Duties & responsibilities of Correspondence officer

Maintenance of Diary register
All the documents including bills etc. received either on mail/post/by hand should be diarized in the Diary Register with Dy. No. & date. In case of personal letters relates to Management and sealed letters, mark/stamp Dy. No. and date of receipt on the envelope and when the letters are received back from the management & Manger Administration, the particulars will be recorded on the letter itself.
Cheques/Bank Drafts/Pay Orders/Indents accompanying letters should be firstly documented in the Diary register and then after sorting the cheque/DD, photocopy of the same may be taken and deposit in the respective bank account. The indent with photocopy of cheque/DD may forward to the Back Admn. Officer (Operations) for immediate action. In case, any cheque/DD is received from the sender without a covering letter, attach and preserve the envelope along with the cheque/DD in record.
Put all letters in a folder and put to Manager Administration, who will further mark to the concerned dealing persons and important/sealed letters of the management will put up to CEO for further action. Once the documents are received back from the Manager Administration, same needs to be handed over to the concerned employee to whom each letter is marked for disposal, after entering them in dairy register and taking signature of the person to whom letter has been handed over & maintain its disposal as per guidelines given in the office order no. 6 under the head “Disposal of letters”. The correspondence officer be ensured that, all letters are received back in tact after scrutiny by Manager Administration for disposal and no letter should be sent without initial scrutiny to any dealing person.

When marked letters received back from the person after disposal, the correspondence officer will note the movement at every stage in dairy register when paper came at his table.

When paper send to bhiwadi, guest house & any other place, prepare duplicate slip on rough paper of small size to handover to driver/rider who will get back to correspondence officer after handing over the document to the concerned person. It should be kept in record till, he gets confirmation that the file is in progress and the recipient of the document cannot deny the receipt of the document.

Maintenance of Dispatch Register
On receipt of letter for dispatch, check Name, Address, Pin code, Signature, Enclosures etc. for each letter and then enter them in Dispatch Register (PS-10). Forward letters to the addresses as per mode of dispatch and place one copy in the Master File. Letters received late, which could not be dispatched on the same day, must be entered in the Dispatch Register immediately, so that on the next day, it will get dispatch in the first mail of the morning.
MODE OF DISPATCH

  1. Hand Delivery
  2. Ordinary Mail
  3. Registered Post
  4. Courier/Speed Post

Hand Delivery: Acknowledgement of all such letters delivered by our messengers is to be kept in Dispatch Register. This applies also to letters meant for outstation parties but delivered personally to them, when they call at our office for some other work.

Ordinary Mail: The mode of the dispatch i.e. by “Courier” or by “Registered Post” should be mentioned on the top of the letter. In case of doubt, this should be confirmed from the concerned department. When nothing is mentioned the letters may be sent by ordinary mail.

Registered Post: Letters of contractual nature like notices, official communications, letters to Government Departments, Statutory Authorities should preferably be sent by Registered post.

Courier/Speed Post: Important business – correspondence, urgent communications, remittances by cheque/ DD should preferably be sent by courier or Speed Post, where courier services are not available.

POSTAL DIRECTORY
Correspondence officer should prepare a Directory of complete postal addresses (including pin-code No.) of all our out-station offices, Plants, Distributors, Dealers and other important departments/ firms/ persons with whom we are in regular correspondence.

MAINTENANCE OF IMPREST & PAYMENT TO COURIER
The Correspondence officer should draw an imprest of Rs.1000/- for stamps (PF-18) , at the beginning of the financial year and when the balance gets reduced to less than Rs 100/-, register should be submitted to the Accountant with Imprest Advance Form(PF-18) for drawing equivalent cash to restore imprest account. However, at the end of the month, total expenditure should be booked with Accountant. He will also verify the payment to Courier. The system on control of postage should be followed as per literature PL-105.

REPORTS
Report of pending letters on (PR-22) after taking report from all concerned on PR-21 and submit to competent authority for further submission to MD.

LITERATURE
PL – 105- Control on Postage, Imprest & Payment of Courier

FORMS
PF-18 Application for Imprest Advance.
PF-35 Requisition for Photocopy

RECORDS
PS-9 Diary Register.
PS-10 Dispatch Register.

REPORTS
PR-21 Pending Letter Report (Section) To Be Taken from All Sections.
PR-22 Letter Report (Company) To Be Submitted.