Writing Dispatches

All dispatches are to be written to the post and not to the person so it’s important to know the organization board and what the name of the post is that you are writing to. The reason for this is people can change posts, but the post responsibilities and the items the post handles rarely change. The communication sent to the post would still be handled by the post regardless of which individual is holding the post.

Please use the dispatch form below:

EXAMPLE OF HOW TO WRITE A DISPATCH:

Sales Manager 7 June 04
Personnel Officer

Joe Black called, he will be in later today.
You can reach him at #555-1212

Bob

Please use the above form. This applies to ANY written communication.

Make it clear to the recipient: who, what, when, how – in clear writing. If the person can’t read the dispatch it causes more upset and dev-t. If ALL the data is not there it causes more dev-t.

If you have a dispatch that needs to go to more than one post, list them on top of one another, with the first person to receive the dispatch on top. For example:

Sales Manager 7 June 04
Sales – Lisa
Personnel Officer

Joe Black called, he will be in later today.
You can reach him at #555-1212

Bob

Then to insure correct routing, put an arrow to the 1st post. When they are done, they will route it to the second post listed for you. Before they route it they will also sign off on the line of the arrow. This will show the next post receiving it that they have already seen it and have passed it along.

Sales Manager ← 7 June 04
Sales – Lisa
Personnel Officer

Joe Black called, he will be in later today.
You can reach him at #555-1212

Bob