Correspondence Unit – Administrative Affairs Division
The Correspondence Unit plays a central role in organizing incoming and outgoing communications within the College, ensuring accuracy in documentation and efficiency in processing. By following established administrative procedures, the unit enhances institutional communication between the College and external entities.
- Receiving and registering correspondence: Recording all official letters and memos from various entities into unified electronic and paper-based records.
- Distributing communications: Forwarding incoming letters to the relevant departments within the College in a timely manner to ensure prompt action.
- Drafting outgoing letters: Preparing and reviewing official correspondences, both in form and content, in coordination with the concerned parties before dispatch.
- Archiving documents: Preserving original copies of both incoming and outgoing letters within a classified filing system for easy retrieval when needed.
- Ensuring confidentiality: Handling sensitive and confidential documents in compliance with approved institutional preservation policies.
- Performance reports: Preparing periodic statistical summaries on the number of processed correspondences and response times.
This unit serves as the key link between the College’s administrative divisions and external bodies, reflecting the College’s institutional image through accuracy, commitment, and systematic organization.
