Chapter 6
Office Procedure
Receipt and dispatch of mail in
business communication
In business communication,
"receipt and dispatch of
mail" refers to the process
of receiving incoming mail
and sending out outgoing
mail within an organization.
This process is crucial
for maintaining effective
communication both
internally among employees
and externally with clients,
partners, suppliers, and other
stakeholders.
Here's a breakdown of each
component:
1. Receipt of Mail: This
involves collecting, sorting,
and distributing incoming mail
tothe relevant recipients
within the organization. Upon
receiving mail, it's often sorted
based on its type (e.g., letter
packages, invoices) and
packages, invoices) and
urgency. A designated person
or department, such as the
mailroom or administrative
staff, is typically responsible
for managing this process.
Once sorted, the mail is
delivered to the intended
recipients promptly.
2. Dispatch of Mail: This
entails preparing and sending
outgoing mail from the
organization to external
recipients. It involves activities
such as addressing envelopes
or packages, affixing postage,
and arranging for courier
postal services to ensure
timely delivery. The dispatch
process may also include
maintaining records or logs of
outgoing correspondence for
reference and tracking
purposes.
Efficient receipt and dispatch
of mail are essential for
ensuring that important
information reaches the right
people in a timely manner.
It contributes to smooth
internal operations, effective
communication with external
stakeholders, and overall
organizational efficiency.
Additionally, with the advent
of digital communication
channels, many businesses
now incorporate electronic
mail(email) into their receipt
and dispatch processes
alongside traditional mail
services
Filling and indexing system in
business communication
In business communication,
a filing and indexing system
refers to the organized method
used to store and retrieve
documents, records, and other
types of information within an
organization. This system is
crucial for maintaining order,
facilitating efficient access
to information, and ensuring
that important documents are
readily available when needed.
Here's a breakdown of the key
components of a filing and
indexing system:
1. Filing System: This refers to
the physical or digital structure
used to store documents and
records. Filing systems can
take various forms depending
on the organization's needs
and preferences. Common
types of filing systems include:
"Alphabetical: Documents are
organized alphabetically based
on names, subjects, or
keywords.
"Numerical: Documents are
assigned numerical identifiers
and arranged in numerical
order.
"Chronological: Documents
are organized bassed on their
date of creation or receipt.
"Geographical: Documents are
filed according to their
geographical location or area
geographical location or area
of relevance.
"Subject-based: Documents
are grouped and filed based on
their subject matter or topic.
Regardless of the specific
method used, a well-designed
filingsystem should be
intuitive, easy to navigate, and
scalable to accommodate the
organization's growing volume
of documents.
2. Indexing System: Indexing
involves assigning descriptive
keywords, tags, or codes to
documents to facilitate their
retrieval. An indexing system
helps users quickly locate
specific documents within the
filing system by searching for
relevant keywords or
identifiers. Indexing can be
manual or automated,
dependingon the
organization's resources and
technological capabilities.
Manual indexing: Involves
"Manual indexing: Involves
assigning keywords or codes
manually to documents based
on their content or metadata.
This approach may require the
involvement of staff members
who are responsible for
maintaining the indexing
system.
"Automated indexing: Utilizes
software or systems that
automatically extract metadata
or keywords from documents
and assign them to
appropriate categories or
indexes. This approach can
streamline the indexing
process and reduce the need
for manual intervention.
Effective filing and indexing
systems contribute to
improved organization,
productivity, and information
management within an
organization. By implementing
astructured approach
tostoring and retrieving
documents, businesses can
minimize the risk of lost or
misplaced information and
enhance overall efficiency
in communication and
decision-making processes
Classification of Mail in
business communication
In business communication,
mail classification involves
categorizing incoming and
outgoing mail based on
various criteria such as
content, urgency, and intended
recipient. Classifying mail
helps organizations prioritize
and handle correspondence
efficiently, ensuring that
important information is
processed and distributed
promptly. Here are some
common classifications
of mail in business
communication:
1. Internal Mail: Internal mail
refers to correspondence
exchanged within the
1. Internal Mail: Internal mail
refers to correspondence
exchanged within the
organization. This includes
memos, interdepartmental
communications, reports,and
other documents circulated
among employees. Internal
mail is essential for facilitating
communication,collaboration,
and coordination within
different departments or
teams.
2. External Mail: External mail
consists of correspondence
sent to or received from
entities outside the
organization, such as clients,
customers,suppliers, partners,
regulatory agencies,and other
stakeholders. External mail
includes letters, contracts,
invoices, purchase orders, and
other documents exchanged
with external parties.
3. Priority Mail: Priority mail
includes urgent or
3. Priority Mail: Priority mail
includes urgent
time-sensitive
orrespondence that requires
immediate attention. This ma
include important documents
contracts, legal notices, or
sensitive information that
needs to be addressed
promptly. Priority mailis
typically handled with
expedited processing and
delivery methods to ensure
timely receipt.
4. Standard Mail: Standard
mail comprises routine or
on-urgent correspondence
that does not require
immediate attention. This
category may include
newsletters, promotional
materials, informational
brochures, and other
non-critical communications.
Standard mail is processed
Standard mail is processed
and delivered according to
regular timelines and may not
receive priority treatment.
5.Registered Mail: Registered
mail is a secure and traceable
mailing service offered by
postal authorities or courier
companies. It provides proof
of mailing, proof of delivery,
and added security for
valuable or sensitive items.
Registered mail is often used
for sending important
documents, legal notices,
contracts, or items of high
value.
6. Confidential Mail:
Confidential mail includes
sensitive or confidential
information that requires
special handling and
protectionto prevent
unauthorized access or
disclosure. This may include
proprietary information,
financial data, personnel
records, or confidential
communications. Confidential
mail is typically marked as
such and may require special
protocols for handling and
distribution.
7. Bulk Mail: Bulk mail refers to
large quantities of identical or
similar correspondence sent to
multiple recipients. This may
include promotional materials,
newsletters, catalogs, or mass
mailings. Bulk mail is often
processed and distributed in
bulk by postal authorities or
third-party mailing services to
achieve cost savings and
