A Guide to Administrative Documents and Business Mail
Item 6 – Administrative Documents
1. Definition of Administrative Documents
The hardware used by various administrations to embody or realize their actions.
2. Trades
– 1. Definition
This is the document used by agencies or governments, regional and local authorities to communicate.
– 2. Party of the Trade
- Home:-Letterhead: name of the ministry and agency, S/ref., N/ref., Matter of clear and brief.
- Content: A short and clear statement of what you want to communicate.
- Final: place and locating the agency that issued the document date is expressed in long format, showing title antefirma doing the job, illegible signature, identification of the signer name, recipient, addressee by the name of your department or organ.
Example of Office
Ministry of Development. Directorate-General of Works (Madrid). – S/ref. -N/ref. – SUBJECT: Text of letter sent us appreciate relevant certificate etc work. -Madrid, April 15, 2011. Chief of Bureau of the Department of works of Madrid. – Heading-Signed illegible. The full name. – Footnotes recipient Mr. Don Head Department Zona Norte, Madrid etc.
3. Note Interior
1. Definition
This is a document used to communicate between departments of the same parent body.
2. Parties Conta
- Start: Letterhead ministry and agency name, location and date Place and date of issue, S/ref. Mr., DE: name, surname, job title and who sends the note inside, TO: name surname and title the person to whom the note inside, Subject: Brief description of the reason for the note.
- Contents: Short and clear the reason for the document.
- Final: rubric of the sender.
Example of a Note Inside
MINISTRY OF HEALTH AND CONSUMPTION. -Place and Date: Granada, January 21, 2011, S/ref.: Lic/dpi, initials of the boss to write the letter. DE: Luciana KETV Canisius, head etc. Counseling Service.:-Target: letrans Don Gregorio, head of inspection and so on. -Scared: Copy forms. Please refer-text copy of the so-Signature ….., rubric.
4. Notices
1. Definition
The process by which the competent body concerned notifies the resolution or agreement.
2. Process Steps Notification
- Notification d-ordination, will be processed within 10 days from the date that the act has been dictated by the competent authority.
- Practice of notification will be made by an agent (or functional or legal means) to be the domicile indicated by the subject or who originated the paperwork.
3. Accreditation Document
The document that certifies the delivery of notification.
4. Parties
- Start:-Letterhead behalf of the Ministry or agency in the following line appears in capital letters “Proof of service.” Text of the base start to lay the proceeds to the accreditation and identification of the recipient.
- Contents:-Place the address where notification is made. -Medium Used: as delivery notification. -Circumstances of the notice served on behalf of whom the notice is delivered. -Circumstances of service is not practiced.
- Final: place and signature of the person giving the notice and cargo holds.
5. Publicity or Advertising
Involves the insertion of an administrative act in an official journal (BOE, BOP, newspapers, etc.). In order to communicate.
6. Application
1. Definition
The document that contains one or more claims of a citizen or agency to initiate administrative action and meet one or more claims on the basis of subjective right or legitimate interest, the application forms will be set by the government and free.
2. Content
- Home: Name of applicant names and passport, if company name, address to representation.
- Contents:-Exposes: That alone, explanation of if they are several causes which exposes to First:, Second: That, and so on. -A separate paragraph below and will write “According to the above” in the line below requested that: and if they are several things First: Second That: etc. -Accessories: Documents to be mandatory-required documents must accompany the application. Data and information: as may be required from the applicant.
- Final: ‘preferred means of notification, notification-Lugar: Address or location you wish to receive notification. – Place and date of the application. – Signature of the applicant. – Identification of the body that will be addressed.
Example of an Application
D./ Ms. Veronica France with ID 93624 Huesca as director of ELECTRO, SL CIF. A-2125, established C / Elvira, 24, 0042 Madrid. -Expose. -First: Electronics SA, wants to belong to the National Arbitration system. -Second: That in order to resolve complaints, if any etc. by a simple procedure., .. -According to the above. -Request: not give submit an application and give the appropriate orders for granting the request. -This request is accompanied by the following documents. – Granda January 2, 2011. – Lubricates. – Signed.: The name. – Stamp left. -Footer name to whom the letter is addressed National Consumer Arbitration Board, Ministry of Health (Granda) -.
7. Statement
1. Definition
Document by which both individuals and legal organizations, express the accuracy of facts or circumstances to the public, either by operation of these or at certain times. Example lists of discharge of a traffic ticket.
2. Parties
- Home: name and surname. -If the person acting on behalf of a company will “on behalf of (name, CIF, and established the direction of the company)-Reason for drawing up and signing the declaration.
- Content: Declare: Exhibition the fact at drawing up the document.
- Final: ‘City of the writing of the document.’ Do not put the author appears at the beginning of the document.
8. Stop Shop
1. Purpose
To facilitate the relationship between citizens and public administrations.
2. Advantages
- It avoids displacement.
- Bringing citizens and government.
- Point information on the town or municipality.
- Simplicity of administrative procedures.
- Avoidance queues and waiting for your presentation.
- You must apply for filing receipt or certified copy.
9. Format of Printed
- “A” determines the size of paper.
- “B” determines the format for high capacity.
- “C” determines the format of limited capacity.
10. Example Mail
ISE THE ALGAR. -Certificate of Intermediate Studies. – D/Ms. Ana Cruz, secretary of the IES El Algar, located at the Finca Santa Isabel, 11 Almeria. – Certifies: that Ms. Encarnación Cañas with ID xxxx, as recorded in the records of the secretary of the institute at the host university for First Intermediate Administrative Management. – And I counted on application / to sign this certificate. -Almería January 28, 2011. -Rubric. -Signed.: Ana Cruz García. -Put the seal on the left
Item 7 – Home Mail
1. Incoming Correspondence
- We received the correspondence.
- Select, open and check the contents of the correspondence.
- Recorded in the book-entry correspondence.
Book-Entry Registration of Mail
- No. Order: number of sequential order.
- Date of receipt of the document recorded:
- Sender: name, company name and location of the sender of the document.
- Type: document received C = letter, TP = postcard, telegram TL =, PP = parcel.
- Annexes: indicate whether the letter is accompanied by other document.
- Extracts of the content matter of communication:
- Department receiving the communication department name recipient:
2. Correspondence Out
- Collect the mail or sent.
- Check is signed and the annexes attached to it.
- Making the copies required, checked and stamped envelope.
- Delivered or deposited with the courier company.
Record Book Out Mail
- No. order: will be correlated to the output.
- Check out the mail:
- Recipient name, company who sent the document and location:
- Document class:
- Annexes: specify the letter is accompanied by a document.
- Observations: indicate if the letter is certified or urgent.
3. Record Book Entry Fax
Fax-wrote all those received by the company as well as a brief summary of its content and the receiving department should sign.
4. Book Check Out Fax
In this book, write down the date, time sent, the recipient, a brief summary of its contents and the department sends him.
5. Mail log “e-mail”
When you receive the email, the first must do is make an initial classification and remove all information that is not important.
3. Internal Email Circulation
1. Small and Medium Enterprises
The person receiving the mail will be responsible for opening the mail, register, make copies for distribution.
2. Large Companies
They usually have one or more persons responsible for the delivery of mail and have mechanical systems.
-. 4 Order:-For the functions performed in a large company to be effective must be taken into account . -Define the routes. Visit-defined jobs. -Avoid unnecessary errands to make. -Each waypoint must have at least two trays clipboard. -Classified correspondence by the addressee. -Give priority to urgent deliveries. -. 5 SERVICES TO BUSINESSES IN THE CIRCUIT messaging: 1 – PUBLIC SECTOR SERVICES: – BASIC:-Letters. -Card. -PACKAGES: Package-blue. International postal-package. -URGENT: National Express-Posta. International Express-Post. International Express-Mail. -Letter urgent. Service-pouch. -FINANCIAL:-Money order. -International Giro. -Money in Minutes. -TELECOMMUNICATIONS:-Telegram. -Buro fax. -Telex.-2 Private sector services:-National service. -International Service. -Additional Services