SUBJECT: BUSINESS STUDIES
CLASS: JSS 2
TOPIC: OFFICE CORRESPONDENCE
Correspondence records are books which record mails that come into the organization and those that leave the organization.
These are the letters that come into the organization and sent out by the organization. Letters that come into the organization or company are referred to as incoming mails while those letters sent out are called outgoing mails. The volume of incoming and outgoing mails depends on the following:
TYPES OF MAILS
INCOMING MAILS: these are the letters, parcels, documents being received in an organization. In a large organization, incoming mails will be opened, recorded, sorted and distributed to the various units.
It contains the followings:
OUTGOING MAILS: These are letters, parcels and documents going out of the organization.
Letters going out of the company will usually be sorted into two categories:
They are to be recorded in the outgoing mail register.
INTERNAL MAILS: It refers to mails written by the organization either by an individual, unit head or the head of an organization and directed to another individual or a unit head in the organization for action.
Such internal mail may include application for leave, letter reporting a sick worker to the personnel manager, letter of promotion.
The incoming and outgoing mails should be handled promptly and efficiently.
Mails come into the organization by hand, through the post or through electronic means(interest).
These are always typed on letter headed paper of the prospective company and copies are made from the original copy using carbon paper in between the papers. It is normal to put subject heading on business letter so as to know at a glance the subject matter of the letter. In a fully block letter, the subject heading, if any, is typed at the left hand margin and underscored if it is in lower case.
When any enclosure is to be inserted in a letter, it can be indicated in the letter by typing Enc, Encs, Encl or enclosure at the left margin.
This is the medium of sending messages within an establishment. Firms usually have their own form of memoranda which are cut in the size they want.
The layout of the heading varies from one organization to the other. The following are examples of a memorandum:
PERE- WURA AND COMPANY LIMITED
Our Ref: Date:
In a memorandum, no salutation or complimentary closure is necessary. The memorandum should be typed in single-line spacing with double –line spacing between paragraphs.
Any style of paragraph can be used.
Macmillan JSS2 pg 6 by Awoyokun, A.A et al.
HANDLING OF MAIL
DEFINITION OF MAIL/MAIL HANDLING
Mails may be defined as letters, postcards, papers and parcels to be sent by post.
Mails come into an office either by hand or by post. Mails coming by hand are signed for by the receiving clerk or the receptionist.
Mails that are received through the post are either delivered by post men or private mail bags by post office clerks.
In whatever form mails come into an office, they are opened, sorted and date-stamped by authorized persons.
However, letters or mails marked “confidential”, “private” or “personal” should not be opened but are sent to the persons concerned.
INCOMING MAILS REGISTER
This is used to record incoming mails after which they are sent to the persons/officers that will attend to them or distributed simply to different departments concerned.
An incoming mails register will look like this
Outgoing mails may be written in reply to an incoming mail or sent as an inquiry in other business organization.
When action is taken on an incoming mail, a reply is sent to the writer. Such an outgoing mail
will be registered in an outgoing mail register.
An outgoing mails register will look like this
METHOD OF DISPATCH
Business for JSS 1 by O. A. Lawal and others pages
(c) recording (d) mail.
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