How to apply for incoming letters
Accept and sort the incoming correspondence. You need to open allletters. except for those having a special note, for example, "Personally to the manager" or "Confidential", etc. Do not rush to throw the envelope, first check if the return address is indicated in the text. The registration does not need accounting documents (invoices, invoices), congratulations, promotional materials.
Enter information about the received letters in the log of incoming correspondence. It can be electronic or traditional (paper). When filling out electronic forms, follow the recommendations of the program developers. Computer systems facilitate clerical work, helps you quickly find the information you need. However, in them unification is important, strict observance of the rules of data entry, otherwise the document can be lost in the database.
You can buy a traditional magazine in the printing house or you can create it yourself in A4 size notebooks. The main requirement for it is the simplicity of the search, the clarity and accuracy of the filling. It is convenient to log in the form of a table with the following columns: 1. Date of registration. Incoming letters should be taken into account on the day of receipt and in the evening be forwarded to the head for review, unless another procedure is adopted in the organization; Registration number. This attribute of the document consists of the folder number of the case "Incoming documents" (according to the approved nomenclature of the organization's affairs) and the serial number (from the beginning of the calendar year) of the received letter. For example, "No. 01-12-273", where 01-12 is the nomenclatural case number, 273 is the unique letter number. All incoming correspondence is registered once, regardless of the number of copies received later, including electronic copies; 3. The author of the letter (organization, private person), for example, "Meeting" LLC or "Regional Administration, deputy head of V.Sidorov", etc. 4. Theme of the document. This column can be filled with information from the title of the letter or briefly formulate the main idea after it has been read. Write so that later you can easily recall what kind of document it is, and explain it to your colleagues. For example, "On the conclusion of a contract for transport services" or "On providing information on income tax until 12.12.2011", etc.; 5. Executor. Complete the box after receiving the visa of the head. Enter the name of the employee who will prepare the answer. Here, mark the due date. The date of the reply to the urgent letter should be marked with a colored marker or underline. Notes. Here you can make notes on the execution of the instructions of the manager, or indicate the presence of important applications to the letter, or mark the number of copies that employees have at work.
Complete the table at your discretion. For example, fearing for the safety of documents, select the column for the signature of the artist upon receipt of the letter. However, do not overload the magazine and yourself with excessively detailed records. All the necessary information contains a 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 impression should be located in the lower right corner of the first page of the document. Make sure that the text does not overlap. The serial number and the date of receipt should be entered manually in the line of the print.