Incoming and Outgoing Letters are an important part of correspondence administration, especially in organizations or companies. Student Organizations (OK) as part of BINUS University also need to have these administrative skills.

So, what is the difference between Incoming and Outgoing Letters? Let’s take a closer look at the explanation below.

Incoming Letters

Incoming letters are all types of letters received by an organization, institution, or company from external parties, whether from individuals, organizations, or other institutions.

Characteristics of Incoming Letters:
• Received from external parties.
• Can be formal or informal.
• Serve as the basis for decision-making or further actions.
• Recorded in the incoming mail agenda book.

Examples of Incoming Letters:
• A certificate letter from the Student Affairs unit at BINUS.
• A meeting invitation from an external party.
• A cooperation request from another Student Organization (OK).

Outgoing Letters

Outgoing letters are letters created and sent by an organization, institution, or company to external parties to convey information, requests, responses, or other purposes.

Characteristics of Outgoing Letters:
• Sent to external parties.
• Represent the results of internal decisions or policies.
• Recorded in the outgoing mail agenda book.
• Usually use an official letterhead.

Examples of Outgoing Letters:
• A reply letter from a Student Organization.
• A cooperation offer letter.
• An invitation letter to a speaker.
• An official notification to external parties.

In managing Incoming and Outgoing Letters, OK officers can create a mail agenda in the form of a book or a digital system to record all letters sent and received by the organization. With proper documentation, officers will not have difficulty finding the required documents.

Templates for Incoming and Outgoing Letters can be accessed through the following link:
Incoming and Outgoing Letter Template for OK