Correspondence and handling of mail are two basic office routines of any organization. They are closely related to other office services-typing, duplicating, indexing, filing etc. Separate chapters have been devoted to these related activities.
One of the most important departments of an organisation is correspondence department. An office receives communications and sends out communications in the form of letters, circulars, notices, telegrams, communiqué, etc.
Again correspondence means, conveying information in writing from one person to another or between institutions on matters of common interest. Communication again is one of the fundamental functions of the office.
The prime responsibility of the office manager is the maintenance of communication service. Communication service is the part and parcel of the office organisation. Again, there cannot be a business office without correspondence. An office is a nerve-centre of an organisation and correspondence is the lifeblood of a business office.
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It is also possible to receive or to convey information through telephone or telegram, which is quicker than correspondence, but is more expensive. Sometimes the meaning will not be clear.
Therefore, almost all the communication is made by correspondence-letters. Of course, it takes much time but it will reach the right person. Letters received or sent out are generally lucid in meaning. The success of a business office depends upon the efficiency of the correspondence department.