I. Collecting the mail from post office once or twice depending on how busy the organization is.
II. Sorting the mail ie separating the official and unofficial mails by opening the official or unofficial letter and then remove the content.
III. Registering the incoming ie enter the details of incoming mail and register it so as to create a record of incoming official letters.
IV. Stamping activity ie putting a date impression on the letter ie received date, department, ownership.
V. Indexing the letters so as to show where they belong eg subject, application, payment orders etc.
VI. Coding.
VII. Sorting according to subject matter due to filling.
VIII. Filling correspondence with the most recent on the top so it may be retrieved easily.
IX. Taking the file to the officer for action ie reading it and reply it as soon as possible.
Kavungya answered the question on July 22, 2021 at 13:24
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