7 Documents Handled By The Receptionist

Business Studies

Topic: Documents Handled By The Receptionist

The receptionist keeps some documents in her office and they enable her carry out her duties efficiently and successfully. The following are some of the documents handled by the receptionist:

1. Visitors Slip

This is one of the documents found in the receptionist’s office. It is usually in loose sheets. Any visitor who enters the office of the receptionist is given a visitor’s slip to fill. This shows: whom the visitor is, what he has come for, and the officer he wants to see, and whether or not his visit on appointment, etc.

The visitor fills the slip and write his particulars: name, address, purpose of visit and whether the visit is on appoitment or not. The receptionist then takes the slip to the officer concerned. The officer will then decide whether the visitor comes in or has to wait. In the absence of such visitor’s slip, the receptionist may politely obtain their information orally. If the officer is on appointment, it is easier because the officer concerned may not keep him waiting for so long.

2. Visitors Book

Although visitor’s book is quite different from visitor’s slip, they are similar in both content and meaning for they all aim at getting information about the visitor and his purpose of visit. While the visitor’s slip is given to individual visitors to fill in their particulars after which they are passed into the ofiice of the officer concerned for comment, the visitor’s book is usually a booklet kept in the office where the particulars of all the people that visit the organization are kept.

This book is sometimes, referred to as Register of Callers. It contains the following information: name and address of visitors and time of visit, telephone number of visitor, the officer visited and the purpose of visit, time of departure and the signature of visitor.

It should be noted that visitor’s books are of various designs. Any design adopted by a company is good for that company. No one designs better than the other because they all contain the same type of information.

3. Telephone Message Pad

This is kept by the receptionist for recording telephone messages meant for the officials of the organization. Sometimes, the receptionist may answer a telephone call for her boss who is absent. She should record all the messages received through the telephone in the Telephone Mesage Pad and present to her boss when he comes back.

There is also a decline in this aspect of receptionist’s duty due to the emergence of Global System Mobile Telephone (GSM). Most callers nowadays communicate through the private mobile lines of the company’s officials who they wish to interact with. Hence, only few companies nowadays maintain Telephone Message Pad.

For effective recording of telephone messages, the telephone should be placed on the left hand-side so that the receptionist could handle the telephone with the left hand while she writes with the right hand or vice versa if she writes with the left hand.

The officers concerend should be made to see the telephone message taken on his behalf as soon as possible. However, the emergence of GSM is gradually phasing away this document as callers usually call such officers directly through their mobile phones.

4. Business Card Or Complimentary Card

This is a small card usually measuring 9cm by 5cm kept by the owner of the card and issued to people (by the owner) who wish to know whom he is, where he works and the type of work he does. Business card therefore contains particulars of the owner of the card. It is also called Complimentary Card.

Business card contains particulars of the owner of the card such as name of the officer, the name of the company where he works or which he owns, office and residential address and telephone numbers, official designation of the owner, the type of business he engages in etc. There is no particular form for a business card, that is why no two business card can look exactly the same, but they perform the same function-showing the particulars of the owner of the card.

5. Telephone Directory

Telephone directory is a book, published formerly by the Post and Telecommunication (P&T) but now by the Nigerian Telecommunication (NITEL). It contains the telephone numbers, names and addresses of all the companies and private individuals that own telephones otherwise known as subscribers.

The list of telephone owners (subscribers) and their telephone numbers of the company’s customers or clients whom they wish to contact. Most directories have yellow pages, which contain advertisements of various companies and products.

6. Diary

The diary is a book used by the receptionis to record daily events including appointments kept on behalf of her boss and or other officers of the company.

The diary is consciously and carefully arranged that it contains all the days and months of the year in chronological order and some contain market days. This arrangement makes it easier for the receptionist to use it for recording, and for locating whatever information recorded in it at a glance. Some diaries have provision for telephone numbers and address of callers.

Other information that can be found in most diaries include: names and addresses of important hotels and guest houses, addresses of embassies, countries and their capitals would maps showing important routes such as air routes, railway routes etc.

However, diaries could be used for private purposes by any person other than the receptionist. Students, traders, housewives and company directors make use od diaries based on their circumstances.

7. Appointment List

This is a document kept by the receptionist for keeping the list of people who are on appointment with the company. This helps the receptionist to know at a glance the callers that may be expected for each day and the time they are expected. Morever, having known about these callers, she is in a better position to remind her boss and if necessary, other officers concerned.