Course Content
Introduction to Communication
Offers basic defintions, objectives and principles of effective communication. Describes the major barriers to effective communication. Describes the different methods of communication, formal and informal communication styles, systems and devices.
0/6
Foundations and Definitions
Objectives and Strategic Importance in Business
The Communication Process Model and Its Components
Forms, Flows, and Networks in Business Communication
Barriers and Guidelines for Effectiveness
Quiz 1
00:45:00
Written Communication & Business Correspondence
Business correspondence, often written, forms an important part of the communications process for accounting or business professionals
0/6
Fundamentals of Written Communication
Channels and Internal Written Documents
Business Letters and Correspondence
Report Writing and Proposals
Handling Business Correspondence & Mail Management
Quiz 2
00:45:00
Oral Communication & Presentation Skills
This topic helps the learner understand and navigate the requirements of any oral communications in a corporate environment
0/6
Fundamentals and Channels of Oral Communication
Key Oral Interactions: Meetings and Interviews
Presentation and Public Speaking Skills
The Critical Skill of Listening
Communication Ethics and Overcoming Barriers
Quiz 3
00:45:00
Non-Verbal, Visual, & Electronic Communication
Communication is not always oral or written. Non-verbal, visual and electronic communication is equally important in any social environment.
CPA Communication Skills

Topic 2: Written Communication & Business Correspondence

 

Lesson 5: Handling Business Correspondence & Mail Management

 

Efficient management of incoming and outgoing mail (correspondence) is vital for organizational workflow, record-keeping, and professional image.

 

Handling Incoming Mail:

 

  • Procedure: Collection -> Sorting & Opening (except “Personal/Confidential”) -> Recording (especially cheques/valuables) -> Date-stamping -> Distributing to relevant departments/personnel.
  • Centralized vs. Departmental Mail Services:
    • Centralized: Single mailroom for the whole organization. Promotes uniformity, control, and specialization but can be slower.
    • Departmental: Each department handles its own mail. Faster for the department but leads to duplication and inconsistent systems.

 

Record Management and Filing:

 

  • Purpose: To classify, store, and retrieve documents efficiently for future reference and legal compliance.
  • Filing Systems:
    • Classification Methods: Alphabetical, Numerical, Geographical, Subject, Chronological.
    • Filing Equipment: Vertical filing cabinets, Lateral filing, Horizontal filing, Ring binders, Box files.
  • The Record Cycle: Creation -> Utilization -> Storage -> Retrieval -> Archiving/Destruction.
  • Retention & Archiving: Documents have a life cycle. Inactive records are either archived for long-term historical preservation or securely destroyed (e.g., shredding).

 

Dispatching Outgoing Mail:

 

  • Procedure: Collection from departments -> Checking for signatures/enclosures -> Folding & Sealing -> Weighing & Stamping (Franking) -> Recording (registered mail) -> Delivery to post/courier.
  • Postal and Courier Services: Organizations choose services based on speed, cost, security, and reliability (e.g., regular post, registered mail, express couriers).

 

Technology in Correspondence:

 

  • Email: Fast, cost-effective, allows attachments. Requires management to avoid misuse and “inbox overload.”
  • Electronic Filing: Storing documents digitally for easy search and retrieval, saving physical space.

Reprographics: The process of copying and duplicating documents (photocopying, printing, scanning).

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