PL SECRETARY

PROCESSING THE LETTER BY AGENDA SYSTEM

DEFINITION

• Incoming letter is a letter which coming in office and organization, it comes from other office and organization. It’s usually delivered by the post office or delivered by special delivery when the amount is very large. For an office or an organization, it is very essential that the letter must be handled efficiently so that correspondence is rapidly available fro internal distribution. We remember that all letters are important.
• Out going letter is a letter which is delivered to other office and organizations. In a small office, replies will be typed to letters.
• Agenda Book is a book to write the identity of letter.

1.      INCOMING LETTER

Ø       Process of Incoming letter:

1.      Receiving

2.      Shorter

3.      Opening the envelope of letter

      Writing in Agenda Book that consists of:

ü  Number

ü  The date of receiving

ü  The date and number of letter

ü  Sender

ü  Subject of letter

ü  Code

4.      Enclosing the disposition slip

5.      Follow up

2.   OUT GOING LETTER

Ø  Process of out going letter:

1.      Making draft, there are two kinds of draft based on production aspects, they are:

      Centralization: all draft should be centered in one unit, for example: in mail department, in centre office, etc.

      Decentralization: draft could be made by each unit that suitable with its necessary and then the director would give agree.

2.      Write the letter to the agenda book

3.      typing draft

4.      Checking draft (this is doing by typist, and conception

5.      Give signature to the letter; if the letter is correct, so the director gives signature to the letter)

6.      Give stamp of department (the stamps in left side of signature)

7.      Fold the letter

8.      Give an envelope for the letter

9.      sending letter

There are two kinds of sending letter, they are:

a)      Direct sending, is a letter could be sent by our self or curer

b)      Sending letter by post or e-mail.

10.  Saving letter

The example of agenda books form

No	The date of receive	The date of letter	The no. of the letter	Sender	Subject of left	Code