Correspondence Records – Types and Uses

The mailroom in an organisation keeps a number of books known as correspondence records. These are kept for the smooth running of the office.

These books include;

• Correspondence/Mail Inwards Book.
• Correspondence/Mail Outwards Book.
• Dispatch Book.
• Postage Book.
• File Movement Book.

1. Correspondence/Mail Inwards Book:

The mail inwards book is also called the correspondence inwards register, or incoming mail register. It is used for recording the details of all official correspondence, received by the organization. Some of the vital information contained in the Mail Inwards book are:

• The date the correspondence was received.  

• The sender’s name.

• The subject matterThe topic dealt with or the subject represented in a debate, exposition, or work of art. More.

• The reference number of the letter.

• The date of the reply.

2. Correspondence/Mail Outwards Book:

The mail outward book can be called the correspondence outwards register, or simply the outgoing mail register. The register is used for recording the details of letters leaving the organisation, to other individuals, firms, or establishments.

3. Dispatch Book:

Dispatch book serves the same purposes as mail outwards book, only that it is smaller and used when letters are to be delivered by hand.

4. Postage Book:

The postage book is used for recording the details of letters posted, and the amount spent on postage stamps.

5. File Movement Book:

The file movement book is kept by the filling clerk, to record the movement of files within the organisation. File on loans to other departments, or staff, is recorded in the file movement book, to enable the filing clerk to easily trace the file, when required for action.