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Otherwise it should be presented to executive level for clearance on the
same day. The word "Most Urgent" is marked on envelop as it contains very
emergency matters which require prompt action.
d. Immediate letters: The letters marked with the word "Immediate Letter" and
that require the immediate action are called immediate letters. They should
be cleared off as fast as possible. They should be presented to executive level
on the same day. If it is not possible to present on the same day it should be
presented in the first hour of next office day.
e. Secret letters: As the name suggests the letters which contain confidential
matters are known as "Secret" letters. These letters are marked with the word
"Secret" on their envelope. Such letters have to be processed by the concerned
authority in strict confidence and the content of these letters must not be
disclosed for a certain period of time. The concerned authority himself should
take action or give direction to officer level to take action on subject of the letter.
f. Very confidential letters: The letters and their subject matters which never
should be brought into public knowledge are very confidential letters. These
letters contain top secret matters. Thus these letters are sealed in envelop
and marked as ‘Very Confidential’ or "Top Secret". Such letters should be
immediately presented to concerned authorities.

Handling of mail

Every organization receives and sends out some written communication like letters,
circulars, notices through messenger, post office, fax etc. This is known as mail. Mail
can be classified as incoming and outgoing. When a mail is received by an office it is
incoming and when mail is sent by office it is outgoing. Offices follow a systematic
and scientific way to record such incoming and outgoing mail. The process of such
record is known as handling of mail.

Entry and Dispatch of mails

Entry of mail (Darta/btf{)

When correspondences are received in office, its details are recorded in a separate
book or register and the process of recording mails in such book is known as entry
of mail (Darta). Entry register contains date, serial no., name and address of the
correspondents, brief particular of the letters and so on. The objectives of making
the entry is to avoid the chances of losing documents, letters and keep the up to date
records of every document received in the office. The common procedure of entry and
distribution of mail is
i. Receiving of mail,
ii. Opening and scrutinizing of mail,
iii. Date stamping,

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