Understanding Incoming and Outgoing Letters: Purpose, Functions, Types, and Management

Understanding Incoming and Outgoing Letters Purpose, Functions, Types, and Management

Nikereact.org – is basically a method that many companies have. The existence of management of incoming and outgoing mail can be used to manage company letters electronically. Mail management for a company usually functions to create, manage, review letters to determine the purpose of a letter to be sent or shared.

However, there are many companies that have not implemented electronic mail management. Some companies still use manual methods to manage incoming and outgoing mail. In the end, this will result in losses for the company because manual mail arrangements require considerable effort.

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There are several things that must be done when arranging incoming and outgoing letters, such as, requiring many sheets of paper, needing accuracy in carrying out inspections, approval request procedures that take a long time, convoluted disposition, difficulties when searching and changing letters and various other manual things.

Well, in this article we will discuss about proper and correct letter arrangements, starting from the understanding of incoming and outgoing letters, the purpose and function of incoming and outgoing letters, the benefits of incoming and outgoing letters, various kinds of incoming and outgoing letters, to examples of incoming and outgoing letters.

A. Definition of Incoming and Outgoing Letters

Understanding Incoming and Outgoing Letters Purpose, Functions, Types, and Management

Basically, the notion of incoming and outgoing letters has often been used in various administrative activities, both within the scope of a company or within a particular organization.

By understanding the meaning of incoming and outgoing letters, you will be able to more easily organize or manage incoming and outgoing letters in the company or organization. The following is the definition of incoming and outgoing mail.

Incoming letter can be interpreted as a letter that is entered in an agency or company or it can be in other parts sent by other agencies or companies. However, incoming letters can also come from the same agency or company, but from other parts.

Every letter that enters an agency or company can be said to be securities. This is because each letter can be used as an authentic material as well as a basis for an institution or company to carry out an activity.

Therefore, within a company or institution, it is necessary to arrange or manage incoming mail properly, so that the activities of the institution or company can be carried out optimally.

Meanwhile, the definition of outgoing letter is a letter that is made and issued by an agency or company to be sent to others, be it individuals or part of an agency or company.

In addition, outgoing letters can be understood as complete letters from an agency, organization, company, or other institution. A complete letter is a letter that has the date, number, stamp, and signature by the authorized party.

Outgoing letters are usually used as a form of initiative to provide answers or responses regarding the contents of incoming letters that have been received. The purpose of making outgoing letters is to create a good mutual relationship so that both parties can get a certain advantage.

The process of managing outgoing mail can be determined by the size of a company or organization. For example, for companies or organizations that are relatively small and do not have too complex activities.

So the arrangement and management of letters can be given to an employee only. However, for companies or organizations that have very complex activities, mail management needs to involve several employees with their respective duties.

B. Purpose and Functions of Incoming and Outgoing Letters

After knowing about the meaning of incoming and outgoing letters, in this section we will begin to understand the purpose and function of incoming and outgoing letters. By understanding its purpose and function, you may be more mature in organizing and managing incoming and outgoing mail in a company.

Well, here are the purposes and functions of incoming and outgoing letters that need to be considered, including:

1. Incoming Mail Function

The most important function of incoming and outgoing letters is as a means of communication between the company or agency and other parties. Some of the other functions and purposes of incoming mail are as follows:

a. As a communication tool

b. As a representative of the author

c. As historical evidence

d. As a work implementation guide

e. As a reminder

f. As written evidence

2. Outgoing Mail Function

Almost the same as incoming mail, one of the functions of outgoing mail is as a medium of communication or interaction of a company or agency with other parties. The following are some of the general functions and purposes of outgoing mail, including:

a. As an administrative tool

b. As the author’s representative

c. As a written communication medium

d. As written evidence

e. As a measuring tool for the progress of a company or agency

C. Benefits of Managing Incoming and Outgoing Mail

Every company or other institution definitely needs a management system related to incoming and outgoing mail. Self-management is carried out so that the activities or activities of a company or institution can take place optimally so that they are able to achieve predetermined goals.

By optimally managing incoming and outgoing mail, a company or institution can have optimal performance and tend to increase. This is because the communication system has been regulated so that the distribution of letters becomes faster and more precise.

Well, some of the benefits of managing incoming and outgoing mail optimally that need to be considered are as follows:

1. Incoming and outgoing letters will be properly recorded.

2. The procedure for handling letters is clear and can be carried out properly.

3. Incoming mail will be stored and managed properly so that it is easy to find when needed.

4. Often there are incoming letters that are confidential. With good mail handling, confidentiality will be maintained.

D. Stages of Incoming Mail Management

Receipt of incoming letters can be carried out properly if carried out in accordance with good stages as well. The following are some of the stages of receiving a good letter, namely:

1. Receipt of mail

The pattern of management or receipt of incoming mail in each office is basically different. Specifically for the management of the agenda book system, the receipt of letters is carried out by the Administration.

2. Mail sorting

Letters that have been received by the administration or administrative division will be separated or sorted.

3. Letter opening

Letters are opened using appropriate equipment, namely a letter-opening machine or letter-opening knife. Then, you can match the mailing address with the address on the envelope. If there is a data discrepancy between the envelope address and the contents of the letter, the envelope can be attached to the back of the letter with a stapler. However, if there is a similarity in data between the destination address on the envelope and the address on the letter paper, then the envelopes do not need to be put together.

4. Registration or registration

Recording of letters can be done using an agenda book. Self-registration is very important to do. This can be used to find out the volume of incoming mail, in the period of daily, weekly, monthly, and even yearly.

5. Include a disposition sheet

Then, a letter is attached with a disposition sheet to record the instructions of the leader or superior related to handling until the next process from the entry of the letter.

6. Recording in the internal expedition book

Furthermore, the letter can be delivered to the intended party. The letter can be recorded in the internal expedition book.

7. Distribution of letters

Next, the letter can be distributed by the administrative unit to the processing unit or work unit so that it can be processed further.

8. Classification of letters

The way to find out the classification of letters, office administrative staff or secretaries in the processing unit or work unit is to read some letters that have been sorted.

9. Submission of letters

Then, several letters that are in the secretaries desk file can be immediately delivered to the supervisor or leader. This can enable him to give the disposition of the letter.

10. Follow-up letter from the leadership

After the leader or supervisor has written the disposition of the letter, there are three things that can be followed up on the disposition of the letter. The three things are, the letter is circulated, the letter is replied to, or the letter is stored.

E. Stages of Outgoing Mail Management

Management of incoming and outgoing mail is basically different. The following are several stages of outgoing mail management that need to be considered, including:

1. Drafting a letter

The concept of a letter can also be referred to as a draft. Drafting letters can be arranged and made according to the correct letter form or in accordance with the wishes of the leadership. Therefore, in a letter must have the concept.

2. Typing

If the draft letter has been approved and given a code or letter number, the letter can be directly submitted to the processing unit. After that, the head of the processing unit must be diligent and thorough when checking the results of typing the concept of the letter. After going through corrections, the draft letter already has the form of a letter that is in accordance with existing provisions.

3. Typing letters in final form

Then, the concept that has been approved by the leader can be typed in the final form on paper, of course with a letterhead or letterhead.

4. Signing

Furthermore, the letter that has been typed on paper can be submitted to the leadership or party who has the authority to provide a signature.

5. Recording

In the process of recording, several activities need to be carried out, namely, as follows:

a. Letters that have been signed, stamped and other completeness, such as attachments and envelopes.

b. This official official letter needs to be first recorded on the agenda by an officer called an agendar.

c. The official letter that has been recorded in the agenda book is ready to be sent to the intended party.

6. Mail delivery

Sending letters can be done in two ways, namely in person or by post.

7. Mail storage

When managing outgoing mail, the main sheet is sent to the intended address, while the second sheet can be stored using the archive system. The filing system of each organization or company is usually different.

F. Mail Management Equipment and Supplies

1. Control card

The control card can be understood as a tool to track and control the process of managing incoming and outgoing letters or other official letters.

Control cards can also be used to replace the agenda book. This is because the agenda book may make it difficult for the journal to find information about incoming and outgoing letters quickly.

Meanwhile, the control card can be interpreted as a procedure for recording and controlling letters. This can be a control over an incoming letter and outgoing mail since it is entered until it is stored.

Control cards are much easier to find information than a to-do book. The control card has a more systematic arrangement in the form of a box, while the agenda book is in chronological order.

2. Disposition sheet

Disposition sheet can be understood as a sheet to write the disposition of a letter, either to be given by superiors to subordinates or vice versa. The disposition sheet is usually used to record a brief opinion from the leadership regarding a letter.

Therefore, the letter does not need to be duplicated even if the processing goes through more than one work unit. The disposition sheet can also be prepared by the administrative officer of the steering work unit so that the leadership only needs to fill in the disposition content column and determine its succession. The disposition sheet can be made in half quarto size.

3. Folders

A folder is a kind of folder, but not with a cover. In a folder that usually contains tabs, the tab itself is the part that stands out at the top to display the title of the file in question. The folds at the bottom of the folder can be arranged freely so as to make the document fit.

The folder is usually made of manila paper with a length of 35 cm, a width of 24 cm. Meanwhile, the length of the tab is 8-9 cm with a width of only 2 cm. Folders are filled with documents or archives so that they are the smallest part in the classification of a problem.

4. Guide (pointer or separator)

Guide can be interpreted as a pointer to where the various files are stored. Guide also has a function as a separator between these files. The guide itself has a rectangular shape and is made of 1 cm thick paper, 33-35 cm long and 23-24 cm high. Guides also have tabs or protruding sections on them, this makes the guides useful for placing or listing classification codes and arranged standing up.

5. Tickler File (reminder file)

Tickler file can be interpreted as a tool shaped like a box. This tool has a function to store control cards or archival loan cards.

6. Filling Cabinet

Filling cabinet is a tool commonly used to store folders that already contain various archive sheets as well as several guides. The filling cabinet itself has a four-drawer shape and is made of metal that is strong, water-resistant, heat-resistant and practical.

7. Agenda book

An agenda book is a book that contains information columns or data from recorded letters. The agenda book itself can be used as a tool to find a letter that was previously stored in a file. The agenda book can also be the first reference to find letters.

G. Kinds of Incoming and Outgoing Letters

The following are three types of incoming and outgoing letters that are commonly used in an organization or company, including:

1. Personal Letter

Personal letter is a letter addressed to an official or employee. As the name implies, this letter is personal in nature sent by a party, be it individuals or companies or other institutions.

2. Official Letter

Official letter is an official letter addressed to an agency or organization for administrative purposes. There are several types of business letters, namely:

a. Regular/regular official letter

b. Important official letter

c. Secret service letter

3. Commercial Letters

A commercial letter is a letter written and sent by business entities or companies that have an interest in a business.

Well, that’s a brief explanation regarding the meaning of incoming and outgoing letters that are important for companies. Where, the notion of incoming and outgoing letters has often been used in various administrative activities, both within the scope of a company or in certain organizations.

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