Filing

 

Filing

Filing is the form of record keeping which preserves letters, vouchers, bills, reports, papers and other important documents in a systematic manner. So, filing refers to the systematic and scientific preservation of official document in such a way that they can be delivered whenever required. It is the process of collecting, classifying, arranging and preserving the official records for their quick delivery and availability. It is the part of record management.

The following are the main definitions of filing: -

“Filing is the process of arrangement and storing records so that they can be located when required.” – J.C. Denyer

“Filing is the preservation of letters, papers and documents so that they can be rapidly found out when required.” – M.C. Shukla

Objectives of Filing

1. To collect the documents
   The filing is the process of preserving the records and documents. So, it is the main function of the filing. To preserve documents and records , the documetns need to be collect from different sources. Hence, to collect the documents is the objective of filing.
   
   
2. To preserve the documents
   The collected documents should be preserved properly. The main objective of filing is to preserve the documents. So, the douments must be filied properly so that it will not get lost. The documents should be safe from insects, theif, rats, water and so on.
   
   
3. To provide evidence
   The office received very important letters and documents which can be very useful in future. So, the filing helps to preserve such important files properly in a systematic manner. Those important documents might be needed in future to settle the misunderstanding and dispute.
   
   
4. To provide information
   The filing preserve various important documents containing information. So, whenever required filing helps to provide the information. The information are provided to the shareholder, customers, suppliers, government at the time of necessity.
   
   
5. To provide promptness in work
   Generally, with the help of past records, the daily routine of the office are carried out. The systematic filing of records helps to bring rapidity in work .So, one of the objectives of filing is to bring promptness in official works.
   
   
6. To provide guidance
   Filing of past records and documents can act as a guidance to the office staff to carry out their daily works. It guides the new staff and supports the existing staff to perform their duties effectively.

Need and Importance of Filing

The following points highlight the importance of filing: -

• Filing collects and preserve the required papers and documents for future reference.
• It protect the important files and documents from insects, dust, moisture, water, rats and fire.
• It helps to uplift the image and prestige of the organization.
• It helps to increase efficiency of the office.
• It helps in handling customers and corresponding carefully to maintain the goodwill of the office.
• It helps in formulation of planning for future.
• It helps in providing legal proofs to fullfil legal formal

 

Methods of Filing

. There are four methods of filing. They are alphabetical filing, numerical filing, subjective filing and geographical filing.

Alphabetical filing

Alphabetical Filing System

The way of arranging files or folders with the name of correspondents in drawers or cabinets in alphabetical order is called alphabetical classification. Under this method, the folders are arranged in the alphabetical order. For example, all the folders of correspondence whose name begins with A are arranged together in one group and so on.

Advantages

1. It is simple to understand and easy to operate.
2. It doesn't need separate indexing so it is economical.
3. It is flexible as files can be added and removed easily as per requirement.
4. It can be used for both large and small organizations.

Disadvantages

1. It creates confusion in locating the files of person or organization having the same name.
2. There is no secrecy because the name of the correspondent is mentioned on the tab of the file.
3. It doesn't suit for those organizations where numbers are more important than the name of the correspondents
4. It consumes more time due to a large number of letters.

Numerical Filing System

Numerical filing

The way of arranging the file under which the files of the individuals or organizations are arranged in the drawer in the numerical order as 1, 2, 3, 4, etc. is called numerical classification. It requires recording their name in a register book according to the serial number and the same number is written in the file instead of the name. For example: if Laxmi enterprises Pvt.Ltd is allocated the number 12, all the documents relating to this organization will be found in the folder number 12 and if there is a large number of files then it can be classified and arranged into different files bearing file no. 12.1, 12.2, 12.3 and so on.

Advantages

1. It is possible to maintain secrecy under this filing method.
2. It ensures the quick identification of files due to the use of separate index and guide cards.
3. It is more flexible because addition and deduction of documents do not create difficulty.
4. It is suitable for all types of offices even having the larger number of files.

Disadvantages

1. It is not suitable for the small scale organization.
2. It is more time consuming for the location of files.
3. It is an expensive method as it requires separate index and guide cards.
4. It is impracticable for those where names are more important than numbers.
   Subjective filing

Subjective Filing System

The way of arranging files in a drawer or cabinet according to the subject of the document is called subject classification. Under this method, the papers and documents are classified according to their subjects and filing is made on the basis of such subjects. This classification emphasizes on the subject than the name and number of the correspondents. The files related to a particular subject can also be sub-divided into alphabetical order.

Advantages

1. It is easy to understand and operate.
2. It makes available all the documents to the same subject in one file.
3. It is flexible as it has the benefit of expansion.
4. It is easier to locate the particular document if the subject is known by the users.

Disadvantages

1. It is difficult to locate the document if the concerned subject is not known.
2. It does not make available all document of a single person in the same place.
3. It also does not maintain secrecy as the names of the subjects are written on the files.
4. It is an expensive method as it requires separate index and guide cards.

Geographical filng

Geographical Filing System

The way of arranging files in a drawer or cabinet on the basis of geographical regions is called geographical classification. Under this method, the files are arranged on the basis of town, district, zone, country, and continent. A separate filing cabinets or drawers are fixed for different regions and the files related to a particular region are stored in such specified drawer or cabinet. All the cities and districts in a particular region can be arranged alphabetically.

Advantages

1. It is simple to understand and easy to operate.
2. It is suitable for those organizations which deal with a large number of geographical places.
3. It makes easy to locate the files as it uses different geographical guides and index cards.
4. It consumes less time in searching and obtaining the document because of the separate geographical guide.

Disadvantages

1. It is difficult to find the file if the name of the geographical place is not known.
2. It does not maintain so much secrecy as the names of places are written on the files.
3. It is a very expensive method because it requires various geographical guides and index cards.
4. It is not suitable for the smaller organizations.

 

Systems of Filing

The main systems of filing adopted by different offices in Nepal are: Traditional Filing and Modern Filing.

Traditional Filing System

Traditional Filing System

Traditional filing is used in small and traditional types of offices having a limited number of documents and files. It consists of misil filing and box filing. In misil filing, the documents are collected, arranged and preserved in the chronological order under a certain misil or subject. In box filing, the written documents are collected and preserved in a wooden, metal or paper box in an order of date keeping in loose form. The following are the main types of traditional filing system: -

Misil Filing

Misil filing is the systematic process of collection and preservation of all letters and documents of a particular case in a chronological order in a pile by punching.It is simple, economical, flexible and suitable to court.

Advantages

1. It is simple and easy to understand.
2. It is convenient to retrieve file by using misil number.
3. It is does not require any guide card, drawer, and cabinet so it is economical.
4. It is flexible as unnecessary documents can be removed and new documents can be added easily.

Disadvantages

1. It is unscientific, unsuitable and impractical to the offices other than courts.
2. It consumes more time in punching and filing the documents.
3. It is not the safe type of filing because the files are kept on the floor or open drawer or cabinet.
4. It is not the convenient type of filing. It creates difficulty to add new documents and remove unnecessary ones because the documents are punched and tied together.

Box Filing

Box Filing

The act of collecting and preserving the letters and documents of the temporary nature in a box in a loose position is known as box filing. It is such type of filing under which a box of certain size made up of metal or wood or cardboard is used for filing the documents. All the documents are preserved in a box in a loose manner one after another in a chronological order.

Advantages

1. It is simple to understand and easy to operate.
2. It is economical because one box is sufficient for filing the documents.
3. It provides greater safety to the documents because the box always remains closed.
4. It consumes less space as the box can be kept on a corner of the table or floor.

Disadvantages

1. It is not suitable for large and modern organizations.
2. It is not flexible. Only a limited number of documents can be kept in a file.
3. It is unsuitable for large sized valuable and permanent type of papers.
4. It keeps documents loosely due to which there is a greater chance of misplacement of documents.

Modern Filing System

The tradition filing system is did not meet the requirements of the modern business organization having a large number of documents. Hence, it was replaced by modern and scientific filing system . The following are the main type of modern filing system: -

Horizontal Filing

Horizontal Filing

Horizontal filing is also known as flat filing under which the files or folders are kept in drawers in horizontal or sleeping position in chronological order. The files are kept in a pile one upon another. Under this system, papers are punched and kept in a file by tying with a lace or held using a metal clip attached with the file.

Advantages

1. It is simple and can be operated even without special knowledge.
2. It is an economical system as it requires less equipment and manpower.
3. It ensures safety to the documents as they are punched and tied with lace or clip.
4. It occupies less space because the folders are placed in sleeping position one upon another.

Disadvantages

1. It is difficult to locate the required file due to their sleeping position.
2. It is more time consuming as it requires punching, arranging, fastening, and opening the lace or clip frequently.
3. It is the less flexible system because the file cannot hold a large number of documents.
4. It has the chance of disappearing the words and figures due to the punching of documents.

Vertical Filing

Vertical Filing

The act of keeping folders in a drawer in a standing position with the support of one another is called vertical filing. It is such type of filing under which folders are arranged in a upright position. File are usually made of hard paper and aligned alphabetically, numerically, geographically or subject wise as per office need.

Advantages

1. It discloses the position of all the folders at a glance.
2. It ensures the safety of documents as a special type of folder and drawer or cabinet is used.
3. It is most suitable for huge organizations as a great number of documents can be kept in the folders.
4. It can maintain secrecy because the drawer remains locked.

Disadvantages

1. It consumes more space as the folders are kept in standing position and big cabinets are also needed.
2. It is comparatively more expensive as the special type of folders and drawers are needed.
3. It is not suitable for the small organization due to limited resources.
4. It has the greater chance of misplacing the documents as they are kept in loose forms.

Differences between Horizontal and Vertical Filing Systems

Bases of differences	Horizontal Filing	Vertical Filing
Position of folders	It is a system under which folders are arranged in a horizontal position.	It is a system under which folders are arranged in a vertical position.
Position of papers	It keeps papers in files by tying with lace or clip.	It keeps papers in folders in a loose position.
Chances of losing documents	It has less chance of losing documents because papers are tied together with a clip.	It has a greater chance of losing documents because papers are kept in a loose position.
Economy	It is an economical system as only files are necessary for preserving papers.	It is a costly system as it requires special folders, drawers and guide cards.
Flexibility	It is not flexible because the file cannot hold a large number of documents.	It is flexible. Each folder has greater capacity to hold papers.
Quick reference	It does not provide quick reference to locate documents.	It provides quick reference to locate documents.
Protection	It provides limited protections to papers as files are kept in an open drawer.	It provides maximum protections to papers as files are kept in cabinets with lock.
Suitability	It is suitable for small as well as large offices.	It is suitable only for large offices

 

ndexing

An index card

The process of finding out the proper location easily and quickly is known as indexing. It is an essential tool for proper and efficent management of office. Indexing guide the person for easy and quick location of the required the file. Indexing helps to increase efficiency and save the time of the office.

The following are the some of the main definition of indexing: -
“An index is anything that indicates or points out. Its prime function is to act as a guide to a body of data or to the collection of funds.” – J.C. Denyer
“Indexing is a system which helps to locate the position of files quickly and easily.” – Saxena

Importance of indexing in filing

Indexing is a part of filing. The filing is incomplete without indexing. The indexing helps to locate the files and folder easily and quickly whenever required. The following points highlight the importance of indexing in filing: -

1. Indexing helps in preservation of documents in efficient and organized manner.
2. It helps in prompt retrievel of files as and when required .
3. It helps to maintain the secrecy of the information and documents.
4. It gives the detail information of the correspondent like name, address, telephone number, file number, financial position and trading and manufacturing items.
5. It provides a summary of the records for the quick reference.
6. It saves time and effort while searching out a document by providing a ready reference.
7. It increases the efficiency of the staff in carrying out their assigned duties.
8. It also brings rapidity and efficiency in filing and other regular functions of the office.

 

Correspondence

 

Introduction

Handling correspondence is one of the routines of an office. It is creative and challenging functions to be performed by an office assistant. Correspondence is a written form of communication which formalizes all the official activities of an organization. It is considered as the formal agent, which speaks and gives messages on behalf of the office. An effective letter is a strong tool for motivating people, changing their attitude and maintaining and developing good relations with them. It is used for making an inquiry, giving replay, placing an order, making complaints, settling compliant and attracting potential customers. It gives a positive impression to the customers and helps in increasing goodwill of an organization. so, the successful or failure of the organization mostly depends upon efficiency in handling correspondence.

Definition:
Correspondence is the most useful means of written communication. It is the process of exchanging official information between individuals and organizations of different places. It is the process of receiving and sending letters for achieving a definite objective. It may also take place in the form of a report, circular, telegram and electronic mails. The following is a definition of correspondence:

"Correspondence can be defined as communicating in writing on subjects of mutual interest either within the organization or with an outsider. " - S.P Arora

According to this definition, we say that correspondence is the process of exchanging written information between individuals and organizations of different places for carrying out different official activities.

Need and Importance of Correspondence:

1. Exchanges information
   Correspondence is the safest, cheapest, most convenient and popular means of exchanging information for all individuals, business organizations, government offices, and social organization.
   
   
2. Enhances goodwill
   Effective letter writing creates a positive impression upon the customers. It helps to develop positive attitude and impression about the activities and products, which ultimately helps to enhance the goodwill of the organization.
   
   
3. Determines responsibility
   Correspondence is a written document which is signed by the writer. It makes the receiver responsible for doing the job as specified in the letter.
   
   
4. Provides evidence
   Correspondence maintains written record which can be produced as an evidence for the transactions performed and contract done. Such evidence is useful for settling disputes and misunderstanding.
   
   
5. Makes communication reliable
   Correspondence is the most reliable means of communication. It is the authentic means of communication which formalize all the activities of an organization.
   
   
6. Provides written records
   Correspondence provides written records for all the activities of an organization for future reference. It provides the written records for the transactions performed, decisions were taken and contract and agreement done.
   
   
7. Maintains public relation
   Correspondence is a strong means of communication for maintaining and developing a warm relationship with customers, suppliers, financial institutions and governmental bodies. It helps in changing the interest and attitude of the customers and promoting sales.

Objectives of Correspondence

1. To keep permanent records of important activities regarding activities the transactions, contracts, an agreement made and decisions taken.
2. To settle the misunderstanding and disputes regarding different matters of the organization by providing written evidence.
3. To provide the valuable information to the concerned parties at the time of necessity.
4. To maintain present and attract potential customers and to promote.
5. To fulfill legal formalities as per the requirement of the concerned act.

 

 

Qualities of a Good Letter

A letter is written with a definite objective. The achievement of such objectives depends upon the effectiveness of the letter. An effective letter gives the positive impression and impels the receiver to do the job as the writer wants. This note explains about the qualities of a good letters and different parts of a letter.

 

Qualities of a Good Letter

A letter is written with a definite objective. The achievement of such objectives depends upon the effectiveness of the letter. An effective letter gives a positive impression and impels the receiver to do the job as the writer wants. The effective letter is one which possesses following qualities:

• Clearness
  The effort of letter writing is meaningless if the matter of the letter is not clear to the reader. In order to make clear to the reader, it should be drafted by using simple, short, sweet words and sentences. The intention of the writer can be understood by the reader only when the letter is written clearly.
  
  
• Correctness
  The clearness of the letter depends on its correctness. The letter should be correct in terms of language and information. The writer should draft the letter by using correct spellings, words, grammatical structure, sentences and giving the correct information, data, and figures.
  
  
• Completeness
  A letter, on one hand, should be concise and, on the other hand, it should be complete. The letter should include all the information that the reader wants. An incomplete letter adds confusion, wastes time money and efforts.
  
  
• Conciseness
  A letter should be as short as possible. The writer should never write more than what makes the meaning of the letter clear to the reader. An unnecessary discussion should be avoided and economy of words should be enforced.
  
  
• Attractiveness
  The letter should be attractive in its appearance. The proper document design plays a prominent role to make the letter attractive. It should be folded properly and should be put in a right-sized envelope.
  
  
• Coherence
  Effectiveness of a letter depends to a great extent on its coherence or unity. Coherence means writing the matters of the letter in a sequential manner. One information should be followed by other information in a sequence and one paragraph should be supported by another paragraph.
  
  
• Courtesy
  A letter should be written by giving due respect to the feeling of the reader. Courtesy or politeness is achieved by showing attitude and friendly behavior towards the reader. A courtesy letter always helps in increasing goodwill and maintaining warm relations. It costs nothing but pays many things.
  
  
• Creativeness
  Effectiveness of a letter depends to a great extent on its coherence or writer should not try to copy the phrases, sentences, and style from others. Only creative and original writing helps in impressing and convincing the receiver.
  
  
• Effectiveness
  An effective letter is one which achieves its objectives. It impels receiver to do just what the writer wants. If the letter possesses all the qualities discussed above, it is regarded as an effective letter which fulfills the purpose of it writing.

·         Parts or Structure of a letter

A letter is made up of its different parts. These parts should be arranged properly and orderly to make the attractive, meaningful and effective. An effective letter generally contains the following parts in a sequential order:

1. Heading

Heading is the first part of the letter. It consists of name, address, e- mail address, website address, telephone number, fax, number and post box number of the organization, which writes the letter. It also includes the date and reference number of the letter. The heading is found in printed from on top of the letter which is also known as letterhead. This is the example of heading:

2. Inside address

Inside address is the second part of the letter. It consists of name and address of the receiver to whom the letter is written. The inside address should be exactly the same as the address of the receiver written envelope. It is written in three lines. The first line consists the name of the firm or person, the second line contains the name of the street and the third line contains the name of the city. The name of the firm and person used in the inside address must have proper courtesy titles like Mr., Mrs, Dr., prof. , etc.For Example:

The Chairman

Star Saving & Credit Co-operative Ltd.

10/21, Chabahil

Kathmandu

The following is an example of inside address of a person:

Dr. Ananda Jha

13/ 30, Jorpati

Kathmandu

3. Salutation

Salutation is the third part of the letter. It is the greeting or honor given to the receiver by the writer. The words of salutation tone used in the letter depend upon the receiver by the writer. The words of salutation like Respected Sir, Dear Sir etc. are used for honoring the receiver.

·         4. Subject heading

Subject heading is the fourth part of the letter. It is written for informing the receiver about the subject or theme of the letter at a glance. It helps the reader to know exactly at very first sight, what the letter is about. The following is the example of subject heading of a government letter:

Subject: About the SLC Exam

The following is an example of the subject heading of a business letter:

Subject: Order for Books

5. Body

Body is the fifth part of the letter. It is the most important part of the letter from the viewpoint of the writer and reader. It relays the whole message to the receiver clearly, concisely, completely, correctly and courteously. It is divided into three paragraphs. The first is inducted or paragraph which begins with friendly expressions like "We are happy to....." We are pleased to...", etc. The second is the main body which deals with the main subject matter of the letter. The third is concluding paragraph which concludes the message of the writer. The letter is concluded with the words like " We look forward to....", "We are always pleased to..." etc.

6. Complimentary closing

Complimentary closing is the sixth part of the letter. The act of concluding the letter by giving due respect to the receiver is called complementary closing. It must agree with the salutation. When the salutation is"sir", "Dear Mr. Pandey", 'Your Sincerely' should be the complementary closing.

7. Signature

Signature

A signature is the last part of the letter. It contains a signature, name, and position of the writer. The writer must sign the letter for its validity and must write his name and position for his identification.

 

Types of letter

A letter is written by different organizations for various purposes. Letters are different from one another on the basis of objective and importance or priority. Hence, the letters can be classified as follows:

On the basis of objectives

The letters are written with different objectives. Some of the letters are written with the objective of carrying out government activities, some of the letters are written with the objective of carrying out business activities, etc. The following are the types of letter classified on the basis of objectives:

Government letter

The letter which is drafted by a government office is called government letter. It is exchanged between central level office and operating level office of the government. It is written by a central level office to the operating level office for giving notices, information, decisions, instructions, and orders. It is written by the operating level office to the central level offices for reporting budget expenses, performance, progress, achievements, and problems. According to Administrative Job Clearance Act, 2026, the government letters are classified into urgent, most urgent, ordinary, most confidential and non-confidential letter on the basis of their priority.

Business letter

The letter which is drafted by a business organization is called business letter. It is written by the business letter to its branches, present and potential customers and the suppliers of the goods. It is written with the purpose of buying and selling goods and carrying out the other activities of the business. It is written for making the inquiry, giving replay, placing the order, confirming the order, making compliant and collecting dues.The following are the types of business written for achieving different objectives:

1. Inquiry letter
   The letter which is written by a buyer to a seller asking for the information about the goods to be purchased is called inquiry letter. It is written for making the inquiry about the goods, discount offered, terms of payment, means of payment and transportation, delivery date, etc. It helps the buyer to find out the best supplier from whom goods can be purchased at the lowest cost and in the most favorable terms and conditions.
   
   
2. Reply letter
   The letter which is written by the seller to the buyer by giving the information about the goods to be sold is called reply letter. It is written in response to the inquiry letter stating quality, price, discount offered, terms of payment, place of delivery, means of transportation. Since the seller quotes the price of goods at which he sells them, it is also known as quotation letter. While giving a reply to the inquiry, the seller should give information correctly and completely. The quality of the reply letter helps to be the best supplier.
   
   
3. Order letter
   The letter which is written by the buyer to the seller to place the order for goods is called order letter. It is written in response to the reply of quotation letter giving details about the goods to be purchased. It is a contract between the buyer and seller of the goods to be bought and sold understated price and terms and conditions. While placing the order for goods, the buyer should give clear information to the seller stating type and price of goods, quantity, discount, terms of payment and place and date of delivery for the effective execution of the order.
   
   
4. Confirmation letter
   The letter which is written by the seller to the buyer confirming or acknowledging the order received is called confirmation letter. It is written in response to the order which knowledge the order placed by the buyer. While trying the confirmation letter, the seller should state that the order letter has been received and the goods as per the order will be delivered as early as possible.
   
   
5. Complaint letter
   The letter which is written by the buyer to the seller making complaint against the goods delivered is called complaint letter. If the buyer does not receive the delivery of goods as per the order placed, he writes the complaint letter to the seller. The letter is written if goods are of inferior quality, high price, excess quantity and late delivery. The complaint should not be made unnecessarily without making sure the facts found are right. The buyer should be polite and positive while making the complaint to the seller.
   
   
6. Adjustment letter
   The letter which is written by the seller adjusting the complaint made by the buyer is called adjustment letter. It is written in response to the complaint letter. If the seller finds that the complaint made by the buyer is reasonable, he should adjust either by accepting the goods returned or adjusting the amount in the account of the customer.
   
   
7. Dunning letter
   The letter which is written by the seller to the buyer for collection outstanding amount is called dunning letter. It is written by the seller for collecting the due amount of goods sold. It is reminder letter sent to the debtor requesting to settle his account. It should be written politely just to remind the customer and break the trade relation.

Employment letter

The letter which is written by a candidate for getting employment in an organization for a given post is called employment letter. It is also known as the letter of application for a post. It is generally written in response to an advertisement. The effectiveness of the employment letter determines whether in response to an applicant is selected for the interview or not. The applicant should write the employment letter by giving his details honestly using effective language. While writing the letter, the applicant should state his academic qualification, experience, training, age, health, hobby, reasons for applying the post and leaving the post occupied in a sequential order.

Personal letter

A letter which is written by an individual for the family members, friends, relatives describing personal matters and relevant events is called personal letter. This type of letter is written to give information about the health, economic condition, family situation and problems, progress etc. It is written for love and affection and for maintaining personal and family relation. It can be written on any matter and has no any fixed form or structure.

On the basis of Priority

All the letters are not equally important. These are different from one another on the basis of their importance and priority. The office should process and clear the letters in order of priority. Priority should be fixed on the basis of the nature of work and degree of importance. According to the Administrative Job Clearance Act, 2026 of government letters are classified in the following groups as per their importance:

1. Immediate letter
   The letter marked with the word Immediate on the envelope is called immediate letter. These letters must be processed and cleared immediately. If the letter submitted to the higher level, the concerned authority must submit it on the same day. In case the office hour is over, the letter has to be submitted the next day at the earliest hours.
   
   
2. Most urgent letter
   The letter marked with the words Most Urgent on the envelope is called most urgent letter. Such letter should be cleared by the concerned authority within 3 days. If the letter is to be submitted to the higher level, the concerned authority must it on the same day.
   
   
3. Urgent letter
   The letter marked with the word Urgent on the envelope is called urgent letter. Such letter should be cleared by the concerned authority within 5 days. If the letter is to be submitted to the higher level, the concerned authority must submit to the higher level within 2 days.
   
   
4. Ordinary letter
   The letter without any mark on the envelope is called ordinary letter. Such letter does not contain any word of priority. It has to be cleared by the concerned authority within 7 days. If the letter is to be submitted to the higher level the concerned authority has to submit it within 3 days.

 

Handling Mails and Office Information

Handling mail is a process of receiving, recording and dispatching the receiving and sending letters and documents in properly. The incoming mail is received and recorded by the office in the entry book or register book. The outgoing mail is drafted by the office in the dispatch book. This outgoing mail is dispatched by the office through the post office or messenger. Handling mail is also known as 'Darta Chalani'. Handling mail is one of the important routine functions of every office which should be performed by the office assistant efficiently.

Handling Incoming mail

The process of receiving all letters and documents and recording them in entry book in a systematic way is called handling incoming mail. The process of handling incoming mail are as follows:

1. Receiving the mail
   The incoming mail is received by the mailing department brought to the office by the postman or messenger. Such mail may also be collected by the employee from the post box.
   
   
2. Recording the mail
   The mailing department records the incoming mail in a book called entry book.
   
   
3. Stamping the mail
   The mailing department stamps on the top of the first page of the letter. The stamp contains the information relating to the reference number, entry number, and date.
   
   
4. Disturbing the mail
   The mailing department distributes the letters to the concerned selection or authority for processing and clearing them.
   
   
5. Clearing the mail
   The concerned section or authority processes and clears the letters on the basis of their importance and priority.

Handling outgoing mail

The process of drafting the letters and documents and sending them to the concerned office or authority after recording in dispatch book in a systematic manner is called handling outgoing mail. The processes of outgoing mail are as follows:

1. Drafting the mail
   The outgoing mail is prepared by the concerned section or authority. The letter is typed on a computer. It is signed by the responsible officer for its validity.
   
   
2. Collecting the mail
   The mailing department collects all the outgoing mail from concerned section or departments. The concerned section can also send the outgoing mail to the mailing department for final dispatch.
   
   
3. Recording the mail
   The mailing department records the letters in a separate book called dispatch book. The dispatch book is a primary record of all the letters dispatched by the office to different persons and offices.
   
   
4. Stamping the mail
   The letter is folded and inserted in a sized envelope. The address of the receiver is typed and the envelope is sealed with gum, adhesive or cello tapes. A letter should be stamped which are being sent through the post office. The amount of postal ticket differs according to the weight of the letter, type of the letter and distance.
   
   
5. Dispatching the mail
   The letter is dispatched to the concerned person or office by the mailing department through the post office or messenger. The message issued by an office or organization on a given topic for the knowledge of people inside or outside the organization is called office information. It is found in written form. It basically includes notices, circular and mandatory order.

Notice

Notice is an act of giving information on a given topic to the concerned people inside or outside the organization. It is effective means of passing short messages to a group of people. It contains essential information on a subject which is displayed attractively in order to get their cooperation. It is found in both written and oral form. The notice is issued by the social organization, educational organization, business organization, and governmental organization for informing people on different matters for different purposes. While drafting and designing a notice the following basic guidelines should be considered:

1. The notice should be as short as possible.
2. It should contain a clear heading.
3. It should contain sub- heading to break up the main information.
4. It should be printed with different font size.
5. It should display the message attractively.
6. It should contain the name of the writer, position and date at the bottom.

Kinds of Notice

1. Social notice
   The notice issued by a social organization like red cross society, Maiti Nepal, Nepal scout, etc. is called social notice. Such notice is issued for informing social, cultural, religious and political environment activities. It aims at uplifting the social, cultural, religious and political environment through a number of welfare activities for the people and society.
   
   
2. Geographical notice
   The notice issued by an organization addressing the people of a particular geographical area is called geographical notice. Such notice is issued by the different organization to the people of a particular locality like village, districts, and region to inform social, educational, health, business and government activities.
   
   
3. Physical notice
   The notice issued by the social organization for the purpose of making people aware of their health and physique is called physical notice. Such notice is issued to inform the concerned people for the activities being carried out to take care, maintain and improve the condition of their health and physique.
   
   
4. Educational notice
   The notice issued by an educational institution like a school or campus or university is called educational notice. Such notice is issued for informing the matters relating to academic, circular and extra circular activities to the students, teachers, guardians and other concerned parties.
   
   
5. Business notice
   The notice issued by a business organization is called business notice. Such notice is for informing about the matters relating to business activities like launching a new product, opening a new branch, changing the design, quality and price of the product and appointing a new agent.
   
   
6. Government notice
   The notice issued by a government office like ministry, department, constitutional body, government project and district level offices about the matters relating to public interest, welfare, and security. It is also issued for giving instruction to clear task to the general public.

Circular

A circular is one which is sent out to many people or offices at the same time. It is issued by the head office to its branches or by the central level office to its operating level offices instructing to do or not to do the things as mentioned in it. It passes the information from the top level to middle level to lower level; it is also known as downward communication.

Importance of Circular

1. It should be as short as possible.
2. It should be drafted in a particular letter head.
3. It should be drafted using simple, polite and correct language.
4. It should contain all parts like inside address, salutation, body, signature and position of the concerned officer properly.
5. It should be drafted mentioning the instruction as it is requested to follow the statement mentioned below in stepwise circular after writing the full text of circular received the upper-level office.

Types of Circular

The circular issued by the head office to all its branches directly or through its different levels. The circular can be classified as follows:

1. Direct circular
   A direct circular is one which is issued and distributed to all the branches or the head office itself. The central level office of the government or the head office of a business circulates the message to all operating level office branches directly.
   
   
2. Stepwise circular
   A stepwise circular is one which is issued and distributed to all the branches through different levels. It is an indirect circular in which the message is passed from the first level office to second level office, second level office to third level office and so on until the message reaches the lowest level office.

Mandatory order

The mandatory order is an instruction given by concerned authority to his subordinate staff to take action as per concerned rule for the written request made by an individual or organization on a specified work. Once the order is issued by the chief in writing, it becomes a compulsion for the subordinate staff to take appropriate action as soon as possible. The mandatory order is also known as 'Tok Aadesh'.