BHS.IS02.006.
01
Junior Administrative Assistant
ELEMENTS OF COMPETENCE
INCOMING LETTERS OUTGOING LETTERS
Process of handling incoming Process of handling outgoing
letters letters
Letters that are received by one organization/company from
individual or other organizations/companies.
Letters that are sent from one organization/company to
individual or other organizations/companies.
MAIL HANDLING
“An activity of processing letters started from receiving incoming
letters until keeping them in records as archives.
While for outgoing letters, it starts from instruction of writing
letters until sending letters and keeping copy of them as archives.”
Incoming Letters
Process of handling
incoming letters
1. Receiving letters: check and make sure
2. Sorting letters: classify (routine, urgent, or confidential)
3. Keeping letters as records in agenda book
4. Managing letters: using disposition slip
5. Making copies of letters
6. Keeping letters as archives
1. Agenda Book System Record System
• All letters must be kept in records inside of an agenda book
• Separated agenda book = one kind of letter (incoming/outgoing)
• Special requirement for special letters in separated agenda book
• For incoming letters: use disposition slip
• For outgoing letters: disposition book is also needed when sending the
letters (internal and external)
Outgoing Letters
Process of handling outgoing
letters
1. Receiving instruction
2. Writing a draft: based on instruction
3. Checking: approval or revision
4. Writing final letter: sign and stamp
5. Keeping in records (agenda book): number of letter
6. Doing final check and packaging
7. Making a copy
8. Keeping the copy as archive: use file folder
9. Sending the letter
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