Mailing list (correspondence)
As a distributor in is correspondence a list of recipients of a document referred to, which are listed on the document. The design of the mailing list in German-language correspondence is regulated in DIN 5008 .
use
A distribution list is particularly common for business letters , memos , minutes and official correspondence. Today, at least in business communication, correspondence takes place predominantly by e-mail , and e-mail distribution lists are used accordingly .
The list of recipients of a distribution list can be named either by name (Mr. Müller, Ms. Lehmann, etc.) or by function (Head of Sales, Head of Legal Department, etc.). In the secretariat of the sending organizational unit or, at the latest, in the post office , a number of copies of the document to be distributed are made, addressed and sent by internal mail, official mail or postal company according to the size of the distribution list .
In the case of documents that are subject to confidentiality - for example, as a secret in the military sector - the distributor has the function of controlling the distribution in addition to controlling communication. For this purpose, the distribution list is designed as a numbered list and each copy is given a copy number according to its position in the distribution list. The second and following pages of the document are also given a header in which the copy number is noted next to the page number. If such a document reaches unauthorized recipients and this becomes known, the copy number can be used to determine from which addressee the document originally came.
layout
According to DIN 5008 (system and distribution notes ) in Germany, the distribution note is listed on the first page of a business letter or document, left-justified below the signature and attachment note. There should be a blank line between the investment note and the distribution note. The word “distributor” is highlighted in bold . Before considering electronic word processing by the DIN standard, underlining with a typewriter was intended. The names are listed directly below the word "distributor".
In the USA the standard ANSI / NISO Z39.18 ( Distribution List ) regulates the design of distributors. There it is stipulated that the distribution list for reports is to be found at the end of the document behind the index (or behind the glossary if no index is available). The distribution list is sorted hierarchically in descending order in the internal recipient section ( internal means within the sending organization). External recipients are sorted alphabetically by organization.
literature
- German Institute for Standardization (Ed.): Writing and design rules for word processing , 4th edition. Beuth, Berlin 2005, ISBN 3-410-15993-2 . (Special print from DIN 5008: 2005)
- Walter W. Rice: How to prepare defense-related scientific and technical reports: guidance for government, academia, and industry . Wiley-Interscience, Hoboken 2007, ISBN 0471725099 .
Individual evidence
- ↑ ANSI / NISO (Ed.): Z39.18-2005 Scientific and Technical Reports: Preparation, Presentation, and Preservation ( Memento of the original from January 8, 2016 in the Internet Archive ) Info: The archive link was inserted automatically and has not yet been checked. Please check the original and archive link according to the instructions and then remove this notice. . NISO Press, Bethesda July 27, 2005.
- ^ Walter W. Rice: How to prepare defense-related scientific and technical reports . Hoboken 2007, pp. 218-222.
