A Letters Dispatched Register is a document used to record and track letters or other correspondence sent out by school head. Any document stamp signed by head teacher and sent or given to any one officially must be added to dispatch register. Here's a suggested format:
Letters Dispatched Register Format
Columns
- Issue No: This is the document dispatch number. This number starts at the start of every year and ends in December. This register continues according to the calendar year.
- Date: Date on which the letter was sent
- Name & Address: Name & address of the person receiving the letter.
- Place: Address of the recipient
- Subject: Brief description of the letter content
- File Head & No.: The file no and letter number that is kept for self.
- Mode of Dispatch: Method used to send the letter (e.g., postal mail, email, courier, By Hand). Mostly by hand or Whatsapp method is used.
- Remarks: Any remarks about the dispatched document.
Which documents to dispatch?
There are many documents not all may be dispatched.
- Meeting Notice
- Reply to any show cause or explanation by any authority
- Any certificate issued officially
- School leaving certificate
- Nomination of any duties assigned to any staff member
- Any issues reported to high ups
- Any letter forwarded to higher authorities
Maintaining the Register
- Record all dispatched letters: Ensure that all letters/emails sent out are recorded in the register.
- Use a standardized system: Use a standardized system for recording dispatched letters/emails to ensure consistency.
- Keep it up-to-date: Regularly update the register to reflect new dispatched letters/emails.
- Store it securely: Keep the register in a secure location, such as a locked cabinet or a password-protected digital file.
- Make it accessible: Ensure that authorized personnel have access to the register when needed.
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