Documents Handled by a Receptionist

There are a number of documents handled by a receptionist. Some of these are

1. Visitor’s Book
2. Telephone Message Pad
3. Request Form
4. Business Card
5. Telephone Directory
6. Diary
7. Mail register
8. Visitors register or appointment list.

Let’s look closely into each of them

1. The Visitor’s Book

This is used in recording all visitors who come into an organization. Visitors are normally requested to sign this book before and after visiting.  Below is an example of a page in the visitor’s book. The book is sometimes called log of callers.

A VISITOR’S BOOK

2. Telephone Message Pad

This is used to record telephone messages for officers who are not on seat. It is a record of the different calls received by the receptionist on a daily basis for officers who busy at meetings. Below is an example of a Telephone Message pad:

3. Request Form

This is a document which helps the receptionist determine the appropriate person to direct a visitor to.