A recipient refuses a letter that was not meant for them
Who is involved
| Role | What they do |
|---|---|
| Mailroom clerk | Registers and routes the letter, and re-routes it if refused. |
| Correspondence officer | Is named as recipient and may refuse receipt with a reason. |
Step by step
- Mailroom clerk
Registers a letter and routes it to the wrong officer.
What they see:The letter is Awaiting receipt confirmation.
- Correspondence officer
Opens it from the work queue and refuses receipt, writing why.
What they see:The state becomes Rejected and the record stays read-only.
- Mailroom clerk
Opens the record from the register list.
What they see:Who refused it and why, so the letter can be registered again for the right person.
Who is told what
The refusal and its reason are written on the record. The alert goes to the record's holder, which is not always the clerk, so the clerk should check the register list.
Related
- Correspondence Register
- A stand-in approves while the approver is away
- An outgoing letter is approved before it is sent
- Classifying a record hides it from lower clearance and leaves an audit trail
- Register activity reaches people as alerts
- Register, classify and route letters by conversation
- Team workflows