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Culture Documents
drafting,
production
and
dispatching
of
correspondence
other
name
of
decentralized
correspondence
is
departmental
correspondence.
Disadvantages
Correspondence
of
Decentralized
Problems:
The
departmental
staffs
perform
the
There
is
no
duplication
of
work
under
centralized
8. Avoids Congestion: A time schedule has been prepared and followed for
receiving and dispatching of mail. It avoids congestion of mail during the
rush hour.
9. Concentration of Work: Departmental staffs are relieved from handling
of mail work. They can devote their full attention on the work.
10. Checking of Postage: Centralization ensures effective control over the
use of postage stamps. It avoids under stamping, over stamping and non
stamping.
technical
and
specialized
knowledge
of
various
functional
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15. Labour saving devices such as letter opening, folding and sealing
machines can be used economically.
16. This procedure gives best training to new employee in the routine of the
office.
The word mail denotes written communication that passes through messenger service or the post
office. Each and every business houses establish a continuous contact with the customers, suppliers,
branches, departments and government agencies.
Everyday business establishments receive a great deal of letters from other business houses and also
send a large volume of mail to these business houses. Mailing department occupies an important
position in the office activity. The mail received from other establishments are termed as inward
mails and the mails supplied by the business house to other establishments are called outward mails.
A routine is followed to handle all the inward mail. This routine consists of receiving the mail,
opening of the mail, scrutiny of contents, stamping of mail and distribution of mail received.
Similarly a routine is followed to handle the outward mail. These steps are preparation of letters,
folding of letters, insuring stamps, recording of letters in despatch register and despatch of letters.