OFFICE CORRESPONDENT
Meaning of office correspondent:
An office correspondent can be defined as a person who handles all written communication in an office. They write letters, manage emails, answer inquiries, and keep records to ensure clear
communication within the office and with others outside the office.
CORRESPONDENT RECORD
Meaning of correspondent records:
Correspondence records refer to the logs or documents that keep track of all written communications within an organization. They help in managing and organizing the flow of information both internally and externally.
TYPES OF CORRESPONDENT RECORD
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Incoming Mail Log: A list of all letters, emails, and packages received, including who sent them and when.
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Outgoing Mail Log: A list of all letters and emails sent out, including who they were sent to and when.
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Email Records: A record of important emails sent and received, including any attachments.
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Telephone Message Log: A list of phone messages for staff, with details like the caller's name and message.
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Internal Memo Record: A record of memos and notices shared within the office.
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Visitor Log: A sign-in sheet for visitors, noting who they came to see and when they arrived.
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Follow-Up Log: A list of follow-up actions needed for certain messages or tasks.
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Confidential Records: Logs for sensitive or private documents that need special handling.
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Fax Log: A list of faxes sent and received, with details like the date and recipient.
USES OF CORRESPONDENT RECORDS
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Keeping Track: Helps keep a record of all letters, emails, and messages sent and received.
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Ensuring Responsibility: Shows who sent or received messages, making it easier to follow up on tasks.
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Providing a Reference: Allows staff to look back at old messages or documents when needed.
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Staying Organised: Keeps all communications in order, making them easy to find and reducing mistakes.
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Making Sure of Quick Replies: Helps manage follow-ups so replies to clients or other departments are prompt.
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Helping with Legal Matters: Keeps records that may be needed for legal reasons or audits.
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Improving Professionalism: Ensures all communications are clear and well-documented.
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Saving Time: Makes it easy to quickly find past communications and important information.
WAYS MAIL COMES TO AN ORGANISATION
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NIPOST (Nigerian Postal Service): Letters, parcels, and documents delivered by the national postal service to the office address.
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Courier Services: Packages and important documents delivered by private courier companies like DHL, FedEx, UPS, GIG Logistics, and Kwik Delivery.
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Email: Digital messages and documents sent directly to the organisation's email addresses.
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Hand Delivery: Documents, letters, or packages brought in person by the sender, a representative, or a dispatch rider.
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Dispatch Riders: Local delivery riders from services like MaxNG, Kwik, or independent riders delivering documents and small parcels.
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Fax: Less common now, but some organisations still receive documents via fax machines.
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Internal Mail: Documents or messages circulated within the organisation between different departments or branches.
HANDLING OF MAILS IN OFFICE
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Receiving Mail: Collect incoming mail from postal services, couriers, or drop-off points.
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Sorting and Distributing: Open, sort, and distribute mail to the correct departments or individuals.
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Logging: Record important or high-value mail in a logbook or digital system.
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Handling Sensitive Information: Ensure confidential mail is handled securely and delivered to the right person.
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Responding: Forward mail requiring action to the appropriate person or department.
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Storing: File important documents and correspondence properly for future reference.
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Disposing: Shred or securely dispose of unnecessary mail, especially if it contains sensitive details.
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Maintaining Security: Handle all mail securely to prevent loss or unauthorized access.
