Office Procedures
What are the parts of a letter?
- Letter Heading - Inside address - Salutation - Body - Complimentary close - Signature - Mailing notations - Date - Body
What is a per diem?
A certain amount of money given to the employee for the day to cover expenses
What is a memo?
A memorandum is a standard business form. It is a business document used to communicate with an individual or group of individuals within an organisation
How do you address envelopes using OCR format?
All address information should be in all caps without punctuation Mailing notations that affect the cost of shipping are placed in all caps under the stamp or postage area Mailing notations that do not affect the cost of shipping are placed double spaced and in all caps below the return address An attention line is placed on the envelope immediately below the company name in the mailing address
How would you format a block style letter?
All letter parts begin at the left margin
How would you format an AMS-Simplified style letter?
All letter parts begin at the left margin The salutation and complimentary close are omitted Always contains a subject line(typed in all caps with a triple space above and below The word subject is not used
What are the three letter formats?
Block Format Modified Block Format AMS- Simplified
What is the difference between bulletins and notes?
Bulletins are long and notes are short.
What are the 5 C's?
Clear Consice Correct Complete Courteous
What are the mailing notations?
Confidential, personal, special delivery, by hand, registered, express mail & delivery, poste restante
What is business correspondence?
Correspondence is the basic element of all business communication
What are the different classes of mail?
First & Second class
What is the format for persuasive messages?
Gain the readers attention Stimulate the readers interest and desire Give the reader an opportunity to act
Which letter parts are standard?
Letter Headings Signature, company name, position Salutation Complimentary close Body Date Recipients address/ Inside address
How would you format a modified block style letter?
No return address(letter head stationary) The date, complimentary close, signature and title lines begin at the center of the page
What are the travel documents?
Passport Visa Entry Permit Health Certificate Tax Clearance Certificate
What are the different types of messages?
Positive/Neutral Bad Persuasive
What are the types of memos?
Simple & Formal
What is the format for a positive/neutral message?
State the good news or desired information Give necessary details and explanations Close courteously
What is the format for bad messages?
State the topic to be discussed Review the facts of the situation State the unpleasant information in positive words Close with a polite but neutral statement
Which letter parts are optional?
Subject line/ Heading Mailing notations Reference numbers Attention Line Enclosures
What should be included on envelopes?
The recipients name and address The senders return address Special addressee notation(if any) Mailing notation(if any)
Why are letters preferred in some cases?
They are relatively cheap, are printed in format which enables the message to be retained in a filing system for future reference, do not require sophisticated equipment to produce and transmit them.
What are notes and bulletins?
They are used to announce forth coming events, charges in policy and other matters to all interested parties.
When should typist initials be used?
When a letter is typed by someone other than the sender
What is a post script?
When a writer wants to add a message not included in the body of the letter.
What is copy circulation?
When copies of the letter are also sent to persons apart of the addressee.
What is poste restante?
When the post office holds a package for a person who is away on business or for other reasons can not get the package at a certain date.
What is the internet?
a global system of an interconnects network that serves people and businesses worldwide.
What is an email?
a message sent electronically
What is intranet?
a private computer network used by employees within an organization to access and share information, and to communicate with each other.
What is ETA?
estimated time of arrival