Outgoing correspondence: logs, accounting, samples, filling rules

In any sphere of the national economy there is necessarily office work, which includes many functions. Among them, accounting for incoming and outgoing correspondence is one of the main ones. There is not a single enterprise that operates in isolation from other organizations. Communication and cooperation with customers, suppliers, financial and other institutions is required. Therefore, the production process cannot do without correspondence. Who is responsible for registering incoming and outgoing letters? How to properly keep records of them? Who needs this and why? Let's look at these questions in the article.

Categories of correspondence. Features of outgoing documentation

There are a great variety of forms and types of documents, but they are all divided into only two main categories:

Sent (outgoing correspondence).
Received (incoming correspondence).

Let's look at the meaning of each category.

Correspondence, called outgoing, can be sent to the following recipients:

Higher authorities.
Subordinate organizations.
Partner companies.
Departments, workshops and other structural divisions of the enterprise.

What documents are sent to higher authorities?

Almost every enterprise is subordinate to some organization (district, departmental, regional, as well as ministries). Outgoing correspondence sent to these institutions can be reports, reports, plans for the month, quarter, year, and responses to requests. As a rule, it is drawn up on approved standard forms or on regular sheets with the company logo.

Documents for lower organizations

Not all, but many enterprises cooperate with organizations under their control. These may be executive bodies, branches, small firms and others. The correspondence sent by him may be directives, orders, notifications, regulations, instructions, training materials. It is also issued on letterhead or regular sheets with the company logo. In addition, instructions and training materials may take the form of brochures and manuals, but they must be accompanied by instructions on standard forms or cover letters with stamps and signatures. If there are none, then the manuals and brochures themselves must have the seal of the sending company and the signatures of the responsible persons.

Magazine design rules

Regardless of where the document is sent, it must be recorded. For this purpose, there are journals for recording outgoing correspondence. In times before computers and the Internet, such journals were kept by hand. They could have any appearance. A general notebook, accounting book, and notepad could be used. The main thing is that the magazine had to have stitched sheets so that they could not be torn out. In addition, they needed to be numbered. The title page of the magazine indicated the date when it was started. Previously, pages had to be stitched with thread, their ends sealed with a sheet of paper, on which the seal and signature of the responsible person had to be affixed. Also on this sheet was the total number of numbered pages. Corrections were not allowed.

Nowadays, the stitching of the journal with threads is preserved when registering particularly important documents that have financial or legal value.

The pages in the magazine are numbered in most businesses.

When the last line of the journal is filled in, the end date is entered. It is stored for 3 to 5 years. This depends on the type of correspondence recorded in it. Particularly important are court orders, financial accounts, long-term contracts and the like. The journal can only be disposed of if each of the documents recorded in it has lost its legal force.

How long to store

The storage period of the journal should not be less than the storage period of the documents that are registered in it. This rule applies even if it contains orders for core activities or personnel documents that have a permanent shelf life.

Rule: in order to have the right to destroy the log of outgoing documents, you must make sure that the storage periods for all documents noted in it have expired.

Usually the period does not exceed 3-5 years. But there are exceptions to the rules. For this reason, experienced personnel officers, secretaries, heads of departments or other employees who are responsible for maintaining the journal often resort to separating the journals. In one, documents with a permanent shelf life are registered (also those that are stored for 75 years), and the other is reserved for “perishable” documents that lose legal force within 3-5 years. In this case, a mark is placed on the cover of the magazine. The main thing is to avoid confusion.

Computer to the rescue!

In our age of computer technology, it is difficult to find a clerk who draws up a log of incoming and outgoing correspondence by hand. Now there is a certain program that allows you to print forms or keep records on a computer. To use it, you need to have:

Computer with MS Office, MS Excel programs.
A printer.
Scanner.
Computer email.
A stamp of this type: “Entrance. No._______, "____" ___________20___" It can be typed manually or purchased ready-made.

Next, you need to go into the program, download the required form and start working with it. You can print out the form, make many photocopies, and staple them. You will get a journal in which you will need to make notes by hand. You don’t have to print it out, just register directly on your computer. As a rule, this is how documents are kept for which signature is not required.

Outgoing correspondence journal sample download in Word

> > > > > The log of incoming documents does not have a unified form. It is not mandatory to fill out; the decision to create and maintain it is made by management.

Its content is determined individually at each enterprise based on the specifics and adopted accounting policies.

journal of registration of incoming documents Compiled to store notes on the facts of creation, receipt or sending of documents, number and dates, brief content.

The registration journal serves to record, systematize, process information about document flow, has its own continuous numbering, which allows for further internal control over the movement and execution of documentation, and also serves as a search and reference system for employees.

All incoming, outgoing, and sometimes internal documents are subject to registration, regardless of their content and method of delivery or sending.

Logbook for outgoing correspondence (appendix to the document flow regulations)

Subject of the document: Text version file: 4.0 kb Save the document: Appendix No. 2 to the Regulations on Document Flow —————————————————————————— ¦ N ¦ Time , date ¦ Address, ¦ Brief ¦ Signatory¦ Method ¦ Copy in ¦ ¦ registration/ ¦ name, ¦ contents ¦ ¦ dispatch ¦ file N and ¦ ¦ ¦ date, time ¦ Full name.

¦document,¦ ¦ ¦ other ¦ ¦ ¦dispatch, ref.¦ recipient ¦ volume ¦ ¦ ¦ marks ¦ ¦ ¦ number ¦ ¦ (p.

) ¦ ¦ ¦ ¦ +—+—————+————-+———-+———+———+———-+ ¦ 1 ¦ 2 ¦ 3 ¦ 4 ¦ 5 ¦ 6 ¦ 7 ¦ +—+—————+————-+———-+———+———+———-+ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ +—+—————+————-+———-+———+———+———-+ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ +—+—————+————-+———-+———+———+———-+ ¦ ¦ ¦ ¦ ¦ ¦ ¦ ¦ —-+—————+————-+———-+———+———+————

4 key rules for filling out the log of outgoing documents

› › › All entrepreneurs sooner or later send documentation “to the outside world,” even in a small organization.

It's easy to get confused or forget something when performing regular duties.

This is why it is so important to keep records of documentation.

It is important to keep records of both incoming and outgoing business papers. Traditional paperwork is quite suitable for solving this problem. Registration is the process of recording accounting data relating to a document.

This is done only in accordance with the norms and rules established at the legislative level.

This helps to record the fact of sending or receiving, or the creation of an element of documentation. Registration is necessary to give the papers legal force. Without registration numbers, documents are not recognized as valid.

At least officially. They are used to register documents. They are sold in office supply stores.

You can choose different graph names, thickness and format.

Example of an incoming documentation log

Documents received by the organization from other legal entities and individuals should be recorded in a journal. In this case, a mark is made on the incoming form about registration and assignment of a registration number to it.

We offer a sample for incoming documents to download below. The registration book does not have a standard form and can take the form that is convenient for the organization itself.

For outgoing papers, a similar form with minor modifications can be used.

A logbook for incoming correspondence and documents is not mandatory, but it simplifies the accounting of what is received by the organization.

Electronic correspondence log

The program "" is an automated system for maintaining correspondence on a computer. Main features of the program: 1. Registration of incoming and outgoing correspondence.

2. Maintaining electronic copies of documents. 3. Scanning documents and storing them in a database in electronic form (Jpeg format). 4. Printing registers of registered documents.

Printing can be done daily at the end of the working day (daily register), for a certain period, and also several times during one day.

6. Organization of electronic document management of the company: imposition of a resolution, identification of persons responsible for fulfilling the target dates of the document, specific executors, deadlines,

Maintaining a log of incoming and outgoing documentation

> >

Each enterprise, in the course of its activities, receives and sends a certain amount of correspondence. A clearly organized document flow system will ensure the order and safety of business

Document registration log sample

We keep records of incoming and outgoing documents according to the rules. Every company, even the tiniest one, as a rule, has a solid document flow: these are incoming and outgoing, executive and internal documents.

In every company, even the tiniest one, as a rule, there is a solid document flow: these are incoming and outgoing, executive and internal documents. In order to ensure that not a single document is lost and each one reaches the addressee, there are certain rules for registering all correspondence of the organization, for which the document registration journal is used.

Most often, documents signed by the manager are entered into the journal by the secretary-clerk; accounting documents, internal documents, contracts, orders for personnel are registered in the department\\division where they were prepared.

All of them are recorded in a special registration journal.

Of course, it is very convenient when

Electronic correspondence log 3.3.36

Briefly: The Electronic Correspondence Journal program is an automated system for maintaining correspondence on a computer.

In detail: Electronic correspondence journal - Main features of the program. 1.Registration of incoming and outgoing correspondence. 2.

Printing the registration card of the incoming document, information about the movement of the document, a sheet for imposing the resolution of the document by the manager.

3.Maintaining electronic copies of documents. 4.Direct scanning of documents into image files (jpg).

Log of incoming documents

→ → → Subject of the document: Text version file: 1.2 kb Approved by resolution of the Ministry of Justice dated October 26.

2006 N 64 Form JOURNAL OF REGISTRATION OF INCOMING DOCUMENTS —————————————————————————— ¦ Date ¦ Correspondent, date and ¦ Brief ¦ Resolution ¦ Note on ¦ ¦ receipt ¦ number of received ¦ contents ¦ or to whom ¦ execution ¦ ¦ and number ¦ of document ¦ ¦ sent ¦ ¦ ¦ document ¦ ¦ ¦ document ¦ ¦ +———-+————————+————+— ———+————-+ ¦ 1 ¦ 2 ¦ 3 ¦ 4 ¦ 5 ¦ +———-+————————+————+————+———— -+ ¦ ¦ ¦ ¦ ¦ ¦ ————+————————+————+————+—————

An employment contract defines the relationship between employer and employee. From how thoroughly

Journal of registration of outgoing documents

8346, a sample of which is given below, is very helpful in maintaining documentation in an organization.

https://youtu.be/8_22wXqFkTs

It records outgoing letters, instructions, explanations and other papers that the organization officially sends somewhere.

Large enterprises use spreadsheets and specialized programs for this. But small businesses rarely need them.

FILES Recording the fact of sending any paper is no less important than recording the fact of its acceptance. Thus, the log of outgoing documents has the same meaning as the log of incoming letters.

The degree of order in the correspondence sent will depend on it.

It is also necessary to maintain the integrity of correspondence on fundamentally important issues.

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How many magazines do you need?

Most often, enterprises maintain one log of outgoing correspondence. However, some organizations that have many partners and other recipients may create several similar journals, for example, the following:

To record correspondence sent to third parties and for documents within the enterprise.
For letters sent to domestic and foreign companies.
For documents intended for certain organizations (for example, the central administration, ministry, etc.) and everyone else. This is done for the convenience of document management, but any journal is drawn up according to a single standard.

In addition, some organizations keep separate journals for each type of documentation. For example, for registering outgoing orders, accounting orders, notifications, manuals, customer complaints, protocols, and so on. To record such documents, forms with other columns may be used.

How to keep journal entries

It should be said that the forms are approximately the same for recording all types of outgoing correspondence. A sample demonstrating what the design should be is given in our article.

At the top of each page there is a “header” with the following columns:

The serial number of the entry is also indicated on the document.
Departure date.
Title of the document (for example, “Progress Report”).
Brief content (literally a couple of sentences, you can also enter the document number).
The name of the institution where the correspondence is sent.
Signature of the responsible person conducting the registration.
Method of sending (regular or e-mail, fax). This item was added with the advent of new technologies. Previously, it was not in the correspondence logs.
If a response to a request or a report on execution is sent, the journal should indicate the number of the document on the basis of which the letter being sent was created. It is also necessary to indicate information about the performer (full name, position).
Number of copies. Sometimes there is a separate column in which the number of pages in the copy is entered.
Note. Information that is not included in the previous columns is indicated here.

If the outgoing document is not a response to a request or a report, dashes are placed in the columns about execution and responsible person.

Nowadays, the content and filling of the outgoing correspondence journal have remained virtually unchanged. A sample is shown above.

Storage period and some rules for filling out the log of outgoing documents

3 years is the maximum period for storing logs for recording documentation. After this time, an examination is appointed to verify the value of the information. For this purpose, the manager draws up a separate order. If the commission reveals papers that are of no value, the latter are destroyed. Which is accompanied by a separate act.

Here are some separate categories of business papers that are not subject to registration:

Accounting.
Invitation tickets to events.
Postcards, congratulatory letters.
Advertising materials and brochures.

Before registering a document, a draft is drawn up. The unit number is included in its number when necessary.

For registration, the use of company forms is allowed. Business papers that are just at the design stage can be included in the journals. They don't have the management's signature on them yet.

For numbering and filling out journals, each company can develop its own scheme, which it considers most convenient.

Journal of registration of outgoing documents - sample filling:

Journal of registration of outgoing correspondence of JSC Avtodorstroy.

A sample of filling out the journal for registering outgoing documents of JSC Spectr.

Incoming correspondence

Letters and documents can be received by the enterprise from the following sources:

Higher authorities.
Subordinate organizations.
Partner companies.
Other institutions not related to the previous paragraphs (police, banks, courts, private citizens, and so on).
Within an enterprise, incoming correspondence may come from the administration or another structural unit, for example, from the accounting department.

Above we looked at what papers can constitute correspondence from the organizations specified in the first three paragraphs.

Documents from other institutions may be a summons to an employee, a writ of execution, a court decision, a lawsuit, a complaint or a statement from a private person, and so on.

Papers representing document flow within an enterprise can be very different: management orders, instructions, instructions, regulations, standards, safety rules, notifications, and so on.

Working with incoming documents

It is necessary to keep records not only of outgoing correspondence, but also of incoming correspondence. The journal where letters arriving at the enterprise are recorded is drawn up according to the same rules as for documents sent.

The difference is in the “heading” on the forms. It should contain the following columns:

Serial number. It is also affixed to the document.
Date of receiving.
The organization that sent the document.
How it was received (by fax, email or regular mail).
Document's name.
Number of copies.
Where the document is sent (shop, department or folder name).

A sample of one of the incoming correspondence log forms is presented below.

If the incoming document is an order or methodological instruction from management received by the workshop (department) for execution, the registration log must indicate who the responsible person is, as well as a mark of execution, date and signature of the executor.

Stages of the process of working with incoming correspondence

The process of working with incoming correspondence can be divided into stages:

reception;
sorting;
registration of correspondence;
sending documents to recipients for making management decisions;
sending documents for execution;
execution of documents;
organization of control over the execution of documents;
formation of executed documents into cases.

The process of working with incoming correspondence, like any other business process, in addition to its constituent elements, necessarily describes or regulates the production activities of its participants. Each participant in the process has a specific role. In this case, the roles can be distributed as follows:

A manager is the head of an institution or structural unit. Reviews documents received in his name, makes management decisions on them, and evaluates the result of execution.
Responsible executor is an employee of the institution indicated in the resolution of the Head as “Responsible executor”. Receives, in accordance with the resolution of the Manager, a document for its further execution, organizes the work of co-executors, and reports to the Controller on the progress of execution of the document.
Executor – an employee of the institution indicated in the resolution of the Head as “Executor”. Receives, in accordance with the Manager’s resolution, a document for its further execution, reports to the Manager or Controller on the progress of execution of instructions under the document. If there is a Responsible Executor, he is a co-executor.
Controller - an employee of the institution, indicated in the resolution of the Head as “Controller” or who is such on the basis of the internal regulatory documents of the organization. Receives reports from the Responsible Executor and co-executors on the progress of document execution. Makes a decision to complete work on the document and remove it from control.
Secretary – secretary to the manager. Receives documents on paper for further reporting to the Manager, makes notes on the movement of documents in the registration materials.
The clerk is an employee of the preschool educational institution service. Responsible for receiving, sorting, registering, entering information about the document into registration materials, sending the document for resolution, sending the document for execution, monitoring the progress of the document. Receives reports from performers on the completion of work on the execution of the document, and sends reports to the Controller. On behalf of the Controller, returns documents for revision or removes them from control.

We suggest you read: What are the dangers of temporary registration for the owner?

Also, from my point of view, it is necessary to introduce such concepts as the stage of the life cycle of a service letter or the status of a document, depending on which each participant in the process may have their own clearly defined functions / responsibilities (see Table 1).

Table 1 Functions of participants at various stages of the process of processing incoming correspondence

We will consider three sources of receipt of documents to the organization: the postal department of the Federal State Unitary Enterprise "Russian Post", courier and e-mail.

Delivery of correspondence from the post office is carried out, as a rule, once a day, most often in the morning.

Documents arriving from the post office may be accompanied by a postal register, which indicates the total number of pieces of mail delivered to your address. If registered mail has been received in the name of your organization, a separate postal register will be compiled for them. As a rule, these registers include not only correspondence sent to you from other organizations, but also correspondence sent by you, but returned to your address for some reason. The reasons for the return may be an incorrectly specified recipient's address, delivery of postal notifications of delivery of your letter to the addressee, etc.

If you receive registered letters, keep in mind that your correspondent has the right and opportunity to check the fact of delivery of the document to your organization. Therefore, I recommend carefully comparing the received envelopes with the register before putting a signature, date and time of delivery on it. Since such work has to be done every day, you can make a special stamp that will reduce the time for filling out such documents.

Sometimes your signature on the postal register needs to be certified with a seal. If you have a special seal for forwarding document processing, then you will not have to go looking for an official seal with each register. As a rule, for couriers and post office employees, the name of the organization sending/receiving the correspondence is sufficient on the seal imprint.

Example 4 Samples of expedition stamp and seal

If you are dealing with courier delivery, then you will also have to sign for receipt of the document, and in some cases (for example, if the document was delivered by a special communications officer) and certify your signature with a seal.

So, the correspondence has been received. You have checked the postal registers with the documents at your disposal. If discrepancies are found between the register and the actual availability of documents, then this must be immediately reported to the organization that delivered the correspondence and a corresponding report must be drawn up.

Attention! You can sign the registers only when you are completely sure that all the documents indicated in them were delivered safe and sound.

https://www.youtube.com/watch?v=upload

Take the trouble to check that all envelopes are addressed to your organization. Postal items delivered by mistake are immediately returned to the post office or to the courier who delivered them, about which a corresponding entry is also made in the register. For example, “Registered letter No. 120320113516 was delivered erroneously.”

Delivery of documents by e-mail can be carried out both within the framework of interdepartmental electronic document flow, and between various organizations and citizens not participating in this process.

Receiving documents by email also begins with checking the completeness and integrity of the correspondence. First of all, you should check whether the recipient's name is correct. After all, it’s not just envelopes that can have errors. If you discover that an email was delivered to the wrong address or the message is missing attachments, please notify the correspondent immediately.

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The second stage of processing incoming correspondence is its initial sorting by addressees, and then into registered and unregistered correspondence.

As we know, registration of documents depends on the form of office work adopted in the organization. In a centralized form, all documents received by the organization are registered in one structural unit. In a decentralized system, each department independently registers “its” documents.

So, carefully read the name of the addressee on the envelopes and lay out the mail. To sort mail, you can use special racks with cells, folders, mailboxes, etc. Of course, something similar is inherent in regular mailboxes. This is the most convenient way of sorting: you can be sure that no one except the recipient will read or take away his mail.

The mail has been sorted out, only those documents that are registered in your structural unit remain. Now let's open the envelopes and get acquainted with their contents. By the way, envelopes with the inscription “Personally”, as a rule, are not opened by anyone, but are handed over to the addressee.

Every organization certainly has a list of documents that are not subject to registration. Of course, promotional materials, congratulations, etc. are not subject to registration. I wanted to add subscription publications to this list, but experience shows that if not registration, then their accounting is still necessary.

In the same way, accounting documents – accounts, acts, etc. – are not subject to registration. But if you have already encountered such documents, you should know: everything that is not registered will definitely be lost. And the loss of documents can lead to various types of penalties against your organization.

Therefore, to my deep regret, the list of unregistered documents is extremely short.

Further, guided by my experience, I will advise you to select from the total mass of documents received those that are subject to immediate reporting to management. You will register them first. Then select documents whose deadline is established by some regulatory legal act and is very short, for example, 3 business days.

As a rule, documents received from higher or supervising organizations containing any instructions or requirements regarding your organization are subject to immediate reporting.

https://www.youtube.com/watch?v=ytcreatorsru

We also note that documents with a stamp, for example, “DSP”, are most often registered in separate accounting registers.

So, you have looked through all the incoming correspondence and carried out its initial sorting. And now we are ready to start registering it.

Registration of received documents is entrusted to employees of the preschool educational institution service, and in a decentralized form of office work - to secretaries or clerks of structural divisions.

Registration involves entering certain document metadata into the registration materials in order to record the fact that the document has been received by the organization, which in the future will make it possible to track not only the movement of the document between structural divisions and the place of its storage, but also the result of its execution.

Registration can be carried out:

as on paper (in this case, a standard Journal of registration of incoming documents is maintained or control and registration cards (hereinafter referred to as RK) are issued),
and in electronic form: visually for the EDMS user this may look like filling in the metadata of the registered document in the same Journal or in a separate registration card;
if there is no money for an EDMS yet, then you can use the widely used office program MS Excel, keeping a spreadsheet in it in the form of the logbook we are familiar with. Then you can quickly sort, filter and find the information you are interested in.

Who keeps the records?

Any responsible person appointed by the boss can register incoming and outgoing correspondence. In this case, this type of work activity must be included in his job description or approved by order of the head of the enterprise. As a rule, the secretary is responsible for office work in organizations. In addition, an office worker or administrator (in small companies) can register correspondence. In some organizations, two employees are responsible for recording correspondence - the originator and the secretary.

Shops and departments also keep records of received and sent documentation. This is done by an employee who is assigned this type of activity by order of management.

How to register incoming documents

The receipt must be marked on all documents. But not all types of incoming documents are subject to registration. In office work they are divided into registered and unregistered

Incoming documents that are not registered:

advertising brochures and commercial offers;
invitations to exhibitions and presentations;
congratulatory and thank you letters, postcards, telegrams;
documentation on logistics;
accounting and payment documents.

All other incoming documents that are subject to execution, contain guidelines and background information, must be registered. In addition to the receipt mark, they are marked with a registration number in accordance with the nomenclature of cases approved by the organization. This registration index may consist of letters and numbers. Read the advice of an expert from the "Secretary's Handbook" magazine on how to correctly form the registration number of an incoming document

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Refusal to register incoming correspondence is classified as a violation of the job description and regulations on office work.
Such misconduct may result in disciplinary action up to and including dismissal
.

A special journal is used to record registered incoming documents.

. In modern organizations, work with incoming and outgoing correspondence is automated. After registration, all documents are entered into the database.

As a rule, the structure of the database reflects the registration number and date of receipt of the document, its summary, the text of the manager’s resolution, the date of transfer for execution, and information about the contractor.

Incoming correspondence log

The use of automated systems that record incoming and outgoing correspondence greatly facilitates control over the execution of documents. Read expert advice from HR Systems on how to properly organize document flow in the HR service

How should you properly keep track of incoming documentation?

Registration of incoming and outgoing correspondence is not a difficult task, but it is responsible. All documents received by the enterprise are subject to accounting. If they came from organizations, they must have the seal and signature of the head. Sometimes the signature of responsible persons is required, for example, the chief accountant, if this is an invoice issued to a company. Letters from private individuals, for example, explanatory notes or claims, can only bear the signature of the person who compiled the document.

At most enterprises, the manager must review all incoming correspondence in order to be aware of production processes. He himself decides what to do with the received documents - accept them for execution, familiarize the persons involved with the information, or simply file the paper in a folder. Therefore, the secretary, having registered the received correspondence in the journal, provides it to the boss. He puts a mark on each document to which department it should be sent.

Based on this “verdict”, the secretary in the log of incoming correspondence notes in the appropriate column the further “fate” of each letter. For example, a new regulation on the calculation of bonuses can be sent to the accounting department, guidelines on safety regulations to the technical department, and a claim from citizen Ivanov to the product quality control department. This is where the secretary’s work with incoming documentation ends.

Incoming and Outgoing Letters in Office Work

We will tell you how to rationally organize the accounting and processing of incoming correspondence at an enterprise.
For you - 6 sample documents and 4 mistakes that should not be made. Download useful documents

What applies to incoming documents

Incoming and outgoing correspondence, as well as internal documents, are the tools through which your company interacts with parent organizations, subsidiaries, other enterprises, authorities, employees and other individuals.

Outgoing and internal correspondence is generated within the organization itself, while incoming documents come from outside. In this case, the method of delivery of incoming correspondence does not matter when processing it. She can do:

by mail,
courier, courier delivery,
using electronic means of communication,
like a phone message,
by telegraph.

An incoming document can be submitted by an employee who has returned from a business trip, or by a person who has contacted the organization with a statement, complaint or request.

Travel document with arrival and departure notes

Documents that relate to incoming

Information and reference materials, including laws, decrees, regulations.
Administrative documents, including instructions, recommendations, decisions, directions, orders, assignments, orders.
Letters, including cover letters, guarantee letters, advertising letters, information letters, with offers and requests.
Agreements and acts.
Powers of attorney.
Documents confirming payment.
Teletype messages, telegrams, telephone messages and fax messages.
Documents transmitted digitally via electronic communication channels.
All types of reporting.
Appeals from organizations and citizens, parliamentary inquiries and appeals, petitions, collective appeals.
Complaints and appeals from individuals.

Useful information for secretaries

The Central Telegraph launched the Federal Network of Documentary Communications (FSDN) system. It will allow the transmission of short messages and large amounts of information, including images. Messages sent through FSDS will have legal force, just like telegrams.

None of the documents received by the organization should be lost. The procedure by which incoming and outgoing documents of an organization are processed is established by internal instructions or regulations on document flow.

These local regulations determine which documents are considered incoming and how to register and account for them.

An expert from the "Secretary's Directory" magazine will tell you in detail what date of the incoming letter should be put on the registration form

Dear visitors! The site offers standard solutions to problems, but each case is individual and has its own nuances.

If you want to find out how to solve your particular problem, call toll-free +7 ext. 504 (consultation free)

Reception and primary processing of incoming correspondence

By order of the manager, an employee is appointed whose duties will include receiving incoming correspondence and its initial processing.

In large enterprises, this is done by separate departments; in medium and small enterprises, this is done by a secretary or clerk.

Primary processing of incoming correspondence is necessary in order to immediately sort urgent and important documents and promptly familiarize the manager with them.

In addition, among the documents there may be those that were sent to the wrong address or those that do not require further processing, for example, information and advertising materials. An expert from the "Secretary's Handbook" magazine will tell you when you can not register incoming correspondence

What to consider when registering incoming correspondence

Incoming correspondence delivered by mistake cannot be opened. Send it to the sender's address. Letters and parcels marked “ personally

also do not open.

After registration, they are handed over to the recipients.

Incoming documents are unpacked, checked for readability and integrity, and the presence of all attachments specified in the cover letters. If the cover letter does not indicate the date of registration or the address of the sender, the envelope is not destroyed. It needs to be pinned to the document.

If the document is marked “ Urgent”

“, the time of receipt is indicated on it. Messages in which part of the text is damaged or unreadable, as well as those in which some attachments are missing, are included in the report. The act is drawn up in any form in two copies, one of which is sent to the sender.

Registered incoming correspondence is accepted at the post office or from a courier against signature.

In small enterprises, incoming correspondence, after sorting, is transferred to the manager, who assigns it to the performers. At large enterprises, received documents are distributed to persons appointed responsible for a particular area of activity. They receive correspondence on their topic and then assign it to the performers.

How to register incoming documents

The receipt must be marked on all documents. But not all types of incoming documents are subject to registration. In office work they are divided into registered and unregistered

Incoming documents that are not registered:

advertising brochures and commercial offers;
invitations to exhibitions and presentations;
congratulatory and thank you letters, postcards, telegrams;
documentation on logistics;
accounting and payment documents.

All other incoming documents that are subject to execution, contain guidelines and background information, must be registered.

In addition to the receipt mark, they are marked with a registration number in accordance with the nomenclature of cases approved by the organization. This registration index may consist of letters and numbers.

Read the advice of an expert from the "Secretary's Handbook" magazine on how to correctly form the registration number of an incoming document

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A special journal is used to record registered incoming documents.
. In modern organizations, work with incoming and outgoing correspondence is automated. After registration, all documents are entered into the database.

Incoming correspondence log

Registration and response deadlines

The procedure for processing incoming correspondence consists of several stages:

Reception and primary processing.
Registration.
Distribution of documents for making management decisions.
Sending documents to responsible executors.
Execution.
Execution control.
Formation of executed documents into files.

The deadlines for completing each stage are established in the organization by instructions on office work. They depend on the specifics of the organization’s activities, the volume of documents received and are determined by the requirements of management. As a rule, one day is allotted to complete the first three stages.

Instructions for personnel records management

Responsible executors must receive incoming correspondence no later than one day after the manager made a management decision and appointed an executor. Documents that require urgent and prompt execution are transmitted within a few hours.

https://www.youtube.com/watch?v=zUem2JTUGcI

Note! The period for execution of a document in office work begins from the day when the document was accepted for execution. And, if the organization has a three-day execution period for urgent documents, the order transferred to the executor on March 1 must be executed on March 3.

What time is allocated to the performer is determined by a regulatory legal act or an organizational and administrative document. In some cases, the deadline is set individually by resolution of the manager.

In general, 3 working days are allotted for the execution of urgent incoming documents; operational ones must be executed within 10 working days. All others - within a calendar month. Specific deadlines are established by regulations or instructions on office work.

Do not forget to stipulate in the local regulations that deadlines are calculated in working days.

Basic mistakes when working with incoming correspondence

Error 1.
They use one accounting journal to record outgoing and incoming correspondence
.

This cannot be done, since the number and composition of details for incoming and outgoing correspondence differs.

Error 2. Documents received without cover letters are entered into the incoming correspondence log

If a document arrives with a covering letter and is listed as an attachment, it may be counted as correspondence.

Therefore, they do not require execution and should not be registered as incoming primary accounting documents, writs of execution, court decisions and resolutions.

They are transferred to structural units without registration, but are entered into a special journal for recording unregistered documents.

Error 3. Maintaining a general log when there are a large number of incoming documents of the same type.

So, if an organization works with a large number of citizen requests, it makes sense to register this type of correspondence in a separate logbook and use special registration indexes.

Error 4. When creating completed letters, incoming letters and outgoing replies to them are filed in different folders.

This method of forming cases significantly complicates the search if you want to find the history of correspondence on this issue. File the response letters along with the request letters.

Secure the nuances of processing incoming correspondence with a local regulatory act - Regulations or instructions on office work. Use specialized software to record and control the execution of incoming documents.

Incoming and outgoing letters in office work

If a document received from a new correspondent is registered, information about it is entered into the list. Information about correspondents can be used in the future for reference work, to create mailing lists, etc. By spending time once on creating such lists, significant time savings are achieved in the process of further work.

Source: https://Russia-Ukraine.com/vhodjashhie-i-ishodjashhie-pisma-v-p07/

How to keep track of outgoing correspondence?

Above we looked at what papers may relate to this type of documentation. In some organizations, individual requests must be answered by a secretary or compiler. According to GOST R 6.30-2003.12, such a document is drawn up on a special form or on a blank sheet of paper with the company’s logo. Any business letter sent to an organization or individual must bear the seal and signature of the manager. As a rule, the secretary must make a photocopy of the document, which must be filed in the correct folder.

Registration of outgoing correspondence is carried out in the appropriate journal. The secretary must check whether there are all the necessary seals and signatures, details of his enterprise and the organization for which the document was drawn up, put on it the number corresponding to the one under which it is entered in the journal, the date of departure, the name of the folder in which the copy is filed. If the correspondence being sent is a response to an incoming letter, you must also indicate the number under which it was registered. Documents must be sent on the day indicated in the registration log.

Outgoing letters. Preparation. Is registration required for everyone?

The letter that management sends also has a work algorithm. It consists of several stages:

The draft letter is prepared by the performers.
Papers are approved only if necessary
The general director signs the project. Or another manager with appropriate authority.
The secretary registers the papers. With electronic document management, performers decide the issue themselves.
Sending letter.
Inserting the original letter or its visa version into the file.

This is a mandatory procedure that does not allow violations. Letters are not registered unless managers put their signatures on them.

Which groups of securities do not require registration?

Congratulations.
Invitations to events.
Price lists.
Materials with advertising content.
Commercial offers.

If one of these documents requires the presence of an accompanying note, then it is subject to registration.

What about dates and numbers?

Special fields are used for the date of registration and indication of numbers in the documentation. Such fields are easy to find under the header, after the name of the organization.

To avoid entering dates manually, secretaries order special stamps. But this is only permissible for letter variants that are written on plain paper, and not on letterhead.

Each company adopts its own system according to which letters are assigned numbers. The main thing is that this set of numbers is unique. Each letter must have its own unique number. Other design options are illegal. The letter receives one designation, even if the same text is sent to several different recipients.

You can download a sample log of outgoing documents from the following link.

Why do you need correspondence accounting?

Some people who are far from production believe that the scrupulous registration of incoming and outgoing correspondence is unnecessary work, the so-called paperwork. In fact, correspondence accounting performs the following functions:

Organizes document flow.
Provides timely response to incoming signals.
Streamlines the exchange of information within production.
Guarantees the company's effective participation in external economic life.
Helps you quickly find the required document.

The importance of this work is obvious, so you need to approach it responsibly.