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Note on Handling Mails

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Handling mail is a process of sending, recording and receiving the documents in a systematic way. The incoming mail which is received should be recorded in the entry book or register book by the office. The outgoing mail should be drafted in the dispatch book by the office. This outgoing mail is dispatched through the post office or messenger. Handling mail is also known as 'Darta Chalani'. Every office must have handling mail which should be performed by office assistant efficiently because handling mail is one of the important routine functions.

Handling Incoming mail

Handling incoming mail is the process of receiving all letters and documents and recording them in entry book or register book in a systematic way. The process of handling incoming mail are as follows:

  1. Receiving the mail
    The incoming mail is the mail received by the mailing department or Darta Chalani Plant brought to the office by the postman or messenger or some may also be collected from post box by the employees.

  2. Recording the mail
    When the mail is received by the mailing department then they record the incoming mail in a book called entry book or 'Darta Kitab'.

  3. Stamping the mail
    After recording the mail, the mail is stamped by the mailing department on the top of the first page of the letter. The stamp contains the information relating to the reference number, entry number, and date.

  4. Distributing the mail
    For further processing and clearing, the mailing department distributes the letter to its concerned section or authority.

  5. Clearing the mail
    When concerned section or authority receives the letter from mailing department, it processes and clears the letters on the basis of their importance and priority.

Handling outgoing mail

Handling outgoing mail is the process of drafting the letters and documents and dispatching them to the concerned office or authority after recording in dispatch book in a systematic manner. The processes of outgoing mail are as follows:

  1. Drafting the mail
    The outgoing mail is typed in computer and is prepared by the concerned section or authority. And then it is signed by the responsible officer for its validity.

  2. Collecting the mail
    The signed letter is collected by the mailing department through the concerned section or authority. If necessary, the concerned section can also send the letter to mailing department for final dispatch.

  3. Recording the mail
    All primary record of all the letters dispatched by the office to different persons and offices are recorded in a book which is called dispatch book. All the collected mails are recorded in dispatch book.

  4. Stamping the mail
    The letter which is to be sent must be stamped and folded and inserted in a right sized envelope. The address of the receiver should be written correctly. According to the weight and size of the letter and distance, the postal ticket is charged.

  5. Dispatching the mail
    The letter is dispatched to the concerned person or office by the mailing department through the post office or messenger.

  • Handling mail is a process of receiving, recording and dispatching the receiving and sending letters and documents in properly.
  • The incoming mail is received and recorded by the office in the entry book or register book. The outgoing mail are drafted by the office in the dispatch book. This outgoing mail are dispatched by the office through the post office or messenger.
  • Handling mail is also known as 'Darta Chalani'. 
  • The mailing department records the incoming mail in a book called entry book.
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Very Short Questions

The process of drafting the letters and documents and sending them to the concerned office or authority after recording in dispatch book in a systematic manner is called handling outgoing mail. The processes of outgoing mail are as follows:

  1. Drafting the mail
    The outgoing mail is prepared by the concerned section or authority. Te letter is typed on a computer. It is signed by the responsible officer for its validity.

  2. Collecting the mail
    The mailing department collects all the outgoing mailfrom concerned section or departments. The concerned section can also send the outgoing mail to the mailing department for final dispatch.

  3. Recording the mail
    The mailing department records the letters in a separate book called dispatch book. The dispatch book is a primary record of all the letters dispatched by the office to different persons and offices.

  4. Stamping the mail
    The letter is folded and inserted in a sized envelope. The address of the receiver is typed and the envelope is sealed with gum, adhesive or cello tapes. A letter should be stamped which are being sent through the post office. The amount of postal ticket differs according to the weight of the letter, type of the letter and distance.

  5. Dispatching the mail
    The letter is dispatched to the concerned person or office by the mailing department through the post office or messenger. Office information The message issued by an office or organization on a given topic for the knowledge of people inside or outside the organization is called office information. It is found in written form. It basically includes notices, circular and mandatory order.

The process of receiving all letters and documents and recording them in entry book in a systematic way is called handling incoming mail. The process of handling incoming mail are as follows:

  1. Receiving the mail
    The incoming mail is received by the mailing department brought to the office by the postman or messenger. Such mail may also be collected by the employee from the post box.

  2. Recording the mail
    The mailing department records the incoming mail in a book called entry book.

  3. Stamping the mail
    The mailing department stamps on the top of the first page of the letter. The stamp contains the information relating to the reference number, entry number, and date.

  4. Disturbing the mail
    The mailing department distributes the letters to the concerned selection or authority for processing and clearing them.

  5. Clearing the mail
    The concerned section or authority processes and clears the letters on the basis of their importance and priority.

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  • The mailing department records the incoming mail in a book called ______.

    journal


    register


    dispatch book


    entry book


  • A process of receiving, recording and dispatching the incoming and outgoing letters and documents in systematic manner is called ______.

    sending mails


    handling mails


    neglecting mails


  • Which one of them is a process of dispatching the mails?

    distributing the mail
    recording the mail
    receiving the mail
    drafting the mail
  • Which one of them is one of the process of handling incoming mail?

    Drafting the mail


    Dispathing the mail


    Collecting the mail


    Stamping the mail


  • The stamp contains the information relating to the ______.

    entry number


    reference number


    date


    all the options are correct


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