OFFICE CORRESPONDENCE

Learning objectives
1. State and explain types of correspondence records.
2. State the uses of correspondence records.
3. List ways through which mail come into an office.
4. Outline the procedure for handling correspondence.
Starter activity
Pre reading test on office correspondence
Types of correspondence records

Video clip explaining the meaning and types of office

correspondence.
Peer learners to discuss about the video.

Can you classify phone calls and oral communication as

correspondence? Give reasons for your answer.
Types/uses of correspondence records
Learners are put in groups of 4.Group will be divided
using mix ability.
Engage the learners to discuss the types/uses of each type
of correspondence records in an organisation.
Each group match the heading to the correct explanation.
 MAIL
* .
OUTWARD
MAIL INWARD DISPATCH
BOOK BOOK
BOOK

FILE MOVEMENT
POSTAGE BOOK
BOOK

1. It is used for recording the details of all official

correspondence received by the organization.
 MAIL
* .
OUTWARD
MAIL INWARD DISPATCH
BOOK BOOK
BOOK

FILE MOVEMENT
POSTAGE BOOK
BOOK

2. The register is used for recording the details of

letters leaving the organisation, to other individuals,
firms or establishments.
 MAIL
* .
OUTWARD
MAIL INWARD DISPATCH
BOOK BOOK
BOOK

FILE MOVEMENT
POSTAGE BOOK
BOOK

3. This is used for recording the details of letters

posted and the amount spent on postage stamps.
 MAIL
* .
OUTWARD
MAIL INWARD DISPATCH
BOOK BOOK
BOOK

FILE MOVEMENT
POSTAGE BOOK
BOOK

4. This book is kept by the filling clerk, to record the

movement of files within the organisation.
 MAIL
* .
OUTWARD
MAIL INWARD DISPATCH
BOOK BOOK
BOOK

FILE MOVEMENT
POSTAGE BOOK
BOOK

5. This book serves the same purpose as mail outwards

book, only that it is smaller and used when letters are
to be delivered by hand.
Ways through which mail come into an office
How do organisations receive mails?
 Procedure for handling correspondence

Learners are put in groups of 4.

Arrange the following in the right order starting from
which should be done first
Arrange the following in the right order starting
from which should be done first

Procedures for handling incoming mail

Receiving the Mail
Distributing the Mail
Opening Mail
Date Stamping the Mail
Recording the Mail
Sorting Mail
Removing the Content
Procedures for handling outgoing mail

Collecting Mail
Sorting Mail
 Preparing Mail
Class activity
Solve the questions from the textbook.
Assignment
1. What is the meaning of filing?
2. State the procedures for filing letters.