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Modern Office limited

It is Intended for

Office staffStudents of commerce

Date : 1st January 2007

Ms. KayKayThiManager

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Receiving Visitors

DATE NAME ORGANIZATION VISITED IN OUT

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Making Arrangements

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Using the Telephone

Mr. Kyaw Kyaw telephone message time 10:10 am date 10.9.07

from Mr.Micheal phone 095-11223344

United Shipping Agents ltd.

He wants you to ring him as soon as possible.

Taken by PhyuPhyu

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Daily Office Routine

• Providing secretarial support or Vice-President of Sales

• Typing all correspondence• Managing extensive phone contact with

clients• Maintaining sales and records• Making travel arrangements• Put an advertisement in the daily

newspaper.

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Taking and Passing MessagesReferenceMay Than Nu• May Than Nu , age 20, has worked at the

National Company as a clerk for two years. During this time her attendance and punctuality have been very good.

• She knows how to use computer.• Her ambitions is to be a secretary and she will

work hard to get the job she wants.• (Dictated by Mr. Ko Ko over the telephone on 14

June ……)

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Handling Visitors

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Reporting in Speech

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Taking Notes in MeetingsModern Office limited• Meeting of Branch managers to be held in the managing

Director's office at 2.30 p.m. on Friday, 1 March ……. .Agenda1. Apologies for absence2. Minutes of last meeting3. Matters arising from the minutes4. New office copiers5. Factory holiday6. Any other business7. Data of next meeting

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Reporting in Writing

• Longer and more complex• More thorough• Often based on detailed research and

examination of a problem• Usually requires more sections/divisions

than an informal report

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Writing Standard Letters

MODERN OFFICE LTDSEA VIEW BUILDING, Government Road

Telephone: 091- 112233

E-mail: info.mo@mptmail.com.mm

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Drafting Non- Standard Letters

• Draft and type a reply from Mr. John . You will need to make up a date and reference for Mr. Ko Ko’s letter and Mr. John’s reply

Letter to Mr Ko Ko of the National Bank.Thank him for his letter reference …….. Of …………… Apologize. Say that The damaged machine eill be replaced from stock and that the machine which is not working will be service by or mechanic immediately.

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Filing• Keep the documents in each file in chronological

order, i.e. date order, so that the most recent documents on top.

• Remove clips and pins. Papers which have got to be attached together should be stapled.

• Place papers squarely on the files.• Be consistent. Always file letters from the same

customer in the same file.• Look the filing cabinet for confidential files

before you go home.• …………….. ………. ………… ……..

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Filling In Forms

• A lot of forms are used in offices because forms are supposed to save time .

• It is true that filling in a form is quicker than writing a letter or a report , but the form –must be well-designed. A well-designed from asks sensible questions that are easy to understand and gives you enough space to fill in the answers.

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Balancing Petty CashDR CR

CASH DATE PARTICULARSVOUVHERNUMBER AMOUNT POSTAGE TRAVEL SUNDRIES

$       $ $ $ $

50 00 May-01 Balance   5 00 5 00        

    May-01 Stamps     8       8    

    " 2 fares 7   45            

    " 3 Coffee 8   15           45

    " 4 String 9   10           15

    " 5 fares 10   10       10    

          5 88 5 00   18   60

6 50 " 5 Cash                  

55 88   Balance c/d *   50 00            

          55 88            

                         

50 00 May-08 Balance b/d **                  

                         

* c/d = carried down ** b/d = brought down

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Encoding a Telegram Message• To: Ms. Dorathy

Eastern Trade Telegraphic address: 110, Pansodan st.

From: Mr. John Brown, Modern Office Ltd,

Message: There are floods in Yangon so Mr. Brown must postpone his visit to Mandalay. He will write to Mr. Tun Tun and send details of his revised itinerary as soon as possible.

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