A fax marked urgently - give it to the boss faster, the e-mails that filled the box are to be disassembled, a pile of letters and a couple of parcels brought by the postman must be urgently "scattered" across departments, and the employee also wrote a vacation application. Here you have both advertisements and important accounting documents. The work of a secretary is difficult! It is worth losing one "piece of paper", as it turns out that the fate of the organization and your career depends on it. To always be able to find this or that document, you need to be able to correctly register correspondence.
Necessary
- Incoming correspondence register,
- outgoing mail log,
- notebooks with a volume of 96 sheets,
- organization forms,
- folders.
Instructions
Step 1
You need to register all incoming and outgoing correspondence, moreover, on the day of receipt or dispatch. Correspondence of all types is subject to registration: postal items, e-mails, faxes, delivered personally to the hands of the message. Important emails (inbound and outbound) should be printed and recorded in the same way as other types of correspondence. In addition, it is necessary to register internal correspondence: memos, service memos, explanatory notes, statements, complaints.
Step 2
In order to register correspondence, keep special registration logs. Depending on the volume of correspondence of a particular type, you can create general journals of incoming and outgoing correspondence, or additionally break them down by type. For example, make a journal to record incoming and outgoing emails. Regardless of the volume of correspondence, it is convenient to create a separate journal for registering incoming and outgoing faxes.
Step 3
If you do not have a special journal of registration of correspondence, printed in the printing house, take an ordinary notebook and spread it out. In the log of incoming letters, indicate the number of the message, the date of receipt, as well as the type of correspondence, if you have a common log for all types of messages, from electronic to facsimile. In a separate column, briefly describe the content of the letter. In the next column, write the resolution of the head and the name of the person to whom the letter was handed over for execution. In practice, if the issue is controlled by a specific person, many letters do not reach the manager, but are immediately passed on to the performer, so you should not make this column large. It is advisable to leave a place for a signature under the name of the performer or next to it, indicating that he has received the document. If the head instructed the secretary to control the "execution" of the document, then in a separate column, a note about control is put in red ink (the letter "K" or the word "control"). After completing the execution of the order related to this document, put a mark on the execution, as well as the transfer of the letter "to the case" (indicate the case number and the date of its formation).
Step 4
The correspondence register is also needed for all outgoing messages. There are fewer columns in the log of outgoing letters than in the log of incoming correspondence. As well as in the register of incoming letters, make in the register of outgoing letters a column with the serial number of the letter, a column with the date, only of the dispatch, with the type of correspondence being sent (if necessary), with a summary of the message, the name of the originator of the document (letter), as well as the column with the case number, where a copy of the message was filed.
Step 5
In a special way, you should register the correspondence that you send by mail. Registration of letters sent by mail is carried out on the letterhead of the organization. It is better to send no more than 7-10 letters at a time. By hand or on a computer, on the form, write the date of sending, below, for each letter sent by mail, indicate the serial number of the record, the name of the organization, its location (you can specify only the city or region). Leave some space on the right. Here, after receiving a check in the mail, you need to enter the mailing numbers from it (usually 6-8 digits). Below the name of the organization for each shipment, enter the numbers and dates of the documents to be sent, or other details that allow them to be identified. At the post office this list is certified by the postal stamp. You can file it in a separate folder or in the folder where outgoing messages are stored.
Step 6
A separate journal is required to record each type of internal correspondence. In each journal, indicate the number of the document, its date, the surname of the originator, a summary, the resolution of the head, the surname of the executor, the mark of control, as well as the number of the case.
