Business Studies - Junior Secondary 2 - Office

TERM: 1^ST TERM

WEEK TWO

Class: Junior Secondary School 2

Age: 13 years

Duration: 40 minutes of 5 periods each

Date:

Subject: BUSINESS STUDIES

Topic: OFFICE

SPECIFIC OBJECTIVES: At the end of the lesson, pupils should be able to

 I.)  State and Explain Types of Correspondence Records

 II.) State the Uses of Correspondence Records

 III.) List ways through which Mail comes into an Organization

 IV.) Outline the procedure for Handling Correspondence

 V.) Handling of Mail

INSTRUCTIONAL TECHNIQUES: Identification, explanation, questions and answers, demonstration, videos from source

INSTRUCTIONAL MATERIALS: Videos, loud speaker, textbook, pictures,

INSTRUCTIONAL PROCEDURES

PERIOD 1-2

NOTE

OFFICE

Types of Correspondence Record

I.) Incoming Correspondence Records: These records document all incoming communications received by an organization. They can include letters, faxes, emails, and other forms of written communication.

II.) Outgoing Correspondence Records: These records document communications sent out from the organization to external parties. They include letters, emails, faxes, and other forms of outgoing correspondence.

III.) Internal Correspondence Records: These records document communications exchanged within the organization between different departments or individuals. They can include memos, internal emails, and reports.

 Uses of Correspondence Records

I.) Correspondence records serve as legal documentation of communications, agreements, and transactions.

II.) They provide a reference for past communications and decisions made within the organization.

III.) They help track the flow of information both within and outside the organization.

IV.) They establish accountability for actions and decisions taken based on communications.

V.) They form part of the organization's historical archive, providing insights into its evolution and operations over time.

Ways through which Mail comes into an Organization

Mail can come into an organization through various channels, including:

   - Postal Mail: Letters and packages delivered through postal services.

   - Courier Services: Deliveries made by private courier companies.

   - Email: Electronic communications sent to organizational email addresses.

   - Fax: Fax transmissions received electronically.

   - Hand Delivery: Documents or packages delivered in person to the reception or mailroom.

   - Interoffice Mail: Correspondence exchanged between departments within the organization.

Procedure for Handling Correspondence

Handling correspondence typically involves the following steps:

I.)  Receiving: Incoming correspondence is received at the designated reception or mailroom.

II.) Sorting: Correspondence is sorted based on urgency, recipient, department, or type (e.g., letters, packages, faxes).

III.) Distribution: Correspondence is distributed to the appropriate recipient or department either physically or electronically.

IV.) Recording: Details of incoming and outgoing correspondence are recorded in a log or database, including date received, sender, recipient, and subject.

V.)  Processing: Correspondence may require further processing such as drafting responses, forwarding to relevant parties, or filing for reference.

VI.) Archiving: Completed correspondence is archived for future reference and compliance purposes.

Handling of Mail

Handling mail involves specific procedures to ensure efficiency and accuracy:

I.) Reception: Mail is received and signed for at the designated reception or mailroom.

II.) Sorting: Mail is sorted based on its type (e.g., letters, parcels), urgency, and recipient.

III.) Delivery: Mail is delivered promptly to the intended recipient or department.

IV.) Security: Measures are taken to ensure the security and confidentiality of sensitive mail.

 V.) Tracking: Tracking systems may be used to monitor the movement of important or time-sensitive mail.

 VI.) Notification: Recipients are notified of the arrival of mail requiring their attention.

 VII.) Disposition: After processing, mail may be filed, forwarded, or disposed of according to organizational policies and procedures.

EVALUATION: 1. Mention 4 Types of Correspondence Records and explain them

2. State 4 Uses of Correspondence Records
3. Mention 4 ways through which Mail comes into an Organization
4. Outline the procedure for Handling Correspondence

CLASSWORK: As in evaluation

CONCLUSION: The teacher commends the students positively