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project on office process.pdf
1. PROJECT REPORT
ON
OFFICE PROCESS
IN
HDFC BANK ,BADSHAHPUR
Submitted in partial fulfillment of the
Required for the award of degree of
BACHELOR OF COMMERCE
(2022 – 2023)
SUBMITTED TO :- Submitted by:-
Prof. Shashi Bala Pooja Rani
Roll no. 718
B.com 2nd
sem.
Uni. Roll no. 204889
Uni. Reg. No.712-2021-217
GOVT BIKRAM COLLEGE OF COMMERCE PATIALA
2. CONTENTS
• Certificate
• Acknowledgement
• Declaration
• Introduction
• HDFC bank
• Meaning And Importance Of Office
• Functions of office
• Office Process
• Working In HDFC bank
• Suggestions
• Bibliography
3. ACKNOWLEDGEMENT
I wish to express my gratitude and thank to principal of
Government Bikram College of Commerce Patiala for his able
guidance insight and support in completing the present work.
I also want to thanks Mr. Gaurav Nath manager of HDFC
BANK BADSHAHPUR Branch.
I also want to express my gratitude for the help extended by
staff members of HDFC BANK during the completion of the
project assigned to me and last there no words to express
gratitude toward my parents and family members who
encouraged is updated and helped me in every possible way
during my training and completion of this project work.
And at last but not the least I would like to thank GOD for
the successful completion of my project.
4. DECLARATION
I Pooja Rani declare that the project file "OFFICE PROCESS" is
prepared by me and is submitted to
"PUNJABI UNIVERSITY, PATIALA". GOVT. BIKRAM COLLEGE
OF COMMERCE PATIALA in partial , fulfillment of the
requirement for b.com 1ST
year in my original work and
conclusion drawn there in are bounded on material collected
by my self.
I further declare that this project report has been submitted
to any other university for the award of any degree, diploma
or equivalent courses.
Pooja Rani
B.Com 2nd
year
Govt. Bikram college of commerce
Patiala
5. INTRODUCTION ON HDFC BANK
HDFC BANK Limited is an Indian financial service company
was incorporated in August 1994 .HDFC BANK is the fifth or
sixth largest bank in India by assets and first largest bank by
Market capitalization as of November 1, 2012 . The bank was
corporate by the HOUSING DEVELOPMENT FINANCE
CORPORATION, a premier housing finance company (set up
in 1977) of India.
HDFC Bank deals with three key business segments:-
1. Whole Banking Service
2. Retail Banking services
3. Treasury
WHOLESALE BANKING
It provides loans , non funds facilities and transactions
services to corporate, public sector units , government
bodies , financial institutions and medium scale enterprise
and other banking business, segments include income
from Banking services such as credit cards , debit cards ,
third party conduct distribution, primary dealership
business and the associated costs.
6. RETAIL BANKING SERVICES
It serves retail customers through a branch network and
other delivery channels.
TRESURY
It primarily consists of net interest earnings from the Banks
investment portfolio , money market borrowing and lending,
gains or losses on investment operations and on account of
trading in foreign exchange and derivative contracts.
It has entered the banking consortia of over 50 corporate for
providing working capital finance, trade services, Corporate
finance, and merchant banking. It is also providing
sophisticated product structures, in areas of foreign
exchange and derivative, money markets and debt trading
and equity research.
HDFC bank Limited is a banking company engaged in
providing a range of banking and financial services, including
commercial banking and Treasury operations.
HDFC is India’s premier housing finance company and enjoy a
sound track record in India as well as international markets.
With its experience in the financial market a strong market
reputation, large shareholder base and unique consumer
franchise.
The objective is to provide favorable and best banking
facilities for the target customers in retail and wholesale and
maximum profitability.
7. The bank is committed to maintain the highest level of
ethical standards, professional integrity and corporate
governance .
HDFC BANK business philosophy is based on four core values
:-
☆Operational Excellence
☆Customer Focus
☆Product Leadership
☆People
HDFC was ideally positioned to promote a bank in the India
environment . HDFC bank mission is to be a world class
Indian Bank.
History of HDFC BANK
HDFC was amongst the first to receive approval from the RBI
( Reserve Bank of India) to set up a bank in the private sector
as part of RBI ‘s liberalization of the Indian banking industry
in 1994 . The bank was incorporated in August 1994 as HDFC
BANK Limited with its registered office in Mumbai in January
1995 the new entity commercial operations as a scheduled
commercial banks . Almost exactly five years later in February
2000 it consolidated its position in the banking industry when
it merged with TIMES BANK Limited , another new private
sector bank. The merged entity now harboring greater depth
and increased reach had become a dynamic new force. It
8. afforded the bank further opportunities to cross sell its
products and services and leverage alternate delivery
channels. HDFC BANK has today attained critical mass and its
recognized amongst the most professionally run banks in the
country.
HDFC bank begins operations in 1995 with a simple mission
to be a ‘ WORLD CLASS INDIAN BANK ‘ . We realized that only
a single minded focus on product quality and service
excellence would help us get there . Today , we are proud to
say that we are well on our way towards that goal.
HDFC bank Limited is an Indian based banking company
engaged in providing a range of banking and financial
services,
Including commercial banking and Treasury operations. The
bank has network of 1412 branches and 3295 automated
taller machines in 528 cities and total employees is 52687.
HDFC bank was the first private sector bank to be licensed
for operations in February 2000 when HDFC bank merged
with times bank , it created history. It was the first merger in
the private sector HDFC bank was the quickest to cross the
one million credit card mark HDFC bank was the first bank in
India to launch debit cards and offer mobile banking , online
banking and real time Net banking HDFC bank is the primary
settlement bank to the major stock exchange in the country
and has the biggest market share in the settlement services .
9. MEANING of OFFICE
A place where business activities are planned for the growth
in future is known as office . For planning and controlling
various information from past and present is required, thus
the accumulation of these records in a single place is called
an office .
One can also say , office is a place where business is carried
on and the control mechanism of the organization is located.
It is the nerve center and brain of business organization , an
information desk where all types of information is received
and handled. Office may be small or of Medium size or a very
large one. It is not necessary that an office should have many
rooms , many tables and chairs.
In every modern organization, from a business concern to a
government department, there has to be some people to
receive, record and supply necessary information to the
manager and executive and to undertake other identical
activities like receiving and mailing letters, typing and
Duplicating maintaining files and preserving important
documents. These are essential for the efficient management
of the organization in as much as they help the managers
and executives to plan , direct and control the operations of
the organisation. These clerical activities, take together,
comprise an important service function and are carried on in
the office.
10. PURPOSE AND CHARACTERS OF
OFFICE
Purpose:-
The purpose of the office is to furnish essential
services to the management. Office provides information to
the management on the basis of which it formulates its
policies. Unless that service which contributes to production
is rendered, the maintenance of the office cannot be justified
and therefore it should be closed down because it is a costly
affair to run an office.
CHARACTERISTICS of OFFICE
~An important service function
~Memory and control center
~Specialization and decentralization
~Office is a work not a place .
~Management of information.
~An indispensable unit.
IMPORTANCE OF OFFICE
Office can be described as an important part of an
organization. The very existence of an organization or
institution is based on the office. Whether it is a government
department, or a business enterprise or an educational
institution, office is vital for its functioning. In the case of a
business enterprise, operations must be planned. Planning is
11. to be followed by execution . These process of management
require Control communication and coordination of efforts to
achieve the well defined objectives. Besides, most of the
commercial transactions of the enterprise necessities clerical
procedures to deal with order, dispatch , invoice and
payment.
The importance of the office arises due to the following
factors :-
¤ Office as information center :-
It can be described as the
information center or data bank of an organization All
kinds of information and figures, whether past or
present, are available in the office. The information
furnished by the office serves as the basis for forecast ,
planning and control.
¤ Channels of communication :-
Office is the channel through
which communication, especially written
communication move from top to bottom and in the
reverse order as well. An organization would fail in spite
of the best organizational talent.
¤ Aids in coordination:-
The process of c-ordination is
almost impossible without the presence of office. Office
furnishes the machinery for coordination. Coordination
is possible due to the links that office provides for
12. various activities of the organization. Office provides the
necessary information and knowledge for coordination.
¤ Aids in managerial control :-
Control can be described as the
measurements and correction of the performance of
subordinate in order to make sure that enterprise
objective And the plans made to achieve them are
accomplished. We cannot fill the requirement of control
without the help of office.
¤ Importance vis-a-vis workers :-
Effective human relations
requires effective organization. Preparation of wage and
salary sheets and their payment are the responsibilities of
the office. Office is also responsible for operating
employees benefit schemes. In the absence of good office
the organization may face distinguish workers.
¤ Importance vis-a-vis shareholder and creditors:-
Office serves as the link between the shareholder
on the one hand and company on the other. Work of
issues of notice of company meeting and answering
different enquiries of shareholder is of great importance
which cannot be performed without the help of office.
Similarly office links the creditors with the organization
and has to act as servicing department for them
¤ Importance in relation to customer:
13. The importance of
office in relation to customers is of great significance
Office acts as the channel that links the business
organization with its customers. Their enquiries orders
and complaints are taken care of by the office through
direct personal contact. Besides, newspaper medium is
also used by the office to inform the customers about
products and their uses.
¤ Importance in relation to government and general
public :-
Today a business organization recognized as a social
institution. It is required to satisfy government regulations.
The office acts as the link between different departments
and the organization. Office is also link between the general
public and the organization. Office is responsible for creating
a proper type of image for the organization in the minds of
people. It is responsible for building up a healthy social
image. An organization can’t be anti social and this idea has
to be convey to outsiders.
14. FUNCTIONS OF AN OFFICE
Having dealt with the definition of an office and its purposes
let us deal with the functions of an office. The following are
considered to be very important functions of an office in
order to achieve its objectives:-
1. To receive and collect information
2. To record such information.
3. To arrange the information suitable to management.
4. To collate the information so collected.
5. To furnish information to the management and others.
6. To maintain the records.
7. To safeguard the assets.
8. To have liaison with public.
• To Receive information:-
By this function we mean
the receipt of latters Whether from within the
organization or from outside, orders, invoices, reports
from its different departments, branches, sections,
officers , telephone calls, etc. It should also try to obtain
information which is considered Important and
necessary to run the business and pass on that
information to the management.
• To record Information:-
Whatever information is
received, it should be recorded in such a way that it is
15. readily available to the management whenever so
required by it. Under this head we include accounts,
correspondence I.e latters received and copies latter
dispatch Record of wages, progress of work, prdod-
-uction wages paid , sales and purchase effected during
a particular period.
• To arrange the information:-
Information received and
recorded to be arranged in such a way that it may be
available to the management at any time. It is no use of
recording information hapharadly when
Ever it is received unless it is arranged systematically to
show it at a glance as to what in the position.
• To collate the information:-
Under this head we include
compilation of accounts, preparation of wages sheets,
salary bills preparation of diagram, charts , graphs etc.
on the basis of the figures collected to show the position
at a glance.
• To furnish information:-
As has been stated above, that
the information recorded may be given vertically or in
writing when required. It will depend upon the
circumstances of each particular case. Some of this
information is of routine nature and some of it is special
information for instance, how many orders have been
received and how many of them have been executed,
what is the position of purchases or book debts, costing
16. estimates, progress reports instructions issued to the
department on behalf of the management and so on.
• To maintain and retain records:-
It is of no use to receive
informa issue letters or invoices etc. when they or their
copies are not readily available for reference purposes.
This work of retention of records will involve proper
maintenance of files, index, preservation of certain
documents for a number of years according to their
importance. Some of the documents have to be
destroyed after the lapse of certain period. Such are the
functions of the office.
• To safeguard Assets:-
The functions of a business office is
not only to receive and furnish information but also to
safeguard the assets of the concern by keeping of
records of debtor and to report to the management
about the doubtful debts so that it may takes necessary
steps to prevent the occurrence of bad debts. Again , if
the office finds from the accounts that cash or goods are
being misappropriated it should report to the
management so that it may hold investigation against
the erring employees or suggest measures to prevent
such a thing in the future, and so on.
• To have liasion with Public:-
One of the important
functions of the office is to create its good image in the
eye of the public. Not only that but it should also know
what opinion is held by the public about the concern.
17. The office has, therefore to mold the opinion of the
public about it. It has to guide the public and also be
guided by the opinion of the public regarding its
performance. Such an action is possible when the public
relation officer of the organization is well acquainted
with the activities and policies, both internal and
external of the concern. It is his duty to clear the
position of the organization if any wrong impression,
whether imaginary or otherwise, has been created in
the mind of the public. This can be done by issuing a
public .
OFFICE PROCESS
Handling calls in and out, paperwork, filling, taking messages
dealing with customers interaction and even furniture
arrangements all fall under the office process. All types of
work are performed in office all types of mails are received in
office. The work of filling is also done in office. The
information or records of machines are kept in the office, this
is also a part of office process.
FILLING SYSTEMS
Systematic preservation of letters, documents, telegram, etc.
received and copies of those sent out for future reference is
known as filling. Another writer also defines filling as Filling is
a process of arranging and sorting the original records, or
copies of them, that they can be readily located when
18. required. In other words, filling means the process of
collecting and arranging the original records or their copies in
such a way that whenever needed, they could be located
immediately.
DEFINITION OF FILING
A refined filing system is the symbol of the success of a
commercial office. Keeping the importance of filing in mind,
J.C.Denyer has commented, “Filing is that activity of keeping
the records serialwise and safe by which the records can be
located whenever needed.”
ESSENTIAL OF GOOD FILLING SYSTEM
• Simplicity :-
The ideal filling system may be easy to use . In
other words , this system should be simple that every
employee with a normal mind and ability is able to
understand and operate it. However, the simplicity
should not be at the cost of its utility. Therefore, the
filing system should be simple, according to the needs of
the commercial office concerned.
• Economy:-
The more economic the filing system, the
better is it. The cost of establishing and operating it
should be in accordance with the benefits derived from
it , not in any case more than that. In big cities , where
19. rents are very high economy in space becomes very
important. The use of a specific type of equipment in
view of the economy of space is very essential.
• Flexibility:-
There are very profession which do not
change of time. In practice , the business goes on
growing with the passage of time and with the growth
of business new commercial activities are created and
new departments come up. The filling system should be
such that it would be stable in spite of the changes
taking place in the nature of the business, its size,
extension and organisation , and should continue to
serve its changing needs in the same manner as it has
been doing at the time of its established.
• Convenience of Accessibility:-
The main purpose of filing
is to make the necessary information immediately
available whenever needed. This is possible only if the
filing system is such that different files and the
information retained in them can be located and readily
made a available.
• Safety:-
One purpose of filling is to rretain an
information, so long as it is useful in such a manner that
no damage be caused to it. Therefore, an ideal filing
system is that under which the files and the information
contained in them are retained safely till these are
useful so that no damage or defect is caused to them.
• Suitability:-
20. The filling system should be according to the
needs of the business. For example, for small business
units where the quantity of letters and records is very
low, it will be wasteful to adopt a big filing system
because it will increase the costs without any gains . In
contrast, in a large level foreign trade organisation a lot
of trouble will be created if a big filing system is not
adopted.
• Arrangement:-
In an office the file should be kept
according to a fixed plan in such a way that their series
about be logical and understandable. For this purpose
various filing systems are used in offices such as
alphabetical, numerical or mixed classification of files
send settings them on that basis.
• Facility Of Cross -reference:-
In an ideal filing system,
there should be such an arrangement that if a letter or a
document is connected with several files , its reference
could be located from any file while the original letter or
the document should be placed only in the main file. If
several copies of the original papers can be made a
separate copy of it can be placed in each file. As a result
every file can tell the whole story of its subject.
SYSTEMS OF FILING
Different kinds of commercial organisation adopt different
types of filing methods which depend on the nature , size and
21. the level of their business activities. All the methods of filing
can be divided in two categories:-
◇Old methods
◇Modern methods
OLD METHODS OF FILING
1.Wire file :-
This is the oldest and the easiest method of safely
keeping letters, papers, etc. In this there is a normal wire,
one edge of which is fixed in a round or rectangular piece of
wood. The second edge is sharp and slightly bent. The edge
with a bend is hung on the wall against a nail. While filing the
papers they are pushed against the sharp edge of the wire
and settled at the bottom. The letters are placed in the order
of their arrival.
2.Pigeon Hole or Docketing system :-
This method is
also very old. Even today it is very much in use. This method
is still being used in insurance companies, government offices
and post offices. This is like an Almirah in which
compartments like pigeon holes are provided. That is why
this method is called the pigeon hole filing system.
3.Box File :-
This is the oldest method for keeping the papers
safe. In this system boxes made with wood or cardboard 3 to
22. 4 inches deep are used for filing the papers. In these boxes a
springed clip is fixed on the inside top which keeps the
papers properly pressed downwards. In order to separate the
letters and to locate them there are some indicating cards in
it which are fixed in alphabetical order.
MODERN METHODS OF FILING
The above mentioned methods of filing cannot fulfill the
needs of modern progressive business. For the changed
situation only the new methods of filing are best suited.
These methods can be divided into the following categories:-
□ Horizontal filing system
□ Vertical filing system
□ Suspension filing
□ Lateral filing
□ Open shelf filing
□ Visible card filing
□ Micro filming file system
HORIZONTAL FILING SYSTEM
Under this method, the papers are inserted in files or folders
and the folders are kept in drawers in horizontal position –
one upon the other. Since the papers are kept in folders in
23. the horizontal position they are maintained in chronological
order.
VERTICAL FILING SYSTEM
In this pattern these are two main methods of filing:-
a) The expanding case file, and
b) Vertical filing cabinet
• The expanding case file : In business, often a lot of
traveling is involved. Generally, the sales representative
and the touring businessman have to carry some papers
with them. This system is very useful for those persons
who remain on tours because this file can expand and
contract according to need.
• Vertical filing cabinet: Vertical filing is a very
popular and modern system of filing. It has been
developed in order to remove the defects of the
horizontal filing method.
SUSPENSION FILING
If the file covers filed with papers are placed in drawers in a
Vertical position there is the likelihood of a cover falling
parallel onto the bottom of the drawer. If other files fall on
this cover, it may get lost. The suspension filing is the
advanced form of the vertical filing. Under this system,
specially kind of envelopes filled with papers, instead of
being in the vertical form in the drawers , are kept hanging
from iron rods fitted in the drawers. Such drawers are
specially designed and two iron rods are fitted parallel length
wise to the upper edges.
24. LATERAL FILING
Lateral filing system is just the abridged form of Suspension
filing. Under this system, the files are kept in envelope like
cover attached with each other and these covers are hung on
rods fitted in the almirahs or shelves with the help of metal
hooks fitted on the top of the covers. The hanging file in the
almirahs are visible in a manner akin to the cloth-hangers
hanging in a wardrobe. Under this system the files are kept in
a suspended state and joined with each other. A heading slip
is pasted on each file on which the headings of the file is
displayed.
OPEN SHELF FILING
Open shelf filing system has the same advantages as those of
Lateral filing. The only difference between the two systems is
that in the open shelf filing system the files , instead of being
kept in the suspended form are kept in the shelves of the
almirahs in a vertical position just as books are kept in a
library. In order to provide support to the files in keeping
them intact in the vertical position or to divide them in
groups, pivoting dividers are used.
VISIBLE CARD FILING
Under this system short details of a customer, business and
the employee are written on cards of the same size and these
are entrenched in the columns of a special kind of tray. Many
cards are entrenched in the tray in such a manner that the
upper portion of the card can be seen without shuffling with
the remaining cards. There is arrangement for placing these
25. trays in specially designed steel almirahs. A small chit of
paper is pasted on the outer edge of the tray which tells us
the category of the papers kept in it.
MICROFILMING FILE SYSTEM
A new filing system has been developed in the shape of
copying a paper onto micro photo films. The biggest reason
for which has been the shortage of space. Under this system
a very minute film (56 mm wide) is used for keeping a record
of one million cheques can be retained on film sized 30 cubic
cms. The pictures captured in the films can be seen in their
enlarged shape with the help of a projector which is called a
viewer.
MAILING SERVICES
Mailing service is an important part of office activity. Mailing
can be defines as the written communication that passes
through a messenger or the post office . It is of three types :-
◇ Incoming or inwards mail
◇ Outgoing or outwards mail
◇ Interdepartmental mail
Again these three types of mail may assume different forms
like letters, circulars, various documents, telegram , orders ,
remittance etc.
26. Mail can be described as the backbone of modern
organization. It is thus necessary that the mailing service
should be properly on account of a number of reasons. First
mailing is the first and the last point of contact between the
firm on the one hand and customers and public on the other.
Efficient mailing services creates a lasting impression on the
outsiders. Secondly efficient mailing service improves
Interdepartment and inter
Branch relations and also efficiency. Thirdly efficient mailing
service supplements the efforts of correspondence,
transcription and record management. Much of the work
done regarding them shall be a sheer waste unless it is
backed by good mailing service. Fourthly , in some
organisation, a correspondence school or mail order house,
mailing activity is a costly affair and hence much attention
must be paid to mailing service so that benefits are at least
equal to the cost incurred. Fifthly , it is the well known fact
that the mailing department has been usually the training
ground for many juniors. They learn much from the routine
of the mailing service. They get familiar with the organisation
set-up , people, routine, chains of responsibility, etc.
INWARD MAIL
When dak or mail is received by the office, the following
procedure may be adopted for hits efficient handling:
1.Receiving the mail:-
Mail is generally delivered by the
postman at the business premises. Big organisation follow
27. the practice of making use of postbox services provided by
the postal authorities. Any person can take a postbox on rent
at a post office. Each box has got two keys-one is given to the
hirer and the other is kept by the postmaster. The
unregistered articles addressed to the hirer of the postbox
bearing the postbox number are kept in the postbox by some
post office employee. Any authorised. person can go to the
post office and collect the incoming mail. In case of postbag
arrangement, a bag along with a lock and a duplicate key is
supplied by the businessman to the post office. The post
office will put the articles received in the name of the
businessman in his bag The postbag service provides a
safeguard against tampering with the letters during their
delivery to the business office. Only the unregistered and
fully prepaid letters, postcards and other articles are kept in
the postbag or postbox.
2. Opening and Scrutinising the Mail
Correspondence addressed to the persons by name is passed
on to them directly. Registered letters and letters marked
important or immediate are opened so that they are properly
attended to. Some envelopes contain some enclosures like
cheque, draft, statement, etc. The emptied envelopes must
be checked once again to ensure that no document has been
left inside by mistake. The contents of the envelopes must be
compared with those mentioned in the left-hand side bottom
of the letter, If some enclosure is missing, the same can be
recorded by means of a note on the letter so as to take
follow-up action subsequently.
28. Date Stamping
The letters are stamped with the date of receipt and are
numbered. The size of office will determine the system of
numbering. Care must taken to see that numbers do not
become inconveniently high. The stamping may done by
hand or with the help of a date recording machine. The name
and designation of the person for whom the letter is
intended are also marked on the letter.
Recording of mail
Under this stage the contents the of letter are analysed to
determine the person or department whom it is meant. A
record is also kept of the incoming mail in the inward mail
register. The inward mail register contains date, Sr.no., name
and address of the correspondents, brief particular of the
letter, and so on.
Distribution of Mail
The letters or documents distributed the respective
departments after recording process complete. Generally,
dak trays are used delivering letters belonging to different
departments. Sometimes, certain letters are to referred by
more than one person or department. this case, letter should
be circulated to the persons concerned should be taken on
the letter itself.
29. OUTWARD MAIL
Outward mail acts as representative of business, and so great
care should be given to each outgoing letter. In every office,
there are many clerks for correspondence work. These clerks
prepare rough drafts either by way of replies to the inward
letters or write letters quite independently. These draft
replies are then placed before departmental managers for
approval and signature. In some offices, the letters are often
passed through a chain of superiors before they are placed
before the executive for final signature. The object of this
arrangement is to ensure accuracy and to avoid the
possibility of any mistake.
The outgoing mail procedure consists of the following steps:
1. Collection of Mail :- When the outgoing mail,
letters, invoices and other papers have been made ready for
sending out and are duly signed by the concerned office, they
are collected by the mail department for despatching. In case
of urgent letters, the messenger from the concerned
department may visit the mailing department for handing
over letters.
2. Recording the outgoing Mail :-After receiving
the outgoing letters the despatch clerk will enter each of
them in the despatch register, number it and keep a record in
the despatch register. The letters sent through some
messenger are recorded in the peon book whose proforma is
30. quite similar to the despatch register. The peon book
contains an additional column for taking the initials of the
person receiving the letter. The copy of the letter is duly
numbered and sent to the filing section for storing.
3.Inserting the Letter into Envelopes :-The
despatch clerk must ensure that all the enclosures as detailed
in the covering letter are included in the envelopes. The
letter should be properly folded and inserted in the
envelope. The address on the envelope should be written
properly. However, the time taken for writing addresses of
the correspondents on the envelopes can be saved by using
window-envelopes.
4.Sealing and Stamping:- The envelopes and inland
letters are to be sealed properly as per postal rules before
they are sent for putting into the letterbox. After sealing,
stamps are affixed depending upon the nature of the mail
and its weight. In small offices, stamps are affixed by hand
and in big offices it is done by a franking machine. Franking
machines can be hired from the Posts and Telegraphs
department for imprinting stamps on the letters.
5.Posting the Mail:- Posting of mail is the last step in
the outgoing mail procedure. Ordinary letters and express
delivery letters may be posted in the nearest letterbox.
Urgent letters may be sent through Railway Mail Service
(RMS) or Quick Mail Service (QMS). Use of pin code number
speeds up the delivery of the letter. Letters marked U.P.C.,
V.P.P. or Registered are sent separately to the post office and
31. deposited with a clerk who will issue an acknowledgement
for the despatch of the letter.
6. Pin Code :- It is a code for a particular locality allotted
by the postal authorities. The full form of the word PIN is
Postal Index Number. It facilitates sorting and distribution of
mail by the post offices. It is widely used in many countries.
In India, six digit pin code numbers are followed.
OFFICE FURNITURE EQUIPMENT AND
MACHINES
Office furniture, equipments and machines are the basic to
the efficient functioning of office activity, adequate and
proper furniture, machines are the tools through which office
work is carried out.
Office furniture is necessarily a part of the total environment
in which the employees works. It cam be described as a basic
facility with which an employee identifies himself. Right kind
of furniture must be provide so as to provide maximum
comfort to the employee and reduce fatigue and health
hazards to the minimum. In Europe and the USA much work
has been done to design the right type of furniture which
allows for the correct posture of the office worker while at
32. work. The choice of office furniture is thus very important
task.
Different type of office machines
There are many types of machines available to a modern
office. There is the small manual conventional typewriter ,
which may be seen in any office today , then there might be
sophisticated computer. Between these two extreme, there
are a number of machines.
These various machines are classified as follows:-
☆ Typewriter
☆ Duplicating machines
☆ Photocopying machines
☆ Dictating machines
☆ Accounting and tabulating machines
☆ Punched card machines
☆ Electronic machines
☆ Other miscellaneous machines.
1. Typewriter :- Any of various machines for writing
character similar to those made by printers type
especially machine in which the characters are produced
by steel types striking the paper through an inked ribbon
33. with the types being actuated by corresponding keys on
a keyboard.
2. Duplicating machine :- A device for making
Duplicating copies from a master copy of printed, typed,
drawn, or other material and utilizing various
reproduction techniques to this end.
3. Photocopying machine:- A Photocopier is a
machine that makes copies of documents and other
visual images onto papers or plastic films quickly and
cheaply.
4. Dictating machine :- Dictating machine device for
recording, storage, and subsequent reproduction by
typewriter or of spoken messages. Dictating machines
have been either mechanical or magnetic and may
record the voice on wire.
5. Accounting and tabulating machine :- The
tabulating machine was an electromechanical machine
design to assist in summarizing information stored on
Punched cards.
6. Punched card machine :- A Punched card is a piece
of stuff paper that holds digital data represented by the
presence or absence of holes in predefines positions.
Punched cards were one common in data processing
applications or to directly control automated machinery.
7. Electronic machine :- Electronic machines is made
up by connecting electronic device to form a machine to
perform a task, or a job like audio machine to play
sound , video or to display picture.
34. 8. Other miscellaneous machine :- Miscellaneous
machines means any equipment, enhancement or
accessory that is installed on or in a motor vehicle by
persons other than the original vehicle manufacturer,
and other non feet related equipment.
35. Working In HDFC Bank
Deposit voucher:- A form that is completed by an
individual, known as a depositor, in order for them to make a
cash or check deposit into a bank account. The account can
be the individual’s own account or an account of other
person. For both the customers and the bank, a deposit slip
serves as a form of protection.
Follow these steps to fill out a bank deposit slip:-
• Make sure you provide your name as it appears on your
bank account.
• Fill your account number.
• If you are requesting cash back, you may be required to
sign the deposit slip in the appropriate space.
• Fill in how much cash you’re depositing.
Customer point verification:- This form is done to
verify whether the information provided by the customer is
authentic. Financial institutions conduct these verification by
hiring trained verifiers or agents who collect all relevant data
regarding the customer for the institution.
Statement form :- A bank statement is a document
from the bank that covers a specific time period, usually a
36. month , that shows all the activity on your account for a time
period. The activity shown on your bank statement includes
information such proceeded deductions and deposits, your
average daily balance and any interest earned.
Details on Statement of account:-
• Date
•Branch name
• Customer ID and account number
•Fill period
•FD no.
•Financial year
• Reason
•Provide status of cheque number
• Mailing address
• Signature
Fixed deposit form:- In a fixed deposit, you put a lump
sum in your bank for a fixed tenure at an agreed rate of
interest. At the end of the tenure, you receive the amount
you have invested plus compound interest. FD’s are also
called term deposit.
RTGS form :- The acronym ‘RTGS’ stands for ‘Real Time
Gross Settlement’ which can be explained as a system where
there is continuous and real time settlement of fund
transfers, individually on a transaction by transaction basis.
37. Following steps are used to fill RTGS form :-
▪︎ Payment information:- Amount to be remitted, cheque
number if the money is paid via cheque.
▪︎ Remitter information:- Title of account, contact number,
type of account.
▪︎ Beneficiary information:- Name, IFSC code, Bank name ,
branch address.
Account opening form:- Account opening form
means standardized form prescribed by the management
company to be duly filled by the investors at the time of
opening an account with the fund.
The following documents are required to open HDFC
account:-
■ A filled up application form.
■ Identity and address proof such as valid passport, voter ID
card , PAN card, permanent driving license, Aadhar card , ID
card issued by Central government, scheduled commercial
bank .
■ Employment proof.
■ Latest passport size photographs.
38. SUGGESTIONS
◇ It has been seen that majority of the loan wishers are
male. With government waving off interest rates for female
applicants, bank should go ahead and launch some schemes
that should attract female applicants to come forward and
apply for loans.
◇To make people aware about the safe reasons, bank should
launch some advertisements plans to convey the loan
schemes to broader people and get things done.
◇Bank should adopt simple and clean policy enough to make
sure that the people get things done and their loan
disbursed.
◇ Bank should make simple process with regards to display
of loans charges and interest pay offs with relation to the
different clues that one has to taken care while applying for
the loan.
◇It has been seen that people are a bit afraid of having
online loan applications and disbursal policy.
