Documents Handled By A Receptionist

The documents kept by a receptionist include:-

1. Visitors book

2. Telephone message pad or form

3. Business card

4. Request form/visitors slip

5. Telephone directory

6. Appointment register

7. Diary

1. VISITOR’S BOOK:- is used for recording the details of all visitors that came to an organisation. It contains name, office visited, address, purpose of visit, time of arrival and departure, date, signature etc.

Date	Name of visitor	Purpose of visit	Time of arrival	Departure	Signature
5/09/22	More Blessing	Official	8.30am	11.20am	m.o

2. TELEPHONE MESSAGE PAD :- is used to record calls received for an officer who may be busy or not on seat while visitors are calling. The receptionist takes down the message at the time phone rings.

3. BUSINESS CARD:- also known as complimentary card or introductory card. It is used to identify oneself and organisation. It contains name of company, address, name of the owner, position and telephone number.

4. REQUEST FORM:- is used in some office to inform an office of the presence of a visitor who is willing to see him/her

5. TELEPHONE DIRECTORY: is a compilation of names, address of the telephones subscribers and telephone number of an individual and organisation within a region or country. It is used by receptionist for easy tracing of names and number.

6. APPOINTMENT REGISTER: it records information concerning visitors on appointment and the office they wish to visit.

Date	Time	Name of visitors	Account	Personnel	Sales	Admin

7. DIARY: this shows the daily activities of an organisation.it is used to record future appointment, interview, important events/happenings.

Exercise: Design beautiful business card and request form

WEEK FIVE

OFFICE CORRESPONDENCE

Correspondences are mails, letters suit and received in and out of an organisation. Correspondence can be sent either by post, by hand, electrically by fax and email.

Types of correspondence

1. Mail inward book
2. Mail outward book
3. Dispatch book
4. Postage book
5. File movement book

1. MAIL INWARD BOOK/ correspondence inward register – is used to record the details of all official correspondence received in organisation. It serves as a proof that the document sent is received.

Date	Received	Sender’s name	Subject	Ref. No	Attention	Reply date

It is also known as incoming mail

2. MAIL OUTWARD BOOK – is used to record the details of letters leaving an organisation to an individuals, firm or organisation. It is a proof that a reply has been made on a particular issue. It is also known as outgoing mail or correspondence outward register.

Date Sent	Name and Address of Addressee	Method of delivery	Delivery	Name and signature of receiver

3. DESPATCH BOOK: almost serve the same purpose as mail outward book. It is used when letters are to be delivered by hand, the letter must be signed by the receivers to serve as evidence that letter has been delivered to the right person.

Date	Addressee’s Name	Delivered By	Receiver’s Signature

4. POSTAGE BOOK- is used for recording the details of the letters posted and the amount spent on stamp. Franking machine is hired to print the stamp impression on the envelope to be posted.

Date	Stamp bought	Name and Address of Addressee	Postal service used	Postage Amount

5. FILE MOVEMENT BOOK: is kept by filing clerk to record the movement of file from department to another in an organization.

Exercise: Design beautiful mail inward book and postage book.