DEPARTMENT OF TECHNICAL EDUCATION

ANDHRA PRADESH

Name : Dr. K.V.Subbarao

Designation : Head of Section
Branch : DCCP
Institute : Govt. Poly.for Women, Palamaner
Year/Semester : III Semester
Subject : Office Organisation
Subject Code : CCP-304
Topic : Inward & Outward Correspondence
Duration : 50 minutes
Sub Topic : Outward Correspondence
Teaching Aids : PowerPoint, Animation and Pictures

CCP304.27 1
Objectives:

On completion of this period, you would be able to:

 Explain the meaning of Outward Correspondence

 Narrate the procedure for handling outward mail.

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Recap

So far we have to learnt

 The Inward mail
 Maintaining Inward mail register

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CCP304.27 4
Outward Correspondence

Correspondence that goes out of an Organization

is called Outward Correspondence

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Procedure for outward correspondence

At the end of the day, dispatcher --

 Collects the papers for posting from varies
departments
 Sorts the mails as per addresses
 Verifies for the enclosures
 If not found, informs the fact to concerned

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Procedure for outward mail (contd…)
 Folds the letters in appropriate manner

 If window envelopes are used the address printed on

papers should be visible after inserting to envelop

 Writes ‘to address’ or affixes address label on envelop

 Writes or stamps ‘from address’ and other delivery

instructions like Regd. Post/courier service etc.

 Inserts all the papers securely and seals the covers.

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Procedure for outward correspondence (contd…)
 Weighs the covers
 Affixes postal stamps according to the Instructions.
E.g.: Ordinary, Speed Post, Registered Post etc. or gets
franking impressions for the postage.
 Enters the details in Outward Correspondence Register
 Sends for Posting
 Returns the office copy to the concerned with stamp
“Dispatched”

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Summary
 Correspondence that goes out of the organisation
is called Outward Correspondence.
 Dispatcher collects all the mail at the end of each
day
 Keeps the same in the envelopes, prepared,
seals, weighs
 Proper postage is affixed
 Enters the same in Outward Correspondence
Register
 Sends out for posting
CCP304.27 9
Quiz
1. The correspondence that goes out of
the organisation is
a) Inward Correspondence
b) Correspondence
c) Outward Correspondence
d) None of the above

CCP304.27 10
2. The correct order in which the outward mail is
dealt with --

A. Verifying for enclosures

B. Receive the mails in the evening
C. Weighing the envelopes
D. Affixing stamps and posting

Ans.: B, A, C & D

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Frequently Asked questions

1. Define Outward Correspondence.

3. Write the steps for outward correspondence
4. Explain the procedure for handling outward
mail.

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THANK YOU

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