PPBLEMS OFFICE WACTIC AND BUSINESS STYLE HAROLD STRUMPF PROBLEMS IN OFFICE PRACTICE AND BUSINESS STYLE BY HAROLD STRUMPF, B.A. CHAIRMAN OF THE DEPARTMENT OF STENOGRAPHY TYPEWRITING AND OFFICE PRACTICE MORRIS HIGH SCHOOL AND SPECIAL INSTRUCTOR, EXTENSION DIVISION COLLEGE OF THE CITY OF NEW YORK THE GREGG PUBLISHING COMPANY New York Chicago Boston San Francisco London TO MY WIFE WHOSE SOUND BUSINESS JUDGMENT HELPED TO SMOOTH OVER MANY OBSTACLES COPYRIGHT, 1922, BY THE GREGG PUBLISHING COMPANY L 5 7 F-S PRINTED IN THE UNITED STATES OF AMERICA PREFACE The office worker of today may be an executive tomorrow. But the office worker is not the product of chance. To prepare him for the office we must give him a training which will supply him with the necessary experience and shorten his period of apprenticeship. The commercial teacher who graduates a student simply with a knowledge of stenography, typewriting, and bookkeeping has failed dismally in his duty, both to the student and to the future employer. The greatest problem of the office manager is inefficiency. Formerly, the ordinary business man was satisfied to receive into his organization the worker who possessed no other qual- ities than a presentable appearance and a willingness to learn. But the executive of today, engrossed in the solution of the big problems that make for the success of the institution which he helps to direct, requires a service that functions smoothly. To accomplish this end he demands of the employees a greater familiarity with the intricacies of the office equipment, an ability to handle office appliances, and a knowledge of business usage, terms, and procedure. In short, he needs an assistant with initiative and ability to do, and not a mere learner. This book has been developed as a result of many years' direct classroom contact with the immature mind of the stu- dent of high-school age, and with the maturer mind of the teacher, unfamiliar with office routine and business procedure. To answer the numerous questions that may naturally arise in an individual confronted by new and modern office machinery and difficult office problems, and properly to guide the teacher in the selection of material to be presented to the iii 502662 iv PREFACE student, or to be emphasized, has been the author's aim throughout this work. Letter writing is the most important function in a modern business office, having supplanted to a great degree the direct personal contact that formerly existed between a commercial house and its customers. Because of this condition the chap- ter on the formal parts of the letter has been exhaustively treated. The answers to the questions in this chapter are from the standards adopted by some of the foremost com- mercial houses, as well as by the highest authorities on busi- ness English. For postal information, the latest bulletins of the Post Office Department have been carefully consulted and the technical language clarified. The concise descriptions of the numerous office appliances have been approved by the manufacturers of the machines. Lastly, because of a woeful ignorance of the proper sequence of the letters of the alphabet, and the rudiments of alphabetizing, the chapter on alphabetiz- ing, with its problems, has been included as an aid to the study of filing and indexing. If some of the inefficiency and lack of training in business procedure, of which office managers complain so bitterly, will have been eradicated by a study of this book, the author will feel himself sufficiently repaid for the labor involved in the undertaking. HAROLD STRUMPF. SUGGESTIONS TO TEACHERS The subjects treated in the different chapters of this book have been definitely organized and logically developed by the question and answer method. Only such matter as has been found to be absolutely indispensable to a proper preparation for the office has been included, the author relying upon the good judgment of the teacher to add or eliminate wherever the needs and the maturity of the student warrant it. The book may be used in either one of two ways: As a text around which the recitation lesson is developed and amplified; and as a review and drill, topic by topic. A combination of both methods will be conducive to the best results. When used as a text, however, the numerous exercises that have been included in the various chapters will be especially helpful to develop power, skill, and judgment in the pupil. Teachers will find that the method of presenting the text by question and answer and the subjects included, is a fea- ture of especial advantage from the standpoint of review and drill. Every possible phase of business English, office practice, and typewriting has been covered as required by the syllabus of the University of the State of New York (Regents). In addition to this, questions have been based upon the applica- tion of these subjects to the needs of the modern complex of- fice organization. The problems in tabulation and arrangement, so important in a typewriting class, will greatly relieve the mind of the teacher, for here, already assembled, are a sufficient number (ranging in degree of difficulty) to cover the needs of a whole term. Similarly the letter-placing problems have been gath- vi SUGGESTIONS TO TEACHERS ered with great care to give the students sufficient practice not only for proper placing on the paper but for a test of sentence structure, capitalization, punctuation, and development of a language sense. In a shorthand class, it is advisable to dictate these letters. Those pupils who have had no shorthand have the same problem to face and solve, by transcribing on the ma- chine, direct from the text. Furthermore, the subject of office practice has lately been introduced as a prepared subject, counting toward graduation in the senior high schools, and similarly introduced by the board of education in the junior high schools. As the subject, how- ever, has been found to be vague and indefinite, the author has seen fit to incorporate in this book a complete syllabus, and weekly lesson plans which he has used with considerable suc- cess. These plans though definitely outlined are offered as suggestions only, to be modified or amplified as may be desired, or as equipment permits. They should prove of great help to the inexperienced teacher of office practice. Lastly, not a little attention has been given to the language. To make it simple enough for the comprehension of the senior high-school student and equally intelligible to the ninth-year element ary-school pupil has been the author's goal. CONTENTS PAGE PREFACE iii SUGGESTIONS TO TEACHERS v CHAPTER I THE BUSINESS LETTER ITS PARTS The Business Letter I Envelopes 29 Exercises in Addressing 34 Word Division . 37 Single and Separate Words 37 Figures 38 Abbreviations 40 Capitalization 43 Punctuation 45 Proof Reading 4& Kinds of Letters 54 Legal Work and Specifications 55 Business and Law Terms 63 II LETTER PLACING Letters for Arrangement, Capitalization and Punctuation . .68 III THE TYPEWRITER Parts . ; 86 Care of Machine 91 Operation 92 Special Characters not on Keyboard 100 Spacing after Punctuation . 102 Manifolding and Duplicating Machines . . . . . . . 105 Copying Outgoing Mail in IV TABULATION AND ARRANGEMENT 118 V FILING AND INDEXING . .141 viii CONTENTS CHAPTER p AGE VI POSTAL INFORMATION Money Order Division 173 Registry Division 175 Special Delivery 178 Parcel Post > .... 178 Rural Delivery 182 Postal Savings 183 Dead Letter Division 183 Rates of Postage 185 VII OFFICE APPLIANCES The Telephone 188 Emergency Calls 192 Telegrams 194 Cablegrams 196 Other Valuable Office Aids 200 Office Reference Books . 216 Exercises on Reference Books 219 VIII ALPHABETIZING Alphabetizing 226 Exercises in Alphabetizing 227 Arrangement of Names on Folders for Filing 230 IX SUGGESTED COURSE OF STUDY AND SYLLABUS First Week Outgoing Mail The Formal Parts of a Business Letter 238 Second Week Incoming Mail 240 Third Week Taking Dictation 241 Fourth Week Typewriter Standards for Proper Transcription 243 Fifth Week Postal Information 245 Sixth Week Manifolding and Duplicating . . . . . . 247 Seventh Week Copying 248 Eighth Week Filing and Indexing 250 Ninth Week The Telephone and the Switchboard . . . 252 Tenth Week Office Appliances and Devices 253 Eleventh Week Telegrams and Cablegrams 256 Twelfth Week Commercial Papers and Forms .... 257 Thirteenth Week Office Reference Books 259 X TYPEWRITING TESTS PROBLEMS IN OFFICE PRACTICE AND BUSINESS STYLE CHAPTER I THE BUSINESS LETTER ITS PARTS Why should every person in business be thoroughly familiar with the proper mechanical make-up of a business letter? Because the business letter represents the writer and speaks for him. By its appearance he is judged. If a good impression is sought, correct forms must be observed. What is meant by "formal parts" or correct forms of a business letter? The proper, orderly, and correct arrangement of the important parts (other than the message itself) which appear in every letter. The arrangement of the formal parts gives the letter its appearance, which in turn leaves its favorable or unfavorable impression. 3 Name and explain the formal parts of every business letter. (a) The Heading (usually printed) consists of the firm's name and address, the kind of business engaged in, and the date of writing. Other information, such as the names of the members of the firm, its telephone number, trade marks, may be also added. 2 OFFICE' -PRACTICE -AND BUSINESS STYLE (b) The Inside Address (sometimes called the introductory address) consists of the name and complete address of the person or firm to whom the letter is sent. (c) The Salutation (or greeting) to the person who will get the letter. (d) The Body, which conveys the message. (*'{ / /t'ftt/n'& Signature G. A. Meinecke, Business Title School Representative. Identifica- GAM/ECJ THE BUSINESS LETTER. (a) What items would you consider important if you had charge of the purchase of stationery and the printing of the letterheads? (b) Illustrate letterhead forms. (a) Stationery should be 8>^ by n inches, of good texture, unruled, and preferably white, though' there is no objection to tinted paper. Envelopes should match. The firm's name, kind of business, telephone number, place of business and cable address should be neatly and artistically arranged. Too much printing for purposes of advertising shows bad taste. Dignity is the watchword. (b) See letterheads as arranged on next page. Show several date forms that are accepted in modern business letters. 1. April 15, 1922 5. October 2. January Sixteen 5 Nineteen Twenty 1922 3. October 6. April Twelfth Fifth 1922 1922 4. Fifteenth 7. April I October 1922 1922 OFFICE .PRACTICE AND BUSINESS STYLE THE BUSINESS LETTER 7 7 Why are ike following date lines not in good form ? (a) Jan. 2d, 1920; (b) March $ist; (c) 12/11/21. (a) and (b) These are incorrectly written because they do not follow good usage. Where the month is followed by the day, the signs d, rd, th, or st should never be written. (c) This is not accepted as good form because it compels the receiver of the letter to translate the number 12 to December. 8 Illustrate four good forms of inside address. 1. Mr. Harvey Smith, 116 Adams Street, New York, N. Y. 2. Harvey Smith, Esq.*, 118 Wooster St., Milwaukee, Wis. 3. John Wanamaker Broadway at Tenth St., New York City 4. Mr. Rupert P. Sorelle, Vice-President, The Gregg Publishing Company 285 Fifth Avenue New York, N. Y. (a) In what kind of letters may the inside address be omitted after the date line? (b) Where is it written? (c) Illustrate. (a) In letters that are used for official business only or of a formal social nature. (b) Below the signature, at the left margin. OFFICE PRACTICE AND BUSINESS STYLE w May 13, 1918 My dear Sir: You have doubtless noticed that very serious charges of dishonesty have been made in connection with the production of aircraft. Because of the capital importance of this branch of the military service, I feel that these charges should be thoroughly investigated and with as little delay as possible, in order that the guilty, if there be any such, may be promptly and vigorously prosecuted, and the reputations of those whose actions have been attacked may be protected, in case the charges are groundless. I have requested the Department of Justice to use every instrumentality at its disposal to investigate these charges, and, with the approval of the Attorney General, I am writing to beg that you will act with him in making this investigation. I feel that this is a matter of the very greatest importance, and I sin- cerely hope that you will feel that it is possible to contribute your very valuable services in studying and passing upon the questions involved. Cordially and sincerely yours, rtfr / /y/r.. jywtow* // Hon. Charles E. Hughes 9 Broadway New York City THE BUSINESS LETTER 9 10 Give the correct titles to be used for (a) a man, (b) an unmarried woman, (c) a married woman, (d) a widow, (434 These facts have been gathered and translated mainly by a gentleman of unusual linguistic attain- ments, an expert stenographer. The data have been obtained from recent publications and by personal cor- respondence. Respectfully yours, THE BUSINESS LETTER 15 19 (a) What is meant by a marginal heading? (b) When is this form used? (c) Illustrate. (a) When a topic used as the heading requires a sub-topic, the sub-topic is set out in the margin with plenty of space around it. (b) This form of spacing is used in technical matter, essays, treatises, architectural specifications, or histories. THE BEGINNING OF MODERN LITERATURE (c) The history of England during the greater part of the eighteenth century is the history of rapid and com- prehensive changes in almost every department of the nation's life industrial, religious, po- Changes in litical, social, and intellectual. As we eighteenth- advance, the England of Pope and Addi- century son, now well-nigh as remote from our England daily life as that of Shakespeare or Milton, recedes with wonderful swiftness, and through a rapid succession of changes we pass into the England of today. 20 (a) Mention three typewriting forms used for "artistic dis- play" (b) Illustrate each form. (a) The indented, the block, the extended or hanging form. 1 6 OFFICE PRACTICE AND BUSINESS STYLE (b) Indented form single spacing. TREASURY DEPARTMENT Sixth Auditor's Office Washington, D. C. March 29, 1919 Hon. Charles Foster Secretary of the Treasury Sir: I have the honor to submit the following report of the business operations of this office during the fiscal year ended August 30, 1918: It affords me pleasure to inform you that the work of the several branches of this Bureau is in a very satisfactory condition, and fully up to the re- quirements of the Department. In fact, in many im- portant particulars, it is in a more advanced stage at this period of the year than has hitherto been the case. This satisfactory result has been accomplished, however, only by the most systematic and unremitting efforts on the part of the officers and employees through- out the entire Bureau. The work of this office is al- ways on the increase by reason of the growth of the postal service, while a corresponding increase of force has not been made. The want of additional clerical force has been seriously felt in several divisions, but most severely in that branch of the office in charge of assorting and numbering the money orders and postal notes. Respectfully submitted, Auditor THE BUSINESS LETTER 17 Indented form double spacing. LETTERHEAD March 24, 1919 Mrs. Walter Bruce Scott, 1107 Broadway White Plains, New York Dear Madam: Replying to your last communication, we are very sorry that the net has not yet been delivered. Inasmuch as the package was forwarded from our store promptly and correctly addressed and no request to have it insured was made, we are unable to assume responsibility. However, the postal authorities have been in- structed to trace the shipment, and we hope that through their efforts a prompt delivery will be made. Yours very truly, SV 1 8 OFFICE PRACTICE AND BUSINESS STYLE Block form indented paragraphs. March 26, 1919 Lynn Motor Car Company 62 Park Street Fall River, Mass. SUBJECT: LANLEY COMPLAINT Gentlemen: Since writing you under date of yesterday we have been informed by Mr. James Lanley that the vibration caused by your hammers is noticeably more violent than heretofore. He also informs us that several resi- dents of the neighborhood have complained of this; others allege that the plaster in their houses is beginning to crack and peel off because of the hammering. Mr. Lanley' s neighbors are willing to join with him in taking steps to force the cessation of what they claim is becoming an unbearable nuisance. Mr. Lanley does not wish to be unreasonable in this matter, and only assumed the burden of taking the matter up with you because possibly the damage to his house is greater than to any other, but he does not wish you to think that he is the only one who is annoyed, and he is willing to settle the matter with you upon any reasonable basis. We must, however, at this time, respectfully notify you that unless something definite in this matter is done on or before next Monday we shall be compelled to take further proceedings. Very tiuly yours, SV Secretary THE BUSINESS LETTER 19 Second block form. LETTERHEAD May 17, 1921 Mr. Harold Strumpf 1 66 Street & Boston Rd. Bronx, N. Y. Dear Sir: Your letter of May 9, addressed to our New York Office, has been referred to us for further attention. It is rather difficult for us to give you any definite sug- gestion or advice regarding your proposition, but we are sending you, under separate cover, copy of our General Catalogue 20 and would say that it might be possible for us to lend you original photographs of any of the illustrations shown in this catalogue if you find that you can make use of them. Yours very truly, THE WEIS MANUFACTURING COMPANY R. H. Sprague LHG 20 OFFICE PRACTICE AND BUSINESS STYLE Extended or hanging form. LETTERHEAD July 7, 1921. Mr. Harold Strumpf 857 Crotona Park N. New York, N. Y. Dear Sir: Re: 75i48o-Capital Ins. Co. In reply to your favor of the seventh instant, please find inclosed our check $Ai233 (size 3^" x 6> inches). Any other size would not take the ordinary business letter. 2. The official, or document, size 4x9. 3. The legal size 4 x 10. 42 Illustrate by diagram the proper folding of (a) the commercial and (b) official and legal size letters. (a) I. Place the sheet flat on the desk. 2. Fold the sheet from the bottom toward the top, bring- ing the lower edge not quite up to the top. (Fig. I.) FIG. I. FIG. 2. FIG. 3. 3. Make a fold from right to left at less than one- third of the width of the sheet. (Fig. 2.) 4. Fold from left to right. (Fig. 3.) 5. Place the envelope to the left of the folded letter and slip the letter into envelope. 1. Place the sheet flat on the desk. (Fig. I.) 2. Fold the sheet one-third from the bottom upward. (Fig. 2.) OFFICE PRACTICE AND BUSINESS STYLE 3. Fold the remaining third from the top downward. (Fig. 3-) 4. Turn top edge toward the right and with the envelope held in the left hand slip the letter into the envelope. FIG. 2. FIG. I. FIG. 3. 43 What three important items should appear in the superscription (address on the envelope}? 1. The name of the person who is to receive the letter. 2. Street and number (if in a city). 3. City and state. THE BUSINESS LETTER 31 44 (a) How may the return of a letter be made easy if the person addressed cannot be located? (b) What other information does the Post-office Department permit on the envelope? (c) Where should this be placed? (a) Every envelope which is mailed should bear in the upper left-hand corner the name and address of the sender. This is called the return card. (b) Attention of (name), when the person is an employee or a member of the firm. Dept. K, when the letter is intended for a particular department. c/o Jones, when the letter is addressed to a person having no address of his own. General Delivery, when the person addressed calls for his mail at the post office. Please forward, when, because of a temporary change of address, his mail is to follow. (c) In the lower left-hand corner. 45 (a) What spacings may be used for the envelope address? (b) Explain each of these. (c) Where should the name line be written? (a) Single or double spacing. (b) When single spacing is employed the three lines of the address should begin at the same figure on the typewriter scale and the name of the state should be capitalized to make the address more legible to the postal employees. When double spacing is employed it is better to indent each line five spaces more than the preceding line. (c) The name line should be written in the middle of the envelope as if that were the only writing to go on the face of the envelope. 32 OFFICE PRACTICE AND BUSINESS STYLE 46 (a) Show four forms of properly addressed envelopes, (b) How can the typist cooperate with the post office when addressing mail to a large office building? Mr. Rufus P. Ayres c/o The Garrison House Big Indian, N. Y. P. O. Box 92 Che new $o*k Cons?puatopy of music 1103 BOSTON ROAD NEW YORK CITY Mr. Andrew W. Davis 134 North Beech Street Williamstown, Mass. THE BUSINESS LETTER 33 0* piper MORRIS HIGH SCHOOL BOSTON ROAD & 1 66 ST. BRONX, N. Y. The New York Telephone Co. 456 East Tremont Avenue New York City Mr. William P. Ayres 116 Morningside Park E. New York, N. Y. Mail for delivery in large office and business buildings is subject to possible delay because of the absence of the room number included in the address. 34 OFFICE PRACTICE AND BUSINESS STYLE Cooperate with the post office in improving the service by including the room number in the address on letter heads, envelopes, and in advertisements, and request correspondents to address mail in that manner. JOHN DOE 574 Equitable Building, 1 20 Broadway, New York, N. Y. 47 EXERCISE IN ADDRESSING ENVELOPES AND POSTAL CARDS Using the following addresses, write envelopes in accordance with the model forms given in answer on pages 33 and 34. Use careful discrimination in the use of capitals, abbreviations, and punctuation. Herman M. Elkan Certified Public Accountant 758 Kelly St. New York N. Y. Aalholm & Hopkins Holmes Washington Abandsey Company 287 Winthrop Avenue New York N Y Abbe Engineering Company 245 Paterson Avenue New York NY Accountancy Publishing Company 709 E Kalow Avenue Raines Tenn Ace High Magazine Batavia N Y Mary Alden 2746 Prairie Avenue Susquehanna Pa THE BUSINESS LETTER 35 Barnes Knitting Corporation 857 Luella Place Schenectady N Y Isidor Barrick Crystal City Texas Beal Burrows Dry Goods Company 1927 Sangamon Street Muncie Ind Edward B Beckett 1008 Ewing Place Pennsville N J F L Boehmoke & Company Rosemont Colo Bogart Piano Company 473 Ballow Street Keystone la Century Cork Company Butler N J Century Textile Company 847 Bryn Terrace Albany N Y Chemical Laboratories of N Y Meadowdale N Y City Island Yacht Club 273 City Island N Y Clancy Realty Company 999 Claradon Avenue Rockford Tenn Clothing Designer Company 989 Hinsche Street Needles Calif De Lancey School 695 Minerva Place Albany N Y Wm Delatour 964 Honore Street Muncie Ind De Lux Pastry Parlor 227 Ewing Place Needles Calif Demmerle & Company Pennsville N J Robert Dennis 485 Ballow Street Natrona Pa Diamond Glassware Company 8273 Monticello Avenue Grass- valley Calif Dillingham Brothers Schuylerville N Y John Dwyer 784 Harvard Avenue Helena Mont Emerson Shoe Company Clarksville Tenn Empire Burglar Alarm Company Reading Kans Empress Theatre 736 Mott Avenue Dayton Tenn Engineers & Contractors Equipment Company Baylis 111 Ericsson Manufacturing Company Yorkshire Ohio Herman Essman Lakewood Mich Ever Ready Aluminum Company Arcadia La Famous Novelty Company 784 Laramie Avenue Philadelphia Pa Farm & Ranch 784 S Avers Avenue Chicago 111 Fashion Jewelry Company 997 Marengo Street Tracy Colo Federal Embroidery Works 784 N Ashland Avenue Los Angeles Calif 36 OFFICE PRACTICE AND BUSINESS STYLE Louis A Felber 94 Lincoln Street Cedar Rapids la Charles Foster 7845 Sawyer Avenue Detroit Mich Wm Gariz 534 Campbell Avenue Saint Joseph Mich Garment Center Realty Company Jonestown Miss Garment Exchange Inc Barles Ky General Paper Company Sterling Idaho Gibraltar Products Company 465 Lemoyne Avenue Oberlin Ohio Globe Coupon Exchange Ireland W Va Charles Gysin P O Box 974 Warren Arizona Maud Haas in Broadway New York N Y Hale Company 15 Park Row Grand Rapids Mich Samuel Halsey 50 Pine Street Keystone la John Hammill 104 W 101 Street Glenellyn 111 (a) What is meant by a "window envelope"? Give (b) an ad- vantage and (c) a disadvantage in the use of a window envelope. w nor BuvcW m rtvt or Henri* TO Iljr <&99 iJublisfjhtg Co. 886 FIFTH AVENUE NEW YORK, - N. Y. (a) A window envelope is one through which only the ad- -dress typed on the inclosure becomes visible. (b) It saves time required in addressing the envelope. (c) It requires a special form of folding. THE BUSINESS LETTER 37 49 WORD DIVISION How are words divided at the ends of lines? Illustrate. 1. Words of one syllable should not be divided. Ex. though, strength, bought. 2. If in doubt divide according to pronunciation. Ex. Ex-cursion, gon-dola, na-tion, knowl-edge. 3. Do not divide such words as nothing, also, besides, thorough. 4. Do not divide names, numbers, or abbreviations. 5. Words of only four letters even though having more than one syllable should not be divided. Ex. only, obey, many, against. 6. Divide between a prefix and the letter following it. Ex. Be-tween. 7. Divide between a suffix and the letter preceding it. Ex. lov-ing, judg-ment, invit-ed. 8. When consonants are doubled, divide between the two letters. Ex. rub-ber, oc-casion. 9. Th-sh-ch when sounded as one consonant (called a digraph) cannot be divided. Ex. Cath-olic, rash-ness, watch-ing. 10. Words which, according to pronunciation, may be di- vided before or after a vowel should be divided after the vowel. Ex. criti-cize, medi-ta-tive. ' 50 SINGLE AND SEPARATE WORDS Give a list of words (a) always written as one, (b) always written separately, and (c) always compounded. (a) Words always written as one: already nowhere bimonthly always nobody northeast nothing altogether postscript everybody everywhere midwinter 38 OFFICE PRACTICE AND BUSINESS STYLE although something bookkeeper anything everything misspelling forever somehow somebody somewhere clerkship schoolroom anybody midday semiannual anywhere midnight (b) Words always written separately: all ready some one every one all right no one by and by any time en route by the way any one per cent. one hundred (c) The following expressions are always compounded: business-like by-product by-laws cross-purpose cross-stitch good-by cross-question ex-president half-round father-in-law half-yearly half-mast plain-spoken labor-saving title-page post-office (adj.) up-to-date well-read 5' FIGURES (a) How would you write a number at the beginning of a sen- tence? (b) How are numbers of measure, quantity, or weight written? Illustrate, (c) How are numbers written in technical matter? (a) Numbers should be spelled out at the beginning of a sentence. (b) Figures should always be used. The lot is 50 by no feet. Our Mazdas are 70 candlepower. THE BUSINESS LETTER 39 We have only 5-lb. bags in stock. He is 1 6 years old to-day. The subscription price is 50^, $2.50 a year. Come to the office at 3 p.m. (three o'clock). (c) Roman or Arabic figures are used in statistics, tabula- tions, chapters, and pages. 52 (a) When two numbers are used successively, how are they written? Illustrate, (b) When the word " number" or " per cent." is used with numbers, how should the numbers be written? Illustrate. (a) One set should be written in figures and the other spelled out. Ex. In 1922, 3 million soldiers were awarded bonuses by Congress. (Wrong.) In 1922 Congress awarded bonuses to three million soldiers. (Right.) (b) When these words are spelled out the amount is spelled out. When the abbreviation is used the figure is used. Ex. No. 5, #5,5%, Number five, Five per cent. S3 (a) How are fractions written? (b) Illustrate. (a) Fractions are written out, unless a mixed number is used. (b) Fraction: One-fourth mixed number: 2j. 54 (a) How are sums of money written? Illustrate. They should be expressed in figures followed by the sign j, in sums less than one dollar. In sums over a dollar figures are used. In legal papers figures are written in parentheses follow- ing the written words. When the amount consists of dollars and cents, figures are used. (b) 54& $3.12, Five Hundred Dollars ($500). 40 OFFICE PRACTICE AND BUSINESS STYLE 55 (a) How are numbered pages, rooms, registers written? lustrate. (a) These are always written in figures. (b) Turn to pp. 14 and 15. See Miss Jones in room 122. The register of this class is 42. ri- 56 ABBREVIATIONS (a) What states and territories are not abbreviated? states and territories are abbreviated? Illustrate. (b) What (a) Alaska Hawaii Iowa Ohio Samoa Guam Idaho Maine Oregon Utah (b) Alabama Ala. Massachusetts Mass. Arizona Ariz. Michigan Mich. Arkansas . Ark. Minnesota . Minn. California . Calif. Mississippi . Miss. Colorado Colo. Missouri Mo. Connecticut Conn. Montana Mont. Delaware . Del. Nebraska Nebr. Dist. of Columbia . D. C. Nevada . Nev. Florida .... Fla. New Hampshire N. H. Georgia Ga. New Jersey . N.J. Illinois .... 111. New Mexico N. Mex. Indiana Ind. New York N. Y. Kansas .... Kans. North Carolina . N. C. Kentucky . Ky. North Dakota . N. Dak. Louisiana . La. Oklahoma . Okla. Maryland . Md. Pennsylvania Pa. THE BUSINESS LETTER Rhode Island . R.I. Virginia . . Va. South Carolina . S.C. Washington . . Wash. South Dakota . S. Dak. West Virginia . W. Va Tennessee . Tenn. Wisconsin . Wis. Texas . Tex. Wyoming . Wyo. Vermont . Vt. 57 (a) What months are not abbreviated? (b) What months' are abbreviated? (c) Give the correct abbreviations of the days of the week. (a) May, June, July. (b) Jan., Feb., Mar., Apr., Aug., Sept., Oct., Nov., Dec. (c) Sun., Mon., Tues., Wed., Thurs., Fri., Sat. 5* Give a list of the most commonly used abbreviations with their meanings. A A I first quality A.B. (B.A.) Bachelor of Arts A.D. (Anno Domini) In the year of our Lord agt. agent A.M. (a.m.) (ante meridian) before noon amt. amount anon. anonymous ans. answer art. article assn. association asst. assistant atty. attorney ave. avenue B bal. balance B.C. before Christ B.L. bill of lading bldg. building B.S. Bachelor of Science B/S bill of sale Bro. Brother bu. bushel C C. (Centum) one hundred Capt. Captain C.E. Civil Engineer cf. compare cm. centimeter Co. company; county c/o in care of C.O.D. cash on delivery C.P.A. Certified Public Accountant cr. creditor; credit cts. cents cwt. hundredweight OFFICE PRACTICE AND BUSINESS STYLE D D.D. Doctor of Divinity dept. department dis. discount Dist. District do. ditto (the same) doz. dozen Dr. Doctor; debtor E E. East ea. each ed. editor; edition e.g. (exempli gratia) for example Eng. English; England Esq. Esquire et al. (et alii) and others etc. (et cetera) and so forth F fig. figure f.o.b. free on board fgt. freight ft. foot; feet G gal. gallon Govt. Government H hdkf. handkerchief hhd. hogshead Hon. Honorable H.P. horsepower; half pay hr. hour I ib (ibid.) (ibidem) in the same place i.e. (id est) that is Inc. Incorporated ins. insurance inst. (instant) this month int. interest inv. invoice invt. inventory Jr. Junior Ib. pound LL.D. Doctor of Laws Ltd. Limited M M. noon; thousand Maj. Major M. C. Member of Congress M.D. Doctor of Medicine mdse. merchandise memo. memorandum Messrs. (Messieurs) Gentlemen; Sirs mfg. manufacturing mgr. manager min. minute Mme. Madame mo. month Mr. Mister Mrs. Mistress m.s. (M.S.) manuscript m.s.s. (MSS.) manuscripts mt. mountain N N North N.W. Northwest Nat. National N.B. (nota bene) Note well; take notice no. number Oct. October O.K. all right oz. ounce P p. page pp. pages per an. by the year THE BUSINESS LETTER 43 per cent, (per centum) by the hun- dred Ph.D. Doctor of Philosophy pkg. package plff. plaintiff p.m. (P.M.) (post meridian) after- noon P.O. Post Office pr. pair Pres. President Prof. Professor prox. (proximo) next month P.S. postscript pub. publisher pwt. pennyweight Q qt. quart R Rep. Republican Rev. Reverend rm. ream Ry. Railway S S. South S.E. Southeast S.W. Southwest ss. (scilicet) to wit; as follows sec. secretary sect. section St. street; Saint Supt. Superintendent T Tp. Township treas. treasurer U ult. (ultimo) last month Univ. University U.S.M. United States Mail (Marine) V via by the way of viz. (videlicet) namely; to wit vs. (versus) against vol. volume W W. West W/B Waybill Y yd. yard yr. year What words are not (c) How would you write geographical and historical 59 CAPITALIZATION (a) What words are capitalized? (b) capitalized? localities? (a and b) Capitalize words indicating a particular person, or thing, but do not capitalize words used to denote a general class. If in doubt, do not capitalize. (c) All geographical and historical places are capitalized. Illustration: Cape of Good Hope; Flanders Field. 60 (a) Which words in a title are written in capitals? (b) Illus- trate. 44 OFFICE PRACTICE AND BUSINESS STYLE (a) Every important word in the title of an essay, book, magazine, or paper should be capitalized. (b) The New York Times; A Treatise Proving that Man is Descended from the Ape; Pride and Prejudice. 61 What words must be capitalized in writing resolutions? Illus- trate. Resolutions introduced by Whereas or Resolved should have the next word begin with a capital. Whereas, It has pleased, etc. Resolved, That the election, etc. 62 What is the rule regarding capitalization of a quotation? Illus- trate. The first word of every complete direct quotation should be capitalized. The speaker then announced, "Mr. Johnson has just arrived." "The more you look," he continued, "the less you see." 63 How would you write words indicating direction? Illustrate. Words indicating direction are never capitalized. When they indicate sections of a country, they are written with capitals. The sun rises in the east and sets in the west. The South fought the North bitterly for four long years. (a) What is the procedure in writing words referring to the Deity? (b) Illustrate in a sentence. (a) All names of God and all pronouns used for such names are capitalized. THE BUSINESS LETTER 45 (b) And the prophet exhorted, "Let us bend our heads in prayer and thank Jehovah for His mercy." 65 (a) How are nicknames written? (b) Give examples. (a) Nicknames, popular, or fanciful, names should be capital- ized. (b) Maid of Orleans; Windy City; Bay State; Old Hickory. 66 (a) How should a.m. and p.m. be written? (a) No capitalization is required for these abbreviations or for c. o. d. and f. o. b., although they are commonly written as capitals. 6? PUNCTUATION (a) Give the names and symbols of the seven most commonly used punctuation marks, (b) Name several other marks of punctu- ation and their uses. (a) period ( . ) comma ( , ) interrogation (" ? ) exclamation ( ! ) semicolon quotation colon (b) Dash Parentheses Brackets Apostrophe Hyphen for abruptness in changing from one idea to another for explanatory material like parentheses for possession, omission of letters, plurals of numbers for word division, for compound words 46 OFFICE PRACTICE AND BUSINESS STYLE Underscore ( ) for emphasis Period series (...) for omission of unimportant words Ellipsis ( ) for omission of letters in a name Asterisk (*****) f or omission of letters in a name Section ( ) for beginning a new subject or part of chapter Caret ( A ) for omission to be inserted Ditto ( " ) for repetition of words directly above Dagger ( f ) for calling attention to a foot-note 68 Mention three important uses of the period and illustrate each. 1. After a statement of fact. He came, he saw, he con- quered. 2. After an abbreviation. Hon.; Mr. 3. After the date in a letter. Jan. 5, 1922. 6 9 Give eight rules for the use of the comma. Illustrate. 1. To prevent ambiguity. This man, said the lawyer, is a culprit. 2. To separate words or phrases in a series. Yale, Brown, and Harvard are well-known New England universities. 3. To separate expressions which have no direct bearing on the thought. In his speech, however, he spoke of his wealth. 4. To indicate the omission of a word or words. Roosevelt was President eight years; Taft, four. 5. To set off expressions in apposition from the rest of the sentence. Lincoln, the rail splitter, was known everywhere. 6. To set off yes and no, and the interjection Oh, from the rest of the sentence. THE BUSINESS LETTER 47 No, I cannot accept your proposition. 7. To separate long numbers into groups, and to separate two numbers. 26,153,618; April 15, 1922. 8. To separate a direct quotation of not more than a sen- tence from the words that introduce it. He shouted to the crew, "Launch the port boats." 70 Give two uses of the semicolon. Illustrate. To separate independent elements of a compound sentence when not joined by a conjunction. Example: Fold the bottom edge upward and crease; then fold over the right edge. A semicolon precedes viz., that is, i.e., when a series of par- ticulars follows. Example: He sent two kinds of messengers; viz., women and children. Mention three uses of the colon. 1. Always used after a business salutation. 2. After the words, as follows, the following, when a long list follows. 3. It precedes the formal introduction to a quotation. 72 Give two rules governing the use of the hyphen. Give one ex- ception. 1. Hyphenate two or more words combined into an adjective preceding a noun. Example: Spanish-speaking countries; well- known author. 2. Hyphenate fractional numbers, spelled out. Example: three-fourths; one-half. Omit the hyphen from today, tonight, tomorrow. (This is more acceptable in modern business literature.) 4 8 OFFICE PRACTICE AND BUSINESS STYLE 73 PROOF READING CORRECTING ROUGH DRAFT (a) What are proof readers' marks? (b) Explain how proof marks are used? (c) Make a list of those most frequently used. (a) They are signs made by proof readers to indicate that certain changes are to be made in the printers' proof. (b) Proof marks are made in the left margin beside the line containing the error, indicating the kind of correction to be made, and an additional mark (to attract the eye) at the place of error in the text. (c) In the margin: 8 a o stet Eq. X J^ 1f no In the text: i i I Omit Indent Use lower case common type Turn an inverted letter Let it remain as it originally was Insert an omission Leave no space Leave more space Equalize the spacing Straighten the line Broken type A quad that stands up New paragraph Continue in same para- graph Insert a hyphen Insert a period Insert an apostrophe THE BUSINESS LETTER 49 " >: A Insert quotations cap EE/ Use capitals [ ] [ ] Bring to right or left tr./ ** Transpose ital. Set in italics wf. |/ Change type (wrong font) Rom. Set in Roman 74 Give an example of (a) a marked proof of an uncorrected page and (b) a proof of the same page corrected. (a) MARKED PROOF OF UNCORRECTED PAGE hero as divinity, the hero as prophet, are pro- \tductions of old ages, not tojbe repeated in the new. - hey presuppose a certain rudeness of conception ^ / which the progress of mere scientific knowledge puts ' an/ end to. There needs to be, as it were, a world j^vacant,^almost vacant of scientific forms, if men in their loving wonder are to fancy their fellow-man either a god or one speaking wjth the voice of a god. Divinity and prophet are past. We are no^ to see our hero in the less ambitious, but alsoless questionable, character of poet; a character which does not pass. Of The poet is a heroic figure belonging to all ages; whom -/T all a g^s possess, f5rTce|whenJ he is produced, jj^hom the newest age as the oldest may produce and will pro- duce, always when nature pleases. >tet nature send a hero-soul; in no age is it Other than possible that he be shaped into poet. CARLYLE/ Heroes and Hero Worship. -> 50 OFFICE PRACTICE AND BUSINESS STYLE (b) PROOF OF CORRECTED PAGE The hero as divinity, the hero as prophet, are produc- tions of old ages, not to be repeated in the new. They presuppose a certain rudeness of conception, which the progress of mere scientific knowledge puts an end to. There needs to be, as it were, a world vacant, or almost vacant of scientific forms, if men in their loving wonder are to fancy their fellow-man either a god or one speak- ing with the voice of a god. Divinity and prophet are past. We are now to see our hero in the less ambitious, but also less questionable, character of poet; a character which does not pass. The poet is a heroic figure be- longing to all ages; whom all ages possess, when once he is produced, whom the newest age as the oldest may produce and will produce, always when nature pleases. Let nature send a hero-soul; in no age is it other than possible that he may be shaped into a poet. CARLYLE: Heroes and Hero Worship. THE BUSINESS LETTER (c) Without changing the phraseology, make a correct copy of the following rough draft: To our Patrons / to be &\/Q), in spite of the continued increase in cost, to continue the low prices. The many la-rge contracts^with our mills have been- filled and we tnust/now)pay the advanced price in the open market (As quoted irTVBe~rlce list herewit^jfrices o/ our papers/have been advanced. x7>uality~of our ^ hence, in our judgment, it best ana most economical to buy the better 52 OFFICE PRACTICE AND BUSINESS STYLE (*) New York, January 18, 1919, To our Patrons: We had hoped to be able, in spite of the continued increase in cost, to continue the low prices at which we offered our supplies this last year. The many large contracts which we placed with our mills have now been filled and we must hereafter pay the ad- vanced price in the open market. Prices on our papers, as quoted in the price list herewith, have been advanced. The standard quality of our regular paper has been maintained; hence, in our judgment, it seems best and most economical to buy the better grades. Sincerely yours, Edv/ard and John Morse By THE BUSINESS LETTER (e) Make a perfect copy of the following rough drafts: yf A transaction of a different fO 6V ( larger amjfiount was consulted recently/^we happen to huve the New cccountlllttvenlof a concern having #- establishments in other /ities as well-We were asked * by one of the individuals to "lean a substantial sum. The (gj?jb was 2d but we had a feeling that if our funds might be tied t life insurance 53 death overtook the princi JJr-gf* J^L~*^ up> so * ur credit be takefcout to cover the amount of the loan. The su/j^stion T/as/recfi/^edifavorablv^and terra insurance f f ^ ji - 54 OFFICE PRACTICE AND BUSINESS STYLE 75 KINDS OF LETTERS Classify the different kinds of business letters. 1. Letters of application 7. Letters of complaint 2. Letters of introduction 8. Form letters 3. Letters of recommendation 9. Circular letters 4. Letters of inquiry 10. "Follow-up" letters 5. Sales letters n. Collection letters 6. Letters ordering merchandise 76 What are the essential characteristics of each letter form? 1. A letter of application gives in detail the qualifications of the writer for a particular position. Education, age, ex- perience, reference, and salary are facts in which the prospective employer is interested. 2. A letter of introduction is written by one who is mutually known by the reader and the person introduced. It contains statements of the ability and character of the person intro- duced, and is given, unsealed, to him to present personally to the reader. 3. A letter of recommendation is similar to a letter of intro- duction but gives the personal estimate of a person's ability,, usually learned while in the writer's employ. 4. A letter of inquiry requests certain information, or the performance of certain acts, that may be of mutual benefit to the writer and reader. It generally leads to business transac- tions. 5. A sales 'letter is a letter advertising an article to be sold. It must arouse the interest of the reader to the buying point. 6. A letter ordering merchandise specifies quantity, quality, THE BUSINESS LETTER 55 and style of goods to be sent, gives shipping directions, and, if a first order, incloses remittance. 7. A letter of complaint is written if there is dissatisfaction because of goods, late shipments, or unfair treatment. The complaint should specify the trouble courteously and wait for a fair consideration by the reader. 8. A form letter is of a general character that serves similar needs of many patrons. Names, addresses, and special data are filled in in blank spaces left for that purpose. This form of letter saves the dictator's time. 9. A circular letter is a form letter which is generally printed and sent out in large quantities. It generally ad- vertises a product or service and is more impersonal than a form letter. 10. Sales letters, written in a series, are sometimes called follow-up letters. They aim to promote interest in the product and to create the desire to purchase. Each letter is stronger than the preceding one and accentuates a new need which the product will fill. 11. A collection letter is written to induce a poor debtor to pay. It must be persuasive, tactful, and courteous, and must appeal to the debtor's fair play. A demand or a threat should be made only when all other attempts at collection have failed. 77 LEGAL WORK AND SPECIFICATIONS (a) Explain what is meant by "legal paper" (b) When is this paper used? (c) How are titles arranged on legal paper? (a) Legal paper is 8J" x 13", with a narrow double-ruled vertical line (generally red) \\ inches from the left edge and a single vertical line \ inch from the right edge. Typing is done in the space between the vertical lines and is always double spaced. 56 OFFICE PRACTICE AND BUSINESS STYLE (b) Lawyers, architects, engineers, and authors use this kind of paper for all matter which is not strictly of a business nature. (c) All titles are centered in the space between the vertical lines and not with regard to the width of the paper. 78 How is a legal document preserved when finished? The title of the document and any other necessary explanatory information is typed or written on a heavy colored sheet, called a backing sheet. The legal document is fastened to the backing sheet either at the top or sides. 79 (a) What name is given to the title on the backing sheet? (b) What purpose does it serve? (a) It is called an indorsement. (b) It gives a summary of the contents of the document. 80 Give directions for correctly indorsing a backing sheet. Illus- trate by diagram. 1. Fold forward and downward one inch from the top and crease. 2. Bring the bottom of the sheet upward until the edge is even with the top crease and fold. 3. Bring the bottom creased edge all the way to the top making a third crease. This divides the paper into four parts. 4. The side which lies uppermost is the side on which the indorsement is to be written and the left edge becomes the top or beginning of the indorsement. THE BUSINESS LETTER 57 t Top of Indorsement 81 When a legal paper is drawn up by a lawyer who brings an action for his client against another person, state (a) the names of the parties and (b) how the legal document should begin. (a) The plaintiff is the person who seeks a remedy for an injury to his right. The defendant is the person against whom the complaint is made. (b) Every document in such an action must have first the 58 OFFICE PRACTICE AND BUSINESS STYLE name of the plaintiff, followed by the abbreviation, vs., meaning against, and this followed by the name of the defendant. These data are all arranged in a form called a "legal box." 82 Show by diagram four of the most commonly used legal boxes. x Underscore and colon Hyphen and colon with x corners Underscore and parenthesis \ H yP hen and Parenthesis What is the customary usage in preparing court documents? 1. Papers must be properly "boxed," giving the names of the court, district, and state; the names of the plaintiff and the defendant; the kind of suit, and the name and address of the attorney. 2. All matter should be written in block form, double spaced, pages numbered at the bottom and every eleventh line (called a folio) should be numbered in the left margin. 3. All documents should be done in triplicate, the original for the court, and a copy for each of the parties interested. THE BUSINESS LETTER 59 84 Using the exact words given below, prepare an indorsement for a legal backing sheet. James Alexander vs. Edward A. Manning. Motion for a new trial. Term No. 7109. McQueston & Clusholm, Attorneys, Rochester, N. Y. Supreme Court First District JAMES ALEXANDER Plaintiff vs. EDWARD A. MANNING Defendant Motion for a New Trial Term No. 7109 McQueston & Clusholm Attorneys for Plaintiff Rochester, N. Y. 60 OFFICE PRACTICE AND BUSINESS STYLE 85 Fold a legal backing and indorse the following facts: United States District Court, Southern District of New York. Petition for appointment of Receiver by Johnson & Elliott in the matter of Walter A. Kellogg, Alleged Bankrupt. Andrew L. Albert. Tremont Bldg., New York City. U. S. District Court Southern District of New York Petition for Appointment of Receiver by Johnson & Elliott in the matter of Walter A. Kellogg Alleged Bankrupt Andrew L. Albert Tremont Building New York City THE BUSINESS LETTER 86 61 Fold a legal backing and indorse the following: (a) Benjamin Heron with Cicero Rabin, Agreement. Norman Hawley, Attorney, 165 Dexter Street, Philadelphia, Pa. (b) District Court, Dexter County, Mass. Thomas Smith vs. Andrew Hardman, Referee's Sale. Atlas & Juno, Attorneys, 364 South Street, Boston, Mass. Benjamin Heron with Cicero Rabin AGREEMENT Norman Hawley, Attorney 165 Dexter Street Philadelphia, Pa. 62 OFFICE PRACTICE AND BUSINESS STYLE (*) District Court Dexter County, Mass. Thomas Smith vs. Andrew Hardman REFEREE'S SALE Atlas & Juno, Attorneys 364 South Street Boston, Mass. THE BUSINESS LETTER 63 WORDS AND EXPRESSIONS USED FREQUENTLY IN BUSINESS AND LAW 87 Give a list of (a) commercial and (b} legal terms and expressions, and explain their meaning. above par When the price of stocks is higher than their established value at issue they are above par. Ai Best class, finest quality. accept a bill When a person writes his name across the face of a bill, he engages himself to pay it when it becomes due. account sales An account sent by a merchant to the consignor showing the weight of the goods, price obtained and the net result after taking the commission. ad valorem According to estimated value of goods. affidavit A declaration confirmed by oath. alibi A statement that proves that a person was elsewhere at the time and place a crime, for which he is accused, was com- mitted. assets The entire property of a person or corporation that may be made liable for debts. assignment A legal transfer by a debtor of all his property to one or more people for the benefit of his creditors. attachment A legal seizure prohibiting the sale and disposal of money or goods of a debtor, pending settlement. audit A formal or official examination of accounts. bankrupt A bankrupt is a person who, being unable to pay his creditors in full, has been so declared by a court, and his assets are taken for the benefit of his creditors. below par Stocks, etc., are said to be below par when the price asked for them is lower than the established face value at issue. board of trade An association of business men appointed to promote com- mon interests. Bradstreet The name of a New York firm that records the standing of commercial people and trade conditions, and publishes litera- ture to that effect. bill of lading A written receipt of a carrier for goods delivered for trans- portation, with a promise to deliver them to the person named therein. 64 OFFICE PRACTICE AND BUSINESS STYLE bond Any interest-bearing certificate issued by a government or a corporation as evidence of a debt broker A person whose business it is to buy and sell investment se- curities and to charge a fee therefor, called brokerage. certified check A check signed and dated by the cashier (usually) of a bank, t certifying to its genuineness, equivalent to cash. clearance A custom house term signifying a permit from the custom for a ship to unload her cargo or to depart from port. certificate of A formal document issued by a corporation as evidence of its indebtedness liabilities to stockholders for amounts paid in on stocks. collateral Documents which convey the right to property so that they security may be available in the event of a failure to repay a loan. commission An allowance made by an agent for transacting business for another. consignment Goods sent to an agent or customer in another place to be cared for or sold. contract An agreement between two or more individuals which if broken by one of the parties can be legally enforced by the others. contraband Articles and merchandise forbidden to be exported or imported. copyright The sole right given to an author or a publisher by law to print, publish, and sell literary or artistic matter. corporation A group of persons treated by law as an individual having rights or liabilities separate and distinct from the persons who compose it. coupon bonds Bonds which have attached to them certificates of interest, which are cut off and presented for payment as they become due. credentials Documents and references showing the standing or the au- thority of an individual. discount A deduction made from the gross sum which is due, made in consideration of cash payment, or for interest paid in ad- vance. dividend The certain percentage of the profits of the corporation dis- tributed on the basis of the number of shares held and pay- able annually, semi-annually, or quarterly. Dun See " Bradstreet." executor The person appointed by another to see that his will is car- ried into effect after his death. If the court appoints such an individual, he is known as an administrator. THE BUSINESS LETTER 65 facsimile A copy of anything made so as to give every particular detail of the original. Thus a photograph of a written article, re- producing in every particular all details, is a facsimile. forfeit To lose the right to anything because of neglect. In insurance, for instance, the loss of privileges because of failure to pay the premiums. form The printed document containing formal words and blank spaces provided to be filled in as the needs require. guide cards Filing cards which have attachments at the top to direct the eye to the proper place. inactive account A savings account on which checks may not be drawn. index A table for facilitating reference to topics or names in a book. indorse To sign one's name on the back of a draft, promissory note, or check, in order to make it payable to some other person's order. injunction An order from a court requiring a person to do, or refrain from doing, a certain act. insolvent A state of being unable to pay one's debts. inventory An itemized list of goods with their estimated value. invoice An account giving an itemized statement of goods sold and shipped" to another. joint-account An account opened by two or more individuals in a bank; in a savings bank both signatures are required. journal A book of accounts in which are entered the daily transac- tions of a business. judgment The decree or sentence of the court. ledger The final book of record to which all the items of the journal are transferred and recorded. legal reserve The amount of assets necessary for a company to have at any given time to enable it to meet all claims that might be made against it at a certain time should they mature. lessor One who leases property to another for a stipulated time at a stipulated payment. liabilities The money obligations a person or corporation must meet. limited The name appearing at the end of a firm's name to show that the members of the firm are not liable for the debts of the firm beyond the subscribed amount of their stock. liquidation The settlement of the accounts and distribution of the assets of a firm or corporation in the process of closing its business. 66 OFFICE PRACTICE AND BUSINESS STYLE loan value The amount of money which will be loaned on a policy as collateral by the company which issues it. manifest The statement made out by the captain containing a descrip- tion of the ship, cargo, and ports of destination. money order A document containing an order for payment of money. This is issued by the government and express companies, and affords a safe and convenient way of sending money where check accounts are not available. mortgage The pledge of property to secure the payment of a debt. passport An official permission given by a government to an individual to enter or leave a country. personalty Personal property, as distinguished from real property. policy A document containing a contract made by an insurance com- pany with a person whose life or property is insured. power of attorney A written legal authorization given to one party to transact business for another. protest A notice issued by a notary public, stating that a note or draft has not been paid or accepted and that its indorsers are held responsible. proxy Authority to act for another. rebate Used in a railroad business to favor a few shippers at the expense of others by allowing goods to be shipped at a lower rate. This is contrary to the law. remittance Money in any form sent from one individual to another. salvage Money paid to those who assist in saving a ship or goods from the danger of the sea; any property saved from destruc- tion. sinking fund The total amount of money set apart for the purpose of wiping out debts. specification The description of work to be done, giving the quality of ma- terial, mode of construction, and dimensions. statute A law passed by a legislative body. statute of The law which fixes the periods during which a debt may be re- limitations covered or a person punished for a crime. stock The capital of a company or corporation in the form of trans- ferable shares called stock certificates. subpoena A paper issued by the court, calling upon a certain individual to appear in court as a witness, under penalty. summons The first paper served upon a defendant in a suit calling upon him to appear in court to answer a complaint. THE BUSINESS LETTER 67 trade mark A peculiar distinct mark attached by a merchant to his goods in order to distinguish them as his goods. transit Goods shipped from one person to another are said to be in transit from the time they are delivered to the transportation company until delivered to the consignee. verification A document in proof of the payment or receipt of money or other financial transactions. water stock To increase the number of shares of a company without an increase of paid-in capital. way-bill A document containing a list of passengers, or goods carried by a public carrier. will A written instrument witnessed by two or more individuals in which property is to be disposed of after a person's death according to his declared wishes. writ An order issued by a court. CHAPTER II LETTER PLACING ^S^*-* 1 " x- Typewrite the following letter^, .-placing -them artistically. Where the letterhead is given, center it properly at the top of the sheet. Leave enough space after the complimentary close and before the official's title for the signature. Where a letter- head is not given compose your own and properly center it. Follow the model answer to question one. I. As stenographer for the Sanitary Bakery Company, Syracuse, N. Y. y you received this morning the following dictation from George Brown, President of the company. Type the letter in cor- rect form ready for Mr. Brown's signature: messrs snyder and cakes number 34.2 west seneca street roches- ter n y gentlemen in reply to your inquiry of August 13 we are pleased to report as follows the goods went forward by way of the new york central railroad on the first of this month in car number 1245876 and reached richland junction on the third there is no trace of the car beyond this point but we are mak- ing a thorough investigation and hope to be able to report to you more fully in a few days in the meantime kindly inform us of the exact nature of the goods quantity etc as this information is needed by the railway officials in order to trace the shipment yours truly 68 LETTER PLACING 69 SANITARY BAKERY COMPANY SYRACUSE, N. Y. August 15, 1921. Messrs. Snyder & Cakes 342 West Seneca Street Rochester, N. Y. Gentlemen: In reply to your inquiry of August 13, we are pleased to report as follows: The goods went forward by way of the New York Central Railroad on the first of this month in car #1245876 and reached Richland Junction on the third. There is no trace of the car beyond this point, but we are making a thorough investigation and hope to be able to report to you more fully in a few days. In the meantime kindly inform us of the exact na- ture of the goods, quantity, etc., as this information is needed by the railway officials in order to trace the shipment. Yours truly, SANITARY BAKING CO. GB/IK & President. 70 OFFICE PRACTICE AND BUSINESS STYLE 2. the reliable furniture co 281 western ave chicago ill gentle- men please send us as soon as possible to the above address the following goods as listed in your current spring catalogue 25 brass beds $312 20 fumed oak rocking chairs $338 72 ameri- can walnut dining chairs # 1056 10 mahogany davenports $978 kindly make the shipment by the new york central railroad fast freight and bill to us subject to your best cash discount yours truly lee & harkness 3. January 7, 1920. edelson and weinberg 5 west 31 street new york city gentlemen we are sending you by american rail- way express charges collect two large paper boxes and one small parcel containing the remainder of the cards left to be addressed with us you will find within those boxes cards to and including number ten and all the cards left from each style unaddressed in all we have addressed 9,600 cards at 3.50 per thousand, total 33.60 from which please deduct express charges as per our agreement and send us a check for balance trusting that you will find everything satisfactory and that we may hear from you shortly, we remain yours very truly, the art- type shop. 4. 2657 decatur avenue new york n y June 15, 1920 my dear mr strumpf i wish to thank you for your kind letter of this morning which i assure you is very much appreciated not alone for the news it conveys but also because of the kind wishes expressed i have not been making any plans with regard to the advance course in the fall due to the uncertainty of my position at the school but i shall appreciate your sending me notice just before registration begins as to the days and hours during which the course will be given as well as an idea of its scope and advantages from the standpoint of the teacher re- ciprocating your kind wishes for a pleasant vacation and assuring you of the pleasure it will give me to study under your direction i am yours sincerely LETTER PLACING yi 5. October u 1919 marion k drake ogden Utah dear madam when the weight of an article is not given in our catalogue as stated in note 5 on the back inside cover page the weight is less than four ounces the total weight of the items you mention would approximate 60 oz. or just under four pounds as ogden is in the eighth zone the rate would be 12^ a pound or 48^ in all the total amount of the order not being sufficient to entitle you to free delivery at such a distance you should add the 48^ postage to the amount of the order and on receipt we will send the articles very promptly we sincerely hope we may have the pleasure of serving you very truly yours John wanamaker. 6. mr s d palmer mitchell ind dear sir your memorandum let- ter no 2932 of december 10 referring to our order from h t story for hack saws is received we have taken this matter up with mr story who writes us that he will wait until you receive the steel from Scotland as he wants nothing but the very best blades he also requests you to hurry same forward as much as possible as he wishes to get this matter of hack saw blades settled we sincerely hope that you will receive the steel soon and be able to make a hack saw that will satisfy mr story as we feel there is quite a future for his machine and also believe that the heavier saw is much more desirable than a light saw for the kind of work for which his machines are intended yours very truly. 7. smith & brown 3355 west 15 street new york city attention mr smith gentlemen this will acknowledge receipt of your let- ter dated June 23 in regard to the different machines manu- factured by this company we are today referring your letter to our subsidiary companies the computing scale company the tabulating machine company and the international time recording company and have no doubt you will hear from them promptly thanking you for your inquiry and trusting we may be of service to you we are yours very truly advertising department. 72 OFFICE PRACTICE AND BUSINESS STYLE 8. mr j j weins 101 sixth avenue topeka kansas dear sir one of our customers has requested us to find out the rate charged for insurance on his buildings at valley falls kansas and we shall be grateful if you will furnish us with this information the property is described as two frame buildings situated on lots 5 and 6 block 23 map no 706 reports nos. 93 and 94 broadway street valley falls kansas should we succeed in procuring an order for the insurance we shall be pleased to forward it to you thanking you for your kind attention we remain yours very truly 9. 224 south fourth street Philadelphia pa feb 28, 1917 messrs janney & andrews 10 s. front street Philadelphia pa gentlemen please send to our address belefonte county pa the following goods 4 bbl granulated sugar 5bbl soft A sugar I sack rio coffee 2 sacks Java coffee 3 boxes ivory soap 4 cases can to- matoes 2 cases can corn B kindly ship the above goods by P R R freight and forward bill to our office 224 s fourth street yours truly 10. worthington iowa may 16 1921 northwestern consoli- dated milling co minneapolis minnesota gentlemen the last car of flour i received from you was delayed about ten days on the road and has just arrived the car was billed to worthington minnesota instead of to worthington iowa this was evidently a mistake on your part before the shipment was released shall i settle with them and charge the extra expense to you for credit on your invoice covering same wire immediately because i must have the flour you may enter my order for i car load of indian corn flier which you have been shipping me in the past and also for 1000 paper sacks ^ or i size my customers prefer to order by sack would it be possible for you to supply them with my name and address very truly ps ship the flour ordered above about June fourth. LETTER PLACING 73 11. december 13 1919 Constantinople college association 70 fifth avenue new york city gentlemen our mr walsh talked with you yesterday about prices for our multigraphing work we therefore take pleasure in inclosing rates on multigraph and mimeograph work we take special pride in the kind of work we do we give a service which pleases nothing leaves this office which is not absolutely perfect in shape and bound to give satisfaction we have been doing considerable work for the nation rough sample copy of which we enclose and refer you to mr reis of the nations staff" as to the quality of our work just let us have a trial order and see whether we cannot satisfy you yours very truly the art-type shop per 12. Mr henry t white 4253 third avenue new york city dear sir I am giving a course of instruction on the dalton adding listing and calculating machine (gratis) at the Washington irving high school July II to 15 inclusive as stated on the in- closed postal card wont you please indicate on this card your preference as to the hour you desire to take the course of in- struction I wish to ascertain how many will find it convenient to come during the morning hour from 10 to 11 a m and how many during the afternoon hour from I to 2 p m kindly return the postal card to me as soon as possible yours very truly thomas a coyul 13. december 12 1919 mr max guerwitz 1002 garrison avenue bronx n y my dear mr guerwitz i am glad to know that you have undertaken something in addition to your regular vocation and i hope you are making a success of it in reference to your communication i regret to say that owing to the fact that i am doing work just now which requires quite a big investment i cannot do as you request though i am quite in favor of the idea under normal conditions it would be most agreeable to do so however i shall be glad to consider your offer some time in the fall very truly yours 74 OFFICE PRACTICE AND BUSINESS STYLE 14. december i 1919 manhattan produce co 7 manhattan mar- ket new york ny gentlemen if 10% of your weekly price-list letters to your customers would bring back answers would you not be gratified at the result and do you not find that you lack the clerical force to send out your weekly letter of changing prices on produce we are thoroughly equipped to take care of that end of your business by supplying you in any quantity with facsimile multigraph and mimeograph work we do not balk at any job, no matter how big or little, and our rates are lower than any house doing similar work will you give us a trial order and convince yourself yours very truly 15. december 29 1919 the bronx star 607 east 169 st new york n y gentlemen have you any duplicating work that you find takes too much time from the legitimate work of your clerical force we have done work for the harlem record and similar newspapers no doubt you will find numerous occasions for rapid expert typewriting work in that case we can serve you well at almost nominal rates we are thoroughly prepared and equipped to reproduce typewriting of the better sort on your own or on our stationery in any quantity and at short notice called for and delivered you will find by comparison that our rates are very reasonable because our overhead charges have been reduced to a minimum convince yourself by calling upon us for prices and sample work file this letter for future reference if you cannot use our services now yours for pleasing service the art-type shop by 16. december 22, 1919 authors' associated agency inc 1476 broadway new york city gentlemen we are prepared to do typewriting in quantities for authors whether the work be literary or technical rush orders are our specialty the work you will find to be as cheap as if not cheaper than that done by any other firm in the city the work is conducted by two university men who know what the finished product should be LETTER PLACING 75 and who guarantee satisfactory results just try us on a sample of typewriting work from manuscript or from corrected type- written work yours truly 17. the a b dick company new york January 2 1920 art type shop 370 e 149 st new york city att John v walsh gentlemen in accordance with your request we are very glad to open an account with you on our books under the name of the art type shop however in order that there may be no misunderstanding in regard to our terms please note that all bills rendered during the current month are payable on or before the tenth of the month following as credit is an accommodation to our custom- ers we expect that our credit terms will be strictly adhered to the limit of the amount of credit extended is $50.00 the ac- count is now open for you on our books and we hope that our relations will be mutually pleasant assuring you of our desire to be of service we are very truly yours a b dick company 1 8. the egry register company 1439 broadway new york n y mr John anderson 542 east 170 street new york dear sir as requested in your kind letter of May 22 we are sending you under separate cover the following sections of our catalogue: egry roll record registers egry auditors egry trueline mani- folders egry trueline roll record registers if you desire any fur- ther information regarding our system do not hesitate to call upon us very truly yours the egry register company p schul- man new york sales agent. 19. november 19 1919 mrs r w sundelson room 102 120 broad- way new york n y my dear mrs sundelson i wish to extend my sincere congratulations on the twenty-fifth anniversary of your connection with the equitable life insurance co and to inform you that i deem it a great pleasure to be present at the dinner in commemoration of this important event yours for continued success 76 OFFICE PRACTICE AND BUSINESS STYLE 20. november 30 1919 Bronx girls community club 434 e 154 st new york n y for the attention of the director-in-charge dear madam a circular has just come into my hands entitled calendar november 1919 i assure that if you put out this sort of circular every month your printing bills will amount to a considerable item we can reduce your expenses materially by reproducing your work in any quantity on the multigraph or in any other form you may wish any order that you may care to give us will receive our prompt and careful attention wont you try us and convince yourself yours very truly 21. afleck ruling and stationery company inc holyoke mass no- vember 8 1919 eastern business school 151 lenox avenue new york n y gentlemen we are inclosing two samples of typewriter paper perfect stock which we think is a bargain under present conditions our prices for this class of paper is as follows s b laid 8J x 11-4$ @ 45 f rm lot 1510 white bond 8J x n @ 50^ rm price fob holyoke terms 2% 10 days net 30 hoping to be favored with your order by return mail we beg to remain yours very truly afleck ruling & stationery company inc ger/a 22. Using January 75, 1919 as the date, type in correct form the following letter for Black 6 Black, manufacturers of fine shoes, 78 William street, Brockton, Mass.: mr. james c holmes manager shoe department fitch sloan and company 915 bond street buffalo n y dear sir we thank you for your letter of January 12 with the order inclosed we regret that at present we are unable to furnish the $ 67480 men's walking shoe the leather used in this shoe is very much in demand for use in government work and we have been unable to secure any of it for some time our $6523!^ illustrated on page 1 6 of our catalogue has proved to be a popular and quick moving model with the people who formerly bought the $ 67490 if you will wire us immediately on receipt of this let- LETTER PLACING 77 ter we can include with your order this or any other selection you may make yours truly black & black by (Your name.) 23. national book company 1427 woolworth building new york city attention of mr ad'ams publicity department gentlemen whenever I see or hear a good thing about any one I like to pass it on last evening I attended a lecture at the franklin institute on the results of the world war by mr thomas paige the noted publicist in the course of his remarks he referred to one of your publications in such a laudatory manner that I think you should know about it he said mr posts book salient facts of the world war is probably the best book that has been published dealing with the tremendous crisis through which the world has just passed the author has treated his subject temperately and impartially he has eliminated all hearsay weighed the evidence judiciously and his conclusions stand the test of logic those who read the book will be well repaid were I the author instead of one of his numerous admirers I should like to be apprised of a reference like this to my work by a man of the standing of dr paige yours very truly 24. Under date of June 19, you are writing the following letter to Mr. J. B. Long, Manager of the claim department, Ward y Duff: dear sir when the shipment of goods bought of you on June 15 was unpacked, we found that the following were badly soiled: one dozen $269 silk shirts $30 one dozen $631 ma- dras shirts $12.50; total $42.50 as these are the only shirts in bad condition we think that they must have been damaged in the packing we are therefore returning them to you by express to-day and request that you send us a credit memo- randum for the amount $42.50 yours truly 25. the smith hardware co 112 Washington street new york June 12, 1921 the davis bicycle mfg co dayton ohio gentlemen 78 OFFICE PRACTICE AND BUSINESS STYLE I am considering the purchase of one of your bicycles I have called upon your local agent but am not quite satisfied with the informarion received I am therefore writing you direct to make the following inquiries the machine I am interested in is the model 127 cushion frame roadster can model 127 be fur- nished in the three-arch-truss frame design may I substitute for the tires mentioned hartford $ 80 or fisk clincher will the substitution of a new departure coaster brake be allowed are mud guards charged for after I have determined on the equip- ment will you ship a wheel so equipped to your local agent for me I do not want any shop-worn wheels I thank you for the favor of an early reply yours very truly 26. Type your own letterhead and place the following letter: mr chas i geld 455 Washington st little rock ark dear sir next friday January 12 we shall advertise our January reduction sale of suits and overcoats we are today mailing a number of advance notices to some of those whom it has been our pleasure to serve heretofore in order that they may take advantage of the opportunity offered on Wednesday thursday and friday January 10 n and 12 before the general public announcement in the newspapers is made suits and overcoats regularly sold at $35 will be $24.50 and those at $30 will be $22.50 grades at $26 will be $19.50 all $25 values will be $17.50 the $25.50 and $20 values will be $14.50 the $17 and $15 qualities will be $12 the $13.50 and $12.50 grades will be $9.50 every suit and overcoat in this sale is an extraordinary value at the reduced price there will be no charge for alterations yours very truly 27. the beck duplicator co 476 broadway new york June 23, 1921 Mr ss smith 425 third avenue new york city dear sir we are glad to comply with the request contained in your letter of June 22 and send you a booklet describing our self feeding ironclad duplicator the self feeding ironclad has a substantial LETTER PLACING 79 metal frame with a sheet-steel printing bed across is stretched one of our beckloth (cloth back) rolls the self feeding attach- ment is our latest improvement it gives three times the speed of the ordinary hand operated duplicator it is so simple to operate that anyone can handle it without any trouble simply write your original with typewriter or pen using our dupli- cating ribbon carbon or ink this original together with the blank sheets for copies is placed in the self-feeding frame and by depressing the spring bar the sheets are fed automatically to the duplicating surface after copying it is not necessary to wash the old impression from the duplicating surface just turn the winding handle and bring a new surface on the printing bed every part of the roll may be used from 15 to 20 times over copying repeatedly from end to end the copies are brighter and the roll is more durable than any other made if you wish any cuts for illustration in your publication we shall be glad to send you same just let us know sincerely yours the beck dupli- cator co inclosures a i pearson 28. Type your own letterhead and place the following letter: mr w b cody 1101 new york ave Washington d c dear sir we are informed by the ungery manufacturing company that you are in the market for confectioners tools and machinery and we are mailing under another cover a copy of our catalogue of confectioners tools if you will submit a list of the articles de- sired we shall be pleased to quote you special net cash prices thereon we call your attention to the faultless corn popper shown on page 186 fig 252 this is the best and most satisfactory machine of this class of work on the market and it is used by the leading manufacturers throughout the country we hope to be given an opportunity to quote you prices very truly yours 29. november 30 1919 billboard publishing co 1493 broadway n y gentlemen your name has been handed to us by a gentle- man connected with several theatrical enterprises in this city 8o OFFICE PRACTICE AND BUSINESS STYLE for whom we have been doing scripts scenarios and plays we have a thoroughly up to date establishment for reproducing in any quantities mimeograph and multigraph work as well as facsimile typewritten work if you are interested in this kind of work may i offer you the following quotation complete script full play 12.50 including the customary 3 copies com- plete set of parts full play 15.50 including the customary 3 copies scenarios with 6 copies complete 18.50 we can make a reduction on these rates if you have work in larger quantities we are also prepared to do secretarial work and dictation and type- writing on the basis of i.oo an hour very truly yours 30. federal reserve bank of new york in reply please refer to gb-hrs June II 1920 harold strumpf esq 857 crotona park north bronx new york dear sir this will acknowledge receipt of your letter of June 9 wherein you refer to the conversion of first and second liberty loan 4% bonds the first liberty loan bond which you submitted to us was converted into a permanent 4/^% bond but the increased interest rate does not become effective until after June 15 1920 the interest due on that date is payable at the rate of 4% the second liberty loan bond which you sub- mitted does not begin to draw the increased interest rate until november 15 1920 therefore the interest payments due you may 15 1920 and november 15 1920 are at the rate of 4% conversion of 4% bonds and are effective as of the next subse- quent interest payment date which procedure is outlined in the enclosed circular no 137 we trust this fully explains the matter to you very truly yours j m rice manager government bond department kl inc. 31. saginaw furniture co 160 lincoln st saginaw michigan gentlemen attention of mr brown please send us by fast freight the following order 5 # 1080 dining tables 5 # 1083 buffets 5 doz $ 1076 dining chairs 5 $ 1074 dining chairs 3 $ 1090 china closets we should like this order billed at your best cash LETTER PLACING 81 discount as we plan to make prompt remittance yours truly reynolds & palmer 32. underwood typewriter co incorporated manufacturers of the underwood typewriter head office underwood building 30 vesey street new york u s a new york June n 1920 in replying please quote dept w mr charles 1 frank department of stenog- raphy & typewriting the morris high school 166 street & boston road new york city dear mr frank we have carefully rechecked the papers of mr charles denton and have taken into consideration the facts mentioned in your letter the result gives him sixty eight (68) net words a minute according to our count we shall be glad to forward our special credential certif- icate if you will send us the certification for mr dentons paper through some oversight this certification was not attached to mr dentons test the form for the certification may be found on the last page of the regular credential test very truly yours credential dept manager ces-hvp 33. felt & tarrant mfg company mr harold strumpf morris high school new york city dear sir your favor of June 22 directed to mr m e obrien new york city has been referred to us for attention we are glad to co-operate with you in preparing your book on office practice and typewriting for use in high schools and commercial schools, and take this opportunity of mailing to you under separate cover the following booklets pertaining to the comptometer a bookkeeper's story; leading the bookkeepers out of bondage; better methods of accounting; the history of the counting machine; machinery as an aid to accountancy; we shall be glad to be of any further assistance, very truly yours felt & tarrant mfg company 34. the evening mail 25 city hall place new york in response to a definite demand among the 24000 teachers of the new york schools the evening mail will begin publication next monday 82 OFFICE PRACTICE AND BUSINESS STYLE June 14 of a department devoted to the interests of the citys educational system not only news of the schools but problems relating to teachers and their activities will be discussed in a thorough accurate and impartial manner teachers desiring in- formation concerning eligible lists salary adjustments oppor- tunities for promotion and kindred subjects will find a column where such queries will be answered the evening mail will make its schools news department to the teachers what a trade journal is to the workers in other occupations special attention is called to the fact that the evening mail school news will ap- pear in the home edition daily yours very truly the evening mail 35. tower bros stationery co wholesale retail and manufactur- ing stationers 23 west 23 street new york January 31 1920 the art-type shop 370 east 149 street new york city attention of mr John v walsh gentlemen in reply to your letter of January 29 1920 we wish to advise that the nearest we have to your samples is one marked ''41 b job which is 85 < a ream and the mimeograph paper which is 65^ a ream trusting that these prices meet with your approval and that we may be favored with your order we are yours very truly tower bros stationery co hr:mb 36. international time recording company of new york June 27, 1921 mr james baggot 1352 boston road new york city dear sir we have just been advised by the computing-tabulating-record- ing company of which we are a subsidiary of your interest in our product as evidenced by your inquiry to them of recent date, we are inclosing a copy of our general catalogue guard- ing the minute which is descriptive of our complete line of international time recorders we believe however that your in- terests can be served by a personal explanation of the merits of our complete line and we have taken the liberty of referring your inquiry to our new york sales office located at 9-11 e 37 LETTER PLACING 83 st with the suggestion that one of their representatives call upon you within the next few days this call of course will place you under no obligation as it will be merely to assist you with any problems you may have in mind thanking you for your interest in the matter and trusting that we may be of further service to you we are yours very truly international time re- cording co of n y w walsh sales department 37. lasalle extension university chicago ill gentlemen referring to your recent favor i beg to advise that i have received an increase in salary the same being entirely attributable to the course which i am taking with lasalle i am more than pleased with the course one thing which is particularly gratifying to me is the fact that you take a personal interest in each one of your students which entirely removes all of the discouraging features in taking up a course by mail very truly yours 38. Springfield institution for savings Springfield mass may 25 1921 american banking machine corporation 1530 equit- able building new york city gentlemen in reply to your letter of april 1 5th asking for a report on results obtained through the use of the automatic receiving teller thrift system as operated by this institution in Springfield public schools I take pleasure in inclosing herewith detailed report for the period September 15, 1920 to april 1 6, 1921, during which time you will note that Springfield school pupils deposited $15,165.22 at a recent meet- ing of the principals and some of the teachers of the schools in which we had these tellers installed I was very much grati- fied to find that every expression of opinion from them was enthusiastically in favor of the workings of this system as against any other experience which they might have had in school savings this confirms my opinion that it is the simplest and most convenient form of school banking both for the teacher and for us which has yet come to my attention very truly yours John brand treasurer. 84 OFFICE PRACTICE AND BUSINESS STYLE 39. ford motor car company detroit michigan may 18 1918 to mr e mayler 114 ford street Syracuse new york dear sir we are in receipt of your letter of the tenth inst and we are heartily in accord with your ideas we are mailing you under separate cover one of our latest catalogues in which you will find com- plete descriptions of parts and accessories of the most common terms in the automobile business should you find anything here requiring any explanation we shall be very pleased to answer any question that might arise we are at your service very truly yours 40. the macmillan company 64-66 fifth avenue new york de- cember I 1916 mr richard pool central high school newark n j dear sir we are pleased to inform you that the following mac- millan texts will appear upon the new lists for 1917-1919 new list number 9156 canby & opdycke elements of composition, part III (aids to composition) contract price $.36 new list number 9070 opdycke news, ads and sales (complete) con- tract price $.95 new list number 8750 lister muscular move- ment writing advanced book contract price $.15 new list number 9864 lister: manual for teachers contract price $.30 in case you lack samples of any of these titles, we shall be glad to send them to you yours very sincerely the macmillan com- pany educational department 41. On a full sized commercial sheet, typewrite as your letter- head Morris High School Company, Dealers in Educational Supplies, 166 Street and Boston Road, Bronx, N. Y. Type- write the following letter and sign your name as President of the Company. Show initials of dictator and typist. messrs ellis & co sandusky ohio gentlemen we have today handed messrs Cornwall & berry check for $106.14 in payment of your account we regret that you have thought the step taken unnecessary and desire to say that when your draft came we could not conveniently accept it and asked our mr hull to write LETTER PLACING 85 to you to that effect we presumed that this had been done and your solicitors letter to us was the first intimation to the writer that you thought this step unnecessary mr hull is at present out of town and we do not know whether he wrote as instructed yours very truly 42. Set up in good form the following letter, which was dictated by Mr. R. B. Murray, purchasing agent of Hanley and Jameson, importers and exporters, 127 South Street, New York. Supply the dictator's and typist's initials and also state that there is an inclosure: messrs rose and harrison 400 sibley block rochester new york attention manager of mail order department gentlemen we wish to thank you for your kind attention to our last order just received we expected you would have some difficulty in filling and packing it according to our directions but were agreeably surprised to find everything exactly as ordered this is one of the inconveniences in running a general store one needs to have everything under the sun on further looking over your catalogue we discover several other things we need in catalogue 6 dec 6 1907 we want no 14 3 doz hinges no 6 I perfection heater and no 14 30 pair acme heaters no 68 12 drip teapots no 14 6 drip coffeepots and no 8 4 Ibs cinnamon be sure that these articles are specially well packed in straw or excelsior as we are in immediate need of these articles please ship by express inclosed find check to be applied to this account yours truly CHAPTER III THE TYPEWRITER PARTS i. (a) What is meant by "Touch Typewriting"? is its value? (b) What (a) "Touch Typewriting" is a term applied to the method of operating the typewriter by the sense of touch, or location without looking at the keys. The keyboard is divided into sections of convenient units and each ringer should have its assigned and definite group of keys to operate. (b) Touch Typewriting enables the typist to direct his entire attention to his shorthand notes or the matter which he is copy- ing. By this method the time required in glancing from "copy" to the machine and back again is saved. Touch Typewriting is more accurate and more rapid than "sight" typewriting. 2. Indicate the arrangement of the characters on a Universal Keyboard typewriter. SPACEBAR. 86 THE TYPEWRITER 3. How are the fingers numbered with relation to the keys? Beginning with the index finger of either hand the fingers are numbered 123-4 respectively. To the index finger are as- signed two center keys on each horizontal row, and to each of the other fingers is assigned one key on each horizontal row. In this way, each key is assigned to a specific finger which al- ways operates it when required. The thumb is used to de- press the space bar after the last letter of every word. 4. Show by diagram a correct method of fingering by the sense of touch. 5. What is meant by the term "guide keys"? The second row on the typewriter is called the guide row. The fingers of both hands are lightly placed on certain keys in this row. The remaining keys are learned and operated through associating their relative location with that of the guide keys. 6. Describe the various parts of your typewriter and the work done by each part. I. The Finger Keys. Each finger key controls two dif- ferent characters, or a small and a capital letter. When the 88 OFFICE PRACTICE AND BUSINESS STYLE finger key is struck with a firm, sharp touch the lower case character will print and the carriage moves one space to the left. 2. Shift Keys. These are two large keys one on each side of the machine. When a shift key is depressed with the little finger, and a finger key is struck, the upper case character will be printed. 3. Shift Lock. This is a small key above the shift key which, if depressed, raises the carriage, locking it firmly, so that several successive capitals or other upper case characters may be printed. 4. The Space Bar. A long narrow black bar in front and be- low the keys. When this is lightly touched with the thumb the carriage moves one space to the left. 5. The Back Space Key. Every depression on this key moves the entire carriage one space to the right or backward, so that a light impression may be made darker. 6. The Platen or Cylinder. This is a large, rubber-covered roller against which the paper receiving the type impressions rests. 7. The Scales. (a) The front scale with its numerical divisions is an aid in determining where to start and finish the writing line. (b) The cylinder or line scale is a ruled and usually unnumbered scale set close to the cylinder and used primarily as a means of locating a particular point or points on the writing line for the purpose of making ac- curate corrections or additions to what already appears on the sheet. (c) The tabular or self-starter scale is used in con- junction with the front scale or cylinder scale to determine the points at which columns or figures are to be com- menced. Special tabular or self-starter stops are set up on the tabular scale at these points and operated by the tabular (or self-starter) key or keys on the keyboard. THE TYPEWRITER 89 8. The Paper Fingers or Clamps. These are clamps which can be moved along the cylinder or platen (for different widths of paper). They serve to hold the paper firmly against the cylinder, and should be set on the right and left edges of the sheet. 9. The Lateral Paper Guide is at the left of the carriage be- hind the large cylinder and guides the left edge of the paper so that each sheet is fed into the machine in a uniform position with relation to the cylinder. 10. The Carriage Release Lever. A small lever at each end of the carriage. If this is depressed and the carriage firmly held with the thumb, the entire carriage may be moved freely to the left or right. 11. The Line Space Lever. This is a long lever ending in a curved hook (on left side of Underwood, right side of Reming- ton). Swinging this lever toward the right (or in the direction of its free movement) rolls the cylinder and paper into position for the next line and (on all standard typewriters) moves the carriage to the right for the beginning of the line. 12. The Paper Release Lever. A small lever on the right side of the Underwood carriage (left side Remington) allows free movement of the paper for proper adjustment. 13. The Line Space Adjusting Lever. A small lever on the top, left side of the Underwood carriage (top, right side of the Remington carriage) which, moved forward or backward, allows three different widths of spacing between lines. 14. Variable Line Spacing Device. (Left end of carriage on Underwood; pull outward: right thumb wheel of Remington; push inward.) Allows for writing on ruled lines or adjusts for any space between lines. When the variable line space device is in operation, the cylinder knobs should be used to advance the cylinder for new lines. 15. The marginal stops are located on a scale, usually in front of the cylinder, and slide right and left along this scale. 90 OFFICE PRACTICE AND BUSINESS STYLE They enable the operator to begin and end lines at any desired point on the scale and insure uniform margins and length of lines. 1 6. Marginal stop release consists of one or two keys (or small levers) conveniently located for the purpose of permitting the typist to write additional characters, if desired, at the be- ginning or end of the line, after the carriage has been halted by the marginal stops. (See Key Lever Lock Release on the Underwood and Marginal Release Lever on the Remington.) 17. The ribbon-switch lever (or stencil lever) throws the ribbon mechanism out of gear so that the typebars may cut the stencil paper directly when preparing a mimeograph stencil. On the Underwood this is a small lever above and back of the ribbon position indicator. Push this lever to the left to throw the ribbon out of gear. On the Remington when the pointer attached at the front left of the machine points to the white surface, the ribbon is out of gear. 1 8. The ribbon carrier (or guide Underwood) and spools automatically move the ribbon to a position between the type and printing point on the paper with every depression of a key. The ribbon is automatically fed from one spool to another in order to provide a freshly inked surface for each printed character. 19. Bichrome ribbon device allows the operator, with a single movement, to change the color of the impression. Generally a red and black ribbon is used. 20. Tabular key (on the Underwood). Self-starting keys (on the Remington). These are keys which, if depressed, allow the carriage to jump to any desired point on the scale. This is accomplished by means of movable stops on the tabular bar back of the machine and scaled to correspond to the front scale. This is a very useful device for paragraph indention, for columns of figures in tabulation, or for bookkeeping problems. THE TYPEWRITER 91 21. The Bell. This rings six or seven spaces before the key- lever locking device acts at the end of the line, and serves as a warning to the operator to finish the syllable and proceed to the next line. CARE OF THE MACHINE 7. (a) What must be done so that the typewriter will turn out satisfactory and efficient work? (b) Explain. (a) The machine must be cleaned daily and oiled occasionally. (b) Constant hammering of type through the ribbon will cause an accumulation of dirt on the type face. This must be removed either with a pin or with a stiff bristle brush, brushed briskly forward and away from the inner parts. For cleaning the inner parts of the machine a long-handled camel's hair brush is used. This removes dust accumulation, eraser grit, etc. The frame and nickel parts can be cleaned and polished with a soft oiled cloth or chamois skin. Oil should be used very sparingly just a drop on parts where there is constant fric- tion never on the type as on the carriage rails or rods, the shift rail, marginal-stop rod, tabular-stop rod, and the paper- finger rod. 8. How may the life of the rubber cylinder (platen} be lengthened? A heavy grade of backing sheet may be used with every in- sertion of paper or the backing sheet may be rolled around the roller and the end pasted down. This will allow a cleaner and more even impression. 9. What may be done to overcome uneven type impressions which are due to rough platen? A fine grade of sand paper should be gently rubbed over the platen until it becomes smooth; but if the platen is too worn it should be changed for a new one. 92 OFFICE PRACTICE AND BUSINESS STYLE 10. What three things should be done at the end of the day's work on the typewriter? 1. The carriage should be centered. 2. Marginal stops should be brought to the center to lock the carriage. 3. The machine should be covered with rubber cloth to keep sweepings from accumulating within the inner working parts. OPERATION 1 1 . What is the correct way of inserting paper in the typewriter? 1. Take the paper in the left hand. 2. Allow the lower edge of the paper to drop between the platen and feed rolls, keeping the left edge flush with the paper guide. 3. Grasp the right thumb wheel with the right hand, and with one full turn roll the paper around the platen. 4. Push down the paper release for a more even adjustment if necessary. 5. Determine and set your marginal stops. 12. How would you prevent uneven edges when many sheets are to be inserted in the machine? Fold a strip of paper and feed the creased edge into the machine. Insert the entire pack of sheets between the two parts. Make a brisk turn of the right thumb wheel. All the papers will then feed evenly. 1 3 . State the correct way of removing paper from the machine. On the Underwood: Push down the paper release (on top, right end of carriage) with the right hand and pull the longer end of the paper upward with the left hand. On the Remington: Push back paper release lever (top, left end of carriage) with the left hand and pull the paper upward with the right hand. THE TYPEWRITER 93 14. Explain in detail the method of attaching a new ribbon on (a) an Underwood Typewriter; (b) a Remington Typewriter. (a) To change the ribbon, wind the old ribbon on one spool by the Ribbon Spool Ratchet Handle. By means of this handle the ribbon may be wound either way. After winding the ribbon on one spool, set the carriage in the center of the machine, depress the shift lock, and lift the spools out of the ribbon cups and the ribbon out of the guide. Detach the ribbon from the empty spool and attach the new ribbon. Wind the ribbon around the spool until the eyelet reaches the hub. Replace the ribbon spools in the cups with the pin beside the ribbon reel in UNDERWOOD the little hole in the ribbon spool. Take care that the ribbon feeds around the front of both spools, and, if a bichrome rib- bon, that the color least used is below. Pass the ribbon through the slots in the cups in front of the rollers and through the reversing levers, then back of the ribbon guide at the cyl- inder, and thread it down behind the pins in the ribbon guide, as shown by the following diagram. The ribbon is more easily placed in position by pulling the lever that extends from the outside of the ribbon cups forward. This throws the roller and the reverse lever out in position where the ribbon can be inserted more easily. When the rib- bon is placed in position touch the left shift key, which will 94 OFFICE PRACTICE AND BUSINESS STYLE lower the ribbon guide. When using a single colored ribbon and the upper half becomes worn, reverse the ribbon spools. This brings the unused half of the ribbon above. (b) Wind all of the old ribbon on the right hand spool by means of the ribbon spool crank. This spool crank, when pulled out, causes the ribbon to revolve to the right; when pushed in, to the left. When the winding on the right-hand spool is completed unhook the ribbon from the tape of the left- REMINGTON hand spool. Press downward on the spool guard to expose the spool. Then press the snap catch which protrudes from the right ribbon shaft and remove the spool. To insert new ribbon, unwind about a foot of the new ribbon, pass the free end up through the slot above the right spool and to the left across the type segment, and fasten it to the tape of the left spool. Be careful not to twist the ribbon. There is a cut-out on one side of every Remington ribbon spool; this cut- out must fit over the weight on the right ribbon shaft. Push THE TYPEWRITER 95 the spool onto the ribbon shaft, until it snaps into place, and return the spool guard to proper position. Press down the shift lock key to raise the ribbon carrier to convenient position. Hold the ribbon with the thumb and first finger of each hand and place the ribbon back of and through the ribbon carrier as shown in the illustration. Turn the ribbon spool crank, which will straighten and take up the slack of the ribbon. 15. State how a ribbon should be disengaged on (a) an Under- wood, (b) a Remington, when a stencil is to be cut. (a) On the right-hand side of the front plate above the keys are two keys and below the scale is a little knob. Push this leftward, insert stencil, and proceed with stencil cutting. Though the ribbon has not been touched it will not interfere with the type impressions. (b) The stencil cutting device on the Remington is a small lever with a pointer attached to the front and left of the ma- chine. When the lever is lifted the attached arrow head will point to red or black, which represent the upper and the lower half of the ribbon respectively, or to white, which indicates no interference from the ribbon. The last is the correct posi- tion when a stencil is to be cut. 1 6. (a) Name the different kinds of ribbons, (b) Explain their use. (a) I. Copying, 2. Record, 3. Hectograph. (b) I. Copying ribbons are heavily inked ribbons. They are used when it is desired to transfer an exact copy of the original to another sheet of paper for future reference. They may be obtained in any color. Some of them are so inked that they will typewrite in one color and copy in another. Letters done with this kind of ribbon must be handled carefully and kept from moisture because they smudge easily and leave a blur. 96 OFFICE PRACTICE AND BUSINESS STYLE 2. Record ribbons are used in all cases where clear and clean work is desired without copy. They are un- suitable for transferring or copying. Like copying ribbons they may be obtained in any color, plain black being most frequently used because of its clear- cut appearance. These ribbons are always used for legal documents or for permanent records. 3. Hectograph ribbons are inked on one side only (the side nearest the paper). They are more heavily inked than either the copying or record ribbons. The copy made through this ribbon is the master copy from which are reproduced all subsequent copies on the hectograph machine. The original copy is never used for correspondence purposes but is thrown away on account of its very blurred appearance after re- moval from hectograph machine. These ribbons are inked in all desired colors. 17. What are bichrome ribbons? A bichrome ribbon is one which has the upper half of its entire length inked in one color and the lower half in another. Bichrome ribbons are manufactured to accommodate machines which have a bichrome device to allow two-color work on the same sheet without change of ribbon. They come in many combinations of colors, red and black being most frequently used for bookkeeping work or for underscoring. 1 8. What typewriting defects should a good typist always pre- vent? 1. Uneven coloring, due to poor ribbon, uneven touch, or worn out platen. 2. Smudgy erasures, due to poor eraser or erasure. 3. Uneven spacing between letters of the same word. 4. Strike overs. THE TYPEWRITER 97 5. Crowding at the end of the line, due to failure to heed the warning bell. 6. Uneven length of lines, due to failure to set marginal stops before beginning work. 7. Poor top and bottom margination. 19. How should errors be erased on -the original copy so that clean looking work will result? A regular typewriter eraser and an erasing shield made of celluloid with cut-outs of different sizes should be used. These may be purchased in any stationery store. Roll the cylinder upward until the error is reached. Cover this with the erasing shield so that the error only is visible through the cut-out. Erase, turn cylinder downward to the proper writing point and strike with a lighter touch. 20. What is the value of carbon copies? 1. Carbon copies are a great time saver because one or more copies may be made at the same time as the original. 2. They enable a person to attach and file the carbon record of replies to outgoing correspondence. 3. In legal work the carbon sheet is invaluable, because as a rule copies are made in triplicate. 21. Give definite directions for the arrangement of sheets when carbon copies are made. 1. Lay the sheet to receive carbon copy face upward on the desk. 2. On top of this place the carbon sheet, glossy side down- ward, with bottom edge of carbon below bottom edge of sheet face up, and another carbon sheet glossy side down. 4. Follow the same procedure for as many carbon copies as desired. 5. Place the sheet which is to receive the original type- written impression on the last carbon, the letterhead farthest from you. 98 OFFICE PRACTICE AND BUSINESS STYLE 6. The edge furthest from you (top of letterhead when this kind of paper is used) is fed into the machine first. 22. Give a good method of checking whether the carbons have been properly inserted. When the entire pack of sheets and carbons have been rolled into the machine, an examination of each carbon sheet in front of the cylinder should show the dull side facing you and the glossy side away from you. Otherwise papers must be taken out, rearranged and reinserted. 23. What care must be exercised when working with carbon paper? 1. Creased carbon sheets should not be used, because an irregular black line is left on the copy. 2. When arranging carbons on impression sheets see that the carbon sheets extend beyond the bottom edges of the writing paper, to make the separation of the papers easier. 3. Keys with a broad surface such as m, w, %, $, $ and capitals, should be struck more sharply than other keys. 4. Letters containing loops such as p, e, q, b, d, s, a, etc., should be thoroughly cleaned. Otherwise the carbon im- pression will be smudgy. 5. If working with used carbons hold them to the light be- fore placing on paper. If light shows through very clearly or in irregular blotches, the sheet should not be used. 24. Give the steps to be taken for erasing errors on carbon copies without taking the copies out of the machine. 1. Turn the cylinder upward and forward. 2. Bend forward all sheets but the last carbon copy. 3. Find and erase carbon error with a soft eraser. 4. Place a blank sheet of paper over the erasure. 5. Fold back the carbon sheet and the second carbon copy. 6. Proceed as in 3 and 4 until the original copy is reached and corrected. THE TYPEWRITER 99 7. Remove all blank sheets, turn the cylinder downward to the writing point and correct the error. 25. Tell how you would correct a word from which a letter has been omitted, while the paper is still in the machine. Erase the entire word. With the left hand push the carriage to within one-half space of the preceding word and typewrite the whole word. The smaller space before and after the in- serted word will hardly show. 26. How is paper reinserted in the machine to the exact writing pointy so that the omitted letter may be typed without detection? The vertical lines on the alignment scale (close to the platen) register the exact spacing between letters. The top edge of the scale coincides with the bottom edge of the printed line. Return the paper to the cylinder, depress the paper release and move the paper so that the center and bottom of a letter, such as i, m, or v, is even with the vertical rules and flush with the top of the alignment scale. The omitted letter may then be typewritten in the proper space without detection. 27. (a) How would you insert an omitted word on the type- writer? (b) Illustrate. (a) In correspondence this should never be attempted. In double or triple space manuscript work proceed as follows: 1. Push the cylinder back to the last letter of the word preceding the omission. 2. Underscore the last letter of that word. 3. In the space of the omission strike the bar or diagonal. 4. Typewrite the omitted word in the space above the bar. (b) Your work should appear like this: has This word/been omitted. ioo OFFICE PRACTICE AND BUSINESS STYLE 28. What errors can be corrected by striking other letters over them? p, d, b, q, e, may be struck over o. a may be struck over s; H over h; o over c; n over r; B over P; e over o; h over n; m over n; E over F; d over c; , over .. SPECIAL CHARACTERS NOT ON KEYBOARD 29. How are (a) the Arabic figure one (/) and (b) the Roman figure one (7) made on the typewriter? (a) The Arabic figure one is made by striking small 1. (b) The Roman figure one is made by striking capital I. 30. How are columns of figures in (a) the Roman notation and in (b) the Arabic notation arranged? (c) Illustrate. (a) In the Arabic notation, because of the decimal system, units must always be written under units, tens under tens, hundreds under hundreds, decimal points under one another, etc. (b) Because there are no decimals in the Roman notation numbers may be indented or extended in accordance with the taste and desire of the typist. (c) Arabic Roman Extended Indented \2.\ I I 103.51 II II 31,600.01 Ill III loo.l IV IV l,92l.oo DCL DCL 216.34 MCMXXI MCMXXI 31. Explain how you would make the following signs, if not on the keyboard: jf, !, plus sign, times sign, equal sign, division sign, degree sign, dash, chemical formulae, fractions, subtraction sign, vertical line, horizontal line, double horizontal. Hold down space bar, strike c and the diagonal. ! Shift lock carriage. Hold down space bar and strike the apostrophe and then the period. THE TYPEWRITER 101 + Hold down space bar, strike the hyphen and then the diagonal or move the cylinder backward slightly and strike the underscore and the 1 or I key. Times Sign Strike the x or X key. = Hold down space bar, strike the hyphen then move the roller down slightly by means of the variable line spacer and strike the hyphen again. -7- Hold down space bar and strike colon and hyphen. 9 Strike the number desired then by means of the variable line spacer move down the roller just a trifle and strike small o. Dash Strike the hyphen twice in succession. (There must be no space before or after the dash.) H2SO4 Strike the letters, turn up the roller just a little with the aid of the variable line spacer and write the figure desired. Release the variable line spacer. 2^ Strike the figure desired, then the bar, then the remaining figure without using spaces. Or strike the figure desired, then the hyphen, then the next figure. Subtraction Sign Shift lock, release variable line spacer, turn the carriage backward a trifle, and strike key 6. Vertical Line Single space cylinder, shift lock, strike colon or apostrophe; back space and strike the same key, etc., for any length line desired, or set the pencil point in the notch of the alignment scale against the paper. Release variable line spacer; turn the thumb wheel for the length of line desired. Horizontal Line I. Shift lock (use variable line spacer) and strike key 6 repeatedly, lightly, and with an even pressure for length line desired; or 2. Set pencil point in line gauge notch against the paper, hold down carriage release and slowly move the carriage to the right or left for length of line desired. Double Horizontal Release variable line spacer. Shift lock and strike key 6 repeatedly for length desired. Return carnage to the starting point; turn the cylinder upward a trifle, 102 OFFICE PRACTICE AND BUSINESS STYLE and repeat. The variable line spacer will regulate the width between lines. The hyphen may be used to accomplish the same result. The Underscore Shift lock, strike key 6 once for each letter in the word to be underscored. Do not underscore the spaces between words. 32. Show how a correctly underscored sentence or title should look. Go forth under the open sky. THE PRODIGAL'S RETURN 33. (a) What is meant by interlining? (b) Illustrate. (a) Interlining means indicating corrections or omitted words by means of the underscore and the bar. This can be done only in double or triple spacing. See also 27 b. left (b) He has/ to return shortly. SPACING AFTER PUNCTUATION 34. When should (a) no space, (b) one space, (c) two spaces be left ajter punctuation marks? (d) Illustrate. (a) No space 1. After the comma when used to divide groups of num- bers, 7,635,182. 2. Between the period and comma when following an abbreviation, etc., 3. After the opening parenthesis or before the closing parenthesis, (Latin). 4. After $ or $, $13, #16. 5. Before or after the hyphen in compound words, book-worm. 6. After the opening quotation and before the final quotation mark. "I came I conquered." THE TYPEWRITER 103 7. Between any two succeeding punctuation marks. (See 2, or 6.) 8. Before or after the dash. A noun Latin, nomen. 9. Between the figure and sign, 13^. (b) One space 1. After a period in an abbreviation. 2. After a comma. 3. After a semi-colon. 4. Between words. 5. After closing parenthesis. 6. Before opening parenthesis. (c) Two spaces 1. At the end of a sentence. 2. After an interrogation or exclamation point. 3. After colon when a capital follows. 35. How should a quotation be punctuated? If it is a part of the quotation place the punctuation before, otherwise the punctuation is written after the final quotation. 36. (a) Describe in detail a practical method of centering and {b) illustrate by centering the following, using as many lines as may be necessary: Examination in Typewriting, held at (name your school and place} Thursday, January 23, 1922. (a) First Method Add the numbers at which the marginal stops are set. From the sum obtained subtract half the number of points (spaces, letters, and punctuation) in the line or title to be centered. The result is the point on the scale at which to begin. Second Method Make a slight crease at the top center of paper. Move the carriage to that point, and back space one point for every two points in the line to be centered. The re- sult is the proper point for beginning. Third Method (Underwood) Set the paper in the center of the cylinder, move the carriage pointer or indicator to zero 104 OFFICE PRACTICE AND BUSINESS STYLE (o), which is at the right of the scale. Strike the space bar once for each point in the title. The number shown by the in- dicator on the red scale is the point on the white scale at which the line to be centered begins. Fourth Method (Remington) Set the paper one-fourth of an inch from the left edge of the cylinder. Move the carnage to the extreme right of the scale. Back space once for each point in the line to be centered. Divide by two. The result obtained is the proper starting point. (b) Examination in Typewriting held at Morris High School Thursday, January 23, 1922. 37. How would you center an article or letter on a commercial sheet of paper? There are six single typewritten lines to the inch. A com- mercial sheet therefore will accommodate 66 single spaced lines. Count the number of lines in the article to be typed, allowing for spaces between lines. Subtract the total from 66 and divide by 2 for the upper and lower margins. The result shows how far from the top edge to begin typewriting. 38. At what points on the typewriter scale would you begin: (a) Date line, (b) Name of correspondent, (c) Address, (d) Salutation, (e) Body. (/) Complimentary close, (g) Signature? (a) 40 or 45. (b) 5 or marginal stop. (c) 10 or 15. (d) 5 or marginal stop. (e) 10 or 15. (/) 30. fe) 35. THE TYPEWRITER 105 MANIFOLDING AND DUPLICATING MACHINES AND PROCESSES 39. (a) What is meant by manifolding or duplicating? (b) Men- tion four different ways of duplication. (a) Manifolding or duplicating is the process of making many copies from one. (b) i. Carbon paper by means of which three to ten clear copies may be made. 2. Hectograph ribbons or hectograph ink, the master copy of which will make as many as 50 good copies. 3. Stencils which, if well cut, will make as many as 1000 good copies. 4. Type-setting machines which will make any number of copies each as good as the first. 40. (a) What is the hectograph machine? (b) Describe the pro- cess of making copies by means of the hectograph. (a) A hectograph machine consists of a dried gelatine pad either on linoleum cloth or in a pan. This pad retains the master impression from which the copies are made. (b) The original, called the master copy, is made on a non- absorbent or good bond paper with hectograph ink or hecto- graph ribbon and typewriter. When the master copy is dry it is placed smoothly face downward on the gelatine pad, rubbed down firmly, allowed to remain for two or three minutes. It is then stripped off and thrown away. Sheet after sheet is then applied to the negative copy left on the face of the gelatine pad. Each sheet after application is an exact copy of the original, though a trifle lighter in color than the preceding copy. 41. How may the hectograph be used again for other matter? A different gelatine pad is used, or another portion of the same gelatine pad that has no impression on it is used. Gen- erally the impression is wiped off with a moist sponge without pressure and a new master copy is applied. If the hectograph io6 OFFICE PRACTICE AND BUSINESS STYLE is not immediately needed, but is put away for later use, the impression gradually sinks to the bottom of the pan. 42. Name four machines that work on the same principle as the hectograph. 1. Rapidograph 3. Graphic Duplicator 2. Schapirograph 4. Bensinger "Rapid" DUPLICATOR 43. {a) Name three machines that print from stencils, (b) Men- tion three different kinds of stencils, (c) Describe in detail the process of cutting a stencil. (a) Flat mimeograph, Rotary mimeograph (Neostyle), Roto- speed machine. (b) Autographic stencil, wax typewriter stencil, and derma- type stencil. (c) I. The autographic stencil consists of a single thin ruled tissue sheet, covered with a coating of paraffine wax. THE TYPEWRITER 107 A large board, the upper part of which has a steel plate, is used as a table on top of which is placed the autographic stencil. A steel pencil, called a stylus, is then used to write or draw whatever is desired on the stencil. The writing is merely a scraping of the wax against the steel board as a backing. 2. The wax stencil consists of a heavy manila backing sheet, a protecting tissue, on top of which is the wax stencil, and, finally, above this, a top protecting tissue sheet. Without re- moving any of these sheets, the com- posite stencil is fed into the typewriter and the typing is done with a firm, , , PREPARING THE STENCIL sharp, even touch. Keys with a broad face like M and $ or capitals must be struck more sharply, while letters like o and e must be struck more lightly. Care must be taken not to crease the wax stencils, as every crease or scratch permits the ink to get through, leaving a black line or smudge on the printed copy. 3. The dermatype stencil is a single chemically-prepared blue sheet with a backing similar to the wax stencil. The backing is moistened with a specially prepared fluid called dermax (although soap water will give the same results). The blue sheet is then smoothed down evenly on the backing to take out the air bubbles. Surplus moisture is removed by applying a newspaper sheet over the surface for a moment. The stencil is then fed into the machine and the typewriting done io8 OFFICE PRACTICE AND BUSINESS STYLE while the sheet is wet. If the dermatype stencil dries before completing the tyepwritten form, it must be taken out and remoistened. 44. How are corrections made on stencils? Adhesive paper may be used to paste over undesired matter, or a varnish especially prepared for the purpose may be used to cover the error. After waiting a few minutes for the varnish to dry, the correction can be made over the error. Errors treated this way will not be detected. 45. (a) Describe the mimeograph and (b) tell how it is operated. (a) The mimeo- graph is a steel cyl- ; 7 /*" inder fitted with a sheet of perforated brass on which is securely fastened a cloth pad. A spe- cially prepared ink is permitted to flow from a fountain with- in the drum, and is evenly brushed on the inside of the brass frame. This Ink is then taken up, through the perforations in the brass frame by the cloth pad with each turn of the drum and is transferred through the cut stencil to the receiving sheet. Some machines are equipped with self-inking, automatic feed- ing of paper, and self-counting devices for speed, accuracy, and economy. (b) Take the stencil from the typewriter. Remove the back- ing on the perforated line of the dermatype ami the tissues from the wax stencil. Supply enough ink from the fountain to THE MIMEOGRAPH THE TYPEWRITER 109 PLACING THE STENCIL ON THE MIMEOGRAPH, NO. I moisten the pad. Attach the stencil to the stencil buttons on the cylinder and pull evenly over the pad. Place the necessary supply of paper on the feedboard. Slide the paper weight in proper position (at the center of the bar for com- mercial paper; at the end of the bar for legal paper). Release the automatic feed; adjust the receiving tray; set the recorder for the number of copies required. Turn the handle with a right motion for printing the first copy. Raise or lower the print as required. Run ofF as many copies as are desired, and leave the stencil on the pad until the machine is ready to print a new form. 46. Explain fully how you can prevent the back of each printed sheet from being smudged by the ink of the preceding copy. By interleaving. Take the pages of a dis- carded telephone directory, or newspaper sheets cut to the same size. On the top of each printed copy as it comes out of the machine, is placed one of these pages, called a filler. This absorbs the wet ink of the printed copy, leaving the back of each printed sheet clean. In ordinary work a special mimeograph or absorbent paper is used. This takes up all excess ink. PLACING THE STENCIL ON THE MIMEOGRAPH, NO. 2 no OFFICE PRACTICE AND BUSINESS STYLE 47. (a) Name four different kinds of typesetting machines and (b) describe two of them. (a) Multigraph, Multicolor, Writerpress, and Printing press. (b) I. The multigraph is a combined typewriter, typesetter, and printing press. It may be operated either with typewriter ribbon or printing ink, and may be equipped with signature attachment. The machine consists of two cyl- inders channeled or grooved to corre- spond to typewriter lines. The left-hand cylinder is the type supply drum, in the channels of which are all the different characters that are found on the type- writer. As the let- ters making up the words of the com- position are needed they are rapidly shot into the right- hand printing drum with the assistance of a scale indicator which points to the letter desired, and a trigger, until the entire composition has been set up. The type is kept from moving along the grooves by means of a long marginal band on the right and spring clips at the end of each line. The entire drum is then removed, and fastened to the printer. A proof is made by placing a carbon between two blank sheets and running these through the machine. Corrections THE MULTIGRAPH THE TYPEWRITER in are made by pulling up the spring clip, sliding out the wrong letter on a tube, and inserting the correct letter. If no corrections are necessary the entire composition is covered with a broad eight-inch typewriter ribbon which moves automatically from one spool to another with each turn of the drum. With the help of the paper guide and an upward or downward turn of the drum, the composition may be properly centered on the paper. The paper is placed on the feeding table and the complete article, after corrections are made, is printed with one left turn of the hand crank. A cyclometer registers the number of copies desired. The multigraph printer is also equipped with self- feeding and electric power attachments. Each copy turned out is a perfect piece of typewritten work> and may be printed on commercial or legal paper. 2. The multicolor press is similar in principle to the mul- tigraph with the following exceptions: 1. It operates at high speed 4500 copies an hour. 2. It prints a form 8| inches by 12 inches. 3. It can print a letterhead, letter, and signature in three different colors at one operation. 4. It is a flat bed press using any kind of standard printing type and accessories. 5. It makes uniform impressions on any thickness of paper or cardboard of any form desired from type, cuts, line plates, etc. COPYING OUTGOING MAIL 48. Give three ways by means of which copies of outgoing letters may be preserved for convenient reference. 1. The letter press method. 2. The roller copier and bath. 3. The Roneo copying machine without bath. H2 OFFICE PRACTICE AND BUSINESS STYLE 49. Explain in detail (a) the equipment and (b) the process of copying by means of the letter press. (a) A letter book, consisting of an alphabetic index and numbered tissue sheets, a number of oiled cardboard sheets larger than the letter book pages, heavy cloths or blotting paper of similar size, and a screw press constitute the equipment. (b) Turn to the first unused page. Place an oiled sheet to the left of the page. On this lay the damp cloth or blotting sheet evenly. Turn the tissue page down on the cloth. Place the letter to be copied face downward on the tissue sheet. Repeat the same operation for all letters to be copied. Lay the oiled sheet on the last letter. Close the book carefully and place in the letter press. Screw down the lever firmly and al- low the book to remain in the press a minute or two. The original letters are then removed, dried, and mailed and an exact copy including signature and corrections is left in the book ready to be indexed and cross referenced. 50. Describe and illustrate a method of cross referencing and indexing the letter press book. At the left top of the page bearing the copied letter is written in fractional form a numerator, which tells the page of the pre- ceding letter to the same firm, and a denominator which gives the page number of the next letter to the same firm. For ex- ample, in the following numbers appearing on different pages of the letter press book T %, 5 ^, 12. o indicates the letter on this page is the first letter to this firm; 12 indicates that the next letter to this firm is on page 12. When you turn to page 12, the number 5 shows that the preceding letter is on page 5 and the next letter on page 62. On page 62 we find there are no more letters written to this firm. In the alphabetic index in the front of the book should appear after the firm name the page numbers of the copied letters. THE TYPEWRITER 12 62 5 1 . Describe the rapid roller copier. This in principle is similar to the letter press book. It is equipped, however, with a continuous roll of tissue (instead of a book) which passes through a water bath before copying. The letter to be copied is placed face down on a metal table. A turn of the hand crank forces the letter between two heavy metal rollers where it comes in con- tact with the moistened tis- sue sheet. The pressure of the rollers makes an exact copy on the tissue sheet. The original letter then falls into a receiving basket, while the tissue is wound on a reel where, after drying, it is cut to size and filed with the letter to which it is an answer. RAPID ROLLER COPIER 52. What is the Roneo Copier? This machine is similar to the rapid roller copier. The water bath is eliminated, the tissue roll used being chemically prepared. The tissue roll is placed on a reel in the machine, 114 OFFICE PRACTICE AND BUSINESS STYLE the letter to be copied is brought in contact with the paper, and is passed between the rollers under pressure. The letters automatically fall into a receiving tray. When all the letters have been copied, the knife blade which is a part of the ma- RONEO COPIER chine, cuts all the copies at the same time with one movement of the blade. The letters are then filed. REGENTS QUESTIONS IN TYPEWRITING Wednesday, January 19, 1921 1.15 to 4.15 p.m., only 1. Copy on a typewriter the selection given on the separate sheet [210 words to be copied in seven minutes; the work then to be col- lected by the examiner}. [ 45 ] 2. Using a suitable head, tabulate on a single sheet of paper the comparative financial statement of James C. Leslie as given below: [ 20 ] Assets for 1918: Cash $6782.56; Furniture and Fixtures $835; Merchandise $19,650; Accounts Receivable $21,587.50; Total Assets $48,855.06. Liabilities for 1918: Accounts Pay- able $25,372; Total Liabilities $25,372. Net Worth for 1918: $23,483.06. Assets for 1919: Cash $4372.50; Furniture and THE TYPEWRITER 115 Fixtures $751.50; Merchandise $21,165; Accounts Receivable $23,742.25; Notes Receivable $2000; Total Assets $52,031.35. Liabilities for 1919: Accounts Payable $24,793.75; Notes Pay- able $1500; Total Liabilities $26,293.75. Net Worth for 1919: $25,737.50. Assets for 1920: Cash $5847.32; Furniture and Fixtures $668; Merchandise $20,436; Accounts Receivable $25,150.15; Notes Receivable $1000; Delivery Equipment $1500; Total Assets $54,611.47. Liabilities for 1920: Accounts Payable $26,378.40; Notes Payable $1000; Total Liabilities $27,378.40. Net Worth for 1920: $27,232.07. 3. Answer both (a) and (b): (a) Using January 15, 1921, as a date, type the following letter in attractive form for Lee & Harkness, General Furniture Dealers, 275 State Street, Hudson, N. Y.; the letter is to be signed with the firm name and by T. B. Lee, the president: [10] the reliable furniture co 281 western ave chicago ill gentlemen please send us as soon as possible to the above address the following goods as listed in your current spring catalog 25 brass beds #312 20 fumed oak rocking chairs #338 72 american walnut dining chairs #1056 10 mahogany davenports #978 kindly make the shipment by new york central railroad fast freight and bill to us subject to your best cash discount yours truly. [Insert initials of dictator and typist.] (b) Address an envelope of the regular business size for the above letter. [5] [Use paper cut approximately 6\" x jf",* if envelope is not supplied.} 4. Under date of January 20, 1921, The Reliable Furniture Company fills the order mentioned in question 3. The prices and extensions are as follows: brass beds $30 each, #750; rocking chairs $15 each, $300; dining chairs $145 a dozen, $870; daven- ports $40 each, $400; total $2320. On a separate sheet of paper make the invoice in proper form for The Reliable Furniture Company. [10] Ii6 OFFICE PRACTICE AND BUSINESS STYLE 5. Answer both (a) and (b): (a) Explain how the tabulating device may be used to advantage in letter writing. [5] (b) Illustrate two forms of typewritten signature to a business letter. [5] 6. Write briefly on two of the following topics: [10] (a) How to erase an error when making carbon copies. (b) How to make single horizontal and double horizontal lines. (c) How to place a set of carbons in the machine so that the edges will be even. (d) How to cut a stencil for the mimeograph (neostyle). TYPEWRITING Wednesday, January 18, 1922 1.15 to 4.15 p.m., only 1. Copy on a typewriter the selection given on the separate sheet [210 words to be copied in seven minutes; the work then to be collectedly examiner]. [45] 2. Using the main heading, "Jefferson Savings Bank" and the subheading, "Condition at Close of Business, December 31, 1921," arrange the following bank statement in form suitable for presentation to the depositors: Assets bonds and mortgages $283,989.37; United States Liberty bonds $46,050; railroad mortgage bonds $107,000; bankers' acceptances $17,042.89; cash on deposit in other banks $19,217.63; cash on hand in bank $8,563.85; total $481,863.74. Liabilities due depositors $438,063.95; accrued interest on notes payable $279.50; surplus $43,520.29; total $481,863.74. [25] 3 . Using today's date, type in good form, ready for signature, the following letter dictated to you by Arthur S. Hall, sales manager of the Penn Linoleum Company of your city: [10] Mr. George W. Seymour, 1265 Main Street, City. Dear Sir: Now that your new offices are nearing completion, you are, of course, planning on a high grade floor covering. Read what the president of one of our city banks wrote to us recently: "I like the linoleum that covers our floors, because it muffles the sound THE TYPEWRITER 117 of hurrying footsteps and gives to our offices the blessing of quietness." Does not that phrase, "the blessing of quietness," appeal to you? Would you too not like to enjoy that blessing? Our booklet, "Office Floors," containing plates of colors and designs, tells how to banish noise and confusion. Write for it today. Yours truly, Penn Linoleum Company, Sales Manager. 4. Make in proper form the invoice for the following transac- tion: On January 5, 1922, the Randall Furniture Company, dealers in office furniture, New York City, sold to Charles E. Moore of your city, terms T % <&, the following items: I roll top desk no. 16, $65; I filing cabinet no. 108, $45; 2 office chairs no. 207 at $8, $16; total $126. [10] 5. Your employer has a reference library for which he has a simple card index. He has just added to the library "Modern Business Letters," written by George S. Turner and published last year by the Standard Book Company. The book has been numbered 127. Make out three index cards (5" by 3"), one referring to the book by title, one by author, and one by subject. [10] 6. Arrange the following names in strictly alphabetical order: Robert R. Gallinger, Harold E. Le May, Donald Wait, Charles J. Ohrt, James E. Beecher, Robert R. Lewis, Francis St. Gaudens, William De Mott, Frederick McAdoo, John J. O'Connell, Ambrose F. Dearborn, Carl Marlow, Glenn A. Waite, Robert B. Stewart, James Becker, Raymond S. Galway, Roger O'Leary, John M. Maartens, Richard C. Lamaron, Donald MacDonald. [10] 7. Explain the use of each of four of the following parts of the typewriter: line space adjusting lever, left marginal release tabular stops, back spacer, paper release, ribbon reverse. [10] CHAPTER IV TABULATION AND ARRANGEMENT 1. What is the meaning and purpose of tabulation? Tabulation is the proper arrangement of matter in columns so that the important parts will stand out boldly enough to attract the eye, with as little repetition of titles as possible. The finished product must show a compact, simple, and well arranged table. 2. What should be done before beginning to typewrite an article? The entire article should be read and analyzed. Repeated matter should be eliminated and reduced to a heading; sub- titles must be properly arranged under main heads; and a suit- able summarized general title, which will give a clear idea of the purpose of the tabulation, must be centered at the head of the entire article. Sufficient space should be left between columns for ruling vertical lines with pen or pencil, or, by means of colons, on the typewriter. 3. What steps are to be followed in correct tabulation? 1. Determine a suitable main heading. 2. Select the repeated statements or words, and reduce these to suitable subheads. 3. With pencil and paper, roughly arrange the figures in the proper columns. Set totals if required. 4. Count the number of points (spaces, punctuation, figures, and letters) in the longest item of each column and get the sum total of all columns. 5. Determine the number of spaces to be left between 118 TABULATION AND ARRANGEMENT 119 columns and allow an odd number of points for each of these spaces. 6. The sum total of numbers found in 4 and 5 will be the total number of points to be used across the page in the table. 7. Subtract the total found in number six from the total points in the typewriter scale, and divide by two. The result is the figure on the typewriter scale for the left marginal stop, and the beginning of the first column. 8. Set the tabular stops (Underwood) or the self-starting stops (Remington) by adding points in each column to the spaces between columns. 9. Count the number of lines in the table and center for top and bottom of the page, in order to get suitable upper and lower margins. 10. Center main heads and subheads. Rule vertical lines with pencil in the alignment scale notch, or with the colon, and make horizontal lines with the underscore or hyphen on the typewriter. 4. Show how Style you would tc No. 53 ibulate the fo No. 64 llowing prob No. 85 lem: No. 58 W 2 i i 2 X 4 4 3 4 z 7 6 5 7 (*) z wer 5 7 6 6 6 : 6 5 6 j 5 Total 49 120 OFFICE PRACTICE AND BUSINESS STYLE Numbers in line (a) are points in the longest item of each column. Numbers in line (b) represent blank spaces to be left between columns. 49 represents the total of the entire width of the table (a + b). 80 (points on Underwood scale) minus 49, divided by two equals 15. Set the marginal stop at 15. As the tabulation has few lines, allow triple space between lines. This makes 13 required lines. Center on page (66 13 -T- 2 = 26). Begin 26 spaces from the top. Set the first tabular stop for the second column at 25 (15 for the margin plus 5 for column one, plus 5 spaces). Second tabular stop at 36 (25 plus 6 plus 5). Set the third and fourth stops at 47 and 58, respectively. Center headings for each column, and type- write numbers, leaving necessary spaces before and after each number. 5. Neatly arrange the following book title on a single sheet of paper: Title page for a book: Gregg Shorthand Dictionary, by John Robert Gregg, New and Revised Edition, The Gregg Publishing Company, New York, Chicago, Boston, San Francisco, London. TABULATION AND ARRANGEMENT 121 GREGG SHORTHAND DICTIONARY By John Robert Gregg New and Revised Edition THE GREGG PUBLISHING COMPANY New York Chicago Boston San Francisco London 122 OFFICE PRACTICE AND BUSINESS STYLE 6. Prepare this title page for a book: Report of the Commissioner of Education for the year ended June 30, 1913. Volume I. Washington, Government Print- ing Office, 1914. 7. Prepare this title page for a book: High School Education, Professional Treatments of the Ad- ministrative Supervisor, with special reference to American conditions; edited by Charles Hughes Johnston, Ph.D., Dean of the School of Education, the University of Kansas. New York, Charles Scribner's Sons, 1912. 8. Using the exact wording given below, prepare a title page suitable for an annual report: Annual financial and statistical report of the transactions of the Board of Education of the City of Boston, Mass., for the fiscal and calendar years 1909-1910-1911. 9. Arrange the following data on a separate sheet as a title page for a book: Office and Industrial Organization, A Brief Course in the Principles of Management, by Algernon Lee, Ph.D., Professor of Business Organization in New York University, Author of "Business Organization and Management," "Elements of Economics," etc. Copyright, 1917. The Beatel Publishing Co., New York and Chicago. 10. On a full sized sheet of paper, arrange the following as a title page: International Health Board, Fifth Annual Report, January I, 1919- December 31, 1919, 750 Michigan Boulevard, Chicago, Illinois. 11. Title page for a book: Fifty Famous Stories Retold, edited by William Wadsworth, Jr., Professor of English in Williams College. New York, Boston, and Chicago, Houghton, Mifflin Company. TABULATION AND ARRANGEMENT 123 12. Arrange the following invitation to guide the printer in his set up: You are cordially invited to attend the graduating exercises of the class of June, 1915, of the Morris High School, Boston Road and 166 St., Bronx, on the evening of June 28, 1915, to be held in the Auditorium of the Morris High School. You are cordially invited to attend the GRADUATION EXERCISES of the CLASS of JUNE 1915 of the MORRIS HIGH SCHOOL Boston Road and 166 Street on the evening of June 28, 1915 to be held in the Auditorium of the Morris High School 13. Using the exact wording, arrange the following announce- ment in good, attractive form on a single page: \ You are invited to attend an illustrated lecture on the Panama Canal and its commercial importance to this city, to be given by President Schurman of Cornell University, in the auditorium of the High School of Commerce, Thursday evening, May 27, at 8 o'clock. Admission to adults free. 14. Make out a bill received by you from Williams & Appleton, wholesale wool merchants. Rochester: 25 yards chinchilla @ $7.50; 20 yards broadcloth @ $7.85; 45 yards worsted @ $1.25. 124 OFFICE PRACTICE AND BUSINESS STYLE WILLIAMS & APPLETON Wholesale Wool Merchants M Rochester, N. Y. 25 yds. Chinchilla @ $7.50 $187 50 20 yds. Broadcloth @ 7.85 157 00 45 yds. Worsted @ 1.25 56 25 $400 75 1 5 . Make out an invoice for books bought of John Wanamaker, Broadway ', New York City, the list to include at least six sets of standard works. Make proper extensions. Deduct 3% f or cash. 16. As clerk for P. F. Piper, real estate agent, your city, you have this day received from R. W . Jupiter $32.50 rent for residence 81 Richmond Turnpike for month of June. Make out proper receipt. 17. Arrange the following loss and gain item as the second part of a financial statement: Losses: Expenses $104.72, furniture and fixtures $27.80, freight $35.88, traveling expenses $48.60, rent $62.50, wages $192.77. Gains: Mdse. discount $32.46. 1 8. Show in correct form on an index card 3" x 5", or on paper cut to that size, the following book record: Samuel R. Wachtel, Principles of Industrial Engineering. Appleton, 1921, $2 net. Scientific Treatment of Industrial Systems. Valuable for students of accounting. TABULATION AND ARRANGEMENT 125 WACHTEL, SAMUEL R. Principles of Industrial Engineering Appleton, 1921, $2.00 n. Scientific Treatment of Industrial Systems Valuable for Students of Accounting 19. Your employer has received from James Abbott, Peekskill^ N. Y.y a letter dated January 12, 1917- The letter contains quotations on Devoe's White Shellac and Dutch Boy White Lead. Make out a file card (3" x 5") for the letter from Mr. Abbott and cross reference cards for each subject. 20. Set up correctly a letter in skeleton form, using the following data and allowing 16 lines for the body of the letter: June 8, 1921. Mr. Benjamin Lorber, 412 Audubon Ave., New York City. Dear Sir. Very truly yours. 21. Address an envelope of legal size to Mr. R. C. Leverton, the general freight agent of the Lake Shore and Michigan Southern Railway, whose office is in Room 1013 of the Equitable Building at New York City. 22. Make a pencil diagram of a postal card approximately 3i" x 5\" an & on it c Py tne following in correct form: new haven conn June 15 1915 messrs knox bros 250 fifth ave new york n y gentlemen kindly ship the goods remaining on our order of may 20 this week no 683 proved to be a great leader very truly yours. 23. Center the following. (Review rules for centering in the chapter on the Typewriter.) United States of America. Your high school. 126 OFFICE PRACTICE AND BUSINESS STYLE Minutes of meeting of Qui Vive Literary Society, Feb. 15, 1921. Woodrow Wilson. New York, N. Y. The University of the State of New York. M. Morton Stein, Member Board of Education. 24. Arrange a table-of -contents page allowing twenty chapters, chapter numbers at the left in Roman and page numbers at the right in Arabic numbers. Center Table of Contents and use Chapter, Title, and Page as subheads. TABLE OF CONTENTS CHAPTER TITLE PAGE I Abbreviations 7 II Addressing n III Usage in Correspondence 15 IV Typewriting Ribbons 48 V Care of the Typewriter 51 VI Commercial Terms 64 VII Copying from Rough Copy 72 VIII Filing and Indexing 88 IX Forms of Address 91 X General Information 112 XI Legal Papers 118 XII Office Appliances 132 XIII Office Reference Books 148 XIV Parts of the Typewriter 158 XV Problems in Arrangement 167 XVI Postal Information 172 XVII Problems in the Mechanics of a Letter . . . 195 XVIII Problems in Tabulation 199 XIX Stencils 201 XX Telegraph and Cable 210 TABULATION AND ARRANGEMENT 25. Tabulate the following exercises. Determine suitable head* ings where none are given. Center neatly and compactly on the paper: (a) SPECIFICATIONS No. Height Width Depth No. of Slides Card Capacity Shipping Weight Slides Cabinet S3 12" 7" 24" H IOOO 38 Ibs. 40 Ibs. 64 15" 8" 24" IS 1000 . 52 Ibs. 52 Ibs. 85 i6M" ioV 2 " 24" 16 864 67 Ibs. 64 Ibs. () "Buffalo Rate on Car Costing $1,200 or less Merchants Stock Mutual Companies Premium $31.00 $35-5o Operating Expense of Company 30% 45% Claims Expense of Company 10% 10% Balance in Reserve Fund 60% 45% Balance in Dollars 18.60 15.98 Costs $4.50 less premium. Leaves $2.62 more to pay losses." PRICE LIST ASBESTOS COPYING BATHS AND COPYING CLOTHS Prices subject to change without notice Price each 1. 10 x 12, with one dozen cloths (will hold 36) $10.00 2. 10 x 14, with one dozen cloths (will hold 75) 12.00 3. ii x 15, without cloths (will hold 100) 17.00 4. Special II x 15, without cloths (will hold 200) 22.00 5. 12 x 18, without cloths (will hold 100) 25.00 6. Special 12x18, without cloths (will hold 200) 3S-OO 7. P. O. 15 x 19, without cloths (will hold 400) 40.00 8. Way Bill size, 16 x 21, from I to 10 copies (will hold 400) 45.00 128 OFFICE PRACTICE AND BUSINESS STYLE (a) BEDROOM SUITES Formerly Now No. i Adam Walnut 4 piece Suite #350 $175.00 No. 2 Adam Walnut 4 piece Suite 385 192.50 No. 3 Louis XV Walnut 4 piece Suite 425 212.50 No. 4 Sheraton Walnut 4 piece Suite 600 300.00 No. 5 Sheraton Enamel 4 piece Suite 650 275.00 No. 6 Hepplewhite Walnut 4 piece Suite 550 275-00 No. 7 Queen Anne Walnut 4 piece Suite 600 300.00 No. 8 Adam Enamel 4 piece Suite 600 35o.oo No. 9 Hepplewhite Enamel 4 piece Suite 650 375-oo No. 10 Hepplewhite Walnut 4 piece Suite 800 380.00 No. II Hepplewhite Mahogany 4 piece Suite 600 400.00 No. 12 Louis XVI Walnut 4 piece Suite 600 375-00 ( T2:^o Kingston Point 2:1? Catskill T. "JO Hudson . . ^ :^o Albany 6:30 .... e Carries baggage and automobiles, t Carries baggage only. ART METAL CABINETS Style No. Description Outside Dimensions Inside Clear Dimen- sions of Drawers Width Height Depth Width Height Depth 200 2-dr. V. L. Widesection 32 12.94 18 12 ioy 2 16 2O I Same as Style 200 32 12.94 18 12 ioy 2 16 200-B 2-dr. V. Bill Widesection 32 12.94 18 IO y 2 16 20I-B Same as Style 200-6. . . . 32 12.94 18 10 ioy 2 16 2O2 2-dr. V. Cap Widesection 32 12.94 18 ISA ioM 16 203 Same as Style 202 32 12.94 18 ISA ioM 16 204 2-dr. V. Ledger Sheet Widesection 32 I5-I3 18 12 1 4 H 16 205 Same as Style 204. ; 32 15.13 18 i*X 128 16 22OO 2-dr. V. L. Widesection. . 32 12.94 24^ 12 10% 22 2201 Same as Stvle 2200 32 12.94 241^ 12 io l / 2 22 2 200-B 2-dr. V. Bill Widesection 32 12.94 24-1% 10 ioy 2 22 22OI-B Same as Style 2200-6 . . . 32 12.94 24iT IO ioy 2 22 2202 2-dr. V. Cap Widesection 32 12.94 2 4 A is* ioM 22 2203 Same as Style 2202 32 12.94 24:nr isA 10^ 22 TABULATION AND ARRANGEMENT 131 (;') FINANCIAL STOCK TRANSACTIONS Close High Low Ajax Rubber 20 20 20 Allied Chem 34^ 35 Allied Chem. pf xx85 x84 84 Am. Chicle xxis^ u$4 Am. Drug Syn 4^2 4% 4/ / 8 Am. Int. Corp 28^ 28^3 27^ Am. Locomotive 83^ 83 82^ Am. Safety R 3^ 3% 3% Am. Steel F 25% 25)^ 24^ Am. Sugar 62^ 62 Am. Sum. Tob 44 l /2 44 Am. Tobacco 1 18 1 17^8 Am. Tobbaco "B" **7% i\&/ Am. Woolen 67% 67^ 66^ Asso. Oil 97 97^8 97^ Atchison 84^ 84^ 84 At. G. &W. I... 21 20^ 20^ (k) Hunter College opens its Bronx Extension Center at the Morris High School Boston Road and 166 Street There will be twenty sessions for each course, beginning Saturday, January 31 Course Hours Instructor Elementary Stenography 10:20-11:40 Mr. Brand Intermediate Stenography 9:00-10:20 Mr. Strumpf Elementary Typewriting 11:40- 1:00 Mr. Brand Advanced Typewriting 10:20-11:40 Mr. Strumpf Methods in typewriting 9:00-10:20 Mr. Brand and office practice 132 OFFICE PRACTICE AND BUSINESS STYLE (m) SPRINGFIELD INSTITUTION FOR SAVINGS SPRINGFIELD, MASSACHUSETTS REPORT OF SCHOOL SAVINGS 10 Machines installed Sept. 15, 1920 14 additional Machines installed March i, 1921 Dates Collections No. of accounts opened Amount of accounts opened No. of folders cashed Amount of folders cashed Sept. 15 to Nov. i, 1920 $2,870.46 134 $299.64 125 $192.92 Nov. i to Dec. i, 1920 2,696.65 192 645-58 182 364.89 Dec. i, 1920 to Jan. i, 1921 1,748.01 213 692.59 602 1,276.06 Jan. i to Feb. i, 1921 1,471.42 228 706.47 169 323o8 Feb. i to Mar. i, 1921 1,107.12 137 485.14 136 259.05 Mar. i to April i, 1921 3,160.00 305 787.80 270 527.39 April i to April 16, 1921 Total 2,111.56 2OI 576.80 152 270.65 $15,165.22 1410 $4,194.02 1636 $3^14.54 26. Arrange the following in tabular form: The month's figures of imports and exports for September, 1920, are given as follows: Imports from Europe in 1920 amounted to 91,948,291, and in 1919, $90,932,806; from North America in 1920, 105,545,270, and in i9i9,io6,488,7O9; and from South America in 1920, 62,499,922, in 1919, 94,- 086,478; the total in 1920 being 259,093,483 and in 1919, 290,607,993. TABULATION AND ARRANGEMENT 133 Exports to Europe in 1920 amounted to $313,412,925, and in 1919, $360,456,511; to North America in 1920, $168,531,790; in 1919, $125,935,549; and to South America in 1920, $54,- 447,362, in 1919, $32,164,774; totals for 1920 being $536,- 392,077, and for 1919, $518,556,834. Answer COMPARATIVE TABLE OF IMPORTS AND EXPORTS FOR 1919-1920 Imports 1919 1920 Europe $90,032,806 $91,048,291 North America 106,488,709 105,545,270 South America 94,086,478 62,499,922 Total $290,607,993 $259,093,483 Exports Europe $360,456,511 $313,412,925 North America I 2 5>935>549 168,531,790 South America 32,164,774 54,447,362 Total $518,556,834 $536,392,077 27. Supplying a suitable heading and all the necessary totals, arrange the following data, including totals, in tabular form on a single sheet of paper: The Empire State Hat Company conducts stores in New York, Albany, Syracuse, Rochester, and Buffalo. The sales for these stores for the week ending March 16, 1918, were re- ported as follows: $3 Derby hats: New York, 210; Buffalo, 145; Rochester, 105; Syracuse, 96; Albany, 80. $4 Derby hats: New York, 170; Buffalo, 92; Syracuse, 90; Albany, 85; Rochester, 64. $3 Fedora hats: New York, 860; Buffalo, 535; 134 OFFICE PRACTICE AND BUSINESS STYLE Rochester, 251; Albany, 215; Syracuse, 198. $4 Fedora hats: Buffalo, 410; New York, 360; Albany, 232; Syracuse, 227; Rochester, 219. 28. Using the main head "Record of Tire Stock on Hand," supply suitable subheads and arrange the following data in tab- ular form on a single sheet of paper. On December 31, 1918, the stock clerk of the Niagara Tire Co., 165 Hepburn St., Buffalo, N. Y., reports the following inventory: Size 30 x 3: Archer plain 10, non-skid 8; Monarch plain 16, non-skid 9; total plain 26, non-skid 17. Size 32x3: Archer plain 28, non-skid 30; Monarch plain 40, non-skid 22; total plain 68, non-skid 52. Size 30x3^: Archer plain 19, non-skid 33; Monarch plain 26, non-skid 17; total plain 45, non-skid 50. Size 31 x 3 J: Archer plain 8, non-skid 27; Monarch plain 30,. non-skid 20; total plain 38, non-skid 47. Size 32x3!: Archer plain 36, non-skid 25; Monarch plain 19, non-skid 10; total plain 55, non-skid 35. 29. Tabulate the following on a single sheet of paper: ADDITIONS TO THE TERRITORY OF THE UNITED STATES FROM I80O TO I9OO Louisiana containing 875,025 square miles was purchased in 1803 for $15,000,000. Florida, purchased in 1819 for $5,- 499,768, has an area of 70,107 square miles. Texas was ac- quired in 1845 and was an admission of 389,795 miles to our territory. In 1846 Oregon Territory was acquired with an addition of 288,689 square miles. The Mexican Cession of 532,802 square miles was bought in 1848 for $18,250,000. The Purchase from Texas was made in 1850 for the sum of $10,000,- ooo. Acquisition of 36,211 square miles was secured in 1853 TABULATION AND ARRANGEMENT 135 by the Gadsden purchase for the sum of $10,000,000. Alaska was bought in the year 1867, with an area of 599,446 square miles, for $7,200,000. The Hawaiian Islands having an area of 6,740 square miles was acquired in 1897. In 1898, Porto Rico having an area of 3,600 square miles was acquired. Isle of Pines (W. Indies) was acquired" in 1898 containing 882 square miles. In 1896 the U. S. acquired Guam, an area of 175 square miles. In 1899 the Philippine Islands were purchased, an area of 143,000 square miles, for $20,000,000. The Samoan Islands were acquired in 1899 and made an addition of 73 square miles to our territory. In 1901 the additional Philip- pines, an area of 68 square miles, was purchased for the sum of $100,000. The total of the additions to our territory are 2,937,613 square miles for which $87,039,768 was paid. 30. Using the head, " Fourth Weekly Report by the Federal Reserve Board" arrange the following data under proper subheads in tabular form, on a single sheet of paper. Add as a footnote, "All amounts are given in even thousands" The following is the Fourth Weekly Report by the Federal Reserve Board on Debits to Individual Accounts in the New York District: Albany: Sept. 4, $14,485, Sept. n, $15,563; Binghamton: Sept. 4, $1147, Sept. n, $2623; Buffalo: Sept. 4, $47,253, Sept. n, $55,276; New York: Sept. 4, $2,997,636, Sept. n, $3,512,698; Passaic: Sept. 4, $2788, Sept. n, $3385; Roches- ter: Sept. 4, $19,835, Sept. n, $19,992; Syracuse: Sept. 4, $10,575, Sept. n, $7233. Totals: Sept. 4, $3,094,719, Sept. n, $3,616,770. 31. Set up the following in tabular form: A grand musical festival of five splendid free concerts, a fit- ting climax to our public lecture season, will be given on Mon- 136 OFFICE PRACTICE AND BUSINESS STYLE day, May 17 at 8:15 p.m., at the Washington Irving H. S. at Irving Place and 16 Street. On Tuesday, a concert will be held at De Witt Clinton H. S. at 59 St. and 10 Ave. at 8:15 p.m. On Wednesday, May 19, it will be given at 8:15 p.m. at the Brooklyn Training School for Teachers, at Park Place, near Nostrand Ave., Brooklyn. On Thursday, at 8:15 p.m. a concert will be held at Morris High School, at 166 St. and Boston Road, the Bronx. Friday, the 21, the last concert will be held at 8:15 at the Wadleigh H. S. at 115 St., near 7 Ave. 32. Tabulate the following payroll, finding the total hours and total wages for each workman and the total payroll. Call it "Pay Roll of The John Hancock Wrecking Company for the week beginning March 12, 1921": March 12: Frank Row, 9 hrs.; John Brown, 9 hrs.; William Jones, 8J hrs.; James Stone, lof hrs.; Arthur Black, 9 hrs.; Bert Smith, 7! hrs.; Henry Duffy, 8j hrs.; Samuel Weiss, 8 hrs.; Walter Price, 9! hrs.; William Burke, 8J hrs.; Charles Levine, 7 hrs.; Harry Hill, 9 hrs.; Frank James, 9! hrs.; Joe Bloom, 9 hrs. March 13: Row, 8j hrs.; Jones, ioj hrs.; Stone, 9 hrs.; Black, 9 hrs.; Smith 8j hrs.; Duffy, 9 hrs.; Weiss, 9! hrs.; Price, 8 hrs.; Burke, 5! hrs.; Levine, 10 hrs.; James, 9f hrs.; Hill, loj hrs.; Bloom, 12 hrs. March 14: Jones, 9 hrs.; Row, 9 hrs.; Stone, 8| hrs.; Black, 9 hrs.; Brown, n hrs.; Duffy, 9 hrs.; Burke, 8 hrs.; Smith, 8J hrs.; Price, nj hrs.; Bloom, 7! hrs.; Levine, 9! hrs.; James, 8 hrs. March 15: Levine, 9 hrs.; James, 9! hrs.; Stone, 9 hrs.; Duffy, 7 hrs.; Row, 8J hrs.; Brown, 7! hrs.; Black, 9 hrs.; Smith, ii hrs.; Weiss, 9! hrs.; Price, 8f hrs.; Burke, 9 hrs.; Hill, 10 hrs.; Bloom, nj hrs. TABULATION AND ARRANGEMENT 137 33. Copy the following tabulation: METHOD OF ARRANGING ARABIC AND ROMAN NUMBERS ON THE TYPEWRITER ARABIC ROMAN Extended I2.I I 103.51 II 31,600.01 III ioo. i IV 1,921.00 DCL 2,108.20 MCMXXI Indented I II III IV DCL MCMXXI 34. Arrange in proper columns the following exercise: The Girard National Bank, Joseph Wayne, Jr., President, Evan Randolph, Vice-President, Chas. M. Ashton, Cashier, A. W. Pickford, Assistant Cashier, Alfred Barrett, Assistant Cashier, Philadelphia, Pa., June 30, 1916. Resources: Loans and investments, $46,929,810.16, customers' liability under let- ters of credit, $93,618.76, customers' liability account of ac- ceptances, $518,056.00, due from banks, $8,259,991.26, exchange for clearing house, $2,565,866.72, cash and reserve $11,615,- 942.78; total $69,983,285.68. Liabilities: Capital, $2,000,- ooo.oo, surplus and profits, $4,897,545.40, circulation, $i,- 078,000.00, letters of credit issued to customers, $93,618.76, acceptances based on imports and exports, $518,056.00, de- posits, $61,396,065.52; total, $69,983,285.68. 35. Using the head t( Computation of Income Tax of Domestic Corporations" arrange on a single sheet of paper the following statement: computation of income tax of domestic corporations gross income: business $275,000; dividends, domestic corporations, 138 OFFICE PRACTICE AND BUSINESS STYLE $15,000; interest on liberty bonds (taxable) $5,000; Rents $5,000. Total $300,000. Less deductions: Expenses of busi- ness $30,000; dividends $15,000; expenses, rented property $1,000; depreciation $4,000, total $50,000, Net income sub- ject to war excess profits tax $250,000, less credits interest on liberty bonds $6,000; war income tax $101,600; miscellaneous $2,000, total $108,600. Income subject to tax at 12% $141,400. 36. Using a suitable head, tabulate on a single sheet of paper the comparative financial statement of James C. Leslie as given below: Assets for 1918: Cash $6782.65; Furniture and Fixtures $835; Merchandise $19,650; Accounts Receivable $21,587.50; Total Assets $48,855.06. Liabilities for 1918: Accounts Pay- able $225,372; Total Liabilities $25,372. Net Worth for 1918: -$23,483.07. Assets for 1919: Cash $4372.50; Furniture and Fixtures $751.50; Merchandise $21,165; Accounts Receivable $23,742.25; Notes Receivable $2000; Total Assets $52,031.25. Liabilities for 1919: Accounts Payable $24,793.75; Notes Payable $15,000; Total Liabilities $26,293.75. Net Worth for 1919 $25,737.50. Assets for 1920: Cash $5837.32; Furni- ture and Fixtures $668; Merchandise $20,436; Accounts Re- ceivable $25,160.15; Notes Receivable $1000; Delivery Equip- ment $1500; Total Assets $54,611.47. Liabilities for 1920: Accounts Payable $26,378.40; Notes Payable $1000; Total Liabilities $27,378.40. Net Worth for 1920: $27,232.07. 37. Arrange and tabulate the following: According to the census of 1900, the populations of the states named were divided as follows: New York, whites 7,156,881, negroes 99,232, Chinese 7170, Japanese 354, Indians 5257; Pennsylvania, whites 6,141,664, negroes 156,845, Chinese 1927, TABULATION AND ARRANGEMENT 139 Japanese 40, Indians 1689; Massachusetts, whites 2,769,764, negroes 31,974, Chinese 2968, Japanese 53, Indians 587; Con- necticut, whites 892,424, negroes 15,226, Chinese 599, Japanese 18, Indians 153; New Jersey, whites 1,812,317, negroes 69,844, Chinese 1393, Japanese 52, Indians 63; Delaware, whites 153,977, negroes 30,697, Chinese 51, Japanese i, Indians 9; Maryland, white 5952,424, negroes 235,064, Chinese 544, Japa- nese 9, Indians 3. 38. Arrange and tabulate the following: Annual losses by fire in the United States were as follows: 1900, property loss $160,929,805, insurance loss $95,403,650; 1901, property loss $174,160,680, insurance loss $106,680,590; 1902, property loss $161,488,355, insurance loss $94,775,045; 1903, property loss $145,302,155, insurance loss $87,900,000;. 1904, property loss $230,520,131, insurance loss $138,314,212; 1905, property loss $165,221,650, insurance loss $109,236,420; 1906, property loss $444,326,124, insurance loss $278,732,270; 1907, property loss $214,000,000, insurance loss $128,000,000. 39. Arrange the following subject matter under suitable titles in tabular form: State Officials Having Authority In Insurance Matters. Connecticut, John R. Nicholson, Hartford, Insurance Commis- sioner. Indiana, Herbert Blakely, Auditor of State. Massa- chusetts, Fred L. Harding, Boston, Commissioner of Insurance. Michigan, Milton C. Gray, Lansing, Deputy Insurance Commis- sioner. New York, William F. Lamont, Superintendent of Insurance. Ohio, C. M. Bailey, Columbus, State Auditor. Pennsylvania, Edward H. Dewitt, Harrisburg, Insurance Commissioner. Vermont, W. Guy Culloch, Morrisville, Secretary of State; Eugene J. Conkling, Montpelier, State Treasurer. 140 OFFICE PRACTICE AND BUSINESS STYLE 40. Assuming that your employer has received the form below which must be returned with his quotations, copy it and fill in the quotations given: Request for Quotations (Date) Mr. J. D. Adams Purchasing Agent General Trust Company New York .City Sir: Replying to your inquiry we quote you as follows: Quantity Description Unit Price (Signed). By- Estimates not returned within 24 hours cannot be considered Quotations: 50 ft. leather belting, f in., $.048 per foot; 400 ft. belt lacing, f in., $.80 per 100 feet; 200 ft. belt lacing, f in., $1.34 per 100 feet; 100 ft. leather belting, 2 in., YZL, $.273 per foot; 54 ft. leather belting, yj in., single ply, .753 per foot; 42 ft. binding, 7 in. x 5 in., double thick $2.069 P er foot; 5 bales cotton waste, white, TXM, $.1 1 per pound. CHAPTER V FILING AND INDEXING i (a) What is meant by filing? State three requirements of a good filing system. (a) Filing is the systematic arrangement of papers so that they may be easily found. (b) I. Correspondence can be put away rapidly. 2. Correspondence can be found quickly. 3. Papers can be kept together. 2 (a) What is the oldest orderly arrangement of papers? (b) De- scribe it. (a) The Nail or Spindle File. (b) This consists of a sharp, pointed, steel rod screwed into a base. Papers to be retained are forced over the pointed spindle, one on top of another as received, regardless of cor- respondents' names or subject matter. 3 Is this the method of filing now in use in a modern business house? Give reasons. Not to a great extent. It is used as a temporary makeshift for keeping papers which are not of much value, or until certain facts on those papers are checked up or verified. It is also used by some professional men or by old-fashioned shopkeepers who as a rule do not expect to refer to the papers again. 141 .142 OFFICE PRACTICE AND BUSINESS STYLE 4 Mention five objections to the use of the spindle. 1. The papers get torn. 2. They are difficult to find. 3. They accumulate dust. 4. They take up too much space. 5. Loosened papers easily get lost. 5 (a) What device removes these objections? (b) Explain what this is. (a) The Box File. (b) This is a large box of heavy cardboard or thin wood shaped and opened like a book. Within the box are manila leaves with alphabetic or numbered tabs fastened to the right edge. The letters to be filed are kept alphabetically or nu- merically between these sheets and can thus be easily found. FILING AND INDEXING 143. When the box is not handled it rests on its edge, like a book, on a shelf or desk top. Give three reasons why the box file is not used for a large volume of correspondence. 1. If the letters of a correspondent are too numerous they will require a number of boxes. 2. Letters may easily fall out of the box. 3. Boxes fill up so rapidly, that new ones must be added con- stantly. 7 (a) What method is used to overcome the disadvantage of the box file? (b) Describe it. (a) The Loose Sheet Drawer. (b) This consists of a wooden drawer which, to- gether with a number of similar drawers, makes up stacks of cabinets growing in proportion to the size of . TT7 . , . LOOSE SHEET DRAWER the correspondence. Within the drawer is an index similar to that of the box file, between the leaves of which the letters are placed. A heavy wire spring clasp keeps the letters firm in the drawer. On the front of the drawer is fastened a labeled card showing exactly what papers are found within the drawer. 8 (a) Name a method of filing which is an improvement over the Loose Sheet Drawer, (b) Describe. (a) The Shannon File. (b) The Shannon File is a board at one end of which are 144 OFFICE PRACTICE AND BUSINESS STYLE fastened two arches which may be opened laterally. At the bottom of the board is an additional attachment called a per- forator which makes holes near the top edge of the letter to be filed, and as wide apart as the spin- dles of the arches. Index sheets of different lengths opening upward over the arches and printed with any de- sired index are purchased with this file. These sheets separate the papers of the various correspondents. SHANNON FILE What procedure would you follow in filing a letter on a Shannon File? i. Perforate holes at the top and far enough to the right of the letter, not to cover the index. 2. Raise all the index sheets, turning them back over the arches until the desired index sheet :s wanted. 3. Open the arches by turning them sidewise. 4. Place the perforated letter on the spindles. 5. Bring back the open arches into position. 6. Turn down the index sheets to the original position. 10 (a) What are the advantages and (b) the disadvantages of the Shannon File? (a) i. Papers cannot be lost because they are fastened firmly and held in place by the arches. 2. The file can be carried about from place to place and re- ferred to as desired. 3. The Shannon Board may be made part of a drawer which FILING AND INDEXING 145 in turn may be part of a large cabinet of drawers; these are allowed to grow with the correspondence. (b) i. Time is lost in placing letters on the file. 2. It cannot be used where the correspondence is large. What must be done when correspondence becomes too bulky? As soon as the correspondence of a drawer becomes too SHANNON TRANSFER CASE bulky, or when correspondence becomes antiquated, it is re- moved and transferred to Shannon Transfer Cases which are kept on readily accessible shelves. 146 OFFICE PRACTICE AND BUSINESS STYLE 12 (a) What are the two fundamental systems of filing? (b) Ex- plain each. (a) The Flat and Vertical. (b) By flat filing is meant the putting away of papers so that they lie flat. The spindle, box file, loose sheet drawer, and Shannon file are examples. By the vertical system of filing is meant the putting away of papers so that they stand on edge. 13 What equipment is absolutely essential for any system of verti- cal filing? i. One or more cabinets consisting of at least four drawers, COMPRESSER correspondence or legal size, 22 inches deep, one on top of another. 2. Guides, folders, compresser or follower block, and a rod to keep the guides from being disarranged in the drawer. FILING AND INDEXING Explain what guides, folders, and compresser blocks are and how used. Guides are stiff manila or press-board sheets cut to size with extensions of different cuts, called tabs. These are made to fit the drawer of the filing cabinet. The tabs bear any index GUIDES desired. Guides may have a rod projection, called a check sorter with an eyelet through which the rod is pushed in order to hold the guides in place. Folders are manila sheets in which are placed all the papers to be filed. They may be plain, full one cut extension, or tabbed to any cut. Compresser blocks are wood or steel blocks standing on edge 148 OFFICE PRACTICE AND BUSINESS STYLE along the width of the cabinet held firmly in position by a rod running through the entire length of the drawer, front to rear. They keep all folders and guides in an upright position. FOLDERS 15 What is meant by indexing? By indexing we mean the labeling of guides so that corre- spondence may be readily found. This may be done either by name, number, or location. 16 What kind of guides are supplied by manufacturers? Guides of any cut may be purchased either in blank to meet the needs of a particular business, or they may have a printed stock index for the. same kinds of business. FILING AND INDEXING 149 (a) Name the different kinds of folders, (b) Describe each briefly. 1. Straight edge folder. 2. Tab folder. 3. Expansion folder. 4. Binder folder. A straight edge folder is one in which the edges of the front and back flaps are of the same height. BINDER FOLDER A tab folder is one in which the back flap has a projection tab of the same material or of metal on which some form of index is written or printed. An expansion folder has telescope folds at the bottom and sides to allow for the spreading of the front and back flaps to accommodate more records. The binder folder has a fastener attached to the back flap to keep papers firmly attached to the folder in order to prevent their falling out, when the folder is carried from place to place. 150 OFFICE PRACTICE AND BUSINESS STYLE 18 What is meant by (a) a fifth cut, (b) one-half cut. (a) When the upper extension of a guide card is equally divided into five parts, four of which have been cut off so that the next succeeding projecting tab is immediately to the right, and easily visible when placed behind the preceding one, each tab is known as a fifth cut. (b) When the upper edge of a guide card is equally divided into two parts, one of which has been cut off so that the next succeeding projecting tab is immediately to the right and vis- ible when placed behind the preceding one, each tab is known as one-half cut. 19 Draw a diagram illustrating the different cut cards. CUT CARDS 20 What is an out guide and when is it used? An out guide is a colored card upon the projecting tab of which has been printed the word "out" showing that the folder FILING AND INDEXING 151 belonging there has been taken out by someone for temporary use or reference. The name of the user and the date when it has been taken should appear on the last line of the out guide A "a ' c o-e Tc? PP It 18 3 it 28* 4 ' 81 5 iff . 3s .8 5 3 t 18 ;u ft ii f if n a 2| in 18 S .: OUT GUIDE card. When the folder is returned the out guide is removed and the name is checked. 21 When is a substitution card used instead of an out guide? When a particular letter is taken out of a folder the substi- tution card takes its place and shows by whom the letter has been taken. This is checked as soon as the letter has been returned. Substitution cards are generally of colors other than the stationery. 22 (a) When is a cross reference sheet made out? used? (b) How is it (a) A cross reference sheet is made out when information bearing upon a certain topic is found in two different parts of the filing cabinet. (b) It is placed in the folder to refer the searcher to another folder for material bearing upon the same topic. 152 OFFICE PRACTICE AND BUSINESS STYLE 23 Name the different methods of indexing guides under vertical system. I. Alphabetic 2. Numerical 3. Geographical 4. Automatic 5. Topical or Subject 6. Chronological 24 Briefly describe the alphabetic method. The alphabetic method (sometimes called the direct ref- erence method) has guides indexed alphabetically and folders for the correspondence behind the guides. All papers are filed alphabetically according to subject or correspondent's n?me in the folders and behind the guides. 25 (a) What card equipment is needed for numerical filing? (b) State the information which may appear on the index cards. (a) In the correspondence drawer, guide cards numbered in tens or twenties (both being standard numbering) are needed. Correspondence folders consecutively numbered are required for the guides. You must also have a card index drawer in which are placed the correspondents' cards arranged alpha- betically. In the upper left or right corner of each card is noted the number of the folder containing that person's papers. (b) In addition to the name, address, and file number of the correspondent, the index card may have his financial worth, credit standing, by whom recommended, size of first order, pay- ment delinquencies, names of firm members, etc. 26 (a) What is the procedure when a correspondents name does not appear in the card index drawer? (b) In the case of an old correspondent? (a) A card must be filled out bearing his name and other de- sired information and the next unassigned number entered on FILING AND INDEXING 153 L. B. DIRECT ALPHABETIC INDEX 154 OFFICE PRACTICE AND BUSINESS STYLE ./""800"\ Guides numbered by 20's in five position* with even hundreds always in first position mlllll NUMERIC CORRESPONDENCE FILE FILING AND INDEXING 155 this card. A folder bearing the same number as that on the card must then be made out for his correspondence, and all subsequent correspondence noted with this number. (b) To find the folder of an old correspondent, the card index must be looked up and the number entered on the letter. 27 (a) How is the danger of misplacing correspondence in numeric filing overcome? (b) Explain. (a) Direct Alphabetic Filing is employed. (b) This means that the guides are indexed alphabetically Bi-Bri 3\ 'to Brn) x Ba-Be Ho Bh> DIRECT ALPHABETIC GUIDES as well as numerically, each guide bearing a number as well as a letter, as: Ai, Bu 7, so that folders are found alphabeti- cally and returned to the cabinet numerically. 28 (a) Is a StraightNumeric System ever employed to the exclusion of all other systems? (b) Give reason for your answer, (c) How is the correspondence of an occasional writer kept? (a) No. (b) Even when a Straight Numeric System would be desired it cannot be employed where letters of correspondents are too few to permit of an individual folder. (c) A miscellaneous folder, in which are kept alphabetically the letters of such correspondent, is used until his correspond- ence becomes regular and frequent. An individual folder is then made out. 156 OFFICE PRACTICE AND BUSINESS STYLE 29 (a) What are the advantages of the numeric system? 1. It admits of easy and compact cross-referencing on cards filed in strict alphabetic order. 2. All papers on one topic can be left together in one folder. NUMERIC CARDS 3. There is very little danger of misfiling. 4. It allows for natural growth without discarding old equipment. 30 (a) Give a few instances where numeric filing could be advan- tageously employed. 1. Filing numbered copies of orders, statements, telegrams, or prescriptions. 2. Information pertaining to policy holder's records in in- surance companies. 3. Real Estate operators' or stock brokers' transactions. 31 (a) When is the geographical met'hod of filing used? (b) Name the different kinds of geographic filing. FILING AND INDEXING 157 GEOGRAPHIC AND TOWN FILING 158 OFFICE PRACTICE AND BUSINESS STYLE (a) I. This method is frequently employed where a knowl- edge of what goes on in a particular locality is es- sential. 2. Where the correspondence comes from different lo- calities of a country. 3. Where the customers of a firm are grouped by ter- ritories. (b) There are three kinds of geographic filing. I. The state and alphabetic system. STATE ALPHABETIC SYSTEM 2. The state and town system. 3. The straight town system. 32 Explain the equipment necessary for each of these geographic divisions. 1. State and alphabetic state guides, one set of alpha- betic guides for each state, miscellaneous folder for each guide. 2. State and town town guides for each state, miscel- laneous folder for each town and a guide for each state. 3. Straight town set of alphabetic guides, folder for each town, miscellaneous folder for each guide. FILING AND INDEXING 159 33 (a) Give four advantages, and (b) three disadvantages of the geographical method of filing. Advantages: 1. Definite information can be obtained with regard to certain localities. 2. The weakness or strength of advertising media in cer- tain districts can easily be determined. 3. Records may be kept of salesmen moving in particular localities. 4. Where the business involves correspondence on a large scale, this method is valuable. Disadvantages: 1. Two or three sortings of letters must be made before letters can be filed. 2. Not only the name of the correspondent but also his state or town address must be known, before letters can be filed. 3. No geographic filing is complete without some form of the alphabetic. 34 (a) What is meant by the automatic system of filing? (b) How are guides indexed? (a) The automatic system is a combination of the alphabetic and the numeric in such a way that one form will automatically check the other. (b) Under this system of filing the alphabet is divided into forty parts, each part receiving one or more of the numbers from one to forty. Guides are alphabetized and numbered in accordance with this division. A condensed chart called a key on which this indexing is used is placed before all the guides. When a person consults the key he can instantly find the guide card behind which the folder has been filed. 160 OFFICE PRACTICE AND BUSINESS STYLE 35 (a) Show by diagram the key card under the automatic system, (b) Using the name Joseph Davis, show how you would file his correspondence. (a) A AUTOMATIC FILING SYSTEM C D E F G H I-J Aa i Bb 3 Ca 6 Da 9 Ea n Fa 12 Ga 13 Ha 15 la 18 Am 2 Be 4 Ch 7 Di 10 Go 14 He 16 Ja 19 Bi 5 Co 8 Ho 17 K-L N-0 P-Q T-U-V WXYZ Ka2o Ma 23 Na26 Pa 28 Ra 30 Sa 32 Ta 36 Wa 3 8 La 21 Me 24 Oa 27 Qa2 9 Ro 3: Se 33 U-V 3 7 Wi 39 Li 22 Mo 25 Sm34 XYZ 4 o St 35 Lower chart. GIVEN AND FIRM NAME KEY I 2 3 4 5 6 7 8 9 Single Names or subject A-B c D-E F-G H-I J-K L-M N-S T-7 (b) Consult chart which tells us that Da (see upper chart), is 9 and J (see lower chart) is 6, which gives the number 96. This number appears on the folder when papers are filed. We have this number check as well as the alphabetic location. FILING AND INDEXING 161 What is meant by topical or subject filing? Subject filing means keeping all correspondence relating to the same topic behind the same guide, indexed by subjects. These SUBJECT FILE subject guide cards are filed alphabetically and all correspon- dence relating to the same subject can be readily found. Each subject may be further subdivided alphabetically or numerically. 162 OFFICE PRACTICE AND BUSINESS STYLE 37 State three advantages of subject filing. Mention instances of its use. 1. It keeps all related matter together in one folder behind one subject guide. 2. It may be subdivided readily into subtopics, each in turn being assigned a number under the main topic. 3. There is no limit to the number of subdivisions that can be made. Architects, builders, buyers, railway and public service corporations and libraries find this an invaluable method of filing. 38 As applied to Subject Filing, give an illustration of the use of the Dezvey Decimal System as used in libraries or railway offices. DEWEY DECIMAL SYSTEM 0. General 1. Executive Dept. 2. Finance and Accounts 3. Railway 4. Equipment and Shops 5. Transportation and Storage > 6. Traffic *~6o. Traffic Rates, etc., General 61. Passenger Traffic ^62. Freight Traffic 63. Baggage 64. Mail 65. Express 620. Freight Traffic FILING AND INDEXING 163 621. Products of Agriculture 622. Animals and Animal Products 623. Products of Mines 624. Products of Forests 625. Manufacturing 621.1. Canned and Bottled Goods 621.2. Groceries 621.3. Grain and Grain Products 621.4. Fruit and Vegetables 621.5. Tropical Products 621.6. Nuts 621.7. Others 621.31.. Wheat 621.32.. Corn 621.33.. Oats 39 What is meant by the Chronological Index? Filing in the order of receipt, that is in the order of time. This is generally applied to the copying of letters in a letter press in the order in which they are written. 4 If you answer a correspondent's letter which inquires regarding quotations and you receive no reply, tell how you would automat- ically recall the fact that you have to follow up this correspondence. The automatic recall is accomplished by a file drawer called "follow-up" drawer. It contains a set of alphabetic guides, a set of monthly guides, and a set of daily guides. When the letter is answered a carbon copy is made at the same time. 164 OFFICE PRACTICE AND BUSINESS STYLE The original letter on which has been recorded the follow-up date is filed alphabetically. The carbon copy is filed in the follow-up FOLLOW-UP DRAWER drawer directly behind the daily guide on which we wish to fol- low up the correspondence. When that day arrives the letter automatically becomes visible and receives the necessary attention to- gether with other matter for that day. When refer- ence is to be made to the original letter it can read- ily be found in the same drawer, behind the alpha- betical guide. DAILY GUIDES FILING AND INDEXING 165 (a) What is a desk tickler? (b) Where can it be purchased? (a) A desk tickler is a small card drawer, containing standard size cards and guides indexed exactly as the guides of a follow- up correspondence drawer. (b) Stock cards for the desk tickler are furnished by man- DESK TICKLER ufacturers of filing supplies who will also print any matter desired to suit the needs of a particular business. 166 OFFICE PRACTICE AND BUSINESS STYLE 42 How is a desk tickler used for following-up correspondence? When a letter is answered a summary of the contents of the letter is made on the card and the card is filed behind the proper / Florida A FOLLOW-UP FILE daily guide. The desk tickler is not only a follow-up but also a daily calendar. 43 When are metal indicators used in connection with the desk tickler? Some desk ticklers have the days of the month printed along the upper edge of the card. After the letter has been answered and the necessary notation made on the card a little metal signal or indicator, colored for the different months, is slipped FILING AND INDEXING 167 over the number indicating the day upon which the letter is to be followed up. All the signals for that day receive the attention of the 22 23 24 Company METAL INDICATOR follow-up clerk, who then transfers the signals to the next de- sired date. 44 What is meant by legal filing? Legal filing means the disposition of all matter typed on legal paper, but not necessarily papers in a law office. Archi- tects, notaries public, real estate operators, builders also use this form of filing. 45 Discuss two ways of filing legal papers. 1. Legal papers may be filed in tall narrow drawers to suit the width of the legal paper after it has been folded. These are known as document files. They are about four inches wide by ten inches high. 2. They may also be filed in a legal vertical file which is the .same as the ordinary vertical file excepting that instead of the 168 OFFICE PRACTICE AND BUSINESS STYLE manila folder a fiber or leatherette envelope or container is used. This is longer than the regular correspondence folder and is also capable of expansion. DOCUMENT FILE 46 Give four disadvantages of the former method. 1. Papers must be folded before filing. 2. They are hard to handle because of the fold. 3. Folding and opening papers wears them out on the fold and makes the writing illegible. 4. They take up too much space in the file. 47 What advantage has the container over the folder? The entire envelope containing all the documents pertaining to a given action may safely be taken from the files to any place desired and returned to the files when they are no longer needed. 4.8 Give two ways of filing bills, shipping orders, invoices, and other miscellaneous papers. (a) They may be filed in the same drawer with the corre- spondence but in a separate folder of another color. This is placed in front of the correspondent's folder. (b) A separate drawer properly labeled may be used. FILING AND INDEXING 169 49 How do you file the correspondence of a large business? Any one of the following three methods is good: a. Alphabetically, under the automatic system. b. Geographically, if correspondence covers a large ter- ritory. c. Numerically, to allow for expansion. 5 Explain three methods of making copies of outgoing business letters. (a) Copies of outgoing business letters may be made on car- bon sheets pinned or clipped to the letters received and filed in the regular filing cabinet. (b) They may be copied in the letter-press book by means of a moist cloth, oiled boards and the letter-press, indexed and retained in the book. (c) They may be copied with a Roneo Copier machine and filed together with the answer in the filing cabinet. 5 1 Describe three systems of preserving for convenient reference business letters and telegrams received. (a) Telegrams may be filed with the regular correspondence. (b) They may be filed in a separate colored folder in front of the regular folder. (c) A separate drawer may be reserved for the telegrams, orders, receipts, etc. 52 Give any satisfactory method of filing letters and telegrams for preservation and convenient reference, for a small business hav- ing but little correspondence. Either the Shannon drawer or the box file may be used. 170 OFFICE PRACTICE AND BUSINESS STYLE 53 Describe a good method of storing old correspondence. Transfer cases to fit any system of correspondence in use are manufactured by filing Supply companies. These are large press board cases into which is placed all the dead correspond- TRANSFER CASE ence alphabetically or numerically. On the front of the case is pasted a label giving the date limits of the enclosed records. These are kept on shelves easily accessible. 54 What is meant by assorting correspondence? Arranging papers in such a way that they can be put away in the filing cabinet in the order in which the cabinets are labeled so that the drawers need not be opened and shut. By means of correct assorting a filing clerk distributes all correspondence in one drawer before proceeding with the next. A special device called a distributor is furnished by the filing companies :for that purpose. FILING AND INDEXING 171 55 Give examples of labels as made out for an alphabetic file and con- sisting of four drawers. Show single notation and double notation. Single Notation Double Notation Fa Fo Go Hi Ja Ju F-Fa Fa-Fo Fo-Ge Ge-Go Go-Hi Hi-Ja Ja-Ju This drawer contains the letters F to K. 56 If correspondence is received from a person living in a town for which there is no guide, where should the letter be filed? Such letters are filed in the miscellaneous folder directly behind the state guide until his correspondence becomes bulky enough to warrant an individual folder. 57 (a) When is a twenty-name system of guiding used? (b) De- scribe this system. (a) This is employed when the alphabetic file becomes too bulky. (b) Every twentieth card is taken out. The name obtained is used as a new guide, thus allowing for more subdivisions. The name of this twentieth card correspondent should be written on both sides of the tab so that if it should become necessary to further subdivide, we can insert other cards with- out disturbing the entire arrangement. 58 How would you file (a) legal papers, (b) time tables, (c) charts, maps, blue prints, (d) circulars, ( ______________ , ___________________ Street Post \ ^ Office/ ________________________ -% _____________________________________________ State_...J?. Sent by . - (Name of Sender) Addressl of } sender j No . Street PURCHASER MUST SEND ORDER AND COUPON TO PAYEE C57166 POSTAL INFORMATION 175: 3 How does the person who receives the money order (addressee) dispose of it? 1. He may cash it after identification at any post office in his home town, or 2. He may deposit it after indorsement to his credit in his own bank, or 3. It may be turned over by indorsement to a second party. 4 (a) What should be done when a money order is lost? (b) How long may a money order be kept before it may be cashed? (c) What must be done when a money order is held too long? (a) The remitter, payee, or indorsee without payment of an extra fee may make application for a duplicate order. A special form provided for the purpose at the issuing office or the office upon which drawn, must be used. (b) A money order must be presented for payment within one year from the last day of the month of issue. (c) When an order is more than a year old, it must be pre- sented at any money order post office with an application for a warrant of the postmaster-general. A warrant upon the Treasury of the United States will then be issued and mailed to the applicant's address without charge. REGISTRY DIVISION 5 (a) Name three advantages of registered mail, (b) How are letters and parcels registered? (a) I. Increased security. 2. Insurance to the amount of $50.00 in event of loss. 3. Remitter receives written acknowledgment of re- ceipt. 176 OFFICE PRACTICE AND BUSINESS STYLE Stamp of issuing ,gtc*. <" B 7 Past Qcpartmtnt THIBD ASSISTANT POSTMASTER GENERAL DIVISION OP MONEY ORDERS U. S. MONEY. FOREIGN MONEY No Amount, $ Nb..~ Amount.S *. No Amount.S Payable in {Postmaster will write on this line "Great Britain" or "Italy." tte.. os ease may to.) (Space above this line is for the Postmaster's record, to be filled in by him.) (Spaces below to be filled in with pen and ink by the applicant, or by some person for him not connected with the post office.) Application for International Money Older Foiiypbe sum of _,__. \/ and.. ^ ...... ~~ ; ~ Payable to 3fc tty'rite on this lint ;:cztc of person who is to receive the money.) Town or City, Residence or . - piaceof No , Street business of the person to County, Canton. ) whom the Kreis or Department J ~ money is to bepaid. Province, Country, Sent by (Write on this line the name of the remitter.) *titce" C oY' r No ' - -Street business of thepersonby TOWD Or City, ... whom the money is * State of (See other aide) POSTAL INFORMATION 177 (b) i. Name and address of sender should be plainly writ- ten or printed in addition to the name and address of the receiver. 2. Necessary postage (according to weight) in addition to a ten cent stamp for registration must be affixed. 3. When delivered to registration clerk, a receipt is taken. If the receiver's receipt is wanted in addi- tion, the words "return receipt desired" should be written on the face of the envelope. 4. If the registered piece is to reach the hands of the addressee only, the letter or parcel should have on the address side the words "deliver to addressee only." 6 How can registered matter be recalled by the sender before actual delivery? 1. He must furnish proof of his identity. 2. He must file with the mailing postmaster a written re- quest for the return giving his own name and address, name and address of addressee and registry number as noted on his receipt. 3. He must pay all expenses necessary to recover the regis- tered letter or parcel. 7 What procedure should be followed when a claim for loss is made? An application must be obtained from the office of registry and on it must be shown: 1. That claim is made within the year of loss. 2. A description of the lost article, with particulars as to time and place of mailing. 3. An affidavit stating value and nature of contents, name of owner, and that no compensation has been received for the lost article. 4. An additional affidavit, alleging ownership. 5. The amount claimed for the lost article. 178 OFFICE PRACTICE AND BUSINESS STYLE SPECIAL DELIVERY 8 (a) What is the purpose of special delivery? (b) How is mat- ter sent by special delivery? (c) If special delivery matter cannot be delivered because of absence, how is such mail treated? (a) To get matter delivered sooner and at hours other than regular mail, that is, immediately upon arrival at destination. Such mail will be delivered between 7 a.m. and n p.m. at city delivery offices and from 7 a.m. to 7 p.m. at all other offices, or until the arrival of the last mail. Special delivery matter will be delivered at post offices of the first and second classes on Sundays, and at other offices if open on Sundays; and at all offices on holidays. (b) In addition to regular postage (according to weight) a special delivery stamp costing ten cents must be affixed. When such stamp is not available ordinary stamps in the amount of ten cents may be used and the words "Special Delivery" written underneath them. (c) Notice is left at the place of address, the mail is returned to the post office, and is treated thereafter in all respects as ordinary mail. PARCEL POST 9 (a) What is the parcel post law? (b) What are some ad- vantages? (a) A law which permits the sender to mail packages not exceeding seventy pounds within the first, second, and third zones, and fifty pounds for all other zones. Parcels may not exceed eighty-four inches in length and girth combined. The rate is very much cheaper than mail of the first, second, or third class. There is a small additional charge for insurance. (b) I. It offers a convenient, speedy and efficient means of transporting mailable parcels to any post office in the United States or its possessions. POSTAL INFORMATION 179 2. It brings producers and consumers into closer contact. 3. Special advantages and treatment are accorded to shipment of farm products. 10 (a) How are zones determined? (b)- How is the rate for each parcel determined? (a) For the purpose of parcel post, the United States and its possessions are divided into units of area, called zones, of which there are eight. The first zone covers a radius of fifty miles; the second zone 150 miles; the third zone 300 miles; the fourth zone 600 miles; the fifth zone 1000 miles; the sixth zone 1400 miles; the seventh zone 1800 miles; the eighth zone an area of over 1800 miles. (b) Upon weight and distance. The charge for the first and second zone, for the first pound is five cents and one cent for each additional pound; for the third zone, six cents for first pound and two cents for each additional pound, up to 70 pounds. The schedule below shows rates for remaining zones for pack- ages from I pound to 50 pounds in weight: FOURTH-CLASS (DOMESTIC PARCEL POST) ZONE RATES ZONES Weight in pounds Local ISt, up to 50 2d, 5 to 3d, 150 to 300 4th, 300 to 600 5th, 600 to 1,000 6th, 1,000 to 1,400 7th, 1,400 to i, 800 8th, over i, 800 miles miles miles miles miles miles miles miles i $0.01; $0.05 $0.05 $0.06 $0.07 $0.08 $0.09 $0.11 $0.12 2 .06 .06 .06 .08 .11 14 17 .21 .24 3 .06 .07 .07 .10 15 .20 25 31 . 3 6 4 5 .07 .07 .08 .09 .08 .09 .12 .14 .19 23 .26 32 33 .41 .41 51 t 6 .08 .10 .10 .16 27 .38 .49 .61 72 7 .08 .11 .11 .18 31 44 57 71 .8 4 8 .09 .12 .12 .20 35 50 .65 .81 96 9 .09 13 13 .22 39 56 73 .91 1. 08 TO .10 .14 .14 .24 43 .62 .81 I.OI 1.20 i8o OFFICE PRACTICE AND BUSINESS STYLE FOURTH-CLASS (DOMESTIC PARCEL POST) ZONE RATES Continued Z ONES Weight in pounds Local ISt, up to miles 2d, 50 to miles 150 to 300 miles 4th, 300 to 600 miles 5th, 600 to 1,000 miles 6th, 1,000 to 1,400 miles 7th, i, 400 to i, 800 miles 8th, over 1, 800 miles ii $0.10 $0.15 $0.15 $0.26 $0.47 $0.68 $0.89 $1.11 $1.32 12 .11 .16 .16 .28 51 74 97 .21 1.44 13 .11 17 17 30 55 .80 1.05 31 1.56 .12 .18 .18 32 59 .86 1-13 41 1.68 15 .12 .19 .19 34 .63 .92 .21 51 i. 80 16 13 .20 .20 36 .67 .98 .29 .61 1.92 17 13 .21 .21 38 .71 .04 37 71 2.04 18 .14 .22 .22 .40 75 .10 45 .81 2.16 19 .14 23 23 .42 79 .16 53 .91 2.28 20 15 . .24 24 83 .22 .61 2.01 2.40 21 15 25 25 .46 87 .28 .69 2. II 2.52 22 .16 .26 .26 .48 .91 34 77 2.21 2.64 23 .16 27 27 50 95 .40 85 2.31 2.76 24 17 .28 .28 52 99 .46 93 2.41 2.88 25 17 .29 .29 54 03 52 2.OI 2-51 3.00 26 .18 30 30 56 .07 .58 2.09 2.6l 3.12 27 .18 31 31 58 .11 .64 2.17 2.71 3-24 28 .19 32 32 .60 15 .70 2.25 2.81 3.36 29 3 .19 .20 33 34 33 34 .62 .64 .19 23 .76 .82 2-33 2.41 2.91 3.01 it 31 .20 35 35 .66 27 .88 2.49 3.11 3-72 32 33 .21 .21 .36 37 36 37 .68 .70 35 94 2.00 2-57 2.65 3-21 3-31 ft 34 .22 .38 38 72 39 2.06 2-73 3-41 4.08 35 .22 39 39 74 43 2.12 2.81 3-51 4.20 36 23 .40 .40 .76 47 2.18 2.89 3.61 4-32 37 23 .41 .41 78 2.24 2-97 3-71 4-44 38 .24 .42 .42 .80 55 2.30 3-05 3.81 4.56 39 .24 43 43 .82 59 2. 3 6 3-13 3.91 4.68 40 25 44 44 .84 .63 2.42 3-21 4.01 4.80 41 25 45 45 .86 .67 2.48 3.29 4.11 4.92 42 .26 .46 .46 .88 2-54 3-37 4.21 5-04 43 .26 47 47 .90 75 2.60 3-45 4.31 5.16 44 .27 .48 48 .92 79 2.66 3-53 4.41 5.28 Jf 27 .28 49 50' 49 50 3 .83 .87 2.72 2.78 3.61 3.69 4-51 4.61 5-52 47 .28 51 .98 .91 2.84 3-77 4.71 5.64 48 .29 52 52 1. 00 95 2.90 3-85 4.81 5.76 49 .29 53 53 1.02 99 2.96 3-93 4.91 5.88 50 30 54 54 1.04 2.03 3-02 4.01 5-oi 6.00 POSTAL INFORMATION 181 ii What is meant by local rate? The local rate applies to parcels mailed under the following conditions: 1. At any post office for local delivery at such office; 2. At any city letter carrier office, or at any point within its delivery limits, for delivery by carriers from that office; 3. At any post office from which a rural route starts, for delivery on such route, or when mailed at any point on a rural route for delivery at any other point thereon, or at the office from which the route starts, or for delivery on any other rural route starting from the same office. 4. On all fruits and vegetables mailed at a post office from which a motor vehicle truck route or country motor express route starts, or at any point or post office on such route, for transportation over the route and delivery at any other point or post office on the same route. 12 How are C. 0. D. packages shipped by mail? The post office department will accept C. O. D. packages under the following conditions: 1. The C. O. D. package must not exceed $100 in value. 2. In addition to parcel-post rate, ten cents in parcel-post stamps must be affixed when the amount does not exceed $50; and 25 cents when the amount to be remitted does not exceed $100. 3. C. O. D. tag, secured to the package, must show a. amount due the sender. b. money order fee to cover remittance from post office to sender. c. total to be collected (a plus b). 4. A receipt is given to the sender at the time of mailing. 182 OFFICE PRACTICE AND BUSINESS STYLE 13 (a) On parcels weighing four ounces or less, what is the rate of postage? (b) Over jour ounces? (c) What is the rate on books and plants weighing eight ounces or less? (d) Where are parcels mailed? (a) One cent for each ounce or fraction of an ounce except books, plants, and seeds. (b) On matter in excess of four ounces the rate is by the pound according to parcel-post schedule, except on books, plants, and seeds. (c) On parcels weighing eight ounces or less containing books, seeds, and plants the rate is one cent for each two ounces or fraction thereof regardless of distance. 14 What written matter may be inclosed in fourth-class mail (parcel post}? 1. Any marks, numbers, names, or letters for purposes of description. 2. On the blank leaves, or cover of any book, an inscription or dedication not in the nature of personal correspondence. 3. Words like "Merry Christmas", "with best wishes", etc. 4. Written or printed invoice showing name and address of the sender, names and quantities of the articles inclosed, price, style, size, initials of salesman, etc. RURAL DELIVERY 15 What are the objects of rural delivery? 1. To permit mail delivery in sparsely settled and rural communities. 2. To give the farmer the same mailing benefits as the city dweller and thus give him the opportunities of culture through reading and discussion. POSTAL INFORMATION 183 16 How is rural delivery service established? 1. The residents of a community must petition the post- master-general for its establishment. 2. A government inspector then visits the locality and re- ports as to the advisability, etc., and whether there are 500 residents to be served. 3. The carrier is then selected by examination and appointed. 4. A substitute is also chosen. POSTAL SAVINGS 17 (a) What is meant by postal savings? (b) How is a postal savings account opened? (a) By an Act of Congress passed June 25, 1910, certain post offices were designated as banks to receive deposits of all persons ten years old or over who wish to save their money with the United States Government. (b) Upon the first deposit, the depositor is supplied with an envelope in which he keeps savings certificates, equal in amount to the sum deposited, issued by the postal savings clerk. On the face of the envelope is printed a blank ledger record on which an account of deposits and withdrawals is kept. If the initial deposit is smaller than $1.00, a card on which are affixed stamps for the amount deposited is used instead of an envelope. When the card is filled it is exchanged for an en- velope and certificate. DEAD LETTER DIVISION 18 When is mail sent to the dead letter office? Mail which cannot be delivered because of incorrect address or other cause (and there are no directions for its return) is sent to the dead letter office. 184 OFFICE PRACTICE AND BUSINESS STYLE 19 How is "dead matter" treated? Such matter is first opened to determine the owner. If the address of the sender cannot be found in the letter, it is de- stroyed. Valuable inclosures, after being carefully recorded, are returned to senders or delivered to the persons for whom intended, if they can be found. Money inclosures are retained to await the call of the owner within four years. Merchandise packages are held for one year to await owner's claim and are then sold at auction, if no claim is made. 20 How can lost mail matter be recovered? A letter of claim addressed to First Assistant Postmaster- General Division of Dead Letters, must contain the following particulars: 1. By whom sent. 2. How addressed. 3. At what place, and circumstances of mailing. 4. Accurate description of contents. 21 To prevent loss of parcels what specific directions would you follow in preparation of parcels for mailing? 1. Name and address of sender should be plainly written. 2. Strong wrappers securely tied should be used and so wrapped that they may be easily examined. 3. Determine proper postage and affix the stamps where they may be easily seen and canceled on the address side. POSTAL INFORMATION 185 RATES OF POSTAGE 22 Name and classify divisions of mail matter. First Class Written and sealed matter, postal cards, and private mailing cards two cents an ounce or fraction thereof, except post cards, which are one cent each. Second Class Includes newspapers, magazines, etc., entered as second class matter. No limit of weight is prescribed. When sent unsealed by parties other than the publishers or news agents, one cent for each four ounces. Third Class All other printed matter not admitted as second class, nor embraced in the term "book." Fourth Class Domestic parcel post mail, and miscellaneous printed matter, weighing more than four pounds. Rates vary according to size of parcel. 2 3 (a) What is "unmailable" matter? (b) What are stamped envelopes? (c) What kinds are furnished by the government? (a) Matter which can be easily destroyed or has insufficient postage, lottery, threatening, defamatory, or indecent litera- ture. (b) Stamped envelopes are envelopes of standard sizes sold by the government with printed stamps of the value of I, 2, 4, and 5 cents. (c) "Ordinary" or "special request." The ordinary en- velopes are either plain (no printing in the upper left corner) or bear the words "if not delivered return to" followed by two blank lines for the name and address of the sender (not his business advertisement). When ordered from the government in lots of 500 or more, no charge is made for printing return name and address. The charge for the envelopes is very small. Stamped envelopes which have been spoiled, misdirected, or 186 OFFICE PRACTICE AND BUSINESS STYLE are in other ways unfit for sending may be redeemed by the owner for their face value in postage stamps or other stamped envelopes. 24 Explain the following terms as applied to mail (a) domestic, (b) foreign, (c) closing of foreign mail, (d) supplementary, (e) dock. (a) Domestic mail matter includes mail addressed for local delivery or for transmission from one place to another within the United States, and to or from its possessions. (b) Foreign mail includes all mail sent to countries not sub- ject to the government of the United States from the United States or any of its possessions. (c) Closing of foreign mail: The post office department publishes a bulletin weekly on which are listed vessels carrying mails to foreign countries, their ports of call, and the time of closing foreign mail. (d) Supplementary: For a small fee in addition to regular postage, foreign mail received at the post office will be forwarded to the steamer transporting mail to foreign countries, so that such mail will not be delayed in its delivery. (e) Dock: This refers to the temporary branch on the pier at which the steamer is docked. Mail deposited at the dock within a few minutes of sailing may leave on the steamer. Name the postage necessary for sending each of the following pieces of mail matter from your post office: Description Weight, oz. Destination Letter .......................... l^ Kentucky Letter .......................... 2 Illinois Letter .......................... 2 Largest city of your state Letter (special delivery) .......... 2^ Savannah, Ga. Letter .......................... 4 Mexico City Letter .......................... 4 Charleston, S. C. Letter (registered) ............... 4 Toronto, Canada POSTAL INFORMATION 187 Description Weight, oz. Destination Letter (unsealed) 2 Tucson, Ariz. Letter 2^ Canal Zone Letter 3 Shanghai, China Letter (registered) 2^ San Juan, P. R. Letter 2 Boise, Idaho Letter 2 Boston, Mass. 600 form letters, unsealed 2 each Dover, Del. 400 form letters, sealed 2 each Mobile, Ala. Catalog 7 Topeka, Kan. Book 4 Dublin, Ireland Sheet music 1 1 New York City Engrossed diploma in a tube 12 Glasgow, Scotland Blank diplomas in tube 12 Your own city Newspaper (by individual) 5 Houston, Tex. Bundle of newspapers 60 Mobile, Alaska Photograph 2^ Manila, P. I. Calendar in tube 16 Savannah, Ga. Package of pens 12 Sitka, Alaska Seeds (C. O. D. $2) 12 Jamestown, Va. Drugs (special delivery) 16 Denver, Colo. 24 circulars 8 Plymouth, England CHAPTER VII OFFICE APPLIANCES, ACCESSORIES, DEVICES, AND AIDS THE TELEPHONE I Why is the telephone the most important office cccessory? Because it is a great time and money saver. People may be reached at a few minutes' notice, and the necessary business transacted. Delays attending the sending and receiving of mail are avoided. Appointments may be made and details of transactions may be adjusted without loss of time. Postage and railway expenses may be reduced. 2 Give a jew general directions for handling the telephone on out- going calls. 1. Make sure that you are calling the right number. 2. Speak directly into the mouthpiece with your lips close to it. 3. Speak distinctly and deliberately. 4. Keep the receiver to the ear until the person called answers. 5. Acknowledge the operator's repetition of the number by saying "right" or "yes," and if incorrect say "no," and repeat your number. 6. If necessary to recall the operator, move the hook gently and slowly up and down. 7. Be courteous, and finish your conversation by saying "Good-by," and then hang up the receiver. 1 88 OFFICE APPLIANCES, DEVICES AND AIDS 189 3 What general directions would you give a person who is to answer incoming calls? 1. Answer a telephone call promptly and pleasantly in order to avoid a report of "does not answer" at the calling station. 2. Announce the name of the firm, department, or your name. 3. If another individual is wanted, say, "Hold the wire, please," and promptly call the person to the telephone. 4. Be ready to take any message for an absent person. 5. Listen carefully and get the message accurately. 4 What is meant by a telephone subscriber? A telephone subscriber is a person (or company) who pays an annual rental for the installation of a telephone apparatus at the place desired. His name is alphabetically listed in a book called a telephone directory together with the names of others, so that should he desire to speak with another sub- scriber he can readily do so by giving the central operator the subscriber's number. The telephone apparatus is rented, not sold, and remains the property of the telephone company. 5 What four telephone employees does the subscriber come in con- tact with after the installation? The central operator, information, the traffic manager, and the long distance or toll operator. 6 Explain the terms central operator, information, traffic manager, and toll operator. Central Operator: When you wish to talk to another sub- scriber and have found his telephone number, you lift the re- ceiver from the hook. This action flashes a signal to the tel- ephone operator. Almost immediately you hear her question, 190 OFFICE PRACTICE AND BUSINESS STYLE "Number please?" which means that she wishes to make the connection between your telephone and another subscriber's telephone as soon as you give her the subscriber's number. Information: Information's business is to find for you the number of an unlisted subscriber or of a subscriber whose number you cannot find, or of a discontinued telephone. To call Information you raise the receiver and tell the operator to give you Information, then give Information the complete name and address of the person wanted, hold the receiver until she finds it and gives you the number, which you repeat to the operator, who will make the desired connection. Traffic Manager: The Traffic Manager is called through Central office when unsatisfactory service is rendered by an operator, or when the telephone mechanism is defective. Re- ports should be made at once. Toll Operator: When it is desired to speak to someone over the telephone who is located in a distant city, give name of city to the operator, who will connect you with the toll oper- ator. When she answers give the telephone number of the party you wish to speak to, the street address and your own telephone number and name, and wait. The toll operator will tell you to hang up the receiver if it takes some time to call the party desired. Then wait until you are called. 7 Give (a) illustrations of four different kinds of calls, (b) method of calling, (c) calling from a party line. (a) Number (b) Method of Calling John 1253 John, One-two (pause) five-three Main OI25-J Main, O-one (pause) two-five (pause) J Broad 4800 Broad, Four-eight (pause) hundred Worth 5000 Worth, Five-thousand (c) Give the call and announce the letter of your station as follows: "This is J calling." OFFICE APPLIANCES, DEVICES AND AIDS 191 8 Explain (a) two-number toll call, (b) particular person toll call. (a) When long distance connects you with a number outside the local service area, a charge is made although you do not speak to the person desired. The charge is lower than for (b) a Particular Person Toll Call. When you ask long dis- tance for a particular person outside the local service area, a charge is made only when conversation actually begins be- tween that person and yourself. No charge is made if the per- son to whom you wish to speak does not answer. 9 What is meant by (a) private wire, (b) party wire, (c) private subscriber? (a) Private wire is a telephone station subscribed to by an individual or firm. (b) Party wire is one which designates a subscriber by a number and a letter. Three or four other subscribers also use the same telephone station, each subscriber having a dif- ferent letter. When one party uses the telephone the others must wait. This telephone is cheaper than the private wire. (c) A private subscriber is one who for certain business reasons does not wish his number to appear in the telephone book. The number must be known and given to the operator if connection is desired. Information will not divulge numbers of private subscribers. 10 Suggest a blank form on which messages are to be entered for people who are absent from the office when called. Date- Telephone call for Mr. of the firm of -Tel. No. Called at and left the following message : Call him at Initials 192 OFFICE PRACTICE AND BUSINESS STYLE EMERGENCY CALLS II (a) What is an emergency call? (b) How are emergency calls made? (a) A call made by telephone when immediate assistance is required if life, limb, or property is in danger of injury or destruction. (b) Lift the receiver and say to operator "I want to report a fire," or "I want to get a policeman," or "I want to get an ambulance." If compelled to leave telephone before the desired station answers, tell operator where help is required. 12 Describe (a) switchboard, (b) pay station, (c) In zuhat way does a coin box telephone differ from a pay station? (a) Where a firm, apartment house, or hotel requires the use of more than one telephone extension the telephone company will install a connecting link called a switchboard between each telephone extension and the central office. Every out- going or incoming call will reach the switchboard operator first before proper connection can be made. Such switchboards may be of the simple desk top monitor type serving a few extensions only, or the cord switchboard serving thousands of extensions, as in hotels or department stores. (b) Pay stations are public telephones located in places most convenient to the public and attended by telephone-company operators. The operator gets your number, notifies you of the charge and gets the central operator by means of a switchboard. When connection is made you are assigned to a booth from which you talk to the person called. OFFICE APPLIANCES, DEVICES AND AIDS 193 (c) In a coin box telephone the operator is called directly by depositing a coin in the slot of the machine. If connection cannot be made the coin is returned to you. 13 Explain how you would find the telephone numbers of (a) private party, (b) a school, (c) city government department, (d) Board of Education, (e) branch bank, (/) when number and street only are known, (g) apartment house, (h) when business is known but spelling of name is uncertain. (a) Look in the telephone directory for the correct spelling of the second name and then down the column for the correct first name, which follows the second name. (b) Look up Education, Board of, and under Public Schools are listed first the district superintendents, then the high schools, then the special schools, and then the public schools according to number. (c) Look up City of New York under which are listed all the different departments and bureaus. (d) Look up Education. (e) Find the name of the bank and the address of the branch desired. (/) Look up under No. to find alphabetically listed streets and find the number of the house. (g) When the name of an apartment house is known look it up alphabetically, otherwise look up under No. (h) Consult the Red Book under business classifications and check up by address or first name. 14 Where are requests for directory listings or telephone installa- tions made? Call the Telephone Company and find the nearest Local Commercial office. Apply there for a listing. 194 OFFICE PRACTICE AND BUSINESS STYLE TELEGRAMS 15 Explain the differences between telegrams and cablegrams. Telegrams are messages sent over land by wire within the borders of a country, while cablegrams are sent through cables under water to countries separated by large bodies of water. Telegrams are used for quick inland communications, while cablegrams afford a cheap and quick oversea commu- nication. 16 (a) Name and (b) explain the different classes of telegrams. (a) i. Full-rate Messages 2. Night Messages 3. Day Letters 4. Night Letters (b) I. Full-rate messages are transmitted immediately, at the maximum charge based on a rate for the first ten Charge to the account cf _ UNION AM Send the following message, subject to the terms oo back hereof, which are hereby agreed to words and an extra charge for each additional word. 2. Night messages are sent at a lower rate than day messages, are accepted until 2 a.m., but delivery is not made until the morning of the next business day. Where the message is too long this class of service is seldom used. 3. Day letters sometimes called deferred day service are cheaper than day messages because the company sends them some time during the same day. The OFFICE APPLIANCES, DEVICES AND AIDS 195 charge for fifty words is the same as ij times the charge of day messages. For example, if a ten-word day charge is $1.00, a fifty-word day letter costs $1.50. 4. Night letters are accepted before 2 a.m. and delivered the next morning. The charge for fifty words is the same as the charge for a ten-word day message. What is meant by (a) telegraph money order and (b) when is it used? (a) Money sent to a party at a distant point for immediate delivery by means of the telegraph. (b) It is used to pay debts due on a particular day, to assist travelers in need, to pay for advertisements inserted in foreign papers, to help stranded relatives, to pay insurance premiums, etc. The charge is small. 18 (a) What parts of a telegram are paid for ? (b) How is the charge computed? (a) Every word (including punctuation) except the date, ad- dress, and signature unless there are extra words or an addi- tional address. (b) Dictionary words, initials, countries, cities, states, and abbreviations of countries, cities, states, or abbreviations in common use are counted as one word. Each figure, character, punctuation mark, decimal point, and the signs st, d, rd, and artificial groups of five letters are counted as one word. 19 (a) Why is a knowledge of the method of charging for telegrams valuable? (b) Illustrate by concrete examples. (a) Because such a knowledge will assist a person in selecting the right number of words to go into a telegram or cablegram at minimum cost. 196 OFFICE PRACTICE AND BUSINESS STYLE (b) Cheaper, or clearer Than Ounces (i word) Ozs. (i word) Immediately (i) At once (2) Four hundred (2) 400 (3) Six million (2) 6000000 (7) Forty-six (2) 46 (2) One-half (2) 1/2 (3) April tenth (2) April loth (4) Letter follows (2) Will explain by mail more fully (6) Answer collect (2) Wire answer at my expense (5) Ten by twelve (3) 10 x 12 (5) Number five forty-six (4) No. 546 (4) Minimum cost five sixty- Minimum cost $5.65 (7) five (5) Two twenty-eight East 228 East 45th St. (8) Forty-fifth Street (7) CABLEGRAMS 20 (a) Name and (b) explain four kinds of cablegrams, (a) i. Regular. 2. Deferred. 3. Cable letters. 4. Week- end cable letters. (b) I. Regular cablegrams are employed in urgent cases with a full rate charge. Any kind of language may be em- ployed. 2. Deferred cablegrams are sent at the company's con- venience and used when, messages are not so im- portant as to require immediate transmission. The rate is one half of the regular cablegram rate. 3. Cable letters are used for business communications which are not urgent and are delivered the day after they are written. They are charged for on an initial OFFICE APPLIANCES, DEVICES AND AIDS 197 minimum rate of seventy-five cents for twelve words and five cents for each additional word. Only plain language is permitted. 4. Week-end letters may be sent until midnight on Satur- day for delivery at the opening of business the fol- lowing Monday, for European messages, and Tuesday for South American messages. The week-end letter is a very valuable and comparatively cheap method of communication between banking institutions and their correspondents. 21 (a) How may the cost of cablegrams be greatly reduced? What is meant by (b) code, (c) cipher? (a) By sending cablegrams in code or in cipher. (b) Code is the use of a single word in a cablegram or tele- gram to express a complete sentence or phrase. (c) Cipher is a privately arranged secret set of symbols, letters, numbers, or other marks. 22 What is meant by "plain" cablegram? When dictionary words from the language of the sending or receiving country are used, and intelligently understood by any reader. 23 (a) Name four different public codes in use and (b) illustrate. (a) The Western Union, the Liebers, the ABC, and the Ai. (b) Word Meaning Autograph This is our opportunity (the idea word is opportunity}. Automaton If there is no opposition (the idea word is opposition). 198 OFFICE PRACTICE AND BUSINESS STYLE 24. Explain (a) registered cable address, (b) reversible cable address, (c) Why are these used? (a) Firms doing a large cable business compose a special name generally made up of parts of the firm's name, which is submitted to the cable company and registered. All cable messages addressed this way are delivered to the proper parties. Thus Willco may mean The Williams Company. (b) Firms doing extensive cable business with each other agree upon a name, generally compounded of parts of both firm names, and submit this to the cable company. When either of the firms receives a cable from the other thus ad- dressed and bearing no signature it knows at once from whom the cablegram comes. Thus cable messages addressed to Wangoth N. Y. or London, may be delivered to John Wana- maker, New York or Gotham Supply Company, London. (c) To reduce the cost, since addresses and signatures are charged for in cablegrams. 25 How are code messages unpacked (translated)? 1. The meaning is translated under each word in the original message. 2. The translation is written on a blank form attached to the original cable message. 26 (a) How many copies of an outgoing cablegram or telegram should be made, and (b) explain what each is used for? (a) Three copies. (b) The original is written on the blank provided by the company and is sent to the company for transmission. The duplicate is mailed immediately with a letter con- OFFICE APPLIANCES, DEVICES AND AIDS 199 firming the message and for comparison with the original message. The triplicate is filed by the sender. 2? What is meant by (a) repeated message, (b) mutilated message, (c) confirming a message? (a) Messages that are ordered repeated by the sender to make sure that no error has been made in the process of transmission. (b) Mutilated message is one in which one or more code words cannot be properly "unpacked." No charge is made in such cases. (c) Immediately after sending the original telegram the carbon copy is inclosed in an envelope and sent by mail to- gether with a letter explaining that the inclosed is a copy of telegram sent on this or that day. The inclosure of the duplicate copy enables the receiver to compare it with the original message as received. 28 How are charges made for cablegrams? 1. Each word in the address, text, and signature is counted as one word. 2. Words of fifteen letters or less are counted as one word in a plain cablegram. 3. In a code cablegram ten letters or less are counted as one word. 4. In cipher messages, letters or figures are counted at the rate of five to the word. 5. Punctuation, figures, underline, and characters are counted as one word each. 6. Groups of figures are charged for at the rate of five to the word. 200 OFFICE PRACTICE AND BUSINESS STYLE 29 Name two ways in which telegrams and cablegrams may be sent to the company for transmission. 1. By telephoning the message. 2. By call boxes. These are small boxes installed in the customer's office. A pull on the handle informs the company that a message is to be sent from a certain place and within a few minutes a messenger arrives to get the message. OTHER VALUABLE OFFICE AIDS 30 (a) Name and (b) explain two mechanical devices for dating mail. (a) i. Rubber dating stamp. 2. Clock dating stamp. (b) I. The rubber dating stamp consists of three movable rubber bands containing the days, months, and years. By the simple process of turning the bands, the de- sired date may be brought into proper position for printing. 2. The clock dating stamp has a clock attachment so that the minute, hour, and day of receipt are recorded on the paper, through a ribbon. 31 Describe the Addressograph and explain how it is used. The Addressograph is a machine for printing or typewriting names and addresses from ten to fifty times faster than such data can be written. It permits any one without any ex- perience to fill in addresses on letters, envelopes, postal cards, OFFICE APPLIANCES, DEVICES AND AIDS 201 circulars, etc. The names and addresses are prepared in ad- vance on metal plates by means of a machine called a grapho- type. Until needed, the plates are kept in metal frames and are filed in a drawer, as index cards are filed. When the drawer containing the plates is removed from the cabinets, the plates ADDRESSOGRAPH put into the machine, the addresses are automatically traced on the proper material in the desired order by means of a hand or foot lever. Some machines are equipped with attachments for printing in duplicate, for repeating names, for dating, for numbering consecutively, for listing names in vertical columns, and for eliminating undesired data. 202 OFFICE PRACTICE AND BUSINESS STYLE 32 What are (a) listing machines, (b) non-listing machines? (a) Listing machines are adding machines provided with a roll of paper on which are printed all the numbers (in vertical DALTON CALCULATOR columns) which the operator strikes. This permits the operator to check the numbers from the original or copying sheet. (b) In non-listing machines no provision is made for printing. The processes are worked out in the machine and the final result only is shown. OFFICE APPLIANCES, DEVICES AND AIDS 203 33 Give the names of some well-known calculating machines. Wales, Dalton, Burroughs, Comptometer, Barrett, Monroe, and Sunstrand. _ f m r -^ WALES CALCULATOR 34 (a) Describe the calculating machine, (b) Draw a diagram. (a) The calculating machine has a keyboard similar to the typewriter, with numbers instead of letters divided into groups of millions, thousands, etc. When the keys of the machine are struck, numbers are printed on a strip of paper which is auto- matically rolled off at the back of the machine. When the key marked "total" is pressed the sum of the numbers is secured. Describe the comptometer. The comptometer is a non-listing machine which can handle all problems in addition, subtraction, multiplication, and di- 204 OFFICE PRACTICE AND BUSINESS STYLE vision in whole numbers or fractions expressed decimally. It has a controller key which locks the machine and does not permit the next operation until the preceding operation has been performed by a complete key stroke. A complete key stroke will add correctly the full amount of any keys struck, no matter how rapid the strokes may be. Even a novice cannot operate the comptometer imperfectly because a slighted THE COMPTOMETER keystroke automatically locks the machine so that no other figure can be added until the fault has been corrected. 36 (a) Describe the billing machine, (b) Name three in current use. (a) The billing machine is a flat bed typewriter equipped with an adding and subtracting register which may be moved to correspond with the typewritten line so that totals may be typed in any given column. It may also be used by book- keepers to make entries in the proper places in books. It may also be used for billing, order entry, and the like. When the OFFICE APPLIANCES, DEVICES AND AIDS 205 entries are made, the figures in each column are automatically added in the register so that on completion of the operation, the worker has both the entries and totals. (b) Elliot-Fisher, Moon-Hopkins, Underwood-Wahle. ELLIOT-FISHER BILLING MACHINE 37 Describe the Hollerith Machine. The Hollerith Tabulating Machine is designed to compile, classify, and analyze statistical information. The Hollerith Tabulator, Sorter, Key Punch, and Cards 206 OFFICE PRACTICE AND BUSINESS STYLE OFFICE APPLIANCES, DEVICES AND AIDS 207 form a system by which a mass of confused data can be trans- formed into intelligent reports with accuracy, rapidity, and at a smaller expense than would be possible by hand. The orig- inal data are transferred to cards by means of punched holes, which permit the machines electrically and automatically to classify and aggregate the various items recorded. 38 Describe the Telautograph. The Telautograph is an instrument which transmits hand- writing by wire. You write from one place to another with THE TELAUTOGRAPH the telautograph just as you talk from one place to another with the telephone. There are transmitters and receivers. Whatever is written on the transmitter is instantly reproduced on the receiver located elsewhere, or simultaneously on many receivers. The telautograph makes a permanent, written record of every mes- sage sent and received. It reduces errors, and when a mistake is made, responsibility is fixed. It entirely eliminates misunder- standings of oral messages. 208 OFFICE PRACTICE AND BUSINESS STYLE 39 Describe the Egry Record Register. Egry Registers are metal desk or table boxes containing rolls of printed paper (ruled as desired) which are exposed upon a writing bed by the turn of a crank. They may be used in any kind of business to give an original record of a transaction. When a sale is made, the salesman makes the entry on the exposed blank which is then discharged from the register by another turn of the crank and torn off with the carbon copy. EGRY RECORD REGISTER The carbon copy is given to the purchaser, the original to the bookkeeper for entry into the books, and a triplicate copy is retained in the register under lock and key as a check upon the proper entries in the books and as a record of sales. 40 Describe the automatic time recorder. Automatic time recorders or clocks are used in business houses or factories where many people are employed. Each employee is given a numbered card which is inserted in a crevice in the clock frame. A lever is then pulled down and OFFICE APPLIANCES, DEVICES AND AIDS 209 the time of entry or exit is automatically recorded on the card. At a glance the pay-roll clerk can determine those absent, and make arrangements to have their duties performed by others. (a) What is the dictaphone? (b) Describe it. (a) The dictaphone is a ma- chine based on the principle of the phonograph. The dictator dictates his letter to the machine on a blank wax record, at any time to suit his convenience. The letter is then transcribed by the typist from the record. (b) The dictaphone consists of three distinct parts: (a) A re- cording, (b) a transcribing, and (c) a shaving machine. Each is a separate machine. Each part is equipped with a device which enables the operator to control the machine at will. 1. The recording machine consists of a motor equipped with a flex- ible speaking tube and a mouthpiece into which the dictator speaks as into a telephone at any rate of speed. The recording cylinder makes a record of everything said. 2. The transcribing machine is equipped with hearing TIME RECORDER 210 OFFICE PRACTICE AND BUSINESS STYLE tubes. When the recorded cylinder is placed on the mandrel (or cylinder) of this machine, the tubes are inserted in the ear, and the motor is started, the typist is enabled to hear clearly and accurately every word which has been spoken. The speed of the machine is controlled by a foot pedal. 3. The shaving machine consists of a sapphire knife which rests against the surface of the used cylinder, and scrapes off the dictated portion of the cylinder to any depth desired. After being scraped, the cyl- inder is again ready for new dictation. THE DICTAPHONE 42 How are corrections made on the cylinder? With every record cylinder, a scale card corresponding to a similar scale on the mandrel is used. When any change in the dictation is desired or an error is to be corrected, a notation of the correction is made on the scale card at the same point as that indicated by the pointer moving along the record. The scale card is then inserted in the record cylinder after the completed dictation. The typist, before beginning to type- write, removes the scale card and notes the point at which cor- rections are to be made. OFFICE APPLIANCES, DEVICES AND AIDS 211 43 (a) Describe the Hooven Automatic Typewriter, (b) How is it operated? (c) Why is it so efficient? (a) This is a specially constructed standard typewriter, be- neath which is attached the Hooven mechanism, the levers of HOOVEN AUTOMATIC TYPEWRITER which imitate the finger motions of the human typist and operate the typewriter at high speed. (b) The perforator, mounted on a stand, has a keyboard almost identical to that of a typewriter, and is operated in the 212 OFFICE PRACTICE AND BUSINESS STYLE same way. On this a stencil similar to the player piano music roll is cut. When the stencil has been cut it is placed in the Hooven attachment of the typewriter, the current is turned on and the letter, in all respects like that done by hand, is run off HOOVEN STENCIL CUTTER by electricity. Stencils may be filed away after being used and copies kept in a loose leaf binder for future reference. (c) I. One operator can supervise the work of four Hoovens. 2. Changes can be made at any point desired. 3. The finished product does not resemble machine work but that of a high salaried typist. OFFICE APPLIANCES, DEVICES AND AIDS 213 4. The letters can be turned out at a great rate of speed. 5. No matching of ribbons for filling in the inside ad- dress is necessary, because the work is done on the same machine through the same ribbon. 44 Explain the use of (a) folding machines, (b) envelope sealers, (c) stamping machines, (d) postal scales, (e) check protectors, (/) numbering machines. (a) Folding machines are used in business houses where the outgoing mail is so large that too many clerks would be re- quired to fold mail and insert it in envelopes. Machines which properly fold letters do this work more rapidly. (b) Envelope sealers are machines on which are stacked all the outgoing envelopes. Such machines automatically moisten ENVELOPE SEALER and seal the flaps of the envelopes at the rate of five to six thousand in an hour. (c) Stamping machines are manufactured to prevent the un- authorized use of stamps and to affix stamps more quickly than is done by hand. In the Multipost, which is the simplest kind 214 OFFICE PRACTICE AND BUSINESS STYLE on the market, rolls of stamps are inserted. The machine is operated upon the envelopes like an ordinary rubber stamp. MULTIPOST The automatic register shows at a glance the number of stamps that have been used. (d) Postal scales are machines for weighing parcels. They indicate the number of ounces, the parcel post zones, and the charge. (e) Check protectors are machines which perforate the amount on the check or roughen and print the amount in two- color acid-proof ink to prevent forgery. FIFTY GNE SIX (Amount Words Red Denominations Black) (/) Numbering machines are machines similar to rubber stamps which print numbers from a steel die. The machine may be adjusted to print in succession, or to repeat each num- ber once (duplicate) or to print the same number as many times as desired. OFFICE APPLIANCES, DEVICES AND AIDS 215 45 Give different ways in which loose papers may be fastened. 1. By small metal paper fasteners. 2. By wire clips of all sizes and shapes. 3. By spring steel clip binders of different sizes. 4. By stapling machines which perforate the papers and wire stitch them at the same time. 5. By a "Bump" paper fastener which in a single operation "BUMP" PAPER FASTENER cufs a slot and tongue into the sheets tucks the tongue into the slot and binds all the sheets gather. Tucks and Binds _ cuts a slot and tongue into the sheets, tucks the tongue into the slot, and binds all the sheets together. Name a few other labor-saving devices used in offices. Pencil sharpeners, cash registers, check signing machines, stencil machines, mail openers, ruled stock cards, Lamson carriers, coin counters. 2i6 OFFICE PRACTICE AND BUSINESS STYLE OFFICE REFERENCE BOOKS 47 (a) Name three kinds of directories, (b) What information will be found in a city directory? (a) Business, Social, Miscellaneous. (b) A city directory contains lists of names alphabetically arranged of all people over eighteen, names of business firms, partners of firms, women in business, officers of corporations, and addresses of all the listed names. 4 8 Describe business directories. Books of this kind contain the names of all individuals, firms, corporations, and partnerships alphabetically arranged and classified under suitable headings, so that if the trade, occupation, or profession is known other information can readily be found. The telephone Red Book is an example of this kind. It is limited, however, to the names of telephone subscribers only. 49 In what book will you find listed the directors and capital of a bank, or the partners of a firm? This information will be found in Co-partnership and Cor- poration Directories which list members of a partnership, names of directors of corporations, all manufacturing and in- surance corporations, under what state laws they were incor- porated, and the amount at which they are capitalized. 50 (a) Tell the kind of information to be found in a professional directory and (b) name a book of this sort. (a) In professional directories will be found the life history of the individual, his place of business, and number of similar practitioners in the city. (b) Folk's Medical Register. OFFICE APPLIANCES, DEVICES AND AIDS 217 5' Describe social directories; mention one. In these books are listed names of prominent individuals, clubs, etc., arranged in convenient form. Dau's Blue Book contains an arrangement by names and addresses of people living in certain sections of the city, and an additional arrange- ment of the streets and street numbers of the same people, so that the people are listed twice and may be found by name or location. 52 (a) What is a thesaurus? (b) Name one such book. (a) This is a book similar to a dictionary. It gives the most suitable words in which to express a certain idea. While a dictionary gives the meaning of words, the thesaurus gives the idea and the different ways in which that idea may be ex- pressed. (b) Roget's Thesaurus. 53 (a) Name a number of books of general information, (b) Briefly state the kind of information to be found in them. (a) i. Business Journals. 2. Year Books. 3. Atlases. 4. Cable Codes. 5. Gazetteers. 6. Shippers and Postal Guides. 7. Who's Who. (b) I. Business Journals give periodical reports on business conditions, movements of raw products, supply and demand, rise and fall of prices, steamboat and railway information, dates when interest, dividends, and coupons are payable, etc. 2. Year Books are published by the government or po- litical subdivisions. They give valuable information concerning the government, names and addresses of office holders, and the commercial situation of the country or municipality. 2i8 OFFICE PRACTICE AND BUSINESS STYLE 3. Atlases are sets of maps indexed and put in book form. A consultation of the index will readily locate by means of letters and numbers the city, village, or town on the map, together with information about its population, etc. 4. Cable codes are dictionaries of code words used in the sending of cablegrams, alphabetically arranged according to the ideas to be expressed. 5. Gazetteers are books which give detailed information regarding the people in business in every city, village, or town. They give the areas, population, principal industries and number of people engaged in the dif- ferent industries. 6. Postal and Shippers' Guides contain the names of all steamboat landings, post offices, nearest railroad station, and United States ports. 7. Who's Who is a book which gives brief, concise biog- raphies of men and women who have become prom- inent because of some important achievement in the world of science, art, invention, etc. 54 What are the purposes of credit rating books? Credit rating books are very valuable books for every busi- ness man. The two most commonly consulted are Brad- .street's and Dun's. They give detailed information regarding the financial worth and credit standing of all business firms in the country, the capital invested, length of time engaged in business, bank reports, and the like. A request for additional information by subscribers will be followed immediately by reports giving the latest information bearing on the credit and character of any business house. On the front cover page is a key to the symbols found after each business house listed within the book. OFFICE APPLIANCES, DEVICES AND AIDS 219 EXERCISES ON REFERENCE BOOKS 55 In the reference books given belozv tell (i) when and where used; (2) what information is furnished in each book. City Directory Who's Who Business Directory Bullinger's Official Guide Telephone Directory Thesaurus (Roget, Marsh) Classified Telephone Newspaper Almanacs and The Dictionary Cyclopedias Mercantile Reference Books Municipal Year Books (Dun, Bradstreet) Professional Directory Express Company Guides Blue Book Post Office Guide Co-partnership and Corpora- Railroad Guides tion Directory CLASSIFIED DIRECTORY (RED BOOK) 56 Find address and telephone numbers of (a) individuals, (b) part- nership, and (c) corporation engaged in the following business or occupation. Fire insurance broker Taxidermists Automobile accessories Musical instruments Drugs Jewelry novelties Electric motors Precious stones Portable garages Marine insurance Builders of homes Confectioners Glove manufacturing Toys and novelties Publishers Printers Realtors Typewriter Manufacturers Carpenters Contractors Express Companies Undertakers Bakers Msn's Clothiers 220 OFFICE PRACTICE AND BUSINESS STYLE TROW'S GENERAL DIRECTORY 57 Give the occupations of the following persons: Percy S. Straus William Kunze, Jr. Cleveland H. Dodge Anton Geiger James Eichel Richan P. Cotter Arthur G. Humphries William E. Waters Wm. Usher Parsons Frank Jeanne Harry R. Sisson Frank L. Washburn Give the names of the following officers: Superintendent of Banking, New York State County Clerk of Kings County Comptroller of the City of New York President of the Board of Aldermen Presiding Justice of the Supreme Court of the State of New York President of the University Club Give the names of concerns and their addresses in the Boroughs of Manhattan and the Bronx engaged in the following businesses: Bird seed An Express Company to Borax Newark, N. J. Truck covers An Accountant Military and naval goods Medical Insurance A detective bureau Bookbinder WHO'S WHO 59 Give a short biography of: Richard Field Maynard William James Mayo OFFICE APPLIANCES, DEVICES AND AIDS 221 CO-PARTNERSHIP AND CORPORATION DIRECTORY 60 State whether the following concerns are co-partnerships or cor- porations. Give the names of the officers and their respective positions: National Sulphur Company S. S. McClure Company R. H. Macy & Co. John S. Berger & Company National Protective Association National Lunch Company O. K. Realty Company F. B. Q. Clothing Company Underhill, Clinch & Company Lord & Taylor Give the business addresses of the following companies: O'Connor, Newman Company Gatti-McQuade Sons Eagle Pencil Company Ware River R. R. Co. New York Telephone Company J. P. Morgan & Company M. Seidenberger Sons The Gregg Publishing Company Standard Table Oil Cloth Company Hearns Kuhn, Loeb and Company RAILWAY GUIDES 61 Give new names or name of operating company of the following roads: Sullivan County Taunton Branch Tennessee and Alabama South Jersey 222 OFFICE PRACTICE AND BUSINESS STYLE State on what railroads the following stations are found: Ardmore, Pa. Chester, Pa. Vera Cruz, Mex. Wilmington, Del. Portland, Me. Portland, Ore. Newburgh, N. Y. Tacoma, Wash. Solic, Mex. Atlanta, Ga. Princeton, N. J. Oyster Bay, N. Y. Spring Valley, N. Y. Little Rock, Ark. UNITED STATES POSTAL GUIDE 62 Give the location (county and state} of the following post offices: Moreno Zwingle Montera Kukaiau Fountain Run Cuzzart Duplessis Paconic Vistillas Verdery Pecan Gap Blansett Betterton Shan Mennford Newnata Neligh Lock No. 3. Lostant Diorike East Winn Quidnunc Satus. In California, how many post offices begin with the letter Q? How many stations in the Canal Zone? In Delaware, name the only station beginning with Y. How many stations in Guam? How many independent stations in the District of Columbia? Nevada, Story County, name stations. Name post offices in these counties: Massachusetts, Nantucket; Georgia, Ben Hill; California, Alpine; Iowa, Ida; Louisiana, West Carroll; Texas, Briscoe; Wisconsin, Pepin; Kansas, Comanohe. ALMANACS 63 Indicate the page or pages upon which the following information may be obtained: Assembly Districts, Brooklyn Congressional Districts, New York County OFFICE APPLIANCES, DEVICES AND AIDS 223 Hotels, Restaurants, Brooklyn National Banks, New York Presidents of the United States Private Schools, Manhattan Public School system, New York Parcel Post System Taxpayers' Information Weather and Temperature Signals Aldermanic Districts, the Bronx Civil Service Information Musical Societies National Cemeteries Piers, Manhattan and the Bronx Longest Rivers Statues, Monuments, Manhattan Societies and Associations United States Government Give the specific information called for: Situation of: Hotels Chatham and Prince George, New York What is the area in square miles of Alaska? Ohio? What are the pay days at the Museum of Natural History? Population of City of Scranton, Pa., in 1919? Name and annual salary of President of the Board of Aldermen Situation of Engine Company No. 38 Panama Canal, cost to date Life Saving Service, value of property saved Postmaster, New Rochelle, New York: name and salary Where is Trafalgar Place? Height of Woolworth Bldg. and Singer Bldg., Manhattan CHAPTER VIII ALPHABETIZING What is meant by (a) the dictionary arrangement; (b) the direc- tory arrangement? (a) By the dictionary arrangement is meant alphabetizing strictly to the very last letter in the word. When the same general name is used, all cards are arranged under the general name and alphabetized dictionarily under the adjective. (b) The directory arrangement of alphabetizing is used with names of persons, firms, and institutions. Under this method the names of individuals are separated from the names of part- nerships, corporations, and institutions. The surname is placed first, followed by the given name and then the rest of the name. 2 When surnames are identical, give the guiding principles that will assist in the proper directory arrangement of the names for a telephone book. 1. Words like Co., Mrs., Miss, & are not considered in alpha- betizing. 2. Alphabetize the occupations when no initials are given and these precede the names with initials. Ex. Dr. Smith will precede Smith without initials. 3. Follow this with initial A. 4. When single initials are the same, those without occupa- tion precede those with occupation. Ex. A. Smith precedes A. Smith, electrician. 224 ALPHABETIZING 225 5. When no occupations are given, the alphabetical resi- dence street governs. Ex. Smith, A., Boston Road precedes Smith, A., Prospect Ave. 6. Single initial A is followed by two initials, initial and middle name (first being A), and three initials. Ex. Smith, A.; Smith, A. B.; Smith, A. E.; Smith, A. Edward; Smith, A. F. H.; Smith, A. G. 7. First name having same initial letter is next in order. Ex. Smith, Adam; Smith, Agnes; Smith, A., Trucking Co. 8. This is followed by partnership names having the same surname alphabetically arranged. Ex. Smith and Alexander, Smith & Liston, Smith & Whitehall. 9. Lastly, the possessive follows the partnerships. Ex. After Smith & Whitehall, comes Smith's Overall Co. 3 Alphabetize the following names, directory style: Roberts, A. D. Roberts, G. H. Roberts & White Roberts, Alex B., Real Estate Roberts, A. E. Roberts, A. E., Trucking Roberts, Frank Roberts, S. Raymond Roberts, S. J. Roberts & Cochran Roberts, A. Percy Roberts Specialty Co. Roberts Safety Tub Boiler Co. Roberts, Mrs. G. Roberts, Miss A. R Roberts, F. W. Roberts, S. W. Roberts, Alex. B. Roberts, Wm. S. Roberts, Frederick Roberts & Co. Roberts, Alfred W. 226 OFFICE PRACTICE AND BUSINESS STYLE Answer: Roberts, A. D. Roberts, A. E., Trucking Roberts, A. E. Roberts, A. Percy Roberts, Miss A. R. Roberts, Alex B., Real Estate Roberts, Alex B. Roberts, Alfred W. Roberts, F. W. Roberts, Frank A. Roberts, Fredk. Roberts, Mrs. G. A. Roberts, G. H. Roberts, S. J. Roberts, S. Raymond Roberts, S. W. Roberts Safety Water Tub Boiler Co. Roberts Specialty Co. Roberts, Wm. S. Roberts & Cochran Roberts & Co., Real Estate Roberts & White The alphabetic file in your office has the following subdivisions: Ba-Bar, Bas-Baz, Be-Bh, Bi-Bl, Bo, Bra-Bry, Bu-By. De- termine the guides behind which the following names should appear: 1. Buehler 2. Behenson 3. Blaut 4. Bergman 5. Black 6. Billings 7. Bryant 8. Burger 9. Bursin 10. Butler 11. Board of Audit 12. Bunning 13. Byezak 14. Bohler 15. Baumwald 1 6. Byron 17. Blakeman 1 8. Barnes 19. Bennett 20. Britman 21. Broughton 22. Baylis 23. Burgar 24. Barker S Determine behind which of the following guides the names are to be placed: Haa-Haf, Hag-Ham, Han-Har, Hav-Haz, Hea-Hem, Hen- Hez, Hi, Hoa-Hol, Hom-Hoz, Hic-Hy ALPHABETIZING 227 Handwerger Hellar Hest Harvey Holthusen Hurley Hoffman Herman Hyms Hunger Hirsch Hershkowitz Hymen Hauser Hellman Habersack Hausier Hagan Hansent Hochman Horn Horowitz Haas Halpern Hawthorne EXERCISES IN ALPHABETIZING 6 Arrange alphabetically the following names for a telephone directory: Allen Trucking Co 115 W 30 Allen Rev Arthur H 156-5^ av Allen A A r 133 Lenox av Allen Mrs AOr 175 W 58 Allen Allen Allen real estate 2987 Webster av Allen B F Co 417 Canal Allen A A collections 233 Bway Allen A J r 781 Elsmere pi Allen Addison lawyer 150 Nassau Allen A A mfrs agent 39 Cortlandt Allen Advertising Agency 347-5^ av Allen Auto Specialty Co 26 W 61 Allen Augustus H r 206 Bedford Pk blvd Allen Adelbert B MD r 717 W 177 Allen A H r 103 E 10 Allen Mrs A M r 175 W 58 Allen Augustus N archt 2 W 45 Allen Andrew W 15 Day Allen A L chiro 1416 Bway Allen Miss Abbie R r 839 Mad av 228 OFFICE PRACTICE AND BUSINESS STYLE Allen A Rushton ins 149 Bway Allen Alexander carver 102 1-3 d av Allen A W worm mdcns 545 Grand Allen B L 60 Bway 7 Barton Richard r 221 W 20 Barton Miss M r 2876 Bailey av Barton & Durstine Co advtg agts 25 W 45 Barton W S 19 Liberty Barton Harry S rl est 1059 Ogdn av Barton Miss Theresa r 160 Wvrly pi Barton Patrick F r 141 W 90 Barton Mfg Co stmps stncls 87 Duane Barton Joshua L physician 117 E 61 Barton Fredk 339 W 43 Barton Dwight J r 72 W 102 Barton Press 56 W 24 Barton Walter E ins 233 Bway Barton Romper Co 2 E 30 Barton Frank r 108 King Barton Mrs Lucy A r 161 W 97 Barton Todd 382 Wadsworth av Barton Jos genl agt 46 Cedar Barton Horace W monuments 343 E 233 Barton Mrs L J r 250 W 84 Barton Miss I r 43 W 12 Barton Mrs M r 732 E 223 Barton Mrs H r 164 W 116 Barton Miss Catherine C r 160 Wvrly pi 8 Victor Benj 70 E 119 Victor Knitting Mills 3 E 14 Victor Jacob 22 W 113 ALPHABETIZING 229 Victor Express 55 Harrison Victor Iron Works Inc 1106 Brook av Victor Adding Machine Co 39 Cortlandt Victor Cloak & Suit Co 155 W 34 Victor Hugo 5 Nassau Victor Garment Co 1161 Bway Victor Electrical Testing Co 621 Bway Victor Box Co 43 Exchange pi Victor Auto Tire Co 301 W 55 Victor Hat Frame Co 29 W 38 Victor Frank 2434 Cambrelling av Victor Animatograph Co 90 West Victor Balata & Textile Belting Co 38 Murray Victor Iron Supply Co 4077 Park av Victor Chemical Works 95 Liberty Victor Cloak Co 83 Grand Victor Clothing Co 35 Bond Victor-Ford Transmission Mfgs 250 W 54 Victor Cycle & Auto Co Inc 320 W 48 Victor Electrical Corp 131 23 Victor Baking Co 1426 St Nicholas av Victor L 736 E 152 9 Lewis Saml 417 E 85 Lewis Shepard Co 261 Bway Lewis Victor 204 W 23 Lewis Mrs Tillie 214 W 28 Lewis Mrs Tousley 46 W 93 Lewis Thomas 39 Cortlandt Lewis Miss W R 83 Washn pi Lewis Thos 9 Church Lewis Sollie 601 W 115 Lewis Sheldon 564 Riverside dr Lewis Thos 235-5^ av 230 OFFICE PRACTICE AND BUSINESS STYLE Lewis St Live Poultry 181 Lewis Lewis Mrs WT 136 W 116 Lewis Thos 235 W 71 Lewis Semon 210 W no Lewis WW 527 W 116 Lewis Wm B 40 Wall Lewis Wm H 215 W 91 Lewis Wm 120 Bway Lewis & Boardman 91 William Lewis Z 128 Bible House Lewis & Co 129 E 34 Lewis Wm 236 E 178 Lewis Wm 1475 Bway Lewis & Hill 54 Mdn Lane ARRANGEMENT OF NAMES ON FOLDERS FOR FILING IO 1. Invert proper names, considering the surname first, then the first name or initial. 2. When an individual's name is embodied in a firm name, consider first the surname of the individual, then his first name and initials, and finally the rest of the firm name. Ex. George F. Graves Graves, George F. Ex. Henry A. Loeb & Co Loeb, Henry A., & Co. In other firm names, corporations and institutions, etc., names are arranged as written. Ex. Central Railway of New Jersey as written, filing first by Central. 3. An initial always precedes a name beginning with the same initial. Ex. Samson, H. J., is placed before Samson, Henry A. 4. Names spelled as two words are treated as one. This covers prefixes as La, Le, De, Von, etc. Ex. de Garmo degarmo. ALPHABETIZING 231 5. M J , Mac, Me when filed in strictly alphabetic order would be M'Donald, MacQuade, McGlynn. Generally sepa- rate guides are provided for "Me" and it is best to follow them in whatever order they appear. 6. Hyphenated and compound names and words are prefer- ably treated as separate words. Ex. Johns-Manville JOHNS-Manville. 7. When one name occurs with different addresses, an alpha- betic arrangement according to towns is maintained. Ex. Western Electric Co., Boston. " " Manchester " " Sitka. 8. Abbreviations are always treated as though spelled in full and alphabetized accordingly. Ex. No Number. 9. Titles such as Dr., Mrs., Miss, Prof., should be inclosed in parentheses and disregarded in filing, unless names are identical. In such cases, the name without the title precedes the one with the title. Ex. Brown, John Brown, John (Dr.) 10. The titles Jr., Sr., 1st, 2nd, should be treated as part of the name and not put in parentheses. Ex. Abbott, Lyman, Jr. Hubbard, Elbert, 2nd. 11. Names or titles beginning with numbers should be filed as though the numbers were spelled out in full. Ex. 7th Regiment should be filed as if it were Seventh Regiment. 12. Names of organizations beginning with the name of an individual are indexed both ways. Correspondence is filed under surname and cross referenced under given name. Ex. George Washington High School Washington, George, High School. 232 OFFICE PRACTICE AND BUSINESS STYLE 13. When the address has more than one number, index by the lowest number. Ex. Hoe Printing Company, 84-86-88 Grand Street, Pittsburgh, Pa.; should be Hoe Printing Company, 84 Grand Street, Pittsburgh, Pa. 14. Government papers and letters are divided into three classes: 1. Federal Government. This covers the executive de- partment of the United States, with headquarters at Washington, D. C. These departments are alpha- betically arranged under "United States," "Dep't of," "Bureau of," "Chamber of," etc., and are placed after word or phrase they modify in parentheses. Ex. Department of Agriculture U. S. Agri- culture (Dep't of). The bureaus or divisions of these departments would be alphabetized under the name of the department. Ex. Weather Bureau, Bureau of Animal Industry, and Patents Bureau, Bureau of Chemistry, of the Department of Agriculture U. S. Agri- culture (Dept. of). Animal Industry (Bureau of) Chemistry (Bureau of). Patent Office. Weather Bureau. 2. State government. Papers pertaining to the state government should be filed under the name of the state in question. Ex. State of New York, Commonwealth of Penn- sylvania New York, State of, Pennsylvania, Commonwealth of. 3. City government. Papers pertaining to the city government should be filed under the name of the city. Ex. City of New York New York, City of. ALPHABETIZING 233 The bureaus, departments, etc., of states and cities should be alphabetized under the proper states and cities as in the case of Federal correspondence. 15. Where the names of publishers or persons financially responsible for magazines or periodicals, are known, corre- spondence should be filed under these names with a cross refer- ence under the name of the periodical. Ex. New York Times. See Adolph Ochs. ii Alphabetize and arrange the following names as they should ap- pear on folders in a file: w Dumont Engineering Co. H. William Graves 6th Regiment James Wilson Cuba Railway Co. Brokers' Ins. Exchange The B. & C. Co. Howard D. Graves James E. Macdougal & Co. Gastonoby, Francois H. W. Johns-Manville Co. Dr. Alfred Dubois Western Fishing Co., Boston McKean & Daglia Western Fishing Co., Atlanta Happiness Candy Western Fishing Co., Glovers- Seton Thompson Woodcraft Co. ville B. Alt man & Co. Western Fishing Co., Boise City Bureau for Safe Transporta- Department of Commerce, tion of Explosives Washington, D. C. (a) Answer: Altman, B. & Co. B. & C. Co. (The) Brokers' Insurance Exchange Commerce, Department of, Washington, D. C. Cuba Railway Co. Dubois, Alfred (Dr.) 234 OFFICE PRACTICE AND BUSINESS STYLE Dumont Engineering Co. Explosives, Bureau of, Safe Transportation Gastonoby, Francois Graves, H. William Graves, Howard D. Happiness Candy Johns-Manville, H. W. Co. McKean & Daglia Macdougal, James E. & Co. Sixth Regiment Thompson, Seton Woodcraft Co. Western Fishing Co,, Atlanta Western Fishing Co., Boise City Western Fishing Co., Boston Western Fishing Co., Gloversville Wilson, James 12 Arrange for alphabetic folders and alphabetize the following names: Howard & Price Trenton, N. J. The Hicks Brothers Harrisburg, Pa. Johnson & Johnson Camden, N. J. Rankin K. Post & Co. Shamokin, Pa. Watkins Hardware Co. Lancaster, Pa. T. C. Waterbury Beaver Falls, Pa. Drake & Weston Atlantic City, N. J. Lansing & Thorpe Dover, Del. Jordan & French Baltimore, Md. Wallace & Smith Wilmington, Del. Dyer, Smith & Cutter Chester, Pa. Miner, Lyttle & Co. Allentown, Pa. Haskell, Tobey & Co. Altoona, Pa. Bennett & Farrall Wilkes-Barre, Pa. ALPHABETIZING 235 13 Arrange the following lists of names and addresses in alphabetic order according to (a) firm name, (b) city, (c) state, (d) geographical divisions: Cokeville Mercantile Co., Cokeville, Wyo. The Narrow Fabric Co., Reading, Pa. Herbert & Huesgen Co., New York, N. Y. The Waterbury Paper Box Co., Waterbury, Conn. Bird & Son, Hamilton, Ont., Canada John Hassal, Inc., Clay and Oakland Sts., Brooklyn, N. Y. Hardman & Peck, Pittsburgh, Pa. F. A. Straus & Co., New York, N. Y. Moore Hardware and Implement Co., Moore, Mont. Scandia Coal Co., Madrid, la. The Bancroft-Marty Feed and Prod. Co., Trinidad, Colo. Union Bleaching and Finishing Co., Greenville, S. C. Joseph Wild & Co., Green, Provost, and Freeman Sts., Brook- lyn, N. Y. John C. Wiarda & Co., Green, Provost, and Freeman Sts., Brooklyn, N. Y. W. L. McKinnon & Co., McKinnon Bldg., Toronto, Ont., Canada St. Louis Plate Glass Co., Valley Park, Mo. Reymer & Bros., Pittsburgh, Pa. Colorado Supply Co., Coal Creek, Colo. S. A. Rathbun's Department Store, Pontiac, 111. G. C. Willis, Wholesale and Retail Dry Goods, Champaign, 111. E. J. Wile & Co., New York, N. Y. The H. F. Norton Co., Seattle, Wash. North Adams Show Company, North Adams, Mass. The Oxford Knitting Co., Woodstock, Ont., Canada Fondeville & Van Iderstine, New York, N. Y. The Hamilton Foundry & Machine Co., Hamilton, Ont., Canada 236 OFFICE PRACTICE AND BUSINESS STYLE 14 Arrange these names for folders of a filing cabinet and al- phabetize: The Taylor and Boggis Foundry Co., Cleveland, Ohio Henry Disston & Sons, Philadelphia, Pa. The White Mt. Freezer Co., Nashua, N. H. Suplee Hardware Co., Philadelphia, Pa. Girard Wrench Mfg. Co., Girard, Pa. Arcade Mfg. Co., Freeport, 111. Reading Hardware Co., Reading, Pa. Enterprise Mfg. Co., Reading, Pa. Sargent & Co., New Haven, Conn. Philadelphia Lawn Mower Co., Philadelphia, Pa. Quality Stove & Range Co., Belleville, 111. The H. C. Cook Co., Ansonia, Conn. National Mfg. Co., Sterling, 111. E. C. Atkins & Co., Inc., Indianapolis, Ind. Colt's Mfg. Co., Hartford, Conn. Gray & Dudley Hardware Co., Nashville, Tenn. The Bridgeport Hardware Mfg. Corporation, Bridgeport, Conn. Simonds Mfg. Co., Philadelphia, Pa. H. H. Mayhew & Co., Cleveland, Ohio Novelty Iron Works, Sterling, 111. 15 Arrange for alphabetic folders and alphabetize the following names: Russell K. Wise & Co. Scranton, Pa. Kelly Hardware Co. Williamsport, Pa. Morrison, Fisher & Co. Newark, N. J. Louis Randall Altoona, Pa. Cooke, Starritt & Co. Newark, N. J. Hunter & Chandler Millville, N. J. ALPHABETIZING 237 Churchill Hardware Co. King & Sibley F. C. Kenyon H. P. Osborne Frederick E. Carter Gunby & Co. Thompson & Fletcher Trimmer & Giddings Slack, Mumford & Co. Beverley, Hawkes & Co. Ayres & Hunter Scott, Barnes & Co. Barker Hardware Co. Lebanon, Pa. Johnstown, Pa. Philadelphia, Pa. Bridgeton, N. J. Cumberland, Md. Hagerstown, Md. Martinsburg, W. Va. Milford, Del. Annapolis, Md. West Chester, Pa. Morristown, Pa. New Brunswick, N. J. Easton, Pa. CHAPTER IX COURSE OF STUDY AND SYLLABUS FOR OFFICE PRACTICE CLASSES (Based on five periods per week) 1. Formal Parts of a Letter 2. Incoming Mail 3. Problems in Taking Dictation 4. Typewriter Standards for Proper Transcription 5. Postal Information 6. Manifolding, Duplicating, and Copying 7. Commercial Terms and Abbreviations 8. Filing Systems and Indexing 9. Telephony and the Switchboard 10. Office Appliances and Devices 11. Telegrams, Cablegrams, and Code Systems 12. Commercial Papers and Forms 13. Reference Books and Guides 14. Manuscript Correction and Proofreading 15. Keeping a Scrap Book and Easy Indexing 1 6. Business Ethics and Deportment 17. Applying and Securing a Position First Week OUTGOING MAIL THE FORMAL PARTS OF A BUSINESS LETTER Stationery kinds Sizes: 8>" x 10" 8>^" x 5" or 6" noteheads half size three-quarter size 238 COURSE OF STUDY AND SYLLABUS 239 1. The heading Content Difference between an individual, a copartnership, and a corporation 2. The date 3. Introductory name and address Titles Method in official or formal letters 4. Salutations 5. Body of a letter 6. Complimentary close 7. Signatures 8. Initials 9. Noting inclosures 10. Superscriptions Return card Spacing Name line Official postal regulations: Business building, Room 1013, Equitable Bldg. Document envelopes Window envelopes 11. Use of single, double, and triple spacing. 12. Keying pivoting subject attention of. 13. Kinds of typewriter ribbons: Record-for legal Copying Bichrome Hectograph 14. Folding of commercial and legal paper .240 OFFICE PRACTICE AND BUSINESS STYLE Second Week INCOMING MAIL I. Opening Mail A. Usually a mail clerk 1. What he must know (a) Different departments (b) Names of interested parties, or (c) Numbers by which the departments are known 2. Sometimes (a) Mechanical devices for the stenographer I. Envelope openers (a) Care of contents II. Examining the Contents A. Checking inclosures 1. Money inclosures (a) Comparing amounts 2. General inclosures (a) Catalogue, etc. B. Looking for signature I. Attaching envelope C. Digest of contents 1. Numbering 2. Necessary rotations III. Sorting for Distribution A. Small 1. Letters for immediate reply 2. Letters requiring additional information COURSE OF STUDY AND SYLLABUS 241 B. Large mail I. Ex. Mfg. Firm (a) Sales (b) Shipping (c) Credit (d) Purchasing (e) Accounting (/) Office Manager (g) Correspondence C. Enormous mail 1. Rack for different departments 2. Wire baskets IV. Dating Mail A. Mechanical devices 1. Rubber-stamp dating 2. Clock dating V. Systematizing A. How accomplished with Incoming mail i. Desk arrangement chart B. Tools and Materials 1. Mail openers 2. Clips, fasteners, pins 3. Glue and paste 4. Rubber stamps of all sorts 5. Pencils 6. Waste basket 7. Pads for notes Third Week TAKING DICTATION I. Personal Qualities of the Stenographer A. Accuracy most important i. Value of saves reading 242 OFFICE PRACTICE AND BUSINESS STYLE 2. Agreeableness (a) Courtesy (b) Cheerfulness 3. Trustworthiness (a) Position of confidence (b) No gossip about office matters 4. Judgment (a) Work not mechanical (b) Ability to detect errors 5. Proper deportment (a) Always businesslike 6. Absolute knowledge in matters of (a) Punctuation (b) Spelling (c) Capitalization II. Preparedness A. Books, pencils, sharpeners B. Readiness to respond I. First blank page C. Desk slide, chair pulled up D. "Getting" the dictation III. Mannerisms A. Interest in matter dictated B. During pauses in dictation C. Questioning incoherent statements D. Nervous habits I. Staring, trumming, finger nail examination IV. Mechanics of the Notebook A. Special instructions i. Note in longhand B. Dating and numbering notebook Chart C. Day's work 1. First blank page 2. Dating day's work COURSE OF STUDY AND SYLLABUS 243 D. Spelling of correspondents' names E. Cancellation of notes transcribed F. Book of form letters i. Numbered and handy V. Editing Dictation A. Good dictator I. Getting consent for changes B. Poor dictator i. Change language for proper expression VI. Estimating Notes A. For line length B. For letter length C. For artistic display Fourth Week TYPEWRITER STANDARDS FOR PROPER TRANSCRIPTION I. Arrangement of Tools and Materials A. Materials needed 1. Large letterheads (first and seconds) 2. Half-size letterheads 3. Stamped envelopes 4. Tissue sheets 5. Carbons two sizes 6. Wire trays B. Layout of materials I. In drawers (a) Upper right hand 1. Tissue sheets 2. Letter heads 3. Carbon supply 4. Telegram blanks 5. Inter-office letterheads 244 OFFICE PRACTICE AND BUSINESS STYLE (b) Lower right hand 1. Envelopes 2. Inclosures 3. Pins and clips 4. Erasers and bands (c) Left hand i: Letters to be answered 2. Miscellaneous supplies ribbons 3. Personal belongings 2. On top of the desk (a) Eraser tied to typewriter (b) Wire tray for 1. Addressed f nvelopes 2. Finished letters (c) Left wire tray for copies (d) Memorandum pads (e) Stenographer's notes II. Procedure for Work A. Envelopes addressed first i. Insertion in machine flap down toward you B. Carbon insertion i. One or more copies method C. Spacing for "Artistic display" 1. Single, double, triple 2. Margins, paragraphs 3. Pivoting; subject, attention of 4. Forms of dating 5. Pyramid, block form 6. Initialing D. Care of inclosures E. Second sheet letters arrangement F. Manuscript covering and backing COURSE OF STUDY AND SYLLABUS 245 G. Rules for writing figures 1. Abbreviations 2. Spelling 3. Use of dictionary alphabetization III. Necessary to Good Work A. Prevent uneven coloring I . Care of type E. How to erase 1. On originals 2. On carbon copies C. Care of machine I. Cleaning and oiling D. Avoidance of strike-overs Fifth Week POSTAL INFORMATION I. Money Order Division A. Domestic 1. Application to $100 2. Procedure in case of loss 3. How long valid procedure B. International I. Same as domestic large, pink II. Registry System A. Advantages B. Procedure C. Claims for indemnity III. Dead Letter Office A. What is "dead matter" B. Treatment of mail 1. Opened, returned or destroyed 2. Merchandise, sold at auction C. Procedure for recovery 246 OFFICE PRACTICE AND BUSINESS STYLE IV. Special Delivery A. Expeditious 1. Cost additional to postage 2. Delivery time V. Parcel Post A. Zones eight B. C. O. D. packages VI. Division of Mail Matter A. First Class i. Written and sealed postals (2ff an oz.) B. Second Class i. Periodicals (iff for 4 oz.), Publishers (iff alb.) C. Third Class i. Paper, printed matter (iff for 2 oz.) D. Fourth Class 1. Small mdse. (iff an oz.) 2. Other mdse. under parcel post rates E. Unmailable Matter I. Destructive, overweight (4 Ibs.), lottery, scurrilous, defamatory F. Stamps, stamped envelopes, postals 1. Return card (a) Ordinary (b) Special 2. Redeemable G. Privilege of recall after mailing i. Upon application H. General Delivery i. Drops 7. Foreign mail COURSE OF STODY^ANt) SYLLABUS 247 ^ixth Week MANIFOLDING AND DUPLICATING I. Methods of Manifolding Material Required A. Carbons (see fourth week) two to ten copies B. Hectograph to 50 copies 1. Preparation (a) Gelatine pad (b) Copying ribbon or hectograph ink (c) Heavy bond paper for master copy 2. Procedure (a) Sinking master impression time (b) Making copies (c) Disposing of original 3. Advantages and disadvantages C. Mimeograph or Neostyle to 5000 copies 1. Required stencils Principle of mnfr. (a) Autographic (b) Wax stencil (c) Dermatype stencil 2. Placing on machine for printing ( $ 78) (a) Removing backing (b) Button holes against backing (c) Smoothing wrinkles (d) Inking pad from inner fountain (e) Adjusting for different size and thickness (/) Raising or lowering print (g) Cyclometer for registering quantity (h) What to do in case of trouble 1. Stop immediately 2. Release the pressure 3. Complete the revolution (i) Automatic feeder 248 OFFICE PRACTICE AND BUSINESS STYLE D. Multigraphing for indefinite number 1. Compotype (a) Channelled supply drum (b) Printing channelled drum E. I. Spacing for cards 2. Marginal bands 3. Clips for short lines tool 2. Printer power or hand (a) Fastening of drum (b) Proofing through carbon i. Making corrections (c) Adjustment of ribbon I. Ribbon lever (d) Letter placing tool 1. Lowering and raising 2. Margin adjustment (e) Cyclometer (/) Reverse to mimeograph turn i. Handle always down (g) Type pressure regulation F. Printing indefinite number of copies (a) Generally outside of office Seventh Week COPYING Necessity for keeping a copy of outgoing mail. Statute of Limitations Six years Contract under seal 20 years Methods: 1. Carbon copy 2. Letter press 3. Rapid Roller Copier or Roneo COURSE OF STUDY AND SYLLABUS 249 Letter press: 1. Defects of the carbon copy as an office record 2. Demonstration of the letter press (a) Oil boards (b) Moistening clothes or brush. 3. Care of the letters and the book after the copying 4. Indexing the letter press book 5. Cross-referencing the letter press book 6. Where the letter press is used 7. Advantages and disadvantages of Carbon, Roller Copier, and Letter Press: Advantages Carbon Copy: 1. All copies are made at the same time. 2. Ready for last mail. 3. It is a facsimile of the original. 4. Cheap. Roller Copier: 1. In case extra copy is need- ed, one can be made with- out writing over the ori- ginal. 2. You can make as many copies as you need. 3. Saves time for stenogra- pher, as the office boy can do all this work. Disadvantages 1. Much time is lost in cor- recting errors. 2. In case five or six copies are made, the last few copies are faint. 3. Changes in the original are often omitted from carbon copies, and trouble arises when copy is referred to in future. i. Very often not ready for the last mail. 2. Operation must be re- peated for each copy. 250 OFFICE PRACTICE AND BUSINESS STYLE 4. All changes in the original appear in the copy. 5. Cheap. 6. Exact facsimile. Letter Press: 1. The copy is fixed. I. Is slow. 2. Both an alphabetical and 2. Danger to the original, a chronological index. 3. Have a copy of the signa- 3. The correspondence of ture. one concern is scattered 4. Is a better form of evi- in many places, dence. Eighth Week FILING AND INDEXING A. Theory and evolution of filing 1. What constitutes a good filing system: (a) Papers must go back to the files as quickly as possible. (b) Papers must file easily (c) Papers must be found quickly (d) Papers must be suited to the particular needs of the business. 2. Filing (a) Flat (b) Vertical 3. Indexing (a) Alphabetic (b) Geographic (c) Numeric (d) Topic (e) Chronologic (/) Historic COURSE OF STUDY AND SYLLABUS 251 B. Difference between filing and indexing 1. Flat Spindle Box File; Shannon; Perforator; Loose Sheet 2. Vertical Simple alphabetic Requirements: Cabinet of filing drawers; Folders kinds; Guides; Rod projection C. Correspondence Filing 1. Sorter or distributor 2. Cross reference sheets 3. Out guides 4. Substitution cards 5. Alphabetic guides (a) Single notation (b) Double notation 6. Direct alphabetic filing D. Numerical Filing 1. Accession Book 2. Card index 3. Cross-reference 4. Duplex numerical system E. Filing of Bills and Invoices i. Advantages and disadvantages of numerical filing F. Automatic Filing G. Geographic Filing H. Follow-up System 1. Correspondence file 2. Card index 3. Desk tickler 7. Subject Filing 1. Duplex numeric 2. Dewey decimal /. Transferring 252 OFFICE PRACTICE AND BUSINESS STYLE K. Filing of Catalogues, Law Records, Blue Prints, Photo- graphs, Catalogues L. Record Keeping Systems i. Stock cards Ninth Week THE TELEPHONE AND THE SWITCHBOARD A. Use of Voice "Voice with the Smile" 1. Clear, distinct, slow 2. Rules for (a) Outgoing calls (see directory) (b) Incoming calls (see directory) B. Operation of Instrument 1. Dialling a call (see diagiam p. 23 directory) 2. Central (a) How to call Melrose 82 (pause) 45 82 (pause) 45-J 4 (pause) eight hundred five thousand (b) When there is no answer 3. Information (a) No book number (b) Cannot find it (c) Repeat to central 4. Traffic Manager (a) Defects in the mechanism (b) Unsatisfactory service 5. Long distance (a) Particular person toll call (b) Number toll call C. Problems in 1. Calling directly 2. Calling indirectly COURSE OF STUDY AND SYLLABUS 253 3. Calling departments 4. Taking a message (a) Stationery and forms 5. Telegrams by telephone 6. Occupation-known subscriber 7. No. and street known subscriber 8. Apartment houses (a) When names are known (b) When number and street known 9. Long distance points, rates p. 29 10. Suburban calls 11. Pay stations D. Emergency Calls How to Call 1. Fireman 2. Policeman 3. Ambulance E Getting a Telephone Installed 1. Individual line 2. Party line 3. Private branch exchange switch (a) Operator 4. Monitor switchboard 5. Plug switchboard Tenth Week OFFICE APPLIANCES AND DEVICES I. An Office Appliance is Useful A. When profitably employed B. When cost of operating is cheap C. When expensive mistakes are eliminated D. When work is superior to handiwork E. When volume is an important factor 254 OFFICE PRACTICE AND BUSINESS STYLE II. Essential Office Appliances Typewriters, stamping machines, pencil sharpeners, rubber stamps, mail openers, check protectors, filing cabinets, follow-up ticklers, carbons, tele- phones, postal scales III. Valuable Appliances for Certain Business A. Dictating Machines (a) Dictaphone (b) Ediphone B. Calculating Machines (a) Listing 1. Burroughs 2. Dalton (b) Non-listing 1. Comptometer 2. Burroughs 3. Ensign, etc. (Millionaire, Brunsviga, Barret) C. Billing Machines 1. Elliott-Fisher 2. Moon Hopkins, etc. (Underwood, Remington- Wahle) D. Statistical Machines i. Hollerith E. Cash Register F. Copying Machines 1. Letter Press 2. Rotary Copier (a) Roneo (b) Rapid Roller G. Duplicating Machines (a) Hectograph (b) Rapidograph (c) Neostyle (Mimeograph) COURSE OF STUDY AND SYLLABUS 255 (d) Beck (*) Daus (/) Commercial, etc. (Underwood, Flexotype, Writerpress, Multigraph, Printograph, Multicolor, Hopven typewriter) H. Addressing Machines (a) Addressograph (Graphotype) (b) Belknap (c) Elliott (d) Montague IV. Other Important Appliances A. Time clocks, folding, check signing, telautograph, dictograph, numbering, paper fastening, post- dater, sealing Dictating Machine 1. General Purpose 2. Description of the machine (a) Motor (b) Record cylinder (c) Wax records (d) Speaking tube (e) Motor control (/) Cautions (g) Ten-way hearing tuDe 3. Directions for making a record 4. Reproducing the record 5. Record memorandum 6. Advantages and disadvantages of the dictating machine Calculating Machine Addition Multiplication Subtraction Division 256 OFFICE PRACTICE AND BUSINESS STYLE Eleventh Week TELEGRAMS AND CABLEGRAMS I. Meaning of A. Telegrams, cablegrams, marconigram, radiograph II. Classes of Service A. Fast day message (a) Based on lo-word charge (b) Filed at any time (c) Permission to use Plain, code or cipher (explain) B. Day letter (a) Time to deliver same day (b) Fifty-word equals one and one-half times day message C. Night Message (a) Accepted till 2 a.m. (b) Delivered next business morning D. Night Letter (a) Fifty-word equals ten-word day (b) Accepted till 2 a.m. (c) Delivered next business morning III. Relative Advantages of Each Class IV. Telegraphic Money Order A. Value as compared with (a) Express money order (b) Postal money order (c) Instances of its use V. Wireless Telegraph vs. Marine Service VI. Cablegram Classes A. Regular, deferred, letters, week-end (a) When each class is used COURSE OF STUDY AND SYLLABUS 257 VII. Code Systems A. ABC, A i, Lieber's, Western Union (a) How to find code word for desired message B. Registered Cable Address C. Reversible Cable Address D. Private Codes (a) When used, when changed E. Unpacking code messages (a) Methods in vogue VIII. Rules for Writing Messages A. Clearness, conciseness, punctuation, unimportant words, omission of salutation and close B. Telegrams to be written in triplicate (a) Use of each copy C. Blank forms supplied by companies (a) Arrangement for easy counting of words D. Sending the message (a) Call box, telephone or messenger IX. Charges on Messages A. One word charge (a) Dictionary words, initials, geographical names, surnames, etc. Twelfth Week COMMERCIAL PAPERS AND FORMS I. Remittances A. Stamps B. Money orders (a) Postal one indorsement (b) Express any number of indorsements C. Bank Draft (a) Order upon another bank (b) Purchased by remitter 258 OFFICE PRACTICE AND BUSINESS STYLE D. Cashier's check (a) Order upon its own bank E. Personal or bank check (a) Negotiable (b) Precautious (c) Dating ahead (d) Indorsements (e) Stoppage of payment (/) Certification F. Certificate of deposit II. Other Business Papers A. Receipts, should give (a) Date, amount, for what value B. Promissory Notes (a) Kinds (b) Protesting a note (c) Discounting a notf C. Draft, commercial distinguished from bank (a) Kinds (b) Acceptance D. Deposit Slips (a) How to fill out (b) Paying teller (c) Receiving teller E. Bonds Industrial corporations vs. government (a) Coupon vs. registered F. Stock certificates G. Shipping receipt (a) For individual shipments H. Bills of lading triplicate (a) Straight bill of lading (b) Order bill of lading (draft) COURSE OF STUDY AND SYLLABUS 259 7. Freight bill advance charge (a) Added to final cost (b) Paid by consignee J . Notice of arrival (a) Sent to consignee (d) Demurrage K. Wharf receipt (a) From steamship company L. Express receipt M. Account sales N. Bills and invoices Thirteenth Week OFFICE REFERENCE BOOKS I. Directories A. Business I. General City over 18 and business people (a) Alphabetically arranged (b) Women in business (c) Business houses (d) Partners (e) Corporation officers (/) Organization of i. R. R., City Govt., Associations 2. Classified (a) Under occupational name (b) Heavy type cases 3. Corporation and Co-partnership (a) General and special partners (b) Officers and capital (c) Trade names 4. Classified telephone (Red Book) 26o OFFICE PRACTICE AND BUSINESS STYLE B. Social 1. Social registers 2. Club lists 3. Blue books (Dau's) (a) Arrangement by names (b) Arrangement by streets C. Miscellaneous 1. General telephone (a) Subscribers, address, occupation 2. Trade and professional (a) Names of individuals II. Reference Books A. Dictionaries 1. Meanings 2. Ideas (Roget's Thesaurus) B. General Information 1. Biographies (a) Who's Who 2. Business Journals (a) Bullinger's Guide (monthly) i. Steamships, meetings, dividends (b) Postal and Shippers' Guide i. P. O., R. R. 3. Credit Rating Books (a) Bradstreet Dun 4. Gazetteers (a) Geographical and industrial informa- tion 5. Almanacs and Atlases 6. Cable Codes 7. Hotel Guides 8. Newspaper reference columns 9. Railway Guides 10. Globe Lists TYPEWRITING TESTS typewriter in a shorthand H CO rvi ** ^ H I'? c 8 rK S^ 5 ^3 7 '&S , .1 I ^ .2 N 1) CO ^3 r I J ! H I" 9 (/) ft * H :l 1H I K O h-H H S 8. | 3^ GO oo C3 ft ^ .H 8 bfi .S PII fl . & > cs ^- n ^3 a^-2 4 " M ?H 4-3 3 05 M 1 o.a s^ ^"* -M a a 00 CO 00 ud a; s ^ i > CO s 02 s "T~^ 1 3 .Q 2 fl pH 4^> 1 "^ O 9 P*H -. CO i H fl ^ 0) 1 03 ckholder O FH 4^ fl 8 0^ 2 3 S | S! ^3 H 4^ ^* 1 Pt i-H T3 fl cd -M CO 1 ' c2 whether t 1 >^ rQ opportun CO H O) O H HH OS s & O O3 si Is u fi 1! 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