Managing Correspondence and Mail Handling in an Office Business Studies JSS 2 First Term Lesson Notes Week 2

Lesson Plan: Business Studies JSS 2 First Term Lesson Notes – Week 2

Subject: Business Studies
Class: JSS 2
Term: First Term
Week: 2
Age: 12-13 years
Topic: Office Correspondence Records and Mail Handling
Sub-topic: Types of Correspondence Records, Uses, and Mail Handling Procedures
Duration: 40 minutes

Behavioural Objectives:

By the end of this lesson, students should be able to:

1. State and explain the types of correspondence records.
2. State the uses of correspondence records.
3. List ways through which mail comes into an organization.
4. Outline the procedures for handling correspondence.
5. Explain how to handle mail properly in an office.

Keywords:

Correspondence, mail, records, incoming, outgoing, organization, handling

Set Induction:

Ask the students if they have ever received or sent a letter, and discuss the process.

Entry Behaviour:

Students have seen or used mail services to send letters or receive information.

Learning Resources and Materials:

• Samples of letters (formal and informal)
• Pictures of mailboxes and delivery systems
• Office register or file records

Building Background/Connection to Prior Knowledge:

Students are familiar with the idea of receiving and sending letters or messages, especially through mail or delivery services.

Embedded Core Skills:

• Organizational skills
• Communication skills
• Record-keeping skills
• Attention to detail

Learning Materials:

• Lagos State Scheme of Work
• Business Studies textbooks
• Practical examples

Instructional Materials:

• Flashcards with key terms
• Sample correspondence records
• Mail handling flowcharts

Content:

I. Types of Correspondence Records:

1. Incoming Mail Record: A log used to keep track of all letters and packages received in the office.
2. Outgoing Mail Record: A log used to record all letters and documents sent out from the office.
3. File Register: A system for filing important documents in an organized manner for easy retrieval.
4. Electronic Correspondence Records: Records of emails or digital communications received or sent.
5. Personal Correspondence Records: Informal records such as birthday cards or personal letters.

II. Uses of Correspondence Records:

1. Tracking Communication: Keeps a record of all incoming and outgoing mail, ensuring that nothing is missed.
2. Proof of Delivery: Provides evidence that a letter or document has been sent or received.
3. Reference: Used to retrieve past correspondence for information or clarification.
4. Organizing Information: Helps the office keep communication in order, preventing confusion.
5. Legal Purposes: Important for legal documentation and resolving disputes.

III. Ways through which Mail Comes into an Organization:

1. By Hand Delivery: Brought personally by a courier or staff member.
2. Through the Post Office: Sent via postal services.
3. Email: Digital mail received through email accounts.
4. Courier Services: Delivered by companies like DHL or UPS.
5. Fax Machine: Received through a fax machine.

IV. Procedure for Handling Correspondence:

1. Receiving Mail: Collect incoming mail, check for damage, and open carefully.
2. Recording Mail: Record details of the mail in the incoming mail register.
3. Distributing Mail: Send the mail to the appropriate department or person.
4. Filing: File important documents or letters in their respective folders for future reference.
5. Replying: Respond to letters that require replies in a timely manner.

V. Handling of Mail:

1. Separate Incoming and Outgoing Mail: Have a clear system to avoid confusion.
2. Use a Mail Register: Keep records of all letters and packages received or sent.
3. Sort by Importance: Prioritize urgent mail and deal with it first.
4. Ensure Proper Filing: Keep all correspondence records in the correct files or folders.
5. Monitor and Track: Check mail for delivery confirmation and keep track of responses.

Examples Relevant to the Topic:

1. A school office keeps track of incoming exam scripts through a mail register.
2. A business uses a courier service like DHL to send important contracts to clients.
3. An office keeps both hard copies and electronic records of emails for reference.
4. A secretary files letters in a cabinet for easy retrieval.
5. A manager replies to client emails and keeps track of the conversation.

Evaluation:

15 Fill-in-the-Blank Questions:

1. An example of a correspondence record is the ______ register.
   a) Payroll
   b) File
   c) Cash
   d) Inventory
2. The mail that is received in an office is called ______ mail.
   a) Incoming
   b) Outgoing
   c) Post
   d) Legal
3. One use of correspondence records is to ______ communication.
   a) Organize
   b) Avoid
   c) Forget
   d) Refuse
4. Correspondence received through email is called ______ correspondence.
   a) Written
   b) Electronic
   c) Verbal
   d) Postal
5. Handling mail involves recording it in a ______.
   a) Calendar
   b) Diary
   c) Register
   d) Receipt

Class Activity Discussion:

15 FAQs with Answers:

1. What is a correspondence record?
   A record of letters or documents received or sent.
2. Why are correspondence records important?
   They help keep track of communication.
3. What is incoming mail?
   Mail received by an office.
4. What is outgoing mail?
   Mail sent from an office.
5. How does mail enter an organization?
   By hand delivery, post office, email, courier, or fax.
6. What is the first step in handling mail?
   Receiving and checking the mail for damage.
7. What is the purpose of a mail register?
   To keep records of incoming and outgoing mail.
8. Why is it important to file mail?
   To organize it for easy access in the future.
9. What should be done with urgent mail?
   It should be handled first.
10. What is the difference between incoming and outgoing mail?
    Incoming mail is received; outgoing mail is sent.
11. What is an example of electronic correspondence?
    An email.
12. How should mail be treated when it arrives?
    It should be opened carefully and recorded.
13. What is the role of a correspondence file register?
    To organize and keep track of important letters or documents.
14. Why is recording mail important?
    To ensure no communication is lost.
15. How can mail be sent from an office?
    Via courier, postal service, email, or hand delivery.

Presentation Steps:

1. Step 1: The teacher revises the previous topic, which was “The Role of a Receptionist.”
2. Step 2: The teacher introduces the new topic, explaining different types of correspondence records and their uses.
3. Step 3: The teacher allows students to share how they handle correspondence at home or school and corrects them where necessary.

Teacher’s Activities:

• Show students how to fill in an incoming and outgoing mail register.
• Display examples of different types of mail (letters, emails, packages).
• Guide students in designing a simple mail register.

Learners’ Activities:

• Discuss the types of correspondence records they have seen before.
• Practice recording sample mail in a register.
• Design their own sample visitor’s book or request form.

Evaluation Questions:

1. What is the difference between incoming and outgoing mail?
2. Why is it important to record all correspondence?
3. List three types of correspondence records.
4. How does email serve as a form of correspondence?
5. What should be done with mail that needs an urgent response?

Conclusion:

The teacher goes around to check the students’ mail register designs and provides feedback on the topic.

Additional Information:

• Captivating Title: Managing Correspondence and Mail Handling in an Office
• Focus Keyphrase: Office correspondence and mail handling
• SEO Title: Understanding Correspondence Records and Mail Handling in an Office
• Slug: office-correspondence-mail-handling
• Meta Description: Learn how to manage correspondence records and mail handling in an office setting.

More Useful Links

• Understanding the Market: Types and Features Business Studies JSS 2 First Term Lesson Notes Week 6
• Understanding the Channels of Distribution Business Studies JSS 2 First Term Lesson Notes Week 9
• Safe Handling and Distribution of Chemicals Business Studies JSS 2 First Term Lesson Notes Week 10