Understanding Incoming and Outgoing Letters and Their Benefits

Rancakmedia.com – Below is an explanation of incoming and outgoing letters that you should know about the meaning and purpose and benefits. To get the information, look carefully at the articles we have provided below.

Basically many companies use this method. Organizing incoming and outgoing mail is a useful tool for organizing organizational email. In most businesses, the management of company mail is compiling and analyzing letters to be sent on behalf of the company, before they are sent.

However, there are still many companies that have not yet switched to an electronic mail management system. Currently, there are still several companies that manage their incoming and outgoing mail manually. Since it takes a lot of time and effort to sort mail, this can end up costing the company.

Managing incoming and outgoing mail requires a variety of manual tasks, such as dealing with the need for a lot of paper, the need for precision when conducting checks, lengthy approval request procedures, complicated dispositions, difficulty finding and changing letters, and other similar tasks.

Definition of incoming and outgoing letters

The terms incoming and outgoing letters are often used in various administrative tasks, both inside and outside an organization or company.

If you know what is meant by the terms incoming and outgoing mail, you will be better equipped to handle both types of mail in your business or organization. Incoming mail is defined below, along with outgoing mail.

Incoming mail is a letter sent to the company from outside the company and letters sent within the organization are considered as incoming mail. But it is also possible that the letter came from another division within the same organization.

Definition of incoming and outgoing letters

Any correspondence received by the company or organization should be considered useful. This is because each letter may serve as genuine evidence and provide a legal justification for the company to act.

Therefore, for a company or institution to function properly, incoming mail must be well organized or managed.

Meanwhile, company exit letters are defined as letters made and issued to other people or groups within the company.

In addition, a complete letter from an organization, agency, company or other institution can be considered as an outgoing letter. The complete letter has all of the following: date, number, stamp, and signature of the authorized signatory.

The purpose of most outgoing letters is to respond to the contents of the incoming letter with further information or clarification. Outgoing letters should be written with the intention of fostering a positive relationship that can benefit both parties.

How a company or organization handles its outgoing mail depends on its size. In the case of small companies or organizations with direct operations, for example,

Then, one staff person will be responsible for the layout and management of letters. However, mail management requires the involvement of several personnel with different responsibilities for companies or organizations with highly complex operations.

Purpose and Function of Incoming and Outgoing Letters

After studying the definition of incoming and outgoing mail, we will discuss the function of each. By knowing their roles and functions, you can be better prepared to handle incoming and outgoing letters of a company.

Therefore, the following are several reasons and the role of incoming and outgoing letters that must be considered.

Purpose and Function of Incoming and Outgoing Letters

Incoming Mail Function

The main purpose of incoming and outgoing mail is to facilitate communication between the company and its external stakeholders. The following are some of the uses and reasons for receiving incoming letters:

  1. As a tool in terms of communication
  2. As a writer
  3. History as evidence of past records
  4. Acts as a constant reminder
  5. In the form of written evidence

Outgoing Mail Function

The purpose of outgoing mail is similar to incoming mail, which is to allow companies or agencies to communicate with or be in touch with third parties.

Below are some of the functions and purposes of outgoing letters, as follows:

  1. Serves as a management tool
  2. As a tool in the writer
  3. For a clear purpose to put thoughts and ideas on paper
  4. In the form of concrete evidence
  5. To track how far a company or government organization has grown,

Benefits of Managing Incoming and Outgoing Mail

There should be a method for tracking incoming and outgoing mail at every business and other organization. Management is the process of organizing the company's operations so that they run smoothly and efficiently to achieve certain goals.

Optimal performance and growth can be achieved through careful management of incoming and outgoing mail in a company or organization. This is because the structure of the communication system allows for more efficient and accurate dissemination of letters.

Benefits of Managing Incoming and Outgoing Mail

Following are some of the many advantages of efficient mail management that should be taken into account:

  1. All incoming and outgoing mail will be recorded accurately.
  2. The mail handling process is well defined and can be implemented properly.
  3. All incoming mail will be archived and neatly organized for fast retrieval.
  4. Regularly, letters received should be treated as confidential.
  5. Keeping things private through the mail means treating it right.

Stages of Incoming Mail Management

It's possible to process incoming mail efficiently if you follow a systematic approach. The process of reading a good letter often consists of the following steps:

Mail Receipt

Different offices have different routines for managing or processing incoming mail. Administration is responsible for receiving letters, especially for managing the agenda book system.

Mail Sorting

The administration section will check all letters that have been received.

Letter Opening

Open by using suitable equipment, such as a letter opener or letter opener. Then, you can compare the address written on the envelope with the address written on the mailing label.

You can staple the envelope from the back of the letter if the address on the envelope does not match the recipient's address on the letter. Conversely, you can skip putting together the envelope if the address written on the letter is almost the same as the address written on the envelope.

Registration or Registration

Use the agenda book to work on recording incoming mail. The act of recording should not be neglected. Daily, weekly, monthly and yearly mail volume can be calculated using this method.

Include a Disposition Sheet

A disposition form is then attached with the letter to record the leader's or supervisor's instructions for further processing of the letter.

Recording in the Intern Expedition Book

The next step is to hand over the letter to the recipient. The expedition's internal journal is a suitable place to record the letter.

Recording in the Intern Expedition Book

Distribution of Letters

Letters can then be sent from the administration unit to the processing unit or work unit for quick follow-up.

Letter Classification

The administrator or office secretary in the processing unit or work unit must read the number of letters that have been sorted to determine the category.

Submission of letters

After that, the secretary can quickly send letters that have been selected from the desk file to the boss. This can determine the decision of the final disposition letter.

Follow up Post Letter from Leaders

After the leader or supervisor writes a disposition letter, there are three possible actions to take. One of three options, the other is to respond to and archive messages.

Outgoing Mail Management Stages

Management of such letters is fundamentally different. Here are some steps to think about when managing outgoing mail:

Writing concept letters

We can also call the idea behind a letter a concept. It is possible to compose a letter according to the established guidelines for letter writing or according to the orders of superiors. Consequently, it is important for letters to convey some type of meaning.


Once the final letter draft is received, it is assigned a letter number and forwarded to the processing unit. After that, the brain of the central processing unit must conduct a thorough examination of the notion of letter types. The original structure of the draft letter was updated so that it would be more in line with expectations.

Typing Letters In Final Form

Once an idea is accepted by the leader, it can be finalized by typing it on paper, accompanied by an official letterhead.


In addition, typed letters can be sent to leaders or parties who have signing powers.


There are several steps involved in the recording process, including:

  1. Letters that have been signed, dated, and postmarked
  2. Adding other finishing touches like envelopes and attachments.
  3. To get started, please read this official letter.
  4. Labeled "agenda" by officers
  5. Those that have been verified are ready to be sent to the scheduler who requested them.

Mail Sender

Letters can be sent both personally and by post.

Mail storage

The main sheet is sent to the recipient, while the second page can be archived in the archive. Every company or organization has a unique filing system.

Kinds of Incoming and Outgoing Letters

The following are examples of company organizational letters that often occur, both incoming and outgoing:

Various Functions

Personal letter

Personal letters are letters written to specific individuals, such as managers or executives. These letters, as the name implies, are written by individuals, companies, or other entities and are sent directly to the recipient.

Service Letter

An official letter is a letter written in a formal style and addressed to an organization or other official body. Business letters come in a number of different letter variations, including:

  1. Ordinary official letter
  2. Important business letter
  3. An official letter whose confidentiality is strictly guarded

Trade letter

Commercial letters are correspondence between companies that include information of a commercial nature.


Examples of question and answer sentences about incoming and outgoing letters

What is the Importance of Good Management of Incoming and Outgoing Letters?

Both incoming and outgoing mail should be managed as part of a comprehensive email strategy. Because email is a tool used to document company transactions, it is very important that all incoming and outgoing mail is properly managed.

Why Outgoing Letters Must Be Tidy?

So that clarity can be understood, so that the recipient of the letter does not feel dizzy when reading it, and so that the writer does not seem careless.


Incoming mail and outgoing mail are two different types of mail sent or received by an organization or company.

Incoming mail can be in the form of whole letters or envelopes containing many companies from different senders, while outgoing mail is a company-specific problem.

Thus the information about incoming and outgoing letters, I hope the above information can be helpful and useful for all of you.

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