned or faxed to the post office nearest to the addressee
and then delivered by hand. The charge for a telegram is calculated per word and
therefore unnecessary punctuated marks and statements should be left out in the
message.The use of electronic mail has reduced the use of telegrams service.

5) Phonogram ( short Message Service- SMS)

Phonogram is generally referred to as an sms which stands for Sg=hort Message
Service.it is sent by means of a mobile phone and received by another mobile phone
user. Its another fastest means of exchanging short messages or information.

6) Radio Messages
Mostly used by doctors, police and other emergency services to communicate with
each other. Radio measseges are small electronic devivce that operate similar to
mobile phone. They do not have numbers but call and answer buttons. Each device
is linked to the central server.

7) Electronic mail
Electronic mail or email, is a method of exchanging digital messages between people
using digital devices such as computers and mobile phones. Email operates across
computer (internet). It is used to send files, spread sheets, graphic data base, audio
and video files
Advantages of Electronic Mail
 Electronic mail is fast
 Electronic mail gives a written record of communication
 Electronic mail has many facilities such as internets
 Information is secret since subscribers use secret codes or pass word to access
information.
 Electronic Mail allows the use of computers.
Disadvantages of Electronic Mail
 Receiver needs to have access to the internet to receive mail
 Viruses are easily spread
 A lot of impersonation and fraudulent activities

8) Internet
Internet is a global network of computers which allows users to access world wide
information. It is used for education, entertainment, business, electronic mails,
advertisements, and World Wide Web.
Advantages of Internet
 Attractive and interesting adverts are shown in colour
 It has the widest coverage
 It combines visual impact with sound
 The user is able to receive the response immediately/it is fast

Disadvantages of Internet
 It is expensive to maintain the website
 Needs specialised equipment (computers) to access the information
 May have limited coverage in certain countries
 ADVERTISING.
INTRODUCTION
Advertising is a French word which means “bring to notice”. Goods and services produced must be
made known or be brought to the attention of the general public, thereby promoting and maintaining
the manufacturers’ market for the products.
What is the purpose of advertising?
Aims of Advertising
 to increase the sales
 to widen/increase the market
 to maintain the good will of the business/favourable image of the
business
 to educate the general public on the new and existing products
 to inform the general public on the nature of the goods and where the good are found
and at what price.
 to introduce or launch new products on the market
 to persuade the general public to buy the product or change their brand
 to keep/maintain the brand name in the minds of the public
 to sustain or create demand for the product
 Remain competitive