Introduction
This topic enables you to
cover correspondence system of an organization. Generally we can see in an
office the mailing and registry system. In modern offices many organizations
use electronic mailing systems that are well in place.
Correspondence and handling
are two basic office routines of any organization, closely related to office
services such as typing, duplicating, indexing, filing etc. Correspondence is
an important function of an organization. An office receives communication and
sends out communication in the form of letters, circulars, notices, email,
telegram etc.
Correspondence means
conveying information in one form from one person to another or between
institutions on matters of common interest.
The prime responsibility of
the officer involves the maintenance of effective communication service.
— Communication is one of the fundamental functions of
the organization. There is no business office without correspondence in the
world.
— The success of the business office depends upon the
efficiency of the correspondence.
Incoming mail
Mail is generally delivered
by the post person at the business premises. Many organizations follow the
practice of making use of post box services and postbag service provided by the
postal authorities.
When mail is received by
the office, the following procedures may be adopted for its efficient
handling:
Recording of Mails: The content of the letter are analysed to determine the person or the
department for whom it is meant. A record is also kept of the incoming mail in
the inward mail register. The inward mail register contains date, number,
address and so on. Office keeps the standard inward mail register folder to
record all inward mails.
Distribution of the mails: The letters and documents are distributed to the
respective departments after the recording process is completed.
The follow up action: The efficiency of the business houses is measured on
the basis of promptness with which it deals with the mail. All incoming mail
must be dispose of within reasonable time. The sectional or departmental heads
should ensure that prompt action is taken on the inward mail.
Registered/Urgent Mail
Registered/ Urgent Mail
should be handled first and sent to the person concerned before handling
Business/ Ordinary Mail.
— Sign in postman’s receipt book.
— Tap the envelope on the table to let the letter drop
to the bottom.
— Open with paper/letter knife or electric letter opener.
— Attach enclosures, if any.
— Stamp it with day stamp.
— Record in inward mail register.
— Record cheques in Remittance Book.
— Sort by person and department.
— Distribute to pigeon holes/trolleys/folders.
Parcels
1. Check if the parcel is suspicious in any way (size,
shape, smell etc.)
2. If it is suspicious, do not open, shake or squeeze it.
3. Inform your supervisor/office security personnel.
4. Get everyone to leave the office if needed.
5. Open the parcel.
6. Sort by person and department.
7. Distribute to pigeon holes/trolleys/folders.
8. Open the computer programme (Outlook Express/Lotus
Notes/Eudora etc.
9. Enter your password/ Login.
10. Ensure that the e-mail is for you before opening.
11. Print a copy if necessary.
12. Move the e-mail to your folder in the computer if
there is one or delete it if you no longer need it.
13. If the print out is to be circulated or forwarded to
someone else for their attention.
Facsimile Transmissions:
1. These are stacked in a receiving tray.
2. Attend to overnight faxes first.
3. Stamp it with day stamp.
4. Record in inward mail register.
5. Sort by person and department.
6. Distribute to pigeon holes/trolleys/folders.
Brochures/Pamphlets
1. If it is nor useful, throw it away.
2. If you think it might be useful, put it into the
person’s pigeon hole, trolley, and folder.
Some of the modern mail
system in the information super high way is electronic mail: often abbreviated
to e-mail, email, or originally email, is a store-and-forward method of
writing, sending, receiving and saving messages over electronic communication
systems.
Receiving the mail: Mail may be delivered by postman or courier service agent and collected
from the mail box of the business organization.
Opening and scrutinizing the mail: The envelopes may be opened with help of mail opening
device. They must be opened in the presence of some responsible officials so as
to avoid theft of any documents.
Date Stamping:
The letters are stamp with the date of the receipt and are numbered. The size
of the office will determine the systems of numbering.
Recording of Mails: The content of the letter are analyzed to determine the person or the
department for whom it is meant. A record is also kept of the incoming mail in
the inward mail register. The inward mail register contains date, number, and
address and so on. Office keeps the standard inward mail register folder to
record all inward mails.
Distribution of
the mails: The letters and documents
are distributed to the respective departments after the recording process is
completed.
The follow up action: The efficiency of the business houses is measured on
the basis of promptness with which it deals with the mail. All incoming mail
must be dispose of within reasonable time. The sectional or departmental heads
should ensure that prompt action is taken on the inward mail.
Types of incoming mail
Individual/Private/Confidential/personal Mail
·
Do not open
unless it is for you.
·
If you
mistakenly open it, write “Sorry, open by
mistake” on the envelope.
·
Date stamp the
envelope.
·
Record in the
inward Mail Register.
·
Sort by person
and department.
·
Distribute to
the pigeon holes/trolleys/folders.
Business/Ordinary Mail
·
Open with
paper/letter knife or electric letter opener.
·
Attach
enclosures, if any.
·
Stamp it with
day stamp.
·
Record in inward
mail register.
·
Record cheques
in Remittance Book.
·
Sort by person
and department.
·
Distribute to
pigeon holes/trolleys/folders.
Registered/Urgent Mail
·
Registered/
Urgent Mail should be handled first and sent to the person concerned before
handling Business/ Ordinary Mail.
·
Sign in
postman’s receipt book.
·
Tap the envelope
on the table to let the letter drop to the bottom.
·
Open with
paper/letter knife or electric letter opener.
·
Attach
enclosures, if any.
·
Stamp it with
day stamp.
·
Record in inward
mail register.
·
Record cheques
in Remittance Book.
·
Sort by person
and department.
·
Distribute to
pigeon holes/trolleys/folders.
Parcels
·
Check if the
parcel is suspicious in any way (size, shape, smell etc).
·
If it is
suspicious, do not open, shake or squeeze it.
·
Inform your
supervisor/office security personnel.
·
Get everyone to
leave the office if needed.
·
Open the parcel.
·
Sort by person
and department.
·
Distribute to
pigeon holes/trolleys/folders.
Electronic Mail:
Messages which are passed from one computer to another to another via a modem
and usually requires a password before one can read it.
·
Open the
computer programme (Outlook Express/Lotus Notes/Eudora etc.
·
Enter your
password/ Login.
·
Ensure that the
e-mail is for you before opening.
·
Print a copy if
necessary.
·
Move the e-mail
to your folder in the computer if there is one or delete it if you no longer
need it.
·
If the print out
is to be circulated or forwarded to someone else for their attention.
Facsimile Transmissions:
·
These are
stacked in a receiving tray.
·
Attend to
overnight faxes first.
·
Stamp it with
day stamp.
·
Record in inward
mail register.
·
Sort by person
and department.
·
Distribute to
pigeon holes/trolleys/folders.
Brochures/Pamphlets
·
If it is nor
useful, throw it away.
·
If you think it
might be useful, put it into the person’s pigeon hole, trolley, folder.
Some of the modern mail
system in the information super high way is electronic mail: often abbreviated
to e-mail, email, or originally email, is a store-and-forward method of
writing, sending, receiving and saving messages over electronic communication
systems.
Express mail:
In most postal systems express mail refers to an accelerated delivery service
for which the customer pays a surcharge and receives faster delivery. Express
mail is a service for domestic mail and is governed by a country’s owned postal
administration.
Source:
Office Management by Pilai, R.S.N,
Bagavathi. S.Chand & Company Ltd. Ram Nagar, New Delhi-110055, 2003.
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