Correspondence Clerks — Tasks

Task statements

• Maintain files and control records to show correspondence activities.
• Read incoming correspondence to ascertain nature of writers' concerns and to determine disposition of correspondence.
• Gather records pertinent to specific problems, review them for completeness and accuracy, and attach records to correspondence as necessary.
• Prepare documents and correspondence, such as damage claims, credit and billing inquiries, invoices, and service complaints.
• Compile data from records to prepare periodic reports.
• Compose letters in reply to correspondence concerning such items as requests for merchandise, damage claims, credit information requests, delinquent accounts, incorrect billing, or unsatisfactory service.
• Route correspondence to other departments for reply.
• Ensure that money collected is properly recorded and secured.
• Process orders for goods requested in correspondence.
• Present clear and concise explanations of governing rules and regulations.
• Review correspondence for format and typographical accuracy, assemble the information into a prescribed form with the correct number of copies, and submit it to an authorized official for signature.
• Compute costs of records furnished to requesters, and write letters to obtain payment.
• Compile data pertinent to manufacture of special products for customers.
• Type acknowledgment letters to persons sending correspondence.
• Complete form letters in response to requests or problems identified by correspondence.
• Confer with company personnel regarding feasibility of complying with writers' requests.
• Prepare records for shipment by certified mail.