Letters Received Register

 

 A Letters Received Register is a document used to record and track letters or other correspondence received by school head. Any received by head teacher officially must be added to letters received register. Here's a suggested format:

Letters Dispatched Register Format

Columns

1. Serial No: This is the document diary number. This number starts at the start of every year and ends in December. This register continues according to the calendar year.
2. Date: Date on which the letter was received.
3. Letter No & Date: This is the number and date when any letter was sent by other authority.
4. Name & Address: Name & address of the person sent the letter.
5. Subject: Brief description of the letter content
6. File Head & No.: The file no and letter number that is kept for self documentation.
7. 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.
8. Remarks: Any remarks about the dispatched document.

Which documents to dispatch?

There are many documents not all may be added to diary.

• Meeting Notice
• Any show cause or explanation by any authority
• Any application to issue certificate/recommendation officially
• Leaves record of the staff
• Any issues reported by high ups
• Any letter forwarded to higher authorities

Maintaining the Register

1. Record all dispatched letters: Ensure that all letters/emails sent out are recorded in the register.
2. Use a standardized system: Use a standardized system for recording dispatched letters/emails to ensure consistency.
3. Keep it up-to-date: Regularly update the register to reflect new dispatched letters/emails.
4. Store it securely: Keep the register in a secure location, such as a locked cabinet or a password-protected digital file.
5. Make it accessible: Ensure that authorized personnel have access to the register when needed.