AdminTalk
Short lessons: embassy work
16 short episodes. Watch in order or choose a topic.
Episode 5 · 0:59
Enclosures: complete, correct and readable
Check the list, the approved version and readability. Do not judge only by filenames or file count.
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AdminTalk
A letter lists two enclosures, but only the agenda is there. Ready to send?
Not yet. Check these three points first.
1. Is everything there? The UN manual says to indicate enclosures and, if more than one, state how many.
If an agenda and a reply form are listed, both must be included.
2. Is it the right version? Open it. Check its title, date and relevant revisions.
Do not choose by a filename like “latest”. Use the version confirmed by the person responsible.
3. Can it be opened and read? Check for missing pages and content that has been cut off.
Do not count documents by files alone: one file may contain several documents.
If anything is missing or uncertain, stop and check before sending.
Remember: complete, correct, readable. Follow your organisation’s format.
AdminTalk
Try before revealing the answer
Fictional example: the letter lists an agenda and a reply form, but only the agenda is present. What should you do?
Show suggested answer
Pause sending. Check the list and obtain the version the responsible person confirms is approved for this recipient. Do not add an arbitrary file to reach the count. Open and check the documents before sending.
Sources and scope
UN Manual (2000), paragraphs 32 and 123, supports identifying enclosures and their number. Version, readability and recipient-authorisation checks are authored practical guidance. Items, files, pages and copy sets are different counts.
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