Transcription Guide: Tips for Accurate Transcribing

TRANSCRIBING
Before you begin to transcribe, check your supplies. Be sure you have plenty
of letterhead paper, “second-sheet” stationery, fresh carbons and tissues (or carbon
packs), envelopes, and inter-office memo forms. Keep these supplies crisp and
fresh. Are give your hands clean? No fingerprints on finished correspondence! Give
your typewriter a quick check to see that the ribbon is in good condition and the keys
are clean.
Then, gather together all the information necessary to transcribe the dictation;
figures, names and addresses, enclosures and so on, you should have at hand
everything you will need so that when you begin transcription you will not be slowed
down by having to run back and forth for materials and information. Try to have all
your fingertips, your references sources, your “who” card file of names, titles, and
addresses; a good dictionary; a style manual or secretarial handbook; and any
special references you might need.
Place your shorthand notebook on your right if possible. A copyholder for your
notebook on your right, if possible. A copyholder for your notebook will make
transcribing more efficient. When you are ready to begin transcribing, check your
notes for rush items so that these will be transcribed first. After you have transcribed
these rush items, submit them immediately to your boss for approval and/or
signature.
Tips of effective transcription. There are many things for the secretary to
consider when she is transcribing. Because she is striving for a neat and accurate
transcript she must place the utmost importance on things such as good erasures,
clean carbon copies, careful proofreading, and sporting any errors in her notes.
As beginning secretary, you would do well to read each letter or any item of
dictation before beginning to transcribe it. This is specially recommended where the
material is technical, contains difficult spelling, or is in any way puzzling. As you give
it a quick reading, insert punctuation and paragraphs in your notes. When you
become more experienced you can proceed to transcribe.
TRANSCRIBING
Before you begin to transcribe, check your supplies. Be sure you have plenty
of letterhead paper, “second-sheet” stationery, fresh carbons and tissues (or carbon
packs), envelopes, and inter-office memo forms. Keep these supplies crisp and
fresh. Are give your hands clean? No fingerprints on finished correspondence! Give
your typewriter a quick check to see that the ribbon is in good condition and the keys
are clean.
Then, gather together all the information necessary to transcribe the dictation;
figures, names and addresses, enclosures and so on, you should have at hand
everything you will need so that when you begin transcription you will not be slowed
down by having to run back and forth for materials and information. Try to have all
your fingertips, your references sources, your “who” card file of names, titles, and
addresses; a good dictionary; a style manual or secretarial handbook; and any
special references you might need.
Place your shorthand notebook on your right if possible. A copyholder for your
notebook on your right, if possible. A copyholder for your notebook will make
transcribing more efficient. When you are ready to begin transcribing, check your
notes for rush items so that these will be transcribed first. After you have transcribed
these rush items, submit them immediately to your boss for approval and/or
signature.
Tips of effective transcription. There are many things for the secretary to
consider when she is transcribing. Because she is striving for a neat and accurate
transcript she must place the utmost importance on things such as good erasures,
clean carbon copies, careful proofreading, and sporting any errors in her notes.
As beginning secretary, you would do well to read each letter or any item of
dictation before beginning to transcribe it. This is specially recommended where the
material is technical, contains difficult spelling, or is in any way puzzling. As you give
it a quick reading, insert punctuation and paragraphs in your notes. When you
become more experienced you can proceed to transcribe.
TRANSCRIBING
Before you begin to transcribe, check your supplies. Be sure you have plenty
of letterhead paper, “second-sheet” stationery, fresh carbons and tissues (or carbon
packs), envelopes, and inter-office memo forms. Keep these supplies crisp and
fresh. Are give your hands clean? No fingerprints on finished correspondence! Give
your typewriter a quick check to see that the ribbon is in good condition and the keys
are clean.
Then, gather together all the information necessary to transcribe the dictation;
figures, names and addresses, enclosures and so on, you should have at hand
everything you will need so that when you begin transcription you will not be slowed
down by having to run back and forth for materials and information. Try to have all
your fingertips, your references sources, your “who” card file of names, titles, and
addresses; a good dictionary; a style manual or secretarial handbook; and any
special references you might need.
Place your shorthand notebook on your right if possible. A copyholder for your
notebook on your right, if possible. A copyholder for your notebook will make
transcribing more efficient. When you are ready to begin transcribing, check your
notes for rush items so that these will be transcribed first. After you have transcribed
these rush items, submit them immediately to your boss for approval and/or
signature.
Tips of effective transcription. There are many things for the secretary to
consider when she is transcribing. Because she is striving for a neat and accurate
transcript she must place the utmost importance on things such as good erasures,
clean carbon copies, careful proofreading, and sporting any errors in her notes.
As beginning secretary, you would do well to read each letter or any item of
dictation before beginning to transcribe it. This is specially recommended where the
material is technical, contains difficult spelling, or is in any way puzzling. As you give
it a quick reading, insert punctuation and paragraphs in your notes. When you
become more experienced you can proceed to transcribe.
TRANSCRIBING
Before you begin to transcribe, check your supplies. Be sure you have plenty
of letterhead paper, “second-sheet” stationery, fresh carbons and tissues (or carbon
packs), envelopes, and inter-office memo forms. Keep these supplies crisp and
fresh. Are give your hands clean? No fingerprints on finished correspondence! Give
your typewriter a quick check to see that the ribbon is in good condition and the keys
are clean.
Then, gather together all the information necessary to transcribe the dictation;
figures, names and addresses, enclosures and so on, you should have at hand
everything you will need so that when you begin transcription you will not be slowed
down by having to run back and forth for materials and information. Try to have all
your fingertips, your references sources, your “who” card file of names, titles, and
addresses; a good dictionary; a style manual or secretarial handbook; and any
special references you might need.
Place your shorthand notebook on your right if possible. A copyholder for your
notebook on your right, if possible. A copyholder for your notebook will make
transcribing more efficient. When you are ready to begin transcribing, check your
notes for rush items so that these will be transcribed first. After you have transcribed
these rush items, submit them immediately to your boss for approval and/or
signature.
Tips of effective transcription. There are many things for the secretary to
consider when she is transcribing. Because she is striving for a neat and accurate
transcript she must place the utmost importance on things such as good erasures,
clean carbon copies, careful proofreading, and sporting any errors in her notes.
As beginning secretary, you would do well to read each letter or any item of
dictation before beginning to transcribe it. This is specially recommended where the
material is technical, contains difficult spelling, or is in any way puzzling. As you give
it a quick reading, insert punctuation and paragraphs in your notes. When you
become more experienced you can proceed to transcribe.
TRANSCRIBING
Before you begin to transcribe, check your supplies. Be sure you have plenty
of letterhead paper, “second-sheet” stationery, fresh carbons and tissues (or carbon
packs), envelopes, and inter-office memo forms. Keep these supplies crisp and
fresh. Are give your hands clean? No fingerprints on finished correspondence! Give
your typewriter a quick check to see that the ribbon is in good condition and the keys
are clean.
Then, gather together all the information necessary to transcribe the dictation;
figures, names and addresses, enclosures and so on, you should have at hand
everything you will need so that when you begin transcription you will not be slowed
down by having to run back and forth for materials and information. Try to have all
your fingertips, your references sources, your “who” card file of names, titles, and
addresses; a good dictionary; a style manual or secretarial handbook; and any
special references you might need.
Place your shorthand notebook on your right if possible. A copyholder for your
notebook on your right, if possible. A copyholder for your notebook will make
transcribing more efficient. When you are ready to begin transcribing, check your
notes for rush items so that these will be transcribed first. After you have transcribed
these rush items, submit them immediately to your boss for approval and/or
signature.
Tips of effective transcription. There are many things for the secretary to
consider when she is transcribing. Because she is striving for a neat and accurate
transcript she must place the utmost importance on things such as good erasures,
clean carbon copies, careful proofreading, and sporting any errors in her notes.
As beginning secretary, you would do well to read each letter or any item of
dictation before beginning to transcribe it. This is specially recommended where the
material is technical, contains difficult spelling, or is in any way puzzling. As you give
it a quick reading, insert punctuation and paragraphs in your notes. When you
become more experienced you can proceed to transcribe.
MEETING THE PUBLIC IN PERSON
Among the most important duties a secretary performs during the day is that
of acting as a receptionist. She is frequently called upon to great many people who
wish to transact business with her employer and her firm. In many cases the
secretary may be the caller’s first impression of the company and she must be sure
it is a favorable one. If you enjoy meeting talking, listening, and working with people,
you will probably find this phase of your job intensely interesting.
Receiving callers and handling appointments is one of the ways in which you
can make your boss look particularly good. In this unit you will study and practice
how to carry out this very important way the secretary meets the public-by means of
the telephone is discussed in the next unit.
Receiving callers. Your employer places a great deal of importance on gaining
and maintaining the good will of the public. In business, good will is the favorable
attitude of customers, salesmen, executives, prospective employees, and so on.
Your employer knows that food will is good business. In fact, the success of the firm
dependent in large measure on satisfied customers who are attracted to make initial
purchases and encouraged to become steady customers.
Every employee is a personal representative of its firm and of his boss, in the
eyes of the customer and of the general public.
At one time, it was customary for the owner or employer to deal directly with
all his customers. Today, however the size of business operations simply does not
permit this personal relationship. Therefore, the executive must depend upon his
employees to help him in dealing with the public.
The secretary’s attitude. The secretary is probably the employer’s most
important public relations representative. She is responsible for her boss’ callers
while in the office.
MEETING THE PUBLIC IN PERSON
Among the most important duties a secretary performs during the day is that
of acting as a receptionist. She is frequently called upon to great many people who
wish to transact business with her employer and her firm. In many cases the
secretary may be the caller’s first impression of the company and she must be sure
it is a favorable one. If you enjoy meeting talking, listening, and working with people,
you will probably find this phase of your job intensely interesting.
Receiving callers and handling appointments is one of the ways in which you
can make your boss look particularly good. In this unit you will study and practice
how to carry out this very important way the secretary meets the public-by means of
the telephone is discussed in the next unit.
Receiving callers. Your employer places a great deal of importance on gaining
and maintaining the good will of the public. In business, good will is the favorable
attitude of customers, salesmen, executives, prospective employees, and so on.
Your employer knows that food will is good business. In fact, the success of the firm
dependent in large measure on satisfied customers who are attracted to make initial
purchases and encouraged to become steady customers.
Every employee is a personal representative of its firm and of his boss, in the
eyes of the customer and of the general public.
At one time, it was customary for the owner or employer to deal directly with
all his customers. Today, however the size of business operations simply does not
permit this personal relationship. Therefore, the executive must depend upon his
employees to help him in dealing with the public.
The secretary’s attitude. The secretary is probably the employer’s most
important public relations representative. She is responsible for her boss’ callers
while in the office.
MEETING THE PUBLIC IN PERSON
Among the most important duties a secretary performs during the day is that
of acting as a receptionist. She is frequently called upon to great many people who
wish to transact business with her employer and her firm. In many cases the
secretary may be the caller’s first impression of the company and she must be sure
it is a favorable one. If you enjoy meeting talking, listening, and working with people,
you will probably find this phase of your job intensely interesting.
Receiving callers and handling appointments is one of the ways in which you
can make your boss look particularly good. In this unit you will study and practice
how to carry out this very important way the secretary meets the public-by means of
the telephone is discussed in the next unit.
Receiving callers. Your employer places a great deal of importance on gaining
and maintaining the good will of the public. In business, good will is the favorable
attitude of customers, salesmen, executives, prospective employees, and so on.
Your employer knows that food will is good business. In fact, the success of the firm
dependent in large measure on satisfied customers who are attracted to make initial
purchases and encouraged to become steady customers.
Every employee is a personal representative of its firm and of his boss, in the
eyes of the customer and of the general public.
At one time, it was customary for the owner or employer to deal directly with
all his customers. Today, however the size of business operations simply does not
permit this personal relationship. Therefore, the executive must depend upon his
employees to help him in dealing with the public.
The secretary’s attitude. The secretary is probably the employer’s most
important public relations representative. She is responsible for her boss’ callers
while in the office.
MEETING THE PUBLIC IN PERSON
Among the most important duties a secretary performs during the day is that
of acting as a receptionist. She is frequently called upon to great many people who
wish to transact business with her employer and her firm. In many cases the
secretary may be the caller’s first impression of the company and she must be sure
it is a favorable one. If you enjoy meeting talking, listening, and working with people,
you will probably find this phase of your job intensely interesting.
Receiving callers and handling appointments is one of the ways in which you
can make your boss look particularly good. In this unit you will study and practice
how to carry out this very important way the secretary meets the public-by means of
the telephone is discussed in the next unit.
Receiving callers. Your employer places a great deal of importance on gaining
and maintaining the good will of the public. In business, good will is the favorable
attitude of customers, salesmen, executives, prospective employees, and so on.
Your employer knows that food will is good business. In fact, the success of the firm
dependent in large measure on satisfied customers who are attracted to make initial
purchases and encouraged to become steady customers.
Every employee is a personal representative of its firm and of his boss, in the
eyes of the customer and of the general public.
At one time, it was customary for the owner or employer to deal directly with
all his customers. Today, however the size of business operations simply does not
permit this personal relationship. Therefore, the executive must depend upon his
employees to help him in dealing with the public.
The secretary’s attitude. The secretary is probably the employer’s most
important public relations representative. She is responsible for her boss’ callers
while in the office.
MEETING THE PUBLIC IN PERSON
Among the most important duties a secretary performs during the day is that
of acting as a receptionist. She is frequently called upon to great many people who
wish to transact business with her employer and her firm. In many cases the
secretary may be the caller’s first impression of the company and she must be sure
it is a favorable one. If you enjoy meeting talking, listening, and working with people,
you will probably find this phase of your job intensely interesting.
Receiving callers and handling appointments is one of the ways in which you
can make your boss look particularly good. In this unit you will study and practice
how to carry out this very important way the secretary meets the public-by means of
the telephone is discussed in the next unit.
Receiving callers. Your employer places a great deal of importance on gaining
and maintaining the good will of the public. In business, good will is the favorable
attitude of customers, salesmen, executives, prospective employees, and so on.
Your employer knows that food will is good business. In fact, the success of the firm
dependent in large measure on satisfied customers who are attracted to make initial
purchases and encouraged to become steady customers.
Every employee is a personal representative of its firm and of his boss, in the
eyes of the customer and of the general public.
At one time, it was customary for the owner or employer to deal directly with
all his customers. Today, however the size of business operations simply does not
permit this personal relationship. Therefore, the executive must depend upon his
employees to help him in dealing with the public.
The secretary’s attitude. The secretary is probably the employer’s most
important public relations representative. She is responsible for her boss’ callers
while in the office.
CARE OF THE TYPEWRITER
Every day. Move the carriage first to the extreme left, then to the extreme
right, while wiping the exposed surfaces of the carriage rails, both upper and lower,
with a dry cloth and brushing out the eraser crumb accumulation. Clean the typing
element or the typefaces toward you and away from the type segments. Dust exterior
and accessible parts and also underneath the typewriter with a brush or lint-free
cloth. Cover the typewriter at night to protect it from dust. If it is an electric, turn it off
when not in use.
Once a week. Wipe the carriage rails and the exposed parts behind the paper
table with a cloth slightly moistened with oil. Clean the cylinder, paper feed rolls, and
paper bail rollers with denatured alcohol. Clean the typefaces with type cleaner.
Type cleaners. There are several kinds of type cleaners. One brand, which
resembles putty, is pressed against the typefaces to remove the accumulation of ink
and dirt. Another product consists of thick soft paper to be inserted in the machine,
after which the ribbon is moved to stencil position and the keys are struck firmly
several times until all are clean. There are also roller type cleaners or bushes on the
market. Be cautions when using liquid cleaners; they should be used sparingly, for
they may damage the finish of the typewriter, consult the typewriter repairman and
ask which cleaner he recommends.
Usually it’s the office manager of another executive who chooses the
stationary for letters, memorandums, reports, and others business documents, and
the selection is made after considerable research into the company’s needs.
However, in some firms it is the secretary who makes such purchases. If this
becomes your responsibility, it is will to consult two or three houses that specialize
in business forms.
CARE OF THE TYPEWRITER
Every day. Move the carriage first to the extreme left, then to the extreme
right, while wiping the exposed surfaces of the carriage rails, both upper and lower,
with a dry cloth and brushing out the eraser crumb accumulation. Clean the typing
element or the typefaces toward you and away from the type segments. Dust exterior
and accessible parts and also underneath the typewriter with a brush or lint-free
cloth. Cover the typewriter at night to protect it from dust. If it is an electric, turn it off
when not in use.
Once a week. Wipe the carriage rails and the exposed parts behind the paper
table with a cloth slightly moistened with oil. Clean the cylinder, paper feed rolls, and
paper bail rollers with denatured alcohol. Clean the typefaces with type cleaner.
Type cleaners. There are several kinds of type cleaners. One brand, which
resembles putty, is pressed against the typefaces to remove the accumulation of ink
and dirt. Another product consists of thick soft paper to be inserted in the machine,
after which the ribbon is moved to stencil position and the keys are struck firmly
several times until all are clean. There are also roller type cleaners or bushes on the
market. Be cautions when using liquid cleaners; they should be used sparingly, for
they may damage the finish of the typewriter, consult the typewriter repairman and
ask which cleaner he recommends.
Usually it’s the office manager of another executive who chooses the
stationary for letters, memorandums, reports, and others business documents, and
the selection is made after considerable research into the company’s needs.
However, in some firms it is the secretary who makes such purchases. If this
becomes your responsibility, it is will to consult two or three houses that specialize
in business forms.
CARE OF THE TYPEWRITER
Every day. Move the carriage first to the extreme left, then to the extreme
right, while wiping the exposed surfaces of the carriage rails, both upper and lower,
with a dry cloth and brushing out the eraser crumb accumulation. Clean the typing
element or the typefaces toward you and away from the type segments. Dust exterior
and accessible parts and also underneath the typewriter with a brush or lint-free
cloth. Cover the typewriter at night to protect it from dust. If it is an electric, turn it off
when not in use.
Once a week. Wipe the carriage rails and the exposed parts behind the paper
table with a cloth slightly moistened with oil. Clean the cylinder, paper feed rolls, and
paper bail rollers with denatured alcohol. Clean the typefaces with type cleaner.
Type cleaners. There are several kinds of type cleaners. One brand, which
resembles putty, is pressed against the typefaces to remove the accumulation of ink
and dirt. Another product consists of thick soft paper to be inserted in the machine,
after which the ribbon is moved to stencil position and the keys are struck firmly
several times until all are clean. There are also roller type cleaners or bushes on the
market. Be cautions when using liquid cleaners; they should be used sparingly, for
they may damage the finish of the typewriter, consult the typewriter repairman and
ask which cleaner he recommends.
Usually it’s the office manager of another executive who chooses the
stationary for letters, memorandums, reports, and others business documents, and
the selection is made after considerable research into the company’s needs.
However, in some firms it is the secretary who makes such purchases. If this
becomes your responsibility, it is will to consult two or three houses that specialize
in business forms.
CARE OF THE TYPEWRITER
Every day. Move the carriage first to the extreme left, then to the extreme
right, while wiping the exposed surfaces of the carriage rails, both upper and lower,
with a dry cloth and brushing out the eraser crumb accumulation. Clean the typing
element or the typefaces toward you and away from the type segments. Dust exterior
and accessible parts and also underneath the typewriter with a brush or lint-free
cloth. Cover the typewriter at night to protect it from dust. If it is an electric, turn it off
when not in use.
Once a week. Wipe the carriage rails and the exposed parts behind the paper
table with a cloth slightly moistened with oil. Clean the cylinder, paper feed rolls, and
paper bail rollers with denatured alcohol. Clean the typefaces with type cleaner.
Type cleaners. There are several kinds of type cleaners. One brand, which
resembles putty, is pressed against the typefaces to remove the accumulation of ink
and dirt. Another product consists of thick soft paper to be inserted in the machine,
after which the ribbon is moved to stencil position and the keys are struck firmly
several times until all are clean. There are also roller type cleaners or bushes on the
market. Be cautions when using liquid cleaners; they should be used sparingly, for
they may damage the finish of the typewriter, consult the typewriter repairman and
ask which cleaner he recommends.
Usually it’s the office manager of another executive who chooses the
stationary for letters, memorandums, reports, and others business documents, and
the selection is made after considerable research into the company’s needs.
However, in some firms it is the secretary who makes such purchases. If this
becomes your responsibility, it is will to consult two or three houses that specialize
in business forms.
CARE OF THE TYPEWRITER
Every day. Move the carriage first to the extreme left, then to the extreme
right, while wiping the exposed surfaces of the carriage rails, both upper and lower,
with a dry cloth and brushing out the eraser crumb accumulation. Clean the typing
element or the typefaces toward you and away from the type segments. Dust exterior
and accessible parts and also underneath the typewriter with a brush or lint-free
cloth. Cover the typewriter at night to protect it from dust. If it is an electric, turn it off
when not in use.
Once a week. Wipe the carriage rails and the exposed parts behind the paper
table with a cloth slightly moistened with oil. Clean the cylinder, paper feed rolls, and
paper bail rollers with denatured alcohol. Clean the typefaces with type cleaner.
Type cleaners. There are several kinds of type cleaners. One brand, which
resembles putty, is pressed against the typefaces to remove the accumulation of ink
and dirt. Another product consists of thick soft paper to be inserted in the machine,
after which the ribbon is moved to stencil position and the keys are struck firmly
several times until all are clean. There are also roller type cleaners or bushes on the
market. Be cautions when using liquid cleaners; they should be used sparingly, for
they may damage the finish of the typewriter, consult the typewriter repairman and
ask which cleaner he recommends.
Usually it’s the office manager of another executive who chooses the
stationary for letters, memorandums, reports, and others business documents, and
the selection is made after considerable research into the company’s needs.
However, in some firms it is the secretary who makes such purchases. If this
becomes your responsibility, it is will to consult two or three houses that specialize
in business forms.
INCOMING MAIL
As secretary you must have a thorough knowledge of mailing procedures. In
a smaller office, the secretary’s duties may include the entire mail routine: from
opening and distributing incoming letters; to folding, sealing, and dropping the
outgoing letters into a mailbox. In larger organizations, however, a central mailing
department may be responsible for most of the steps in the mail routine.
When there is a central mailing department, the incoming mail goes directly
to that department to be strobed. In this sorting process, the mail clerks send all
letters addressed to specific departments or to persons in those departments,
immediately by messenger. Then, the mail clerks open the reaming mail, classify it
sort it again for various purposes, and deliver it to the proper departments as
speedily as possible.
Mail in quantity is usually opened by a mechanical letter opened. This
machine strips off a marrow edge from each envelope while the envelopes are fed
to the machine by the operator. Usually the one who receives and distributes the
mail. She organizes her duties so that all the different kinds of mail will be handled
without delay.
Ann efficient step-by-step procedure would include the following.
1. Separate letters marked “Personal” or addressed to an individual person or
department.
These letters should be delivered promptly, unopened.
2. Open and read all other pieces of email.
3. Inspect each letter as you open it to make sure that any enclosures mentioned
are attached to the letter. If an enclosure is missing, note this fact on the
letters and initial it.
4. Check to see that the return address is on the letter, if not, attach the envelope
to the letter. Your boss might want you to attach envelopes for other reasons,
such as to show date of mailing.
INCOMING MAIL
As secretary you must have a thorough knowledge of mailing procedures. In
a smaller office, the secretary’s duties may include the entire mail routine: from
opening and distributing incoming letters; to folding, sealing, and dropping the
outgoing letters into a mailbox. In larger organizations, however, a central mailing
department may be responsible for most of the steps in the mail routine.
When there is a central mailing department, the incoming mail goes directly
to that department to be strobed. In this sorting process, the mail clerks send all
letters addressed to specific departments or to persons in those departments,
immediately by messenger. Then, the mail clerks open the reaming mail, classify it
sort it again for various purposes, and deliver it to the proper departments as
speedily as possible.
Mail in quantity is usually opened by a mechanical letter opened. This
machine strips off a marrow edge from each envelope while the envelopes are fed
to the machine by the operator. Usually the one who receives and distributes the
mail. She organizes her duties so that all the different kinds of mail will be handled
without delay.
Ann efficient step-by-step procedure would include the following.
1. Separate letters marked “Personal” or addressed to an individual person or
department.
These letters should be delivered promptly, unopened.
2. Open and read all other pieces of email.
3. Inspect each letter as you open it to make sure that any enclosures mentioned
are attached to the letter. If an enclosure is missing, note this fact on the
letters and initial it.
4. Check to see that the return address is on the letter, if not, attach the envelope
to the letter. Your boss might want you to attach envelopes for other reasons,
such as to show date of mailing.
INCOMING MAIL
As secretary you must have a thorough knowledge of mailing procedures. In
a smaller office, the secretary’s duties may include the entire mail routine: from
opening and distributing incoming letters; to folding, sealing, and dropping the
outgoing letters into a mailbox. In larger organizations, however, a central mailing
department may be responsible for most of the steps in the mail routine.
When there is a central mailing department, the incoming mail goes directly
to that department to be strobed. In this sorting process, the mail clerks send all
letters addressed to specific departments or to persons in those departments,
immediately by messenger. Then, the mail clerks open the reaming mail, classify it
sort it again for various purposes, and deliver it to the proper departments as
speedily as possible.
Mail in quantity is usually opened by a mechanical letter opened. This
machine strips off a marrow edge from each envelope while the envelopes are fed
to the machine by the operator. Usually the one who receives and distributes the
mail. She organizes her duties so that all the different kinds of mail will be handled
without delay.
Ann efficient step-by-step procedure would include the following.
1. Separate letters marked “Personal” or addressed to an individual person or
department.
These letters should be delivered promptly, unopened.
2. Open and read all other pieces of email.
3. Inspect each letter as you open it to make sure that any enclosures mentioned
are attached to the letter. If an enclosure is missing, note this fact on the
letters and initial it.
4. Check to see that the return address is on the letter, if not, attach the envelope
to the letter. Your boss might want you to attach envelopes for other reasons,
such as to show date of mailing.
INCOMING MAIL
As secretary you must have a thorough knowledge of mailing procedures. In
a smaller office, the secretary’s duties may include the entire mail routine: from
opening and distributing incoming letters; to folding, sealing, and dropping the
outgoing letters into a mailbox. In larger organizations, however, a central mailing
department may be responsible for most of the steps in the mail routine.
When there is a central mailing department, the incoming mail goes directly
to that department to be strobed. In this sorting process, the mail clerks send all
letters addressed to specific departments or to persons in those departments,
immediately by messenger. Then, the mail clerks open the reaming mail, classify it
sort it again for various purposes, and deliver it to the proper departments as
speedily as possible.
Mail in quantity is usually opened by a mechanical letter opened. This
machine strips off a marrow edge from each envelope while the envelopes are fed
to the machine by the operator. Usually the one who receives and distributes the
mail. She organizes her duties so that all the different kinds of mail will be handled
without delay.
Ann efficient step-by-step procedure would include the following.
1. Separate letters marked “Personal” or addressed to an individual person or
department.
These letters should be delivered promptly, unopened.
2. Open and read all other pieces of email.
3. Inspect each letter as you open it to make sure that any enclosures mentioned
are attached to the letter. If an enclosure is missing, note this fact on the
letters and initial it.
4. Check to see that the return address is on the letter, if not, attach the envelope
to the letter. Your boss might want you to attach envelopes for other reasons,
such as to show date of mailing.
INCOMING MAIL
As secretary you must have a thorough knowledge of mailing procedures. In
a smaller office, the secretary’s duties may include the entire mail routine: from
opening and distributing incoming letters; to folding, sealing, and dropping the
outgoing letters into a mailbox. In larger organizations, however, a central mailing
department may be responsible for most of the steps in the mail routine.
When there is a central mailing department, the incoming mail goes directly
to that department to be strobed. In this sorting process, the mail clerks send all
letters addressed to specific departments or to persons in those departments,
immediately by messenger. Then, the mail clerks open the reaming mail, classify it
sort it again for various purposes, and deliver it to the proper departments as
speedily as possible.
Mail in quantity is usually opened by a mechanical letter opened. This
machine strips off a marrow edge from each envelope while the envelopes are fed
to the machine by the operator. Usually the one who receives and distributes the
mail. She organizes her duties so that all the different kinds of mail will be handled
without delay.
Ann efficient step-by-step procedure would include the following.
1. Separate letters marked “Personal” or addressed to an individual person or
department.
These letters should be delivered promptly, unopened.
2. Open and read all other pieces of email.
3. Inspect each letter as you open it to make sure that any enclosures mentioned
are attached to the letter. If an enclosure is missing, note this fact on the
letters and initial it.
4. Check to see that the return address is on the letter, if not, attach the envelope
to the letter. Your boss might want you to attach envelopes for other reasons,
such as to show date of mailing.
Day
Monday
Tuesday
Wednesday
Agregar dos y centrar
GRAND SUPERMARKET
First week sales – Gerber products
Sweet Jars
Salty Jars
200
150
120
97
132
158
TOTAL
350
217
290