• Outgoing memoranda should also have a title or subject line (e.g. Re: Archives and Records Management Programme). ‘Security’ or ‘privacy markings’ are typed in a prominent position at the top and bottom of each sheet.
• If an incorrect reference code has been assigned to an outgoing letter or memorandum, staff in the Records Office will correct the reference code and notify the person who prepared it of the change.
• Once a letter or memorandum has been signed by an action officer it must be returned to the Records Office for dispatch.

Specifications for Outgoing Letters

To ensure that the image of Government as reflected in its outgoing correspondence is consistent and professional, it is suggested that outgoing letters should be prepared to the following specifications:

• 12 point Helvetia or Times Roman font. Do not use Courier fonts
• Typed on the appropriate Government letterhead. Letterhead should be printed in metric sizes
• Margins should be 1 inch
• The block style should be used
• The file reference number should appear at the topof the letter
• Author’s and typist’s initials should appear below the signature block
• Attachments indicated below sender’s and typist initials
• Word processing file title code should appear at the bottom of the page when appropriate.

File Copies

A copy of all outgoing correspondence should always be prepared and sent to the Records Office for filing.

Placing the letters “F/C” next to the file number/reference code should indicate the fact that the document is a file copy of outgoing correspondence.

The file copy should then be placed in an inter‐departmental mail envelope in dip/tray designated for documents/files and sent to the Records Officer. Do not let copies of documents accumulate for lengthy periods before sending them for filing as this will result in a filing backlog in the Records Office.

Outgoing Mail and Outward Correspondence Register

Preparing letters for dispatch:

Records Office staff is responsible for checking outgoing mail, ensuring that names, addresses and references are correct and that all attachments and enclosures are included. Once a letter has been signed and dated by an actions officer it must be returned to the records Office for dispatch. The Records staff is responsible for sorting outgoing mail into appropriate categories and for maintaining a record of what is dispatched. The following information about letters leaving the Office is noted in the Outward Correspondence Register:

• serial number
• date letter received for dispatch
• subject of the letter
• reference number of the letter
• name of the addressee of the letter
• mode of dispatch (by hand or post)

Office Assistant’s Dispatch Book

Letters to be delivered by hand are recorded in the Dispatch Book. The following details will be entered:

• date letter dispatch
• reference number of the letter
• assistant’s/messenger’s name
• where sent (ministry/department/unit)
• name and signature of receiving officer and date

Delivery of Mail

The Records Office will pass all mail ready for dispatch to an Office Assistant/ Messenger, together with the Messenger’s Dispatch Book.  When delivering the letters, the messenger must obtain the name and signature or initials of the persons to whom he delivers the letters. This is written in the last column of the Dispatch Book together with the date of receipt.