Office Correspondence - JSS1 Business studies Past Questions and Answers - page 2
What is the primary purpose of correspondence records?
To entertain employees
To facilitate decision making
To confuse recipients
To hide information
How do emails differ from letters in correspondence records?
Emails are sent via postal mail, while letters are sent electronically.
Emails are electronic messages, while letters are written on paper.
Emails are only used for formal communication, while letters are informal.
Emails are not considered correspondence records, while letters are.
What is the primary use of correspondence records?
Building sandcastles
Keeping track of written communication
Creating art
Playing video games
What step follows receiving in the handling of incoming mails?
Sorting
Archiving
Action
None, receiving is the final step
What are correspondence records and why are they important?
Correspondence records are documents or written communications exchanged within or outside an organization, including letters, emails, memos, etc. They are important because they document important discussions, decisions, agreements, and actions, serving as evidence or reference in disputes, audits, or legal matters.
How do mails typically come into an organization, and what steps are involved in handling them?
Mails come into an organization through various channels such as postal mail, email, fax, courier services, or in-person delivery. The steps involved in handling them include receiving, sorting, distributing, recording, taking necessary actions, and archiving.
What are some common types of correspondence records, and how are they used within organizations?
Common types of correspondence records include letters, emails, memos, faxes, reports, contracts, and invoices. They are used within organizations for documentation, decision-making, communication, compliance, knowledge management, and audit trails.
Why is it important to record details of incoming mails during handling?
Recording details of incoming mails, such as sender, date received, and content summary, is important for tracking and reference purposes. It helps in organizing and managing the flow of communication within the organization, as well as for compliance and audit purposes.
What steps are involved in archiving correspondence records, and why is this process important?
Archiving correspondence records involves storing them securely for future reference. This process is important for preserving institutional knowledge, ensuring compliance with record-keeping requirements, and facilitating easy retrieval of information when needed.
How do correspondence records facilitate decision-making within organizations?
Correspondence records provide a documented history of communication, helping decision-makers understand the context and background of decisions made within the organization.