Guidelines to deal with the Diary & Dispatch work
All 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 letter to CMD and sealed letter, mark/stamp dairy number and date of receipt on the envelope and when the letter is received back from CMD, these particulars will be recorded on the letter itself.
Cheques/Bank Drafts/Pay Orders/Indents accompanying letters should be firstly documented in the Diary and then after sorting our handover the same to Cashier for immediate action. In case if any cheque/DD is received from the sender without a covering letter, attach and preserve the envelope along with the cheque/DD.
Put all remaining letters in a folder and send to in-charge, who will further send it to the CMD, after marking name of concerned person for dealing on each letter. CMD will scrutinize the letters after which he will append his initials on each letter. Once the documents are received back from the CMD, same needs to be handed over to the concerned employee to whom each letter is marked for disposal, after entering them in a register and taking signature of the authorized person.
It needs to be ensured that, all letters are received back in tact after scrutiny by CMD for disposal and no letter should be sent to any dealing person, without initial scrutiny of CMD.
When marked, handover to person to whom marked and note the movement at every stage in dairy register when paper came at his table.
Similarly, all the staff should maintain their yearly dairy, in which they are required to maintain the all the records, from the receipt of the letter/document and till its disposal. Report of pending letter should be mentioned in the Performa sent for release of salary.
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 you 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.
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
- Hand Delivery
- Ordinary Mail
- Registered Post
- 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
Dispatch clerk 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 Dispatch Clerk 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.