Page 48 - Office Practice and Accounting -9

iv. Recording of mail, and
v. Distribution of mail to respective person/ unit/ department.
The format used to make the record of incoming mails (Darta) may differ from office
to office but common type of entry book is given below:

Date:....................
Incoming Letter
S. N. Date of Entry Sender Subject Receiver Remarks
Ref. No. Date

• On the top of the page date is written.
• First column is used to record the entry number of incoming mail.
• Second column is used to receive date of the letter.
• Third column is used for reference number and date of the letter.
• Fourth column is used for writing the name of sender.
• The subject of the letter is written in the fifth column.
• Name of the receiver with signature is written in the sixth column.
• Additional information, if any, is written in the last column.

Dispatch of mail (Chalani/rnfgL)
Outgoing mails act as representative of business, and great care should be given to
each outgoing letter. Before sending letters and documents from office to outsiders,
first they should be recorded. The outgoing letters are entered in a separate book or
dispatch register to keep the proper and perfect record. After the registration of the
mail, a reference number is given to the letter to make reference to the receiver for the
future correspondence. The common procedure of dispatch of mail is:

i. Collection of outgoing mails,
ii. Recording of outgoing mails,
iii. Inserting the letters into respective envelops,
iv. Sealing and stamping of mails, and
v. Posting/ sending the mails.
The format used to make the record of outgoing mail (Chalani) may differ from office
to office but common type of entry book is given below:

44 Office Practice and Accounting 9