Office Correspondence - JSS2 Business studies Past Questions and Answers - page 2
How are electronic messages transmitted within an organization?
Carrier pigeons
Smoke signals
Interoffice mail
None of the above
What is the purpose of archiving correspondence records?
To forget about them
To eat them
To reference them in the future
To use them as decorations
Which step involves receiving mail at a central location?
Receipt
Sorting
Distribution
Processing
What is the primary function of handling mail within an organization?
To juggle with it
To maintain efficient communication
To sing with it
To hide it
Which step involves categorizing mail based on recipient, urgency, or department?
Receipt
Sorting
Distribution
Processing
What are some examples of correspondence records?
Examples include letters, emails, memos, faxes, and social media messages.
How can mail enter an organization?
Mail can enter an organization through various channels such as postal mail, email, fax, courier services, interoffice mail, and electronic forms.
Describe the handling process of mail within an organization.
The handling process typically involves steps like receipt, sorting, distribution, processing, tracking, and archiving. Mail is received, sorted, distributed to the appropriate recipients, processed as needed, tracked for status, and finally archived for future reference.
What is the purpose of sorting mail?
Sorting mail helps organize it based on factors like recipient, urgency, or department, making it easier to distribute to the appropriate individuals or departments efficiently.
Why is it important to maintain correspondence records?
Maintaining correspondence records is important because they document communication, provide a historical record of interactions, serve as evidence in legal matters, and facilitate follow-up actions and tracking of tasks.