>Hello Sohib EditorOnline, in this article we will discuss the steps to fill out a book of outgoing letters or what we call “buku agenda surat keluar” in Indonesian language. This book is important to keep track of all the letters that have been sent from an organization or office. By following the guidelines below, you can ensure that your book of outgoing letters is organized and efficient.
1. Understand the Purpose of Book of Outgoing Letters
Before starting to fill out the book of outgoing letters, it is important to understand the purpose of this book. This book serves as a record of all outgoing letters from the organization or office. It helps to keep track of all letters that have been sent, the date they were sent, and the recipient. By using this book, it will be easy to follow up on sent letters if there is no response from the recipient.
Another important aspect of this book is that it helps to ensure that all important correspondence is sent out in a timely manner. By having a record of all outgoing letters, it is possible to see if there are any letters that have not been sent or if there are any overdue letters.
2. Obtain a Book of Outgoing Letters
The next step is to obtain a book of outgoing letters. This book can be purchased from a stationery store or office supply store. The book should have columns for the date the letter was sent, the name of the recipient, the subject of the letter, and the reference number of the letter.
3. Fill Out the Header of the Book of Outgoing Letters
The header of the book of outgoing letters should include the name of the organization, the date the book was opened, and the name of the person responsible for managing the book.
| Nama Organisasi | : | [Nama Organisasi Anda] |
| Tanggal buku dibuka | : | [Tanggal Buku Dibuka] |
| Nama orang yang bertanggung jawab | : | [Nama Orang yang Bertanggung Jawab] |
4. Use Standard Operating Procedures (SOPs)
It is important to create standard operating procedures (SOPs) for filling out the book of outgoing letters. These procedures should outline the steps that need to be followed and the information that needs to be recorded in the book of outgoing letters.
The SOPs should include guidelines for assigning reference numbers to letters, how to record the name of the recipient, and how to record the subject of the letter. The SOPs should also outline how to follow up on sent letters and how to close the book at the end of the year.
5. Assign Reference Numbers
Each outgoing letter should be assigned a reference number. This number should be recorded in the book of outgoing letters along with the date the letter was sent, the name of the recipient, and the subject of the letter.
The reference number should follow a specific format. It should include the year, the month, and a sequential number. For example, if the first letter sent in January 2022 is assigned the number “202201001”, the second letter sent in January 2022 should be assigned the number “202201002”.
6. Record the Date the Letter Was Sent
The date the letter was sent should be recorded in the book of outgoing letters. This will help to ensure that all letters are sent on time and that there are no overdue letters.
7. Record the Name of the Recipient
The name of the recipient should be recorded in the book of outgoing letters. This will help to ensure that letters are sent to the correct recipient.
8. Record the Subject of the Letter
The subject of the letter should be recorded in the book of outgoing letters. This will help to ensure that all letters are properly categorized and can be easily searched for in the future.
9. Use a Consistent Format
It is important to use a consistent format when filling out the book of outgoing letters. This will help to ensure that all information is recorded in a clear and organized manner.
The format should include columns for the date the letter was sent, the name of the recipient, the subject of the letter, and the reference number of the letter. There should also be space for any additional notes that may be relevant.
10. Keep the Book Up-to-Date
It is important to keep the book of outgoing letters up-to-date. This will help to ensure that all letters are recorded and that there are no missing letters.
The book should be updated on a regular basis. Ideally, it should be updated daily or as soon as a new letter is sent out. This will help to ensure that all information is accurate and up-to-date.
Frequently Asked Questions (FAQ)
Q1. Apa itu buku agenda surat keluar?
A1. Buku agenda surat keluar adalah buku yang berfungsi sebagai catatan surat keluar dari suatu organisasi atau kantor. Buku ini penting untuk melacak semua surat yang telah dikirimkan, tanggal pengiriman, dan penerima surat.
Q2. Apa tujuan dari buku agenda surat keluar?
A2. Tujuan dari buku agenda surat keluar adalah untuk memastikan bahwa semua surat yang penting dikirimkan tepat waktu dan dicatat dengan baik. Buku ini juga membantu untuk melacak surat yang belum mendapat balasan dari penerima.
Q3. Bagaimana cara mengisi buku agenda surat keluar?
A3. Cara mengisi buku agenda surat keluar adalah dengan mengikuti langkah-langkah berikut:
- Mengerti tujuan dari buku agenda surat keluar
- Mendapatkan buku agenda surat keluar
- Mengisi header buku agenda surat keluar
- Menggunakan standar prosedur operasi (SOP)
- Memberikan nomor referensi kepada setiap surat
- Mencatat tanggal surat dikirimkan
- Mencatat nama penerima surat
- Mencatat subjek surat
- Menggunakan format yang konsisten
- Menjaga buku agenda surat keluar agar tetap up-to-date
A4. Buku agenda surat keluar harus ditutup pada akhir tahun. Sebelum menutup buku, pastikan semua surat sudah dicatat dengan baik dan semua nomor referensi sudah diberikan. Buatlah ringkasan dari semua surat yang telah dikirimkan tahun itu dan simpan di dalam arsip.
Q5. Apa yang harus dilakukan jika terdapat surat yang belum mendapat balasan dari penerima?
A5. Jika terdapat surat yang belum mendapat balasan dari penerima, cek kembali tanggal surat dikirimkan dan nomor referensi surat tersebut. Pastikan surat tersebut sudah dikirimkan kepada penerima yang tepat. Jika sudah, jangan ragu untuk mengirimkan surat pengingat jika diperlukan.
Q6. Apa yang harus dilakukan jika terdapat surat yang tertunda dalam pengiriman?
A6. Jika terdapat surat yang tertunda dalam pengiriman, cari tahu apa penyebabnya. Pastikan surat tersebut dikirimkan secepat mungkin dan berikan alasan atas keterlambatannya jika diperlukan.
Q7. Bagaimana cara mencari surat tertentu di dalam buku agenda surat keluar?
A7. Untuk mencari surat tertentu di dalam buku agenda surat keluar, Anda bisa menggunakan nomor referensi surat atau tanggal surat dikirimkan. Cari di dalam buku agenda surat keluar menggunakan kriteria yang sesuai dan temukan surat tersebut dengan mudah.