Office correspondence means the written communication that takes place within an organisation or between an organisation and outsiders. It includes all letters, memos, circulars, emails, and other written messages exchanged in the course of business.

Correspondence can be of two main types:

1. Internal Correspondence: Written communication exchanged within the same organisation, for example, between departments or branches.


2. External Correspondence: Written communication between the organisation and outsiders such as customers, suppliers, and government agencies.

Office correspondence helps you to:

1. Keep a written record of business communication.


2. Provide evidence of transactions.


3. Maintain good relationships between the organisation and the public.


4. Ensure clarity and accuracy in passing information.

Correspondence records are books or registers that help the office to record and control all incoming and outgoing mails. The main types include:

1. Inward (Incoming) Mail Register: This book is used to record all letters and documents received by the organisation. The details usually recorded are date received, name of sender, address, subject, and the department to which it is sent.


2. Outward (Outgoing) Mail Register: This is used to record all letters and documents sent out from the organisation. It shows the date sent, the addressee, subject, reference number, and method of dispatch.


3. Dispatch Book: This is used to record letters or parcels that are delivered by hand. It includes the name of the person receiving the letter, the signature, and the date of delivery.


4. Postage Book: This book records details of letters posted, such as date, address, number of letters, cost of postage stamps, and total amount spent.


5. File Movement Book: This is used to track the movement of files between departments. It helps to know where each file is at any given time.

Correspondence records are very important in office management because they:

1. Serve as evidence that a letter was received or sent.


2. Help to monitor and trace letters and documents.


3. Assist in filing and retrieving correspondence easily.


4. Ensure accountability and proper record keeping.


5. Help the office to avoid loss or misplacement of letters.

Mail can enter an organisation through different means such as:

1. Postal Mail: Letters and parcels delivered through the national postal service.


2. Courier Services: Private delivery companies that handle letters and packages quickly.


3. Inter-Office Mail: Letters and documents exchanged within the same organisation, usually between different departments.


4. Email (Electronic Mail): Messages sent electronically through the internet or internal office network.


5. Fax or Other Electronic Means: Some organisations still receive documents through fax machines or scanners.

Mail handling involves the proper management of all letters and documents coming into or going out of the organisation. It is divided into inward mail handling and outward mail handling.

1 Handling Incoming Mail

The following steps are followed when handling incoming mail:

1. Receiving the Mail: The mail clerk or receptionist collects all letters and parcels from the post office, courier, or delivery person.


2. Opening the Mail: All letters are carefully opened using a letter opener, except those marked “confidential” which are sent directly to the addressee.


3. Stamping the Mail: Each letter is date-stamped to show when it was received.


4. Recording the Mail: The details of the mail such as sender, date, subject, and reference number are entered in the inward mail register.


5. Sorting the Mail: The letters are arranged according to departments or officers to whom they belong.


6. Distributing the Mail: The letters are delivered to the appropriate departments or officers.


7. Filing and Follow-up: After the mail has been acted upon, it is filed for future reference and follow-up actions are taken if necessary.

2 Handling Outgoing Mail

The following steps are followed when handling outgoing mail:

1. Collecting the Mail: The mail clerk collects all letters and parcels that are ready to be sent out.


2. Preparing the Mail: Letters are folded neatly, inserted into envelopes, and properly addressed.


3. Weighing and Stamping: Each letter is weighed to determine the correct postage. Stamps are fixed or a franking machine is used.


4. Recording the Mail: The details of the mail are entered in the outward mail register showing the date, addressee, and mode of delivery.


5. Dispatching the Mail: The mail is sent through the post office, courier, or hand delivery.


6. Filing a Copy: A duplicate copy of the letter is kept in the organisation’s file for future reference.

Efficient mail handling is important because it:

1. Ensures that letters are received and replied to on time.


2. Prevents loss or misplacement of important documents.


3. Promotes good communication and smooth operations.


4. Helps the organisation to maintain a good image.


5. Saves time and improves office efficiency.

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Summary

Office correspondence refers to all written communication in an organisation. It can be internal or external. Proper handling of correspondence is important for record keeping, communication, and accountability.

Mail handling involves receiving, recording, sorting, and dispatching letters in an orderly manner. Efficient correspondence and mail handling promote the good image and smooth running of the organisation.

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8. Practice Questions

1. Define office correspondence.


2. Mention and explain four types of correspondence records.


3. List four ways through which mail can enter an organisation.


4. State six steps involved in handling incoming mail.


5. Mention five steps in handling outgoing mail.


6. State three reasons why correspondence records are important.


7. Differentiate between inward and outward mail registers.


8. What is a dispatch book used for?


9. List three benefits of efficient mail handling.


10. Explain two reasons why correspondence must be recorded.