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DOCUMENTS HANDLED BY A RECEPTIONIST

The documents kept by a receptionist include:-

  1. Visitors book
  2. Telephone message pad or form
  3. Business card
  4. Request form/visitors slip
  5. Telephone directory
  6. Appointment register
  7. Diary

 

  1. VISITOR’S BOOK:- is used for recording the details of all visitors that came to an organisation. It contains name, office visited, address, purpose of visit, time of arrival and departure, date, signature etc.
Date Name of visitor Purpose of visit Time of arrival Departure Signature
5/09/15 More Blessing Official 8.30am 11.20am
  1. TELEPHONE MESSAGE PAD:- is used to record calls received for an officer who may be busy or not on seat while visitors are calling. The receptionist takes down the message at the time phone rings.
  2. BUSINESS CARD:- also known as complimentary card or introductory card. It is used to identify oneself and organisation. It contains name of company, address, name of the owner, position and telephone number.
  3. REQUEST FORM:- is used in some office to inform an office of the presence of a visitor who is willing to see him/her
  4. TELEPHONE DIRECTORY: is a compilation of names, address of the telephones subscribers and telephone number of an individual and organisation within a region or country. It is used by receptionist for easy tracing of names and number.
  5. APPOINTMENT REGISTER: it records information concerning visitors on appointment and the office they wish to visit.
See also  PROCEDURES FOR HANDLING INCOMING MAILS
Date Time Name of visitors Account Personnel Sales Admin

 

  1. DIARY: this shows the daily activities of an organisation.it is used to record future appointment, interview, important events/happenings.

See also

RIGHT ATTITUDE TO WORK

DUTIES OF A RECEPTIONIST

RECEPTION OFFICE

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