How to issue incoming letters
Accept and sort the received correspondence. You need to open everythingletters. except those with a special mark, for example, “Personal Manager” or “Confidential”, etc. Do not rush to throw away the envelope, first check whether the return address is indicated in the text. Registration does not require accounting documents (invoices, invoices), greetings, promotional materials.
Record information on incoming letters in the journal of incoming correspondence. It can be electronic or traditional (paper). Filling out electronic forms, follow the recommendations of the developers of the program. Computer systems facilitate office work, helps to quickly find the information you need. However, in them the unification is important, strict observance of the rules for entering information, otherwise the document may be lost in the database.
You can buy a traditional logbook in a printing house or design it yourself in an A4 notebook. The main requirement for it is ease of search, clarity and accuracy of filling. It is convenient to keep a journal in the form of a table with the following columns: 1. Registration date Incoming letters should be taken into account on the day of receipt and in the evening pass to the manager for consideration, unless a different order is adopted in the organization; 2. Registration number. This document attribute consists of the folder number of the Inbox Documents folder (according to the organization’s approved list of affairs) and the sequence number (from the beginning of the calendar year) of the received letter. For example, “No. 01-12-273”, where 01-12 is the item number of the case, 273 is the unique number of the letter. All incoming correspondence is recorded once, regardless of the number of later received copies, including electronic; 3. The author of the letter (organization, private person), for example, “LLC“ Vstrecha ”or“ Regional Administration, Deputy Head V.S.Sidorov ”, etc.; 4. Subject of the document. This column can be filled with information from the title of the letter or briefly formulate the main idea after reading it. Write so that later you can easily remember exactly which document is in question and explain it to your colleagues. For example, "On the conclusion of a contract for transport services" or "On the provision of information on income tax until 12/12/2011," etc.; 5. Executor. Fill in the column after obtaining the visa of the head. Enter the name of the employee who will prepare the response. Mark the deadline here. Highlight an answer to an urgent letter or underline.6. Notes. Here you can make notes on the fulfillment of the order of the supervisor, or indicate the presence of important attachments to the letter, or mark the number of copies that employees have in their work.
Complete the table at your discretion. For example, fearing for the safety of documents, select the box to sign the contractor when you receive the letter. However, do not overload the journal and yourself with excessively detailed records. All the necessary information contains the document, registration forms only help to trace the stage of work on it.
On all letters, put a special stamp, which indicates the type of correspondence - "Inbox". The print should be located in the lower right corner of the first page of the document. Make sure the seal does not overlap the text. Serial number and date of receipt, enter in the print line manually.