OFFICE CORRESPONDENCE

CONTENT

1. Correspondence Records – Types and Uses
2. Ways mail come into an organization
3. Procedure for Handling Mails and Correspondence

Meaning of Office Correspondence Records

Correspondence Records refers to the various forms by which written communication is carried out in the office. It is also defined as any written communication exchanged by two or more parties

Types of Correspondence Records

1. Mail Inward Book
2. Mail Outward Book
3. Postage Book
4. Despatch Book
5. Address list/Directory

Let’s look into each of them in detail.

1. Mail Inward Book

When mails are received into an organization, all the particulars of the mail such as the date received, sender of mail, to whom it is addressed; are all recorded in Mail Inward Book. Therefore, this book is used to record all mails that are received into an organization. Another name for  mail inward book is incoming mail register.

Uses of Mail Inward Book

(i) It is used to record all mails that are received in an organization.