Modern Office limited

It is Intended for
Office staff
Students of commerce

Ms. KayKayThi
Manager
Date : 1st January 2007
1

Receiving Visitors
DATE

NAME

ORGANIZATION

VISITED

IN

OUT

Making Arrangements

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
4

Daily Office Routine

Providing secretarial support or VicePresident 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.
5

Taking and Passing Messages

Reference
May 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 )
6

Handling Visitors

Reporting in Speech

Taking Notes in Meetings

Modern Office limited

Meeting of Branch managers to be held in the

managing Director's office at 2.30 p.m. on Friday, 1
March . .
Agenda
1. Apologies for absence
2. Minutes of last meeting
3. Matters arising from the minutes
4. New office copiers
5. Factory holiday
6. Any other business
7. Data of next meeting
9

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
10

Writing Standard Letters

MODERN OFFICE LTD
SEA VIEW BUILDING, Government Road
Telephone: 091- 112233
E-mail: info.mo@mptmail.com.mm

11

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 Kos letter and Mr. Johns 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.
12

 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.
.. . ..
13

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.
14

Balancing Petty Cash

DR
CASH

CR
DATE

PARTICULARS

VOUVHER
NUMBER

AMOUNT

POSTAGE

TRAVEL

SUNDRIES

$
50

00

50

55

88

50

May-01

Balance

May-01

Stamps

00

00

"

fares

45

"

Coffee

15

45

"

String

10

15

"

fares

10

10

"

00

* c/d = carried down

88

50

00

55

88

00

18

60

Cash
Balance c/d *

May-08

10

Balance b/d **

** b/d = brought down

15

Encoding a Telegram Message

To:

From:

Ms. Dorathy
Eastern Trade
Telegraphic address: 110, Pansodan st.

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.
16

17

18