Write- off letter format

[JAYASHREE BHIMARAO SHENDKAR]

I want to dispose or write off old journals & magazines. Anybody have format of write off letter? Please tell me how to write off these things.

[Nitu Chakraborty]

Dear Ma'am,

I am a school librarian and so could guide you if u require information on the same. HOWEVER, IT IS USUALLY APPLICABLE IN ALL KINDS OF LIBRARIES. very simply take the stock verification task, if ur organization demands. do it for magazines & journals only if they have been entered in any accession register (as some librarians do ... unnecessarily,  to the best of my knowledge.) If not, then simply take the ENTRY PERIODICAL REGISTER & mark the periodical(s) that need to be weeded out, compile a list of the same under headings S.No. / TITLE / VOL. No. / DATE [note: vol.No. is optional] . write a letter to the Management to allocate some LIBRARY COMMITTEE MEMBERS to verify & comment for approval of the same. once it is approved that the enlisted ones need to be disposed off, you may get the list & ur proposal for discarding, signed by the Principal [ do mention that permission may be given to u to write off the same in the register itself]. Once it is signed, then u may strike off the same with a red pen [ take a written permission for red pen]  & mention the words 'WRITTEN OFF' in remark column & sign it with date. later preserve the signed proposal in a file for future record.

 

[JAYASHREE BHIMARAO SHENDKAR]

Thank you ma'am for reply, if have any format of approval letter. can u give me please. will be also  take permission for magazines dispose?

[Siddhartha Shankar Ray]

Dear Ms. Shendkar,

Thanks for your post and presenting a very important & practical issue.

I also convey thanks and appreciation to Ms. Nitu Chakraborty for her post suggesting quite brilliantly the steps to be followed. However, according to Central Govt. financial rules, there are certain norms for writing off library books/journals (because they were purchased from tax payers' money) In case you are working in a govt. funded organization, please go through the financial rule book and you will find worth what amount can be written off in a particular financial Year and which cadre of officer can do this job. Again, you have to justify for writing off such materials ( like, say, for journals, they have become pretty old and/or their relevancy is no longer viable.and yet they are acquiring library space etc. or for books syllabus has changed; or several newer editions have come out etc. etc.) In fact, you have to ADEQUATELY JUSTIFY your proposal. Next you should follow Ms. Nitu Chakrabarty's suggestions.

Sincerely,

Siddhartha S. Ray

[JAYASHREE BHIMARAO SHENDKAR]

thank you sir