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PffiffiCTICE
PART srum
TVp¡nq
IOO POINT§
Timing: "Good manners" 1CI mlnutes, 32 correct lines. 50 points
Tecl'rnicai part: Open style, description and techniques, 20 minutes 25 points
Dictation: Commercial ietter, 2 points per error. 25 points

PART TWO
SHORTHRND
trCIO FlomTS
Dictation of two letters, 2 minutes
50 words per minute
60 words per minute
Transcription of one letter. 20 minutes transcription

PART THREE
CORPESPONDENCE
too Ponrs
Application letter 50 points
Curriculum vitae 25 points
Reference letter 25 points

PAffiT F#ruffi
TPRNSLNTION
IÜO PÜüNT§
Translate to Spanish "Secretarial skiiis"
Translate to English "Cualidades áticas"

PART FIUE
FrLrnq
ICIO püll'TT§
GENERAL INFORMATION
ALPHABETICAL SYSTEM lndexinE

-s
 I
rurs

-
a
TWPENffi n
SPEED cf')
Copy the following text. Do not copy the
numbers' ñ1
Minimum 32 correct lines. (10 minutes)' c
m

are in a meetlng you have to check your manners

if
When you
you \^rant to be succesful '
Sometimes you will be busy and won't be in the
moodofattendingameeting.However,attendingtomeetings to grow
with a positive attitude could be a great opportunlty
in a companY.
Meetings shouid only be called when there is an
important
should always have a cl-ear and short
i-ssue to discus" .'á Lhey to have
agenda. When you attend a meeting you are recolnmended is needed'
all the relevant data anci have it on hand in case it
!{hen you are in a meeting it is very important
to pay attention
towhatisbeingsaid.Youshouldtakenotesandaskquestions
that $rill contribute to the meeting'

IÍhen you are in a meeting your attention is also

importanL'
Take notes and ask questions whenever you need'

Your participation will leL you share your

points of view'
You should be careful to make questions
and share your opinions
and knowledge'
according to the subject, your work experience
TherearesomerecommendationsLhatyoucanfoflowwhenyou
attend a meeting'

- Donot interrupt the speaker unfess it is relevant to Lhe

Lopic being discussed'
the speaker asks you to talk'
- Rise yor-rr hand and wait until retated
- Your participation should be to the subjects
being discussed at the m'eeting' stand up if
- You can participate sitting in your chair or
necessary.
- Speak clearlY. let others share thelr
- When sPeaking trY to be conci-se and
ideas.
Whether you aqree or
- Show resPect for other people's ideas" answering back'
not, you should alwaYs be respectful when
ffi
 !
D
TEüHNIffi&L PARY ó
TRBULRTION
ñ
rn
Description. The open style is the most used tabulation system in business activities. Column headings
use inrtial caps. They are underscored, and are aligned to the bottom. ü
f'fl
Techniques:
a) Place 6 spaces between columns, unless there is a reason for using more or less space.
b) Underscore column headings.
c) The sequence is alphabetic.
d) Count "$" in column width; but ignore it when centering the heading and column.
e) Place an asterisk in front of a word column. After a numbered column do not count ¡t in the column
width.
f) Align words to the left.
s) Align numbers to the right.
h) Separate footnote by 1-inch line.
i) Center or block a 1-line footnote.

ANNOUNCEMENT OF CHANGE OF PRICES

Effective July 1, 2A0....
WHAREHOUSE OLD NEW
ITEM NUiIBER PRICE PRICE
Chair EC18 $34.38 s37.76
Chair GC37 22.5 24.75
Chair SC11 28.8 31.68
Desk ED12 75.5 83.05
Desk SD93 42.75 47.O2
Files FF19 35.25 38.77
Files FF23 38.5 42.35
* To be discontinued September 1st.

MITT&TEON
Your teacher will dictate the following letter.

Dear Mrs. Keith:

I am happy to inform you that your niece Mary passed her History test. Her grade
was 85. Mr. Drew, her teacher, is very pleased with her work since she has the
higher marks in class.

I don't have Mary's French grades yet, but the teacher thinks that she passed that
test too.

Yours truly,

Harry H. James.
Dean

á
Letter No.
'HORTH&ru§
1.
Dictation 60 wpnr.
Transcribe the foilawing letter. Full blocked styie D
Open punctuation. n
Dear Mr. Parker:
Iñ
rrl
It is a pleasure to acknowledge your request for a single roorn at our hotei for the night
of Thlrrsdayt, April 1 6. We have made the reservation of a room with a private bathroom,
ñ1
and we look fon¡¡ard to the2 opportunity of receiving you,

In case you have to change your plans and cannot use this reservation, please cancel
it3 promptly. Ey doing this, you will be heiping someone else who nright otherwise find
it difficult to get accommodations. All4 hotels in this city are usually all booked to
capacity. (90)

Letter No. 2.
Dictation 50 wpm.
Transcribe the following letter. Full blocked styie. Open punctuation.
To the §aff,
Enclosed you will find the following information about our airline:

1. Last year's performance.

2. Next year's plans.

You shouldl be happy to know that last yeafs profits were positive, and we were able
to move ahead even the market's2 fluctuations weren't as favorable as expected. Our
company's future looks promising. The Management Board deeply appreciates the
support you havet given us in the last year.
These results come from your work, effort and cooperation. Congratulations to all ofa
you.
Earl B. Parks (81)

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lflTERflñTlo0RL oRQñfllZHTlofi ls LooHllIQ FoR H:
SENIOR STRFF RSSISTHNT

QUHLTFICHTIOOS:
Secondary school education as Executive Bilingual Secretary. Proven shorthand and typing
ability. Thorough knowledge of modern office methods. Knowledge of protocol.
ru At least five years of secretarial experience.
m 100% fluency in English and Spanish.
Experience in the use of Microsoft Office, Mac, SAP software. Experience should include
knowledge of United Nation's administrative policies and procedures.

"ffi
 lr trItUHHEñHEEHEE:

THE IDEHL CffftDIDHTE tlJlLL BE BBLE TQ:

n
D
Receive, Screen and log correspondence, reports, etc. Forward correspondence to the
appropriate
m r)
officer. Maintain a tog-in system that ensures all replies comply with the deadlines' {
n
rfl
m prepare briefing material for supervisors to use on official missions or special meetings.
o
ml Screen, assess and forward telephone calls and enquiries to statf- Coordinate and deliver all
(11
business mail and messages received.
manager on matters
m Own her manager's agenda and schedule appointments and meetings. Brief the
to be considered prior to scheduled meetings'

B Assist senior officials with protocol matters.

ñ Prepare informal translations and be an interpreter when needed.

Ñ Manage and keep up to date the office's filing system'

ensuring
m Takes dictation using shorthand. Transcribe correspondence, documents and reports
that
spelling, punctuation and format are correct'
the correspondence
ffi Review spelling, grammar and syntaxis of all outgoing correspondence since all
must comply with the United Nations' Style Guide'

Ü Lead and manage strict deadlines, aS well as solving problems quickly, is a must'

mf Maintain policy, confidential and general management files'

m Perform other related duties as required.

lnterested in this position, please send CV to: '1 3 calle 844, zona 10, 4to. Nivel, Oficin
a 4OO1 '

Attention: Senior Staff Assistant.

. , :::..

CURRICULUÍh VITHE
educational experience of a
Descrlption: The curriculum is a document that summarizes all the work and
person during hisiher lifetime.

REFERENCE LETTEg
or commercial partners that
Description: these are letters of recommendation written by previous bosses
are required by most of human
recommend the work and qualifications of a person. These types of letters
resourses deparments since they are one of the most important references
of a person's psychological
profile and achievements.

§
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TffieN$L#rT§0ru
I" TPRNSLNTE TO SPMNffiH. .l3
a
sECpETfeffi ffi [_ §t-{!t-L§
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The secretary's job is one of the most important, complex and work intensive business roles. lt is a job that :l
requires great communicational skills, responsibility to manage initiative and proactivity to undertake projects.
ñ
r1.1

From early in the morning until the end of the day, the secretary must deal with different types of activities. CI
The most common activities at office are instructing people, asking and taking notes, requesting information' rf1
persuading colleagues, explaining processes, reminding relevant information to the boss and team, listening
to important data, cooperating with members of the team.
To be part of a team a secretary needs to have good communicational skills. She needs to get involved in
their projects from the beginning, and collaborate with all of the members. Her work involves a conscious
effort to exercise good juágment, proactivity and awareness of potential opportunities to be handled while
working. Her workas a lecretary is to take notes and keep track of all the ideas shared as potential activites
to be developed in the future.

ln her daily activities a secretary will need to cooperate with co-workers. lt may happen that a secretary will
be asked to assist other teams in the company. Therefore, adaptation to new teams and people is a
characteristic that is encouraged. lt is part of the secretary's role to contact people in other companies and
she will have to establish goód relations with secretary's in different companies and partners. A secretary
will contribute substantially to her employer's success by maintaininE good human relationships between
company offices.

A successful secretary will have excellent working relationship with her employer. This relationship must be
based on mutual respect and understanding of the rights and responsibilities that each of them have.

2. TRffnSLRTE TO EnqL§H.
CUALIDREES ETICRS
La vida en sociedad es muy compleja y en ocasiones es difícil relacionarse de la manera adecuada con
otras personas. Una secretaria debe siempre mantener y practicar algunas cualidades éticas como principios
de su actividad diaria. Algunos de estos principios que serán de utilidad §ara realizar actividades exitosas
en el trabajo son:

Eficiencia Adaptabilidad Dinamismo

Responsabilidad Tenacidad Efectividad
Limpieza Sentido común Psicología
lniciativa Tacto Capacidad de trabajo
Lealtad Compromiso Puntualidad
Discreción Asimilación Calidad de trabajo

Una secretaria eficiente debe tener una personalidad emprendedora y una actitud proactiva. Ella no debe
considerarse indispensable, porque nadie lo es. Sin embargo, debe reconocer que la informaciÓn que ella
maneja es imprescindibte para el funcionamiento exitoso de la compañía y, por lo tanto, debe ser una
facilitadora responsable y dinámica.

La labor de la secretaria es conocer las cosas más importantes de la compañía y trabajar en colaboración
oon sus colegas en un ambiente agradable de trabajo

En su formación personal y académica, además de sus estudios de secretariado, deLre tener una cultura
general superior a la media y excelentes modales.
l*.
 Se espera que
la sec

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"" qrrr=lras tnforrnadas con person";;;;,'.,,#J§:J?il::xlffii:::
e

En ra actuaridad,
fas
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.
superior
v ¡'oi"i''ol;::i:lx§tHJ,;H:rfffffJuestos v sararios han rinarizado
estudios de educación o
FILTNG o
EEnE§RL tnFopr}RTt0ft,
Filingis a process of
tept-sareri ñ""#:ItJematicallv classif''

¡JJTr:í#},*f ffii"ffi;ffi :tj,ffi $ii#i,*:filii{Í;ii:ír':?:

e r¡res are
oe.i;;JJ' ;,f:ff [.,"r,;""#f
i;:fi?
The four basic fíling
systems are: aphabetical,
numerícal, subject,
The system chosen and geographical.
depends on the
type of business
and the nature of
the papers to be fired.
ATPHABETTCAL
HLING
The basis for thís
fitin

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Newman comes ,'m,W,
beforc A!a"^^^L
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ffi,ffi".":3:''t,
.:re nor a rways so

bv units rhe
wittiamTóTiEiioñ
Albert J. Halsted
Alfred Henry UaisteO
Atfred Howáro
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Unit I
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 f
S€CTION ONE
PRRCT¡CE 2
PART &Nffi
TVPrnq too potnT'§

Timing: "Make a good impression" . 10 minutes, 32 correct lines. 50 points

Technical part: Ruled style, description and techniques, 20 minutes. 25 points
Dictation: Commercial letter, 2 points per error. 25 points

PART TWO
SHORTHHND r0ü pfim]-§
Dictation of two letters, 2 minutes dictation:
50 words per minute
60 words per minute
Transcription of one letter. 20 minutes transcription

PART THREE
CORRESPONDENCE loo potnTs
"Reference letter" 50 points
"Thank you letter" 50 points

PART FOUR
TRRNSLRTION tü0 pütnT§

TRANSLATETO SPANISH "Good communication, good results"

TRANSLATE TO ENGLISH "El Comportamiento"

PART FIVE
FrLtnq r00 pü!t'¡T§
ALPHABETICAL CORRESPONDENCE
FILING Primary guides

a
 TYPING E
D
SPEED n
Copy the following text. -l
Minimum 32 correct lines. (10 minutes). n
rr1

-.'l

o
No matter how good you dress for work it. is very lmportant to
be always c1ean. V{hen talking about personal hygiene you
shoufd always take a daily shower, especially in summer.
A1so, you shculd change your cloLhes every day, and your shoes
shoul-d look clean and polished" One of the most important things
is to always have a good breath and wash your teeth after you
eat food. Also, drinking water conLinuously dtrring the day will
avoid having a bad breaLh.
trven though choosing the right makeup will be your own decisj-on"
You should always try to use makeup colors that will be balanced
with your skin tone and clothing.
Your clothing accessories such as bags and jewelry should never
interfere with your work. Try avoldlng anythlng too large or
heavy that coul-d interrupt or diffj-cult your darly activities.
Finally, remember that it is very important to eat healthy food
and do a couple hours of weekly exercise. By following all of
Lhese recommendations, you wili always make a good
impression at. work and your colleagues will respect you.

YEf,HN§C&L P&RT
TRBULRTION
Description. The ruled style is exactly like the open style, with one important exception: ¡nstead of
/
underscor¡ng the headings, you type a "rule" (line of underscores) across the table above the column
headings, below them, and at the bottom of the table. lf the table contains a total's line, it is separated by a
ruled line too. Always single-space before typing a ruled line and always double-space after typing it.

Techniques.
a) Tables in series are numbered, the numbers displayed as shown below.
b) ln a 2-line title, make the first line longer than the second.
c) Leave 1 blank line above and below a ruled line.
d) Display headings centering into the column.
e) Repeat o/o after each percent number.
0 Sequence here is by percentages.
s) Block any summary word like "Total" or "Average".
h) Block a footnote having more than one line.
I
 WHERE OUR EMPLOYEES WENT FOR VACATIONS
AI{D HOW MUCH THEY SPENT EACH DAY
:3
(Summer,2O0...)
n
PI-ACE PERCENT DAILY -l
ñ
m
EMPLOYEES EXPEN§E
[\ihtropolitan City 38% $ 14.00
Seaside Resort 32% 19
h¡tountain Resort 23o/c 11.5
a
ftdotor Trip Züa/a 14
l-ake Resort 9o/o t¿.c
.1
fV[scelianeuos 8% 11.75
A\ERAGE 23Va $ 13.80
'18 percent of enrployees hacl other kind of vacations

DICTATION
Your teacher will dictate you the following.

Mr. Case:

I have read the lease contract you left me last evening, but I cannot sign it as it is. Your assistant made
two §ping errors in the last line. These typing errors change the meaning of the lease. Attached you
willfind it.

Yours truly,

Harvey Smith.

,HORTHAND
Letter No. 1. Dictation, 50 wpm.
Dear Mr. Bates:

May I congratulate you for your fine book, "The well Dressed Man". I read it with enjoyment and
pleasure.l I enjoyed it so much, in fact, I have ordered copies for all the managers and assistant
managers2 of the Mason Clothing.Stores. ln addition, we are recommending it to our customers.

With your permission3 and that of your publisheq we should like to quote occasionally your book
in our advertising. Wea know that what you say about the proper thing in men's clothes has
much more weight than anything we might say.

Onces again, congratulations on a real contribution on makingAmerica's men the best dressed
in the world.
Sincerely yours, (120)

fo
;=--:_r-l _Ir

Letter No. 2. Dictation 60 wpm.

Dear Mr. Johnston:

li?j',,11#;?3,3,llli*o"r
16, two new editors wir join our
staff. Each wi, have a secretary and E
D
n
My problem now is where to place
these people; every space on our floor
is taken. n
=
rn
I wonder2 whether the solution
our new headquarter in3 Novembe.
would be to rent additional space in
the building until we move to i
accomodate at least ten people' fryi" i.'"*l'"ü,'¿1;:"" on the fifteenrh floor that wourd o
Having some of ouro staff on the sixteenth froor
the fifteenth wourd resurt'in stme and some on
ln"onr"ni"nce, but ¡t wáuro be temporary.s

and rínd out what we wourd have ro pay

l#[:1T:,r";j;,ll,lg,ranasement ror rhis additionat

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REFEPENCE LETTEP
Description: A reference by previous
employers is very important since it
did previously. confirms the good work a person

Letter No' l' write a letter of reference

for Miss Barbara Hinman,
Remember to give all tne importanir*t.li',"t yh.? j. apprying for a secretariar position
she wourd n"áJ ü get this important job.
write the letterhead by your own initiative.
semi blocked styre, complete punctuation.
THRNH VOU LETTEP
purpose or thankins ror the
3ñ::J'3'¡Hff:: l:§t'"::i?;J?#,,,,$]te rererences siven to a cornpany

Letter No' 2' Make the following letter:

Miss Barbara Himman writes a retterof
uniteaErooucts corporaiion "-n"r"rber
that helped her to get the worñat gratitude for the good reference
requirements that she needed that this reference is one of the
to obtaín this job. suri oro"["0
co*prete punctuation.
"ry,".

TRAN'LATTON
I.TPBNSLHTE TO SPRNISH

Taking dictation, writing retters,

answering the terephone, greetíng
clients' all are part of tÉe secretáryf visitors, interactino with co-workers
láü'á"0 ail oebenJs'oíiü aoir¡ry to communicaie. or
At the office' communication refers
to anything having to do withlhe
most of the written communications written or spoken word. Therefore,
are a v¡íal nart or an[ u;rr*;;.
secretarv i, ,.urponuibre for preparing
in arr"o'*áo"Jin-ü tn" ,The
secreraryis resionsibre roraccuracy,
Slti;lJ"?Li fi::iffi[munications'

ff
This means, having a perfect grammar, spelling, punctuation, and typing. lt also means that all facts
and
figures, including addreses aná dates, must be accurate. To produce superior correspondence, the secretary ?
should have a thorough knowledge of the language. &
3
Grammatical errors may not always be noticed during dictation, but they show up immediately on a
typed n
page.
In
to spell
fi
Employers expect their secretaries to spell correctly words which are of general use and to learn {
technical words that are part of the language of the particular business or profession.
c)
punctuation also must be accurate, if punctuation does no clarify the writing, the reader may misinterpret the
ideas. tncorrect punctuation can easiiy tead to misunderstanding. Writing, speaking and listening are skills
job; and of course, having
every secretary needs in order to fulfil one of the most important aspects of her
good communication at work will give her good results.

2. TRRnSLRTE TO EnqL§H.
EL COÍhPO§TRÍhIENTO
no
Una personalidad agradable permitirá que la persona realice un trabajo fácily efectivo. Si una secretaria
se siente bien en su trabajo o no le agrada ei ambiente, no podrá hacerlo bien. Si la secretaria está insatis-
fecha en su trabajo, los rásultados sérán negativos y no podrá realizar sus tareas con efectividad.
Durante el proceso de selección de candidatos, la compañía escogerá a la persona que sea capaz de
ajustarse dentro del ambiente y contratarán a la persona idónea para el puesto. Al mismo tiempo, es
necesario que ella evalúe si su personalidad se adapta bien en esa compañía.
que son
Debido a los cambios en el mundo de los negocios, en la actualidad, existen tres tipos de empresas
las siguientes:
g Empresas integradoras.
CA Empresas no integradoras.
g Empresas sectarias,

LRS ErhppESRS nTEqRRDORRS

Son organizaóiones maduras y sanas por las personas que las integran y sus características son las siguientes:

Honestidad, dignas de confianza, tienen principios, personal alineado con la misiÓn y visión de su empresa,
respetan la libertad personal de sus integrantes, sentido de pertenencia y existe comunicación.

LRS EfhpRESRS nO lnrEqRRDoRRS

Sus características son las siguientes:
La implicación de los empleadosLs baja, no hay liderazgo, los intereses de las personas no concuerdan
con los propuestos por la empresa, no hay iniciativas ni aportes para tos empleados, no existe sentido de
pertenencia.

LR EOPPESH SECTRQIR
Sus características son las siguientes:
Adopta un aspecto de pseudo religión, la persona se aísla en [o que es externo a la empresa, incluyendo
amigos y tamitia, el tra-bajador dislorsiona su percepción del mundo y vive en una "realidad virtual" y las
personas se sienten maniPuladas.
fl92
 FIL¡NG
RLPHHBETTCRL COppESpOnDEnCE Ftlnq E
n
The drawer of an alphabetical correspondence file has (1) primary guides, (2) special guides, (3) individual
folders and (4) miscellaneous folders. Guides are also used in card files, but folders are not necessary.
In
rñ
-t
EXAIVIPLE OF ALPMBETIC DMSIONS USED ON FILING GUIDES
pRroRRV qUTDES
A A
Alphabetical guides are made in various An AI
divisions, from 10 to 250,000, the number B American
depends on the volume of Bar Ar-Ar
correspondence. (See the example on Be As-Az
page 14). Bi Bam
Br Bas
Bu Bea
Bem
B¡

ALPHABETICAL FILING EXAMPLE

The miscellaneous folder for the group comes after the índividual folders. lt has the same caption as the
guide.

MISCELIáNEOUS
FOLDER -------)
INDIVIDUAL
FOLDER -------)
Atton
SPECIAL Atton
GUIDE
Ambot

Afton
A
V
F lndiüdual lclders come after
the guide and are ananged
alphabetically.
alPl

The guide is in front of the

group of blders it contains

ln any alphabetical system the basic arrangement of guides and folders remains the same. This illustration
shows the proper sequence.

Exercise: According to the example, with this or other names, make your own box card, take care to write
and place the names in the same position.
{3
rrrIH[T hTI

-s6-cT70n onE
P&RT ONE
PRRCTICE 3
TVP¡nq
Tíming:
Technical part:
'Preparing a Resume,,. j0 rninutes, 82 correct
IOO p$lnTs
soxed style, descrinf línes. 50 points
Dictation: 20 r¡inutes
cornmerciar r-u", ,. JSllñT.'¡:[:fues, 25 poínts
25 points
PART TWO
§HOPTHHND
Dictation of two letters,
2 minutes dictation: I&0 p0tfiT5
50 words per minute
Transcription of one 60 words per mínute
letter.
20 minutes transcription

PART THREE
CÜPPESPSfiDHNCE
"Promotion and sales IOO pomTs
"l'romotion thank lette/,
you letter,, 50 poínts
50 points
PART FOUR
TPÉNSLRTION
rITINSIATE TO SPANISH
TRANSIáTE TO ENGLISH "Performing her work,, Iüü pümTS
"La seoretaria y sus cualidades,,

PART FIVE
FLnq
ALPHABETICAL SYSTEM
Folders too POTnTS
Misceltaneous folders lndividual fotders
Preliminary fíling procedures Correspondence filing procedures
Steps in fiting

a4
 TVPXEW&
SPEED
13
Copy the following text. Do not copy the numbers. n
D
Minimum 32 correct lines. (10 minutes). n
:{
n
f\
The Resume is a summary of ai1 the professional skills and -t
abilities you have acquired. I f written correctly, it will be D
the passport that will get you into a new job. Therefore, fI
rn
you should t.ake enough time and do your best to Í¡rite it.
Your resume should include your contact informatÍon and e-mail
address. Your academic references should be written in
chronological order starting with the last degree you received.
You should mention al-l- the languages you speak. A1so, you wÍ1l
have to include all Lhe abilities and computer courses taken.
Your work experience should also be ¡¡ritten in chronological
order and you should mention *-he activities you undertook, the
skilIs you developed and your contributions to the company. rt
is always good to emphasize those work experiences that are
related to the ¡ob you are applying for.
The presentation of t.his document must be clear, clean, and
without typing and spelling mistakes. Make copi-es of your
degrees, and use active verbs to show your preparation as a
secretary. Use verbs such as working, becoming, forming,
studying, etc.
Do not forget to have your ou¡n copy of the resume when you are
cafled for the interview. Remember that you should always be
consistenL and never contradict yourself \^rith the things you
wrote in the resume.

Tffiffi$#M§ffi&fu ffi&ffiY
TRBt,'LRTION
Description: The boxed style is the same as the ruled style, but vertical lines are hand-drawn between
the columns. You type the entire table, omitting all lines, but leaving space for them (triple-space wherever
you will draw a horizontal rule later). Then, take the paper from the §pewriter and draw in both the horizontal
and vertical lines. ln order to make the table look more appealing, extend the horizontal lines one-quarter
inch on each side of the table.

Braced Headings. A braced heading identifies braces two or more columns. lt is centered over them.
ln the illustration, "This Year" there is a braced heading. A table with a braced
heading must be boxed.

When typing this table, leave space for a braced heading but do not §pe it until you have typed the column

{§
headings it braces; then turn the paper back and center the braced heading over the column headings:
lndent the braced headings half the difference (ignore fractions) between its stroke count of the column
headings that it identifies. re
D
Techniques: n
a) Wherever you will draw a horizontal line, triple-space (leave 2 spaces). -{
b) Braced headings are centered over their column and space area. n
rn
c) Vertical lines should stop at the bracing line. Horizontal lines should extend only over the columns --l
beíng braced.
d) The sequence here is alphabetic. D
rt1
e) Summary words like "Average" and "Total" may be typed in capitals. i-r]
0 Remember to do with the bottom rule the vertical line.

COMPARATIVE STI'DY OF EMPLOYEE TURNOVER

THIS YEAR LAST YE,AR
Dept. §ainert Lost Gained Lost
A 12 6 10 I
B 6 0 4 t3
c 18 10 12 8
D 12 11 14 10
E 7 4 5 3
TOTAL 55 3'l 45 32

ffiñTTATñ#fS
Take the following dictation from the teacher.

Dear Mr. Smith:

Mr. Blairwrote me that he needs three more fiting cabinets in his library. You mentioned that there were
three filing cabinets in the storage room that you do not need any longer. lf that is still the case, please
arrange with the janitor to move those filing cabinets to room 14 of the library.
Yours truly, A. J. Shelly.

$Ff;ffiffiTH&Mffi
Dictation 60wpm. Take and transcribe the following dictation.

lwas one of the passengers on Flight 101 from New York to London on Sunday, OctoberlS.
Unfortunately, thisl flight could not land in London because of the fog; and we had to deplane at
Shannon Airport and remain2 there overnight.

When our flight arrived, there were already more than 150 passangers in Shannon from earlier flights
that had3 also been bound for London, but were grounded. Consequently, obtaining rooms in hotels
was something of a problem.

Fortunately foÉ us, your Shannon agent was on duty; and within two hours of landing, all passengers
on our flight were locateds in comfortable hotels.

This is the kind of service that wins friends: certainly it has won me as one of your boosters. Sincerely
yours, (122)
 n[[[üürrüuuuur
Dictation 50wpm. Take and transcribe the following dictation.
Dear Mr. Drake:
n
My secretary reminded me a few minutes ago that Monday, September 15, will be the first anniversary n
of the openingl of our store at 16 Main Street. A first anniversary is not, of course, one of the most In
important2 milestones, but we want to celebrate it with a party for those who have made our first (wt
year so interesting,3 eventful, and successful.

You will remember that you were one of those who were with us on our opening day,a and I hope that o
f1'!
you will be with us on our first anniversary. rn

ln order to know how manys people to plan for, won't you please take a few moments to let me know
as soon as possible on6 the enclosed card whether you can be with us.

Very truly yours, (129)

c0ffiffiH$pffirum§ru9ffi
,PROfhOTION
RND SRLES LETTER-
Letter No. 1.
Write a letter of promotion. lndented style. Complete punctuation.

From American Furniture company, Rockefeller center, New york 20, N. y. u.s.A.
To Life lnternational, 878 Campbell St. Chicago, lll.; offering office furniture; send a brochure, and be sure
you give all the necessary information in this letter in order your customer will accept your product.

,PROÍIOTION THRNH
VOU LETTER'
Letter No. 2.
Write a letter on indented style. Complete punctuation.

From The Bots Manufacturing Co.,742 GlendaleAvenue, Birmingham,Alabama; congratulating yourcustomer

foraccepting the International Credit Card, you offered before. Rememberthatthis letter hát the purpose
of keeping in touch with your customer and showing them you appreciate his/her purchase.

§"ffi&rus§--&Y$#ru
I. TRRNSLHTE TO SPRNISH.
pERFORfntnq HEP IUORH

A secretary is an administrative assistant who masters office skills, who assumes responsibility, who works
without direct supervision, and who exercises initiative and judgment.

Usually, the secretary handles a variety of business activities in addition to stenographic duties. One important
aspect of the secretary's job is to reflect the company's brand image with the public and business partners,
And it is the role of the secretary to relieve her boss from routine duties, supervise clerical workers, handle
correspondence, and record confidential material. The boss may either dictate, reply or ask the secretary to
answer the correspondence according to his/her instructions.

4Y
IItI[ütIUHH

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 TnpIVtDUHL roLpERS
As soon as five or more letters have accumulated regarding one subject, make out an
individual folder. Type the name of the correspondent or subject on a label and stick it to
the folder. Labels are available in perforated rolls or strips and in a variety of colors.
D
ln Índividual folders, papers are arranged with the latest date on top, because these are most in demand. n
lndividual folders facilitate future reference to filed papers and relieve congestion in the miscellaneous {
ñ
fi1
folder.
-{
Miscelaneous folders are intended to hold all correspondence, except very active ñ D
correspondence for which, individual folders are required. The tabs and papers within each rn
folder are arranged in alphabetical order.

lf there are two or more papers about the same correspondence or subject, they are arranged
according to date and filed with the latest date on the top.

CORRESPONDENCE FILING PROCEDURES

Vertical filing is bringing together all related correspondence into folders behind guídes. The vertical file is
convenient, flexibie, and expansible.

For purposes of filing, allwritten and printed communications to, from, or about a correspondent or a subject
are considered as correspondence" Therefore, correspondence may include either an original letter coming
from a correspondent or a copy or a letter, usually a carbon copy, written to a correspondent.

PRELIÍNINHRV FILING PROCEDURES

After the executive has replied to the letter or has decided that no action is required, a mark is made to each
piece to show that it has been given the necessary attention. The release marks should be made in the
same way on each piece of correspondence. They may be the initials, the date, the word "file", or some
other special notation adopted by that office; and they are usually written in the upper left corner.

Release marks constitute the authority to file. Any piece of correspondence without a release mark on it
must be returned to the executive for authorization to file. This is done as a safeguard to prevent the filing
of correspondence that is not ready for release.

STEPS IN FILING
Finding correspondence when you want it is the real test of the effectiveness of a filing system. You can
help to assure this, and at the same time to simplify your task, by following specific procedures as
correspondence comes to you for filing.

This part of filing will be continued on the next unit.

Exercise: arrange in alphabetical order the following
Amberg File & lndex Company
Filing Equipment Bureau, lnc.
Oxford Filing Supply Company, lnc.
Globe-Wernicke Company
Shaw-Walter
Smead Manufacturing Company
Remingron Rand Corporation
Yawman and Erbe Manufacturing Company

{9
 SECTÍOfi ONE
PRRCTICE 4
PART ONE
TVPmq I00 potnT5
Timing: "What do I have to do to get a job?,, 10 minutes, 32 correct lines. 50 points
Technical part: Billing forms and memos 20 minutes. 25 points
Dictation: Commercial letter, 2 points per error. 25 points

PART TWO
SHOPTHRND IüO PfiIIIT§
Dictation of
two letters, 2 minutes dictation;
50 words per minute
60 words per minute
Transcription of one letter. 20 minutes transcription

PART THREE
CORRESPONDENCE loo PonTS
"Letters of inquiry" 50 points
"Replies to inquiry lettef' 50 points

PART FOUR
TPHNSLRT¡ON t0ü pütflT'§
TRANSI-ATE TO SPANISH "When choosing your first job"
TRANSLATETO ENGLISH "Los deberes y derechos de las secretarias"

p&ffiT Filqdffi

FrLrnq EHPLRNHNON Iüü p0!n-r"§

ALPHABET]CALSYSTEM CHECKING CORRESPONDENCE
READING AND INDEXING
CODIFYING
SORTING
FILING

ftü
 T'Yp§&§G
SPEEN
Copy the followEng text. E
Minimr¡m 32 eorre*t limes. (10 rnimutes).
ñ
-:l
n
I11

Unemployment can be an unexpected or permanerlt situation.

This could be caused by either some lnternal or external
factors that. make it difficult to find a new job. There are
some recomrnendations that you can foLlow to get a job.

Sometimes unemployment makes people feel frustrated and

depressed, and they lust don't do anything to change it'
If this happens to you, you should evaluate your current
situation and take advantage of your free time to arrange
meetings with friends that could help you get a new job.
The key to start doing this is to organize. You should start
an agenda of activities that will help you get a job. Some of
those activiLies are to took for a job j-n t.he nehrspaper/
lnternet or friends. When you find the announcements you
should analyze which ones you 1ike, which ones you can
perform, and if they suit your career pl-ans.
It is also important to keep up with currellt news and events.
You should read the newspaper everyday. Some jobs require
that. you prepare briefs of news 1n your country. Remember
that even though you are unemployed the world continues
going on. Sometimes you will have many interviews before
finding the iCea} job for you, and your positive attitude wili
be very important in determining your success-

Yffiffie#§d§f#&H- w&ffi§'
TRBULRT¡ON

a) Vertical lines mark column areas.

b) Number colurnns must line up at the right, with 1 or 2 blank spaces before the following vertical
ruled line.
c) Word columns align at the left, with 1 or 2 spaces left between the words and the ruled line that
precedes them.
d) The left margin is set at the comrnon starting point, 2 or 3 spaces after the guide words.
e) Tab stops are set in advance to help position colurnns and other material. Tab stops for number
columns are set at the point in the column where the most entries begin. For longer numbers, the
§pist backspaces after tabulating to the stop; for shorter numbers, she spaces in after tabulating to
the stop.

w.a
CTT EI

0 whenever possíble, use the same stop for items in both heading and body.
s) Leave 1 blank before totals. Align "Total" at any convenient ready-set tab stop or with ',D', inAD
"Description."
n
MANUFACTURES INSTITUTE J
o
3928 Park Avenue rñ
New Orleans, Louisiana 70116
o
To: Training Department Date: Current date I)
J.F Belton Company
3500 Riveratde Road
Lincoln, Nebraska 68504

.21 Rafael: Production Tooling 4.5 94.50

1 Rafael: PT lnstructor's Manual 5.5 5,50
70 : Modern Plant Safety 2.5 175.00
1 Benkley: MPS lntroductor's Manual 3.5 3.50

AMOUI,IT DUE 278.50

1O% MEMBER'S DISCOUNT 27.85
.TOTAL
AMOUNT DUE 250.65

INVOICE Form, Half-Page Size

k{Hrdffiffi&NmL$§{
Write this interoffiee memo, half-page size.

-r^.
IU. PaulW. Graham From: Simon Johnston
Training Department Vice-President
Subject: Houston Conference Date: Current date

Isaw an article in Junior Executive Magazine regarding the conference that the Universi§ of Houston will
coordinate this summer, for Dírectors of Training. I think it will be good for us to have you or a member of
your staff in this program.

Please write to the University asking for information. When you have it, please let me know an estimate
of the cost for sending someone. lf possible, let me have your report before March 1st.

s.v..l.
R¡IR. MSN*TCLAIRE

g*
.. f¡ I! tl E r¡ r! u E u u u tr tr u u u u u u II I H ]

DITTATTSru
Tak* the following d[ctatísn frorm your teaeher.
D
Dear Mr. Gray. n
-,|
Attached is the first draft of our latest price list. I arn pieased with the ptan n
ff
of the price list, but I am not frappy with its size. lt is too large. I feel that 6¿tr
pages are too much.

Piease go through the draft of the price list; and tet me know if you agree
r,vith me.

James Green.

Letter No. l. 60 wpm.

Take and transcribe the following letter. Blocked form style.
Open punctuation.

Dear Mr. Jackson:

We have just decided to change the design of the letterhead we have used for more than ten years. lt1
is our feeling that the present design is old fashioned and does not create a favorable imprlssion.

We understand that2 your are a commercial artíst and that your have designed letterheads for other
organizations in this city. We wonder whetheÉ you would consider designiñg one for us.
The enclosed booklet describes our line of furniture and tells a littlea bit about our business
operation
in general.
lf you are interested in taking this assignment, please stop in to sees rne on weekday between g:00
and 5:00 p.m. Cordiaily yours,

P.S. An extra copy of our present letterheadG is enclosed. (122)

Letter 2. 50 wpm.
Take and transcribe the following retter. Blocked form style.
Open punctuation.
Gentlemen:

I am the owner of a two-story home a|416 oak Lane, in Rye. The house is
an oldl one, and it requires
considerable remodeling to make it comfortable. ln addition, the grounds need a great deal
of work2
done on them' I was about to undertake the expense of the necessary work when I read report
a in3
the Rye newspapers that dismayed me. According to it the State plans to make a country road
in front
ofl my house into a four-lane highway, which would probably mean that my house would
be condemned.

Naturally, I do5 not want to proceed with any work on the house and grounds if in
the near future the
State will6 take it over.

Could you tell me whether the report I have read is accurate?

Very truly yours, (135)

%3
EEE

COMRETP&NMHñüG§
13
lt-gTIEe ür rfiw_r-jte\r_:
ñ
Descr¡pt¡on: The purpose of this letter is to get information, such as price lists, booklets, samples, answers Jn
to advertisements, etc. The message is very short.
rfl
The letter of inquiry is easy to write if the writer knows what he/she wants and expresses it simple and clear.
lf a reply is expected, enclose a return address envelope to facilitate the answer.
Letter No. l.
lnstructions: Type the following letter. Btocked form style. Open punctuation. Originat and copy.
From: Universal Enterprises, 21 South WestAvenue, New York 12010. To: Guatemala TravelAgency, 720
Grand Street, Richmond, California 94805. Subject; You are interested in a summer vacation plán foi your
boss. Ask for complete details about places, prices, form of payment, dates of the trip; and any other
information you think it will be nÉcessary.

'REpLIES TO tnQutpv LETTER'

Description: These letters must be answered immediately in a simple and clear way. The purpose is that
the customer accepts the information and make him/her get in business with the company.
Letter No. 2.
lnstructions: Write the following letter. Blocked form style. Open punctuation. Original and copy.
From: Guatemala TravelAgency. To: Universal Enterprises. Name and firm, Mr. Carlos paz. you are going
to answer the previous letter, informing all the questions about a summer vacation plan; give all the informatioñ
and think you are going to get a customer that could travel many times for business or vacation, so this letter
has to be well done.

I. TRHNSLHTE TO SPRN§H.

Your long-term goal is to become a really good secretary to an important business executive. Chances
are,
howeve¡ that you will not start out in such a position. Such an achievement usually comes from hard work,
experience, and the ability to grow in a job. Perhaps you will have more than one offer immediately upon
finishing school. Before deciding which one you will take, you shoutd ask yourself these questions: (1)
Does this job really offer the opportunity I want? lf you have chosen an ultimate goal, your tirsi.¡ou
shoun bé
appraised in terms of working toward your objective (2) Does the company offer me a chancá to advance,
both professionally and financially? (3) Would t be proud to be a membár of this organization? Does its
reputation and general standing in the community make it a desirable place to work ,Z (+l Do I know
a
competent person who works there now? ls he or she happy in his/her job and with his/her fellow workers?

An important reason for choosing your first position carefully is that you should plan to stay for a reasonable
period of time' Certainly, you don't want to get the reputation of being a "rolling stone".
it is always better,
therefore, to look carefully into the aspects of any job and the compány before accepting a position.

§E&
 ?. TñfrnsLffiTE Tü [nürj§H. D
B
ñ
:{
Entre ios deberes y derechos de la secretaria, se encuentran los siguientes: n
r,r',l

Dignida{ Debe desenvolverse correctamente, con honor y dignidad y evitar un comportamiento inadecuado o
que afecte su reputación como persona y su trabajo.

Integfi{ad. Debe actuar con honradez, lealtad y buena fe.

Seefetg Lrgfelic¡nal. Adernás de ser un deber, es un derecho, en la profesién de la secretaria, y existen

leyes que las protegen. Debe guardar todo secreto que coñozcá en su trabajo y no podrá divulgarlo sin la
autorización deljefe.
Rclacione@a.EsunaobligaciÓnparaiasecretaria,elprestarsucolaboraciÓnasus
colegas, cuando sea necesario, para que el trabajo no se atrase.
Relestqnes Jgn la_-Etrxgrcsa. Debe prestar apoyo y cooperación a su empresa, rjebe conocer los objetivos
y la política interna de la misma.
En ¡,elaciÉggqn_gg_ptgfesjqn. Debe cultivar sus aptitudes y actualizar sus §onooimientos para mejorar
Ia caiidad dei misrno. Siempre demostrará su interés de superacién y productividad tanto en lo personal,
como en su contribucién con la empresa.

ffiffiruG

ffiwsItft
L CHECHnq CORRESpOnDEnCE
Examine each incoming piece to make sure that it has been released for filing. ln many offices carbon
copies of outgoing letters are filed without release marks because the contents show they have been
processed.

z. RÉffiümE ñrIü ¡ffimEH'ftq

Read each letter to decide how it shou!d t¡e indexed and filed. Deiermine the name, sLlbject, or oiher
heading or caption by the way in which correspondence will be requested. A letter might be called for (1) the
name of the letterhead, (2) the nanre of the person or firrn to whom the letter is addressed, (3) the name in
the signature, (4) the name of the person or the subject about which the letter is written" (5) the name of a
place.

3. COD'TVIME
Marking the indexing eaption on the pffpers to be filed is known as cociifying. The simplest forn'¡ is underlining
the indexing caption, whether it be name, subject, or place. lf the name, subjeet, or place under which the
paper is to be filed does not appear in the letter, the caption is written in the upper-right corner, usually in
colored pencil. Codifying saves time not only when papers are filed for the first time hut also when they are
refiled after use.

*5
 4. SoRTlnq
After papers have been checked, read, indexed, and codlfied, they should be arranged in complete sequence, !
bringing together all papers about one name, subject, or place. The reason for sorting is to rnake an exact D
arrangement for filing, so that the actual process of placing papers in ihe file drawers will be fast, and the ñ
movement will be forward, not back and forth from drawer to drawer or guide to guide. {
n
ñ1
Sorting equipment, such as trays with aiphabetic, numeric, or geographic guides in vertical position, and
other devices carl be used for speeding up the procedure. Cards and other small iterns may be sorted on n
a desk or table tr:p.
o
D
5. FL¡nq
The folder should be lifted aneJ rested on the ieft side of the drawer before placing papers ¡n ¡t to make sure
that the correct folder has been selected and that the papers are evenly placed. Doing this saves time in
finding its position in the file. All papers, regardless of size, are filed with the headings to the left so thai they
will read consecutively like a beok. (This explanation wlli continue om Fracticc 5).

ln the following letter, identify all the steps in order to file the document.

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:2
i
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w,&
 pñmcrrcE 5
PART ONE
TVp¡nq I0CI pütnTs
Timing: "Financial lQ" 10 minutes, 32 correct lines. 50 po!nts
Technical part: lnvoice 25 points
Dictation: Commercial letter, 2 points per error. 25 points

PART TWO
SHORTHRND Iü0 pü[ñTs
Dictation of two letters, 2 minutes dictation:
50 words per minute
60 words per minute
Transcr¡pt¡on of one letter. 20 minutes transcription

PART THREE
CORRESPONDENCE IOü pütnTs
'Adjustment letter" 50 points
"Thank you letter" 50 points
PAffiT F&LñM
TRHN§LffiTIOfi ioo po¡nTs
TRANSLATETCI SPANI§H "Working the correspondence"
TRANSLATE TO E NGLISI-.¡ "N-a organización en la ofjcina"

PÁMT FilWH
HL¡nq IOO PÜINTS

ALPHABETiCAL SY§TEIVI

2,V
 SPEED
copy the following text. Minimum 32 correct tines. (10 minutes), !
n
Spendinq less than you earn is t.he only key to save money =
ñ
and become wealthy. If you make $30,000 u y"", and spend
it, all, you're not rich, you lust have a fot of stuff. A
job loss or serious illness coufd wipe you out in a few weeks. fn
Your neighbors who make $15,000 and live on $10r 000 are
much wealthier. FortunateJ.y, with today, s t.echnology,
keeping a budget has never been easier. rnvest
planning software that alrows you Lo add up your.rn financial
income and
expenses and keep a record of your spen<iing.
Have a savings program. Start. saving early. Tf you invest
$50 a week for 4A years and earn 9% interestr 1lou wrl-l end
up wj-th §1,026.853. people spend because they get a good
feelinq from spending money. you can geL thaL same good
feeling from putting your money away in savings.
Pay off your credit cards. credit cards can be wonderful
things. you can treat yourself to a spa ret.reat or a
gourmet dinner hrithout worrying whether you have
pay for it. The downside of course. is thac creditthecards
cash to
1et many people live beyond their means. so use the credit
cards but pay the bill j-n full each month.

TEGHM§fr&L P&RT
TfiBU[-ffiT§ÜN
In this unit we'll learn how to make and fifr invoices.
Fírst you wiil find the moder and
two exercises in order to make tabulations as an invoice.

mm*sss$@mp SfERHS €§ ftF0RAT¡6rd

e7? LonAh¡AVEa,,{UE, CHCACó, tL. é0611

TNVOICE 81254
BILL TO: purchás¡ng Depaftrnent
st{ttr T0: Tra¡ning A¡ds Láboratory
Paxton Manufacturing Company
Paxton Ma nufactur¡ng Cornpany
28 Kent Drive
RoomA,98 Fulton Road
Providence, R. I. 02913
Prov¡dence, R, L O29Lz
SHIP BY: Insured parcel post
September 28, 20t7.

Industrial Safety, Strip 3

Lathe Mechan¡cs, Complete

wa
 Task: fvlake the following two invoices,
|NVO¡CE 8128,
a
E
Purchasing Department lndustrial Arts Department
n
lMontana State University School of Education :l
Bozeman, Montana 59715 Montana State Universi§ n
rn
Bozeman, Montana 59712

lnsured Parcel Post September 28,2011. rTI

I 132 lndustrial Safety, Complete 93.5C 93.50

4
132 lnstructor's Guide Free 0.00
1 139 Safe§ in the Shop, Complete 50.0c 50.00
1 139 lnstructor's Guide Free 0.00
TOTAL T,*3"$0

TNVOTCE 81297

Training Department Mr. Melvin A. Ott

Douglas Glass Company Douglas Glass Company
Hood River Road Hood River Road
Portland, Oregon 97225 Portland, Oregon 97229

Prepaid Special Delivery September 28,2011.

2 139 Safe§ in the Shop, Complete 51 00 100.00

2 139 lnstructor's Guide Free 0.00
4 132 lndustrial Safe§, Com plete 93 50 374.00
TOTAL 474.00

MIÜTÁTIü§S
Take the following dictation from your teacher.
Dear Mr. Day:
Last evening I read the series of sales' letters that Mr. Smith is planning to mail to your list of food
dealers in the East. I am pleased with the letters. I like Mr. Smith's s§le of writing. I did not realize that
he wrote so well.
I feel, though, that he can omit the two letters I have checked with blue pencil; these letters are not
clear enough.
ln addition, I believe that if we can open a branch in the East; our sales would increase for the next
year.
tf you need any help, please do not hesitate lo contact me.
Yours truly,

Bill Green.

*,9
 #
I I ¡ T rI
u trffiT

fHORTH&N§ T
n
Letter No. I' Dictation 60 wPm' D
iianser¡Ue the following letter' Full hlocked style' n
Open Punctuation-
Jn
rfl
will be interested' The back of
ff3;[;JÉ1p",. corprny has perfected a carbon paper in which vou
that acts as carbon'
each sheetl is treated with a coiorless substance fTl

Wehavefoundthepapertobeparticularlyeffectiveon2machineaccountingforms,wherefiveorsix
copies are made to record each sale'
the
typewriter, type a few words, and notice
we are enclosing a sample. Just3 insert this into the
imPrint on the second sheet'

lfyouare4interestedinreceivingmoredetailsaboutthisnewcarbonpaper'mailtheenclosedcard' of firms have

giue you complete informaiion' Thousands
Our representative wilt be glad tos caff JnO yours, ('t21)
been benefited by using this carbon
p;; ;;*¿" neneRt'too. sincerely

Letter No. 2. 50 wPm'

Transcribe the f;iÑing tetter. Full blocked
style. open punctuation'
Gentlemen:
few weeks ago when ar
service your organization gave us a
I am writing to thank you for the wonderful windows' and ruined most
hurricane struck our town. lt damaged ttre wátts of'our hoñre, ripped óut our
of our2 furniture.

Whenthehurricanefinallysubsided,wecouldonlylookforwardtomonthsofrebuildingandthe
That is where we were wrong' however'
gloomy prospect¡ of settling oW insuran"e claims'
unhappy,
We didn,t
of your company,s men were on the Scene.
A few hours after the hurricane passed, severall
have to call them; theY came to us'

Wecouldsnotgetoverthepersonalinterestyourmenshowedinourwelfare.
company'
forget this e¡perience with your insurance
You can be sure that we shall not6 soon

CordiallY Yours, (128)

retter, the crerk in charge shourd answer

it promptly, this
Description: when a company receives a craim
reply is called an adjustment letter'
guide lines:
When writing an adjustment letter follow these '

ffishowthecustomerthatyouunderstandtheproblem'
ruTellthecustomerhowyouaregoingtoso|vetheproblem.
s{}
 m Avoid accusations and negative words.
m Satisfy the customer if he is right; and if he is wrong, dealwith the situation tactfully so D
D
he will be satisfied. D
n
J
n
Letter No. 1.
Type an adjustment letter. Full-blocked style. Open punctuation.
rn
'1't

From: D.C. Comics Subscription, P.O. Box 0528, Dept. C41 Baldwing, NewYork 11510. ral

To: Carlos Paz (write an address in Guatemala). Subject: Apologize for the rnistake in the order No. 27, of
electronic equipment, and tell them you are going to investigate it; also you will be sending another order
and a representative to solve the problem. Be polite in this letter.

.THRNH VOU LETTER"

Letter No. 2.
Type a thank you letter by the adjustment of the previous letter. Full-blocked style. Open punctuation. Write
the letterhead and inside address, based into the previous letter.

$ubject: Tell them that you have received the correct order and that you are satisfied with the solution of
the problem.

TffiÁffi$*.&TIüN
I. TRRNSLRTE TO SPRN§H.

u.!!8Hrne rr{u coRRESpül tpEncE

The correspondence can be classified as internaland external. All the correspondence must be up to date,
and for this purpose, it is necessary to have a special notebook called "The correspondence Register".
Most companies use this book, because many secretaries keep an additional copy filed by date or subject.

Organization for incoming mail: lf there is an organized process, the work will be easier and it will guarantee
a good job. Register all the correspondence coming into the company. Check all the letters that are marked
with the words "Confidential, Private or Personal".

All those letters cannot be opened without the boss' authorization, and should be delivered without delay to
the boss. You only have to write the incoming date, then proceed to open the other letters.

Every time you open the correspondence and read its content, if there is a letterwithout a document mentioned
on it, you have to write it on. Then, you should immediately call to the sender and let him/her to know this
situation. The regular procedure for all the correspondence is checking the name, last name and sender
address. Date all letters, taking care not to do so over any other document of importance.

Finally, put the letters in the boss's in{ray for reading. Sorting mail is a mayor responsibili§ of a competent
secretary. Communication is vital to your boss and to the company. All those things are duties that the
secretary must attend with special care.

Bf
 ?. T#ffir15r*ffiTH TO EfiqLX§H t
D
]D
o
i
n
rfl
El trabajo de la secretaria dernanda que sea organizada. Organización significa, la habilidad de tener una
perspectiva general de las cosas, analizar cónno se van a desarrollar las tareas, prevenir problernas y
anticipar las reacciones de ias personas en la compañía y los potenciales cambios de las tareas.
tt1
Las tareas administrativas son las habiiidades que la secretaria desarrolla con estudios de taquigrafía,
mecanografía, la organización de reunir:nec, §orrespondencia y archivo.

La secretaria es la irnagen y representación de su jefe y de la ernpresa. La primera impresión que f,ersonas

externas tienen de una compañía es a tra',iés de la secretaria. Por lo tanto, el trahajo de la secretaria debe
ser siempi'e exacto, planificado con anticipación y actualizado diariamente. Las seeretarias deben siempre
comportarse correctannente y vestir de acuerdo a ias condiciones de su trabajo.

El ambiente de trabajo de la secretaria debe ser cérnodo y todos sus instrumentos ele trabajo estar ul¡icados
a la mano para poder realizar las tareas rápidamente. Toda secretaria hará mejor su trabajo st el lugar
donde lo desarrolla es córnodo, ventilado y con Ia lulz necesaria.

Todos estos aspeetos son indispensables para que una secretaria pueda realizar sus labores de manera
eficiente.

F§§.Hffiffi
RLPHHBETICRL SILSTEÍN

After the explanation you received on Practice Four, the following example will illustrate you the steps you
have to follow in a letter, in order to fite it.

r. cHEcHnq
Correspondence is checked to make sure it has been released for filing.

7. rnDEHInq
The name by which correspondence will most likely be requested from the files determines the
efficiency of the process. ln this example HARTERAND HEATH was chosen as the caption under
which the example letter was to be filed.

3. CODTFVnq
The caption determined in the indexing step is underscored. The cross-reference caption is
underscored and a letter X is placed at the end of the line.

4. §OmTflmq
All correspondence is alphabetized according to the underscored captions.

5. FrLrnq
The papers are placed in the proper folders in the filing cabinets

a*
HLPI{R§ITICffiL §IJS]-EíN
üffirqtmHL

HILEIEE:!!E*IE a
sn
't33 Kingrtofl Street Foise, ldshs 83704
'lelephone (208) 555-4122
:l
File it n
fi
tsR 29/3/02 Reg. No. H-H 140
March 13,2011.
Received on 3-14-2011 e
frI
UNITED PRODUCTS CORPORATION
500 Madison Avenue
NewYork, NewYork 10032
Gentfemen:
We are happy to inform you that your order of March I will be shipped immediately via our new air-express
seruice.
lf you wish to expedite future deliveries by this service, we suggest that you get in touch with Speed line Air
Transport, lnc., 309West42nd Street, NewYork, N.Y. 10038,
Sincerely,
SraatlThow,ao
DONALD ( rnOmlS
lffiA[,{AGER

sCI.

System: Alphabetical, Principal Guide: H, Name: Harter-Heath, Folder: Individual H

HLPHRBETICRL SVSTEÍII
COPV
HAIftI-HEAIH
133 K¡n$ton Street Boise, ldoho83704
Telephone (2oB) 555-4t22
Reg. No. H-H 140
March 13,2011
Received on 3-14-2011
U NITED PRODUCTS CORPORATION
500 Madison Avenue
NewYork, NewYork f 0032
Gentlemen:
We are happy to inform you that your order of March 8 witl be shipped immediately via our new air-express
service.
lf you wish to expedite future deliveries by this service, we suggest that you get in touch with Speed line Air
Transport, lnc., 309 West 42"d Street, NewYork, N.Y. 10038. X

Sincerely,
'".r ,fi
,"«HA.#\ff^".
MANAGER

System: Alphabetical, Principal Guide: U,

NAMe: UNITED PRODUCTS CORPORATION Folder: lndividual U

33