For a novice clerk, the design of incoming correspondence can be a test of strength. However, as soon as the process is broken down into simple and understandable steps, it becomes an inconspicuous part of the working day.
Instructions
Step 1
All documents received by the organization must be registered on the same day, regardless of how they got there (by e-mail, by courier, by fax, etc.). E-mails must be printed, telephone messages must be recorded.
Step 2
Column # 1 of the journal indicates the date of receipt of each document. Column # 2 - its registration number. The number is assigned in the order of receipt, with each calendar year starting with one. Then each delivered document is checked: whether it was delivered correctly, whether the package is intact. If it is not marked "in person", the envelope or bag is opened and the contents are checked. If there is an inventory, they check it. If some of these documents are missing, you need to draw up an appropriate act, and put a note in the journal of incoming correspondence in the "Notes" section. The number of sheets with attachments is indicated in column No. 3.
Step 3
The type of correspondence is entered in column No. 4. This can be a request, a reconciliation report, a letter, a certificate, a telegram, a notification, etc. The next two columns indicate the sender and the outgoing number of the letter.
Step 4
A summary of the shipment must be indicated in column No. 7. For example, “On the provision of a certificate on the debt of AA Ivanov. bank "or" Application for recalculation of salaries of VV Sidorova ".
Step 5
Then the correspondence is handed out to the addressees, and after receiving the resolution, it is entered into column No. 8, indicating in the next two executors and the deadline for the execution of the document. The "Notes" indicate that the document has been executed and where it is filed.
