DEPARTMENT OF TECHNICAL EDUCATION

ANDHRA PRADESH
Name : Dr. K.V.Subbarao
Designation : Head of Section
Branch : CCP
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-II
Teaching Aids : PowerPoint, Animation and
Pictures
CCP304.28 1
On completion of this period, you would be
able to --

 Explain recording in outward mail register

CCP304.28 2
In the previous lesson, we have learnt

 What is outward correspondence

 The steps to be followed in sending mail.

CCP304.28 3
What is outward correspondence?

 Correspondence that goes out of an Organization

is called Outward Correspondence

CCP304.28 4
Despatch Register

 The written record of the letters sent out is

maintained in a register called Outward mail register
despatch register

CCP304.28 5
Recording in the Outward Register

The following details of Outward mail are entered

in the Despatch Register:

 Date of despatch
 Address to which letter is to be sent
 Subject heading – Giving all the details of the letter

CCP304.28 6
Recording in the Outward Register
(contd...)

 Letter No. and Date

 Enclosures, if any
 Postal instructions – Whether Ordinary, Speed Post,
Courier Service etc.
 Amount of Postage incurred.

CCP304.28 7
Specimen of Outward Register
Sl. Date To Subject Lr. Enclo Postal Postag
No Address Heading No. & - Instruct e paid
Date sures ions
103 20/02 CTE, Accounts – 128/B Two Speed Rs.50-
/2008 Hyderabad Non-receipt of 1/2008 Post 00
budget date:
authorisation – 18-02-
Reg. 2008
210 05/03 Principal, Exams – E/HC NIL Courier Rs.10-
/2008 GPW, Deputation of CP/PE service 00
Nellore Practical /2008
Examiners – dt. 5-
Reg. 3-
2008
CCP304.28 8
After recording the details in Outward mail register -
 The office copies of the mail are sent back to the
concerned dept.

CCP304.28 9
SUMMARY

 Correspondence that goes out of the

organisation is called Outward
Correspondence.
 Enter the date of despatch.
 Address to whom the letter is to be sent

CCP304.28 10
SUMMARY (contd..)

 Subject heading
 Reference No. and Date
 Enclosures, if any
 Postal Instructions, if any
 Amount of postage paid

CCP304.28 11
Quiz
1. The outgoing mail of an office is recorded
in _____________________
B. Inward Register
C. Stock Register
D. Outward Register
E. Staff register

The answer is C

CCP304.28 12
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

Answer is B, A, C, D

CCP304.28 13
Frequently Asked Questions

1. Explain the procedure for recording in the

outward correspondence register.

CCP304.28 14
THANK YOU

CCP304.28 15