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Written Communication

Written communication can be classified into two broad categories

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Functions of the Despatch Section

The operations Involved in the despatching of out ards mail become distinct functions when organised in a separate Despatch section.

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Despatch of Outward Correspondence

When the outgoing letter is ready for despatch several routing steps have to be taken. “Despatching' literally mens sending off the mail; i.e., putting the mail in course of transmission either through a messenger or delivering it to the nearest post or telegraph office.

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Advantages of Centralisation

The main advantages of centralisation of mail-handling work in the central mailing department may be enumerated as follows

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Centralisation of Mail-handling work

Whether the mail-handling work should be centralized or not. Depends to a great extent on the size of the business office and the nature of mail to some extent.

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Organisation of the Mailing Department

Proper or anisation of the mailing department is essential for the purpose of ensuring that the mailing services are performed with maximum efficiency and with minimum expenditure of time and cost.

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Facilities for Mail Service

What facilities are to be provided for handling mail will depend upon the volume of mail to be handled. The number of mail-room staff to be employed, on the other hand, will depend upon the volume of work as well s the extent to which mechnical equipments are used.

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Mail service

Written communication through the post office or messenger service is generally described as 'mail'. Every business house maintains contact with its customers, as well as with departments and branches through written communication of various types.

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Typing or Stenographic Pool

A typing (stenographic ) pool proves to be highly economical where there are a number of executives in the same office.

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Disadvantages of Departmental Typing

The greatest drawback of the departmental arrangement is that the typing work is not evenly shared by all the typists and stenos.

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Advantages of Departmental Typing

The departmental arrangement helps technical and specialised work to be handled more efficiently.

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Departmental Typing Vs. Stenographic Pool

There are two ways of arranging the typing work in large organisations.

Click to read - Departmental Typing Vs. Stenographic Pool

Typing and Duplicating

Correspondence (letters, circulars, etc.) and other written records like notices, momeranda, reports and statements prepared by the office, have to be typed and duplicated before they are dispatched or otherwise made use of by the office executives.

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Departmental Correspondence

Instead of centralized correspondence, it may be desirable sometimes to arrange correspondence work to be undertaken by clerical staff in the respective functional departments

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Disadvantages of Centralization

Centralisation of correspondence work has certain advantages, but it also suffer from a few disadvantages

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Advantages of Centralisation

The primary advantage of centralized correspondence is the uniformly high standard of correspondence by trained staff and the increased rate of output achieved thereby.

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Centralized Correspondence

Correspondence through letter, circulars and memorandum provide the best means of written communication with the outsiders.

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Methods of dictating letters

In modern office, busy executives can use any of the following four methods for dictating letters

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Advantages of Form letters

Several advantages are derived from the use of Form letters

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Form Letters of drafting Correspondence

“A form letter is a standardised letter used by an enterprise to answer all correspondence of a similar and recurring nature, and which is used to give the same information to a number of correspondents”.

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