Incoming Letters: Definition, Purpose, Types and Differences from Outgoing Letters
Incoming Letters: Definition, Purpose, Types and Differences from Outgoing Letters – Incoming letters are all types of letters received from other agencies from individuals, whether received by post or via letter delivery courier. For more details, let's look at the discussion below.
Incoming Letters: Definition, Purpose, Types and Differences from Outgoing Letters
In company or organization administration, the terms outgoing and incoming letters are known. However, many lay people don't know what incoming and outgoing letters are, so this time we will discuss it starting from the difference between incoming and outgoing letters.
Understanding and Differences between Incoming and Outgoing Letters
Incoming mail are all letters received by a company/organization originating from other parties, both individuals and companies/organizations.
Outgoing mail are all letters made or issued by a company or organization to be given to other parties, both individuals and companies/organizations.
Every day, companies or organizations can receive many letters. If it is not handled immediately, it will harm both the sender and recipient.
Purpose and Function of Incoming and Outgoing Letters
Incoming Mail Function
The main function of incoming letters is as a means of communication between one party and another. The following are some of the functions and purposes of incoming letters, including:
- As a communication tool.
- As a representative of the author.
- As historical evidence.
- As a guide for work implementation.
- As a reminder tool.
- As written evidence.
Outgoing Mail Function
The main function of outgoing letters is as a means of communication with other parties. In general, the functions and objectives of outgoing letters include:
- As an administrative tool.
- As the author's representative.
- As a written communication medium.
- As written evidence.
- As a tool for measuring the progress of a company or agency.
Benefits of Managing Incoming and Outgoing Mail
If incoming and outgoing mail is handled well, the benefits you get include:
- Incoming and outgoing letters will be recorded properly.
- Letter handling procedures are clear and can be carried out well.
- Incoming mail will be stored and managed properly so that it is easy to find when needed.
- Often there are incoming letters that are confidential. By handling letters well, confidentiality will be maintained.
In the process of managing incoming and outgoing mail, there are two commonly used patterns, namely:
- Centralization pattern, namely the handling of incoming and outgoing mail which is carried out centrally. This pattern is widely used in government institutions or BUMN.
- Decentralization pattern, namely the handling of letters is carried out in each part of the unit in a company. This pattern is widely used by Private Owned Enterprises (BUMS).
Types of Incoming and Outgoing Letters
There are 3 (three) types of incoming and outgoing letters that exist in an organization/company, including:
Personal letter
A personal letter is a letter addressed to an official or officer/employee and of a personal nature sent by a party, either an individual or a company/organization.
Service Letter
An official letter is an official letter addressed to an agency/organization for administrative purposes. Types of official letters, including:
- Routine/ordinary service letters.
- Important official letters.
- Secret service letter.
Trade letter
Commercial letters are letters created and sent by business entities or companies that contain business interests.
That's the review from Seputartahu.co.id about Incoming mail, Hope it is useful
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