What are the importance of Incoming and Outgoing mails in an organization?

Answer 1

I suspect you mean to ask why are they two different departments? Because the larger an organization, the larger its system of communications. Communications is the blood in the veins of the organization. If it does not flow, the organ(ism/ization) dies.

Receiving mail is primarily a routing system. The whole idea is to scan the thing quickly and categorize it by who will need to respond to it. Sorting "who should deal with this" is a sort of triage system. First, you have been told to regard this type as trash: recycle bin. Second, surviving that, it is in a general category you have by long experience mechanically automated into a department. Toss in the relevant bin. Most of the mail that survived the recycle bin gets taken care of there. Third, any remaining material must be opened so that it can be determined what department needs to deal with it.

Outgoing mail is what happens after the various departments get the mail that came in. They need to respond. If it's an order, they will send an order confirmation or send the order to the packing and shipping department to process. If it's a bill to pay, it goes to one accountant; a bill to receive, a different one.

They all create responses and toss them into the outgoing mail. Then it's up to the outgoing mail people to prepare it for the post office. Put the right postage on it. Bundle it by zip codes. Get it out the door to meet the deadline of the post office pickup.

Does that answer your question?

Answer 2

Very.
If messages aren't answered the company can lose business and you can lose your job.

Answer 3

They are often the lifeblood of the organisation.