PI^ACTICE 5^7 t ■ M^- \ CAHILL TVND RJJGGERI Southern Branch of the University of California Los Angeles Form L 1 HP 5547 Gil cop.l This book is DUE on the last date stamped below ! 3 C ISO' ^^Q APR 3 0^^ JAN 2 81927 APR 2 2 1927 JUN 7 1927 mr 8-1928 i^Y 24 1928 "JAR ^ 7 19^ APR 1 1929 TAN 8 I93n FEB 6 193a JAN 5 1931 IAN •JO 19^ 2!? Form L-9-2m-7,'22 . Mm e la 1911 ^? im ^' 1341 ^y^ JUL 8 la^' MAY 4 1953 5 I95t tECTD lO^t'% JAN 2 2 m? OFFICE PRACTICE •Tl ^^^y^ THE MACMILLAN COMPANY NEW YORK • BOSTON ■ CHICAGO - DALLAS ATLANTA • SAN FRANCISCO MACMILLAN & CO., Limited LONDON ■ BOMBAY • CALCUTTA MELBOURNE THE MACMILLAN CO. OF CANADA, Ltd. TORONTO OFFICE PRACTICE BY MARY F. CAHILL, B.S. CHAIRMAN OF THE DEPARTMKXT OF STENOGRAPHY AND TYPEWRITING, JTLIA RI( HMAN HIGH SCHOOL NEW YORK CITY ASSISTED BY AGNES C. RUGGERI INSTROCTOR IN THE DEPARTMENT OF STENOGRAPHY AND TYPEWRITING, JULIA RICHMAN HIGH SCHOOL 46861 THE MACMILLAN COMPANY 1917 All riffhts reserved Copyright, 1917, By the MACMILLAN COMPANY. Set up and electrotyped. Published April, 1917. Reprinted September, 191 7. XorSuooa ^xtss J. S. Gushing Co. — Berwick & Smith Co. Norwood, Mass., U.S.A. i\if H V ^^^^ e w G,C>^, 1 PREFACE This book reflects the knowledge that was acquired by its writers during an apprenticeship of many years in busitiess prior to taking up the profession of teaching, and the use to which that knowledge was put in originating and developing a course in Office Practice in the school with which they are connected. If some matters that are obvious to the adult mind are treated in much detail, it may be well to bear in mind that the naivete of students of high school age towards the simplest forms of office work makes it necessary to begin instruction upon the assumption that students know practically nothing about the mechanism of an office or the details of its work. The average high school student is fairly well equipped with a general elementary education when he enters business, but his capabilities are heavily discounted by business men because he is not familiar with the details of office work and the uses of office equipment. Moreover, business men do not care to be subjected to the loss of valuable time and the annoyances occasioned through being forced to teach young employees things that could be covered in practical commercial courses. It must be rather discouraging for the young graduate to learn, when he enters business life, that his stenography and typewriting and bookkeeping are but a few 'of the many things that he is expected to know. Definitely organized courses in general office training should be a part of the work of every commercial high school. The greatest care should be exercised by the organizers of these courses to limit them to things that arc essential and that are typical of vi PREFACE a wcll-orjjanizod office. Whore possible, the classes should be launlit by teachers who have had actual business experience. The aim of such courses should be, not the immediate devel- opment of executives, but the training of students to become intelligent and dependable subordinates who will possess the initiative that may enable them, through the experience they will acquii'e in business, to rise later to executive positions. The sections on telegrams and cablegrams, telephone, filing, and directories have been read and approved by recognized authorities in the respective fields. Grateful acknowledgment is made for the interest shown and valuable criticisms and sugges- tions offered by the following gentlemen : Messrs. F. W. Lienau and Joseph Tausek of the Western Union Telegraph Company; Mr. Allen B. Stearns of the New York Telephone Company ; Mr. A. J. Amberg of the Amberg File & Index Company ; Mr. Hugh P. Shilstone of the Library Bureau ; and Mr. R. L. Folk of R. L. Polk & Company. No attempt has been made to list the institutions, publishing houses, and business firms that contributed letters, specimen pages, extracts, photographs, electrot^'pes, and maps for use as illustrative material, but their cooperation and generosity are here gratefully acknowledged, and the sources of the material so sup- plied are noted as they appear in the text. Miss Cahill is indebted to IMiss Agnes C. Ruggeri for valuable assistance in the work of organizing the classes in Office Practice, for her contribution of the sections on Incoming Mail and on Filing, and for collaboration in the sections on Outgoing Mail; also to Mr. John B. Opdycke, Chairman of the Department of English, Julia Richman High School, for his kindness in editing the proof and for valuable suggestions while the work was in progress ; and to Dr. Arthur M. Wolfson, the Principal, for his hearty and effective cooperation in the organization of pioneer work in this subject. New York, March, 1917. TABLE OF CONTENTS PAGE Preface ............ v To THE Student .......... xiii PART I OFFICE MAIL — INCOMING SECTION 1. Opening the Mail ......... 1 2. Examining the Mail ........ 3 3. Sorting the Mail ......... 5 4. Dating the Mail ......... 9 5. Systematizing the Work ....... 11 PART II OFFICE MAIL — OUTGOING 1. Dictating the Correspondence 2. Typewriting the Correspondence 3. Mailing the Correspondence 4. Expediting the Correspondence . 5. Copying the Correspondence 16 26 47 56 58 PART III OFFICE RECORDS — FILING 1. Office Records 2. Correspondence P'iling- 3. Correspondence Filing- 4. Miscellaneous Records Flat Systems Vertical Systems 66 71 77 100 VI 11 TABLE OF CONTENTS PART IV OPTICE TELEPHONE HKCTION 1. Tklki'iione Manners 2. Opkhatino the Telephone .'i. Making and Answering Calls 4. Equipping the Desk or Booth T). Lnstalling the Telephone 114 118 126 131 134 PART V OFFICE TELEGRAMS AND CABLEGRAMS 1. Introduction .... 2. Classes of Service — Telegrams 3. Classes of Service — Cablegrams 4. Code Systems .... 5. Writing the Message (). Sending the Message 7. Paying for the Message PART VI OFFICE TIME AND LABOR SAVERS 1. Machines for the Correspondence Department 2. Machines for the Financial Department . 3. Miscellaneous Machines 142 144 156 163 166 170 171 184 194 200 PART VII OFFICE REFERENCE BOOKS 1. Directories ........ 2. Reference Books ....... APPENDIX Domestic and Foreign Mail Classification and Rates Commercial Abbreviations ...... 202 215 235 240 LIST OF ILLUSTRATIONS PAGE Rubber Dating Stamp 10 Clock Dating Machine . . . . ' . . . . .10 Desk Arranged for Opening Mail (diagram) 13 Letter-Heads ........... 17 Envelopes, Addressed ......... 19 Envelopes, Addressed . . . . . . . . .21 Letter, The National City Bank 27 Letter, The Macmillan Company . . . . . . .31 Letter, Marshall Field & Company ...... 33 Envelope, Window .......... 34 Letter, B. Altman & Co. ........ 37 Letter, The University of Chicago ........ 40 Letter, University of California . . . . . . .43 Letter, Marshall Field & Company ...... 45 Domestic Money Order, Application for ...... 49 Folding Machine 51 Moistening Device ......... 52 Sealing Machine .......... 52 Postal Scale 54 Letter-Press ........... 59 Letter-Press Bath ...... ...» 60 Roller-Copier with Bath ......... 63 Roller-Copier without Bath ..... ... 64 Filing Room 68 Box File 72 Flat or Loose Sheet Drawer ........ 73 Shannon File . . . . • 74 Shannon Indexes . . . . . . . . . .75 Transferring Shannon Correspondence ...... 76 Vertical Guides .......... 77 Folder 77 ix LIST OF ILLUSTRATIONS p'ollow*'!- Block Small Ali)l)al)ctic' Index Avorafirt' Alphahctie Index Large Alphal)etie Index Individual Folders . Index Showing "Leader" Guides Sorting Box or Distributor Out Guide .... Numbered Guides . Numbered Folders . Cards for Numeric Filing Cross-reference Cards Combination Alphabetic and Numeric System State and Alphabetic Index State and Town Index Straight Tow^n Index Architect's Subject File . Numeric Subject Filing Follow-up Drawer ... Cabinet Used for Old Correspondence Transfer Case with Contents . Loose-leaf Book .... Cards Showdng Different Styles of Ruling Card Index Guides .... Card Index Cabinet Employees' Record Card School Record Card (front and reverse) Catalogue Cabinet .... Catalogue Record Card (with name of vendor) Catalogue Record Card (with name of article) Lawyer's Record Card Factory Cost Record Card Desk Tickler . Magazine Subscription Record Card Follow-up Card Signals or Indicators First Telephone Chelsea Exchange, New York City Central Operator Information Operators at Work Desk Extension 90 91 91 93 94 97 99 100 101 102 103 103 104 105, 106 107 108 108 109 110 110 111 111 112 115 116 119 122 133 LIST OF ILLUSTRATIONS xi PAGE Operating a Cord Switchboard ...... 136 Monitor Switchboard ......... 137 Telephone Bills 138 Telephone Statements . . . . . . . . . 140 Telegraph Form (front and reverse) ...... 145 Telegraph Squares .......... 144 Mareonigram Form (front and reverse) ..... 152, 153 Mareonigram Square . . . . . . . . .153 Map Showing Standard Time ........ 154 Cable Check 156 Cable Form (front and reverse) ....... 157 Gelatin Duplicator .......... 186 Mimeograph . . . . . . . . . . . 187 Multigraph (Printing Drum) ........ 188 Addressing Machine ......... 191 Metal Plate 192 Dictaphone ........... 193 Listing Machine .......... 195 Non-listing Machine ......... 196 Bookkeeping Machine ......... 197 Hollerith Machine (Distributor and Card) 199 Western Union Trans-Atlantic Cables and Connections Inside back cover TO THE STUDENT When one of the world's preeminent geniuses said, " Genius is only an infinite capacity for taking pains," he spoke for the world of art and music and letters in which he lived his life. He little knew how much truer the epigram would be when applied to business genius in the twentieth cen- tury. The examples are all around us. You have watched many men mount, step by step, the ladder of success. There seems no special reason, no dazzling genius ; yet up they go, carried by the force of their faculties for doing small things well. From Letter Builders' Tools, Alexander Hamilton Institute. This book is just an attempt to teach you to do some small things well ; but there are a few matters in connection with office duties that have not been mentioned because they cannot really be classed among the small things. They are rather the small things that help so materially to make the big man or woman. What are these " small-big " things ? The day you enter a business house, make up your mind that you are going to work for your employer's interests as you would work for your own. This is cooperation. In the long run, the success of your employer means success for you. He may not seem to apprecia.te your work, but do not forget that every man who has a business of his own or who occupies an executive position has many worries that may occupy his mind for long periods of time, to the apparent exclusion of a proper consideration of your interests. That is the price he pays for his success. That is the price that you, too, will some day be called upon to pay because you were ambitious and because you have succeeded. xiv TO THE STUDENT Expect to meet rebuffs and disappointments. No one ever ad- vanced who could not rise above them, and you must not hope to be the great exception. In time, good work will be appreciated by the average man; but so long as you are content to accept the salary he is willing to pay, be loyal and work for his interests. If, after viewing the matter from every angle, you are convinced that you are not being treated properly, change your position. But make it a point of honor never to discuss your employer's business affairs with outsiders or with fellow employees who are not entitled to know them. Be truthful. Truthfulness is a good business asset. Be studious. Be a student all your life — not necessarily of books, but of men and women. The men and women that are around you are the most interesting books you could read. Understanding people means getting on with them, and is one of the qualities that must be possessed by every one who is ambitious to succeed. Be receptive. Never permit yourself to become too old to learn. Don't be a knocker. Knocking is a trait that you cannot afford to possess. If you cannot say something pleasant, say nothing. Don't be a shirker. It takes less time to do things well than it often takes to avoid doing them. Don't be a coivard. Face your difficulties. The whole business world is a web as intricate and as puzzling on first appearance as is the spider's web ; but if looked at closely, it will be found, like the spider's web, to be a perfect system of complications and intricacies that may be understood. These are some things that count very much in business — the things that make up personality in the true sense of the word. OFFICE PRACTICE OFFICE PRACTICE PART I OFFICE MAIL — INCOMING Section 1 Opening the Mail Mechanical Devices' Section 2 Examining the Mail Looking for the Signature Checldng Enclosures Section 3 Sorting the Mail Where the Volume of Mail is Small Where the Volume of Mail is Large Where the Volume of Mail is Enormous Section 4 Dating the Mail Mechanical Devices "^ Section 5 Systematizing the Work Applied to Incoming Mail SECTION 1 OPENING THE MAIL The one office activity which touches every business, great or small, is the handling of correspondence — the everyday task of getting out the mail on time and in the best possible shape. Edward Mott Woolley, The Library of Business Practice. The task of taking care of the mail resolves itself into two prob- lems — the efficient handling of the mail that comes into the office and of the mail that goes out. The incoming mail must be B 1 2 OFFICE PRACTICE quickly and correctly distributed to the proper departments, so that no time shall be lost in carrying on the transactions involved. This element of time is a very important consideration in modern business. Men plan the saving of time to-day as carefully as they once planned the saving of money. Let us consider this problem, which is often in the hands of the youngest clerk in the office. How to handle the incoming mail of any office depends largely upon the nature of the business and its volume. On the one hand, there is the mail of the professional man, so limited in quantity and of such nature as to call for his personal attention. On the other hand, there is the mail of any large corporation, averaging some- times as much as four tons a day. Between the two, there are numberless grades of difference in the volume of mail handled by different houses. The clerk who knows how to handle the mail of the average business office, who understands how to use the more common mechanical devices, and who so plans his work as to be able to handle the duties of his clerkship with the maximum efficiency, will experience no difficulty whatever in adapting himself to the methods in vogue in any office. It is the purpose of this book to familiarize students with the procedure of the average business office. Mechanical Devices In opening envelopes, care must be taken not to cut through checks or similar enclosures. To avoid this, the safest instrument to use is the ordinary envelope opener or paper cutter. Some clerks prefer scissors. Where the volume of correspondence is large, slitting machines are sometimes employed. SUGGESTIVE EXERCISES Name and describe briefly the various devices used for opening en- velopes. What precautions would you observe to prevent letters or enclosures from, being damaged while envelopes are being opened? OP^FICE MAIL— INCOMING 3 SECTION 2 EXAMINING THE MAIL When all the envelopes have been opened, the contents of each should be removed and examined. Care must be taken to see that everything has been removed from the envelope. An experi- enced mail clerk will hold each envelope between him and the light to make assurance doubly sure. Looking for the Signature In glancing through the opened letter, look for the signature. Through oversight, this may have been omitted. Business letters are usually written on printed or engraved letter-heads which give the name and address of the writer, but occasionally a com- munication is received which has been written on plain paper and from which the signature has been omitted. The writer's name may or may not appear on the envelope, but the stamp of the post- office will appear, and in such cases it is advisable to attach the envelope to the letter. The department receiving the letter may be able to determine by the post-office address and the nature of the communication, from which of its correspondents it has come. Checking Enclosures Reading the letter quickly, with a view to sorting and checking enclosures, is the next step. General Enclosures. — Ordinarily, when there are general en- closures, the letter will state " We are enclosing " or " We send herewith " such and such printed matter or pamphlets, or the enclosures may be listed at the bottom of the letter. The simplest method of noting the receipt of such enclosures is to make a pencil check through the words " printed matter " or " pamphlet." All enclosures of a general nature should be attached to the letter, before being transmitted to the proper department. Money Enclosures. — In whatever form received (whether 4 OFFICE PRACTICE stamps, currency, money orders, or drafts), money enclosures, to- gether with the bill, voucher, or other paper explaining the remit- tance, are usually turned over to the cashier or to some similar official. If a letter accompanying a remittance requires the atten- tion of some department other than the cashier's, the money is sent to the cashier and the letter to the other department. If the letter contains any reference to the enclosure of the remit- tance, this reference is checked, the clerk noting whether the amounts agree. If they do, it is customary for the mail clerk to note the fact on the face of the letter. Omissions. — Where a letter states that certain papers or articles are enclosed and the clerk finds that they have been omitted, he should note that fact on the face of the letter or on a slip of paper which he will attach to the letter. Separate Cover. — It often happens that a letter will refer to catalogues, pamphlets, samples, or other material too bulky to be enclosed in an envelope, but which are being mailed under sepa- rate cover. This m'eans that the material has been wrapped in a separate package. It may arrive with the letter, in which case it will be turned over to the proper department at once. How- ever, as such material is not first-class mail and is subject to delay in delivery, it may not arrive for several mails after the letter. (Note Postal Regulations in Appendix.) If the volume of mail is small, the mail clerk will probably remember for which department it is intended. If the volume of mail is large, and many packages are received, it may be advisable for him to keep a list like the following : Mail Expected under Separate Cover Article From Whom Date of Letter Department Date when Received Catalogue Tickets Catalogue Jones, John Brown, D. W. Rex Mfg. Co. Jan. 17, 1917 Jan. 19, 1917 Jan. 19, 1917 Sundries Manager's OflBce Bookkeeping Jan. 20 OFFICE MAIL— INCOMING 5 This will enable the clerk to deliver such mail to the proper de- partment immediately upon its receipt and to avoid unnecessary loss of time in looking up the matter. If, in addition, he checks his lists daily, he will be in position to remind the different depart- ments to write for duplicates of articles lost in the mail. Express and Freight. — Except in a few lines of business employing very small office forces, articles sent by express and freight will not be received by the clerk who opens the mail. It will be well for the mail clerk to give to the receiving department or shipping clerk a list of such articles, using for this purpose a form like that illustrated above. The keeping of such records as these saves time, preserves order in the office routine, and tends towards that efficiency which is so insistently demanded in the business world to-day. SUGGESTIVE EXERCISES What is meant by "under separate cover"? A letter is received written on plain paper and contained in a plain envelope. The signature is indicated, but the street address and city have been omitted. How will you identify this letter? Explain briefly how you would handle enclosures contained in letters. Letters are received daily referring to packages sent by express or freight. How will you take care of these? If a letter received refers to an enclosure which is omitted, what will you do? Name three forms in which a remittance may be sent through the mails. SECTION 3 SORTING THE MAIL Sorting mail means dividing it into groups. Mail is usually sorted into groups of papers intended for the individuals or de- partments of a business house. Again, each department may require mail to be re-sorted accord- ing to the address of the writer, the subject matter of the letter, or in some other way that will facilitate the answering of the 6 OFFICE PRACTICE mail. The method of sorting will, of course, vary according to the nature and volume of the correspondence, the number of members in the firm, or departments of the business. While letters intended for a business house are usually addressed to the house, and not to individuals on its stafiF, still it is a com- mon practice to mention, in a prominent place on the face of the letter, the name of the person for whom it is intended, or the title of the department. When this is not done, the mail clerk must obtain this information by reading the letter. Where a letter requires the attention of several people, the mail clerk usually indicates in the upper right or left-hand corner of the letter the names of all the people concerned. Each person in turn attends to his part of the letter, checks his name, and passes the letter to the next person interested. Sometimes the corre- spondents of a department are numbered, and the mail clerk then uses the number of each man instead of his name. The inexperienced mail clerk in an office should begin by making a list of the departments and individual members of the staff interested in the correspondence of the house, with their duties, and keep this memorandum before him until he is so familiar with the organization that he no longer requires it. Where the Volume of Mail is Small Where the volume of mail is small, as in the office of the pro- fessional man or in the small business office, where only a few clerks are employed, the following division may be found prac- ticable : 1. Letters ready for immediate reply; 2. Letters which call for inspection of previous correspondence or other information before they can be answered. While the clerk or stenographer is busy obtaining the data required for the second lot, the first can.be handed to the proper person for consideration. OFFICE MAIL— INCOMING 7 Where the Volume of Mail is Large In larger houses, the mail is sorted according to the persons or departments responsible for the different branches of the business, and the mail clerk places all letters belonging to each department in a separate pile or basket. As an illustration, let us consider the incoming mail problem of a large manufacturing house engaged in the making of hard rubber goods. The problem is typical of other business activities in which the mail is equally large. It is the duty of the sales department, consisting of a head sales- man, several city salesmen, and a force of traveling salesmen, to order the necessary stock from the factory for the home office, to attend to all orders for catalogued goods, to settle questions of delay in shipment ; in other words, to furnish the personal contact between the house and its customers. To do this, the sales department must work with the shipping department, which actually handles and ships the goods sold by the sales department. In addition to catalogued goods, a large part of the business of this house is the manufacture of special articles to order. The correspondence and estimates occasioned by this branch of the work are in the hands of a sundries manufacturing department, although the actual manufacturing is done at the factories. In some houses, this department would be considered a part of the sales department. Before the sales department or the sundries manufacturing department can ship goods to a customer on account, it is necessary to know whether his credit is good, for all orders shipped on account must be authorized by the credit department. In order to manufacture goods, factories must have materials of all kinds, and there is a purchasing agent or purchasing department whose duty it is to buy to the best advantage. Again, so much buying and selling presupposes the existence of a cashier and an accounting department. 8 OFFICE PRACTICE The employment of so many clerks presupposes the position of ojfice manager, whose duty it is to engage and discharge em- ployees, supervise the office force, and act generally as the execu- tive representative of the house itself. Over all these departments are the officers and directors of the company, who decide upon its business policy and its invest- ments, and who, in a supervisory capacity, keep in touch with all the departments. The mail clerk in such a house must know that orders on account go to the credit department ; that letters from firms desirous of selling to the house are of interest to the purchasing agent ; that orders for catalogued goods go first to the credit department and then to the sales department ; that an appli- cation for a position goes to the office manager. He will have at hand baskets or wire trays labeled with the title of each department, in which he will place the letters as he reads them. Where the Volume of Mail is Enormous The business activities of some insurance and mail order houses are so enormous that they not only employ hundreds of clerks, but they require entire buildings for the transaction of their business. In such cases, tons of mail may be handled daily. Mailing departments of this type are sometimes as large as the entire office force of a manufacturing house. While most of the mail received is addressed to the company, it is always in turn automatically distributed to the departments interested. Each department may again re-sort the mail received, but the general principles outlined above hold good in any case. SUGGESTIVE EXERCISES You are mail clerk in a manufacturing house that has the following departments : sales, shipping, sundries manufacturing, credit, purchas- ing, accounting, cashier, manager, officers. The morning's mail contains one hundred letters as given below. State for which departments these are intended : OFFICE MAIL— INCOMING 9 15 ordering catalogued goods 10 giving quotations on coal and lumber 7 circulars advertising different materials 12 applying for positions with the company 3 giving credit references 11 ordering a specially designed article already quoted on 1 complaining of non-receipt of goods 1 asking the company to become a member of a manufacturers' asso- ciation 25 giving instructions for future shipments of freight 11 asking for quotations on articles made Uke samples said to be sent under separate cover 2 asking for particulars regarding a man formerly in the employ of the company 2 asking for financial standing of Jones & Brown Mention some departments for which you would probably have to sort out mail, if you were incoming mail clerk in the office of a pubUca- tion like the Ladies' Home Journal. SECTION 4 DATING THE MAIL A custom that prevails in most offices is that of stamping on the face of each letter the date and sometimes the hour of its receipt. This information is often useful in settling disputes or fixing the responsibility for delays. For example, on June 2d the Western Electric Company of Chicago sends an order to the Sprague Electric Company of New York City, calling for the immediate shipment of a motor. In the ordinary course of events, this order would reach the New York firm on June 3d or 4th and the motor could be shipped so as to arrive in Chicago within a comparatively short time. Through the oversight of an office boy in the Chicago office, we will suppose that the order was mislaid, was not mailed until June 4th, and that it did not reach New York until the 6th. The shipment of the motor by the New York firm was necessarily delayed, and this delay made it impossible for the Chicago firm to complete within a specified time work it had contracted to do. It might hold 10 OFFICE PRACTICE the New York firm partly responsible for any money loss resulting. As the post-office of the receiver of a letter is no longer required to stamp the date of receipt on envelopes, the Sprague Electric Company's date stamp may be its only proof that it is not re- sponsible. Where great disparity exists between the date on which a letter is written and the date on which it is received, it is customary for mail clerks to attach the envelope to the letter before sending it to the proper department for answer. The envelope will always show the date on which it was received at the post-office of the sender. Mechanical Devices Rubber Stamps. — The date when the incoming mail is received is usually indicated by means of a rubber stamp. The months, Courtesy of Gaylord Bros. Rubber Dating Stamp Courtesy of Cushman & Dennlson Clock Dating Machine days, and years are arranged on three rubber bands, which may be moved freely, so as to bring the date wanted into stamping posi- OFFICE MAIL— INCOMING 11 tion. The dating of the letter may be attended to either before or after the mail has been sorted into its proper groups. Clock Dating Machines. — For recording the hour as well as the date of receipt, there are more elaborate devices. These include a clock in the mechanism. SUGGESTIVE EXERCISES Describe some of the mechanical devices used for dating mail. Give a possible instance in which the date stamp on a letter might have a legal value. SECTION 5 SYSTEMATIZING The story is told of a boy who went to work in a factory and was set at the job of putting disks into a machine to be stamped, and of stacking and counting them after the operation. He noticed the work of the boy next to him and observed that his disks were piled in a heap at the left of the machine, that he picked up each disk with his right hand, put it into the machine, and then threw it into a heap at the right. When this heap was large enough, the boy stopped stamping and counted the disks. Our boy reflected that by inserting the disks with his left hand, he could save the croSs motion on each disk ; that after stamping, it was just as easy to pile the disks on top of each other as to throw them into a heap ; that as the disks were of even thickness, if he put ten in a pile and kept all the piles of even height, his disks would be counted automatically without the necessity of pausing in his work. In a given time he turned out double the number of disks that the first boy stamped. What had he done? He had simply systematized his work. It is this ability to systematize that results in a maximum of work with a minimum of effort and of time, and that distin- guishes the efficient from the inefficient worker, as far as routine matters are concerned. It is often the important factor m 12 OFFICE PRACTICE deciding to which of several clerks shall come the coveted ad- vancement, and it is almost invariably a marked characteristic of successful executives. This, then, is the first habit the young clerk is to form, even though it may mean spending much time beforehand in planning his work. In planning or systematizing work of any kind, the follow- ing points must be considered : 1. What is the result to be attained ? 2. What operations will attain this result ? 3. In what order shaU these operations be performed ? 4. What tools and materials are needed? 5. How can these tools and materials be arranged so as to do their work most efficiently? Applied to Incoming Mail Let us apply these principles to the work in hand. 1. What is the result to be attained? The collection of the mail into receptacles for the different de- partments, each letter to show when it was received, and to give fulJ information regarding enclosures. 2. What operations will attain this result? Envelopes cut open Mail extracted and read Enclosures checked Envelopes thrown away, except where letler is not signed Mail placed in trays for proper departments Mail stamped with date of receipt Mail delivered to each department 3. In what order shall these operations he performed? Before answering this question, it is well to bear in mind that where several operations are to be performed on a number of ob- jects, the best results are usually obtained by performing each opera- tion on the entire number of objects, rather than by performing all the operations on the first object, then on the second, and so on. On the other hand, it would be poor policy to remove the contents of all the envelopes before reading any of them, as confusion OFFICE MAIL — INCOMING 13 would result. One accepted form of arranging this work is as follows : Slit and stack envelopes Remove contents of each envelope Check and pin enclosures to letter Make necessary notations on letter Place letter in tray Discard envelopes Date each pile of letters, returning pile intact to its proper place Deliver mail to proper departments 4. What tools and materials are needed? Envelope cutter Pad for notes Pins or clips Pen or pencil Waste paper basket Trays for department mail 5. How can these tools and materials he arranged so as to do their work most efficiently? The answer to this question is a vital one. Notice the follow- ing diagram of a desk arranged for work of this kind : bo bo c t/3 t« .s 3 oot. ?6, 1916. Mi33 Kary F. Cahlll, Ci^irnan, Stenography 4 Tj-peviTiting Dept., Julia Hichman High School, , llo. 60 West 13th Street, i;ew York City. Dear liadara; I beg leave to^oknowledye receipt of yonr letter ot October 25th, and I ha7e pleasure In sending you herewith enclosed, sanplee of stationery used here in The National City Bank of New York, for both official and per- sonal oorrespondenoo, which I trust may bo of, service to you. For your information, I will say that recently we adopted certain forms for the standardization of letters written in the Banl<, which forma all of our stenographers and t^Tpists have been instructed to follow, /jrong other points which we emphasize for the guidance of our aten- oGTaphers and tj-pists in the preparation of letters is the securing of as ar- tistic an arrangement as possible. In this connection, we require the right ajid left-hand margins to be of as uniform width as can be secured, and the lines to be of as uniform length as possible. V.'e prefer the use of the single space to that of the double, but the latter form should bo employed if the letter can be double-spaced and still be placed on one i^age without crowding. All paragraphs are Indented ten spaces, irrespective of the length of the salutation. If the address consist of iriore than two lines, it should be Slngle- spaood, with an indenture of five points for each line with reference to the preceding one. This letter is itself an illustration of the stylo which we prefer for our letters. Very truly yours. C/H Enclosures. 28 OFFICE PRACTICE Many business houses adopt certain forms for their letter-heads. The same paragraphing, margins, spacings, and indentations are used in all their letters. Here the stenographer has no choice. But when a firm is sufficiently interested to study its letter-heads and letters, the forms finally decided upon are usually good. Where no set forms are insisted upon, the experienced stenographer will not only study the letter-heads used in the office, experiment with letters of varying lengths, and adopt some good forms ; but he will read most carefully some of the very good books now on the market dealing with the composition and display of the business and advertising letter. Margins. — Look at some framed pictures in which mats are used. The right- and left-hsind margins are usually alike. Follow this fundamental rule in placing letters on paper. Look again at your framed pictures. In one, the top and bottom margins may be alike. In another, the drop may be greater at the top. There are reasons for these variations. A certain artistic effect is to be obtained. Your problem is how best to secure this artistic effect on your particular letter-head. We must begin by deciding upon our upper and lower, right- and left-hand margins. This will give us our mat. The next problem is so to place your letter upon the mat that the dis- criminating eye will be satisfied when it rests upon it. The letters illustrated in this section on pages 27, 37, 40, 43, and 45 show the forms adopted by some well-known business houses and colleges. Spacing. — The adoption of single or double spacing will usually be determined by the length of the letter. Some business houses prefer to have all letters single spaced, while others prefer the double spacing. If single spacing is preferred, see that all paragraphs are separated by double spacing, otherwise the letter will prove most tiring to the eye, for no rest is provided. The following letter will illustrate what is meant by providing breaks at proper intervals : OFFICE MAIL — OUTGOING 29 New York, January 3, 1917. Messrs. Stone & Dunbar, 85 Summer Street, Boston, Mass. Gentlemen : The enclosed bill is a duplicate of the one sent you two weeks ago. The matter of payment was probably overlooked by you at that time. Our salesman will call upon you some daj^ next week with an unusually attractive line of men's nectft'ear. We are confident that you will place a large order for these goods. Yours very truly, Charles Pelton & Sons. If double spacing is preferred (and it is in many houses where a short letter hke the one illustrated above is the kind usually written) , the problem is usually a matter of margins and a method of indicating the address. Using the above letter as an example, notice these two methods of indicating the address : ^ New York, January 3, 1917. Messrs. Stone & Dunbar, 85 Summer Street, Boston, Massachusetts. Gentlemen : The enclosed bill is a duplicate of the one sent you two weeks ago. The matter of payment was probablj' overlooked by you at that time. Our salesman will call upon you some day next week with an unusually attractive line of men's neckwear. We are confident that you will desire to place a large order for these goods. Yours very truly, Charles Pelton & Sons. 30 OFFICE PRACTICE New York, January 3, 1917. Messrs. Stone & Dunbar, 85 Summer Street, Boston, Mass. Gentlemen : The enclosed bill is a duplicate of the one sent you two weeks ago. The matter of payment was probably over- looked by you at that time. Our salesman will call upon you some day next week with an unusually attractive line of men's neckwear. We are confident that you will desire to place a large order for these goods. Yours very truly, Charles Pelton & Sons. The Mock style of letter has become deservedly popular because it is a time saver. One of its great advantages is that it furnishes an easy and quick method of locating paragraphs that call for re- reading or consideration. A glance at the illustration on page 31 shows a readable and well-balanced letter. Second Page. — Where the letter requires more than one sheet, it is wise to place the name of the addressee, the number of the page, and the date at the top of the second and all succeeding sheets. If a page of the letter is misplaced in filing or separated in handling, it can be easily identified. Many houses use what are known as second sheet letter-heads. Subheadings. — It is a rigid rule in some houses, and one much appreciated by a recipient who has a subject system of filing, that a letter shall discuss one topic only. If two entirely foreign matters are discussed, two letters are written and sent in the same envelope. Where, however, varying phases of a business transaction must be discussed, subheadings indicating the subject matter of the paragraph are used. For example, a paragraph may begin with : OFFICE MAIL — OUTGOING 31 The Macmillan Company SCHOOL iND COLLEGE TEXTBOOKS SCHOOL LIDBARIES 64-G6 Fifth Avenue New Tobk December I, 1916. nss Uary F. Cahill, Julia Klchinan Elgji School, Kew York City. Dear Uadaa: We ore pleaded to inform you that the following MACMILL/LN texts will appear iqion the new Lists for 1917-1919: New List Contrast iMmbers J*iee:< 9156 Canby & Opdycke: FmraWS OF COMPOSITIOII, PART III (AIDS TO COU- POSITIOH) .36 9070 Opdycke: mis. ADS AIJD SALES (Conjplete) .95 8750 Uster: MaSCULAB UOVEltENT WBITXNC, ADVAIICED BOOK .15 9864 Uster: UMWAL FOR TEACHERS .30 In case you lack sasples of any of these titles, ne shall be glad to send them to you. Yours very sincerely, TOE MACinLLUI COUPAUY, Educational Departosnt. ATO/lUC 32 OFFICE PRACTICE Order No. 2750 : We regret to inform you that, — Order No. 2974 : Our shipping department has been instructed to send you — Estimate on File : The price you quote us on has been placed on file and will be considered when the other esti- mates are in. Pivoting. — Nothing is more helpful in securing an artistic effect than an understanding of what, for a better word, may be termed " pivoting." The question of the right-hand margin gives much trouble to the typist, as a typewriter is not a printing press and the right- hand margin cannot have the straightness of the left. But the right-hand margin is something to strive for, and anything that will present the effect of straightness to the eye of the reader must be resorted to. Look at the date lines of the Stone & Dunbar letters above. The right and left-hand margins of these letters are absolutely even but, of course, they are printed. The period after " 1917 " has been placed at the right-hand margin. At the beginning of each month, let the stenographer space backward from the right- hand margin and the number on the scale at which the date is to be written will be easily determined. Glance at the typewritten firm name. This form of signature is used by many houses. Let the stenographer space backward from the right-hand margin for the signature and the problem of placing it correctly is solved. Notice the " Yours very truly." Its place on the scale was decided by the signature. Notice where the paragraphing begins. This is to give a symmetrical effect. No law determines the exact placing on the scale of the date, the paragraph, the complimentary closing, or the signature. The Marshall Field & Co. letter addressed to Small & Moore, of Maysville, Kentucky, is very well arranged. (See page 33.) Initialing. — It is the custom in many houses to note in the lower left-hand corner of the letter the dictator's initials, followed by those of the stenographer. OFFICE MAIL — OUTGOING 33 Marshall Field <^ Company Ad.'vms. Qui.N'O'. Franklin and Fifth A\'e. tS^j^^ssr'" Chicago October 28, 1916. Uessrs. Small & Moore, Uaya'vllle, Kentucky. Gentlemen: We are In receipt of your favor of recent date for a Steel Bed and wish to advise that we have entered order with the manufacturers, asking them to haaten to you. We trust it will be received without delay. Awaiting your further wishes, we are Yours very truly, MARSHALL FIELD & COMPANY UL By 34 OFFICE PRACTICE Noting Enclosures. — The number of enclosures in the letter is usually written under the initials. For example : JLD/MEB JVB/LWN Enc. 2 Enclosure Keying. — Some letters bear across the face the words : "In reply, refer to Dept. K " or "4-1671-13," or some such notation. These letters or figures refer to a special department or to a file number. In advertising letters, this sort of reference may be a key, that is, a sign that will enable the writer of the letter to trace the number of replies received. In answering letters of this kind, therefore, always refer to the key letter or number indicated. Addressing Envelopes. — The style adopted for wTiting the ad- dress in the letter should determine the model to be used for the envelope. Whatever style is used, let the envelope harmonize. The " Window " Envelope. — The time consumed in addressing envelopes is saved in many houses by the use of an envelope After 5 days return to The Macmillan company pubushers 64-56 FIFTH AVENUE New York, N. Y. David. Jordan, Eaq^, 16 West 34tli Street, Neff York CH;y. " Window " Envelope which has the center portion of its face cut away and a sheet of onion skin or transparent paper inserted. The letter is so folded OFFICE MAIL — OUTGOING 35 that the name and address show through the transparent section. This style of envelope is used a great deal for statements, bills, and papers less personal in their nature than letters. Estimating Stenographic Notes. — An inexperienced stenog- rapher sometimes has difficulty in estimating the space a letter will occupy. Let him experiment on the typewriter with a page of his notes in single and in double spacing, block and indented paragraphs. He will then have a basis upon which to estimate the amount of space required for any letter. Experience is the only teacher here. Mechanics of the Typewriter It is assumed that the student who is studying this book is already impressed with the importance of accuracy in his type- writing. Speed is secondary in comparison. The best typist, however, will strike a wrong letter occasionally. There is noth- ing culpable in this, but there is no excuse for the typist who presents for signature letters that contain mistakes. Errors should be corrected neatly. Erasures. — Smeared erasures are worse than mistakes, for they are evidence that the typist is aware of the one and unable to handle the other. Erasure shields, which are simply celluloid cards containing holes of different sizes, are sold at stationery stores. The finger tips should never be placed on typewritten ma- terial, as the warmth will leave telltale marks. If the typewriter ribbon is new and a word must be erased, use a pencil eraser first and then rub gently with the regular typewriter eraser until all sign of the word has disappeared. If the carbon copy is not distinct, it is useless as a record. Carbon erasures, therefore, require still more careful treatment. Let us suppose that an original and two carbons are to be cor- rected. The mistake on carbon sheet number 2 is erased, and a small piece of paper slipped over it ; the mistake on carbon sheet number 1 is erased, and another piece of paper slipped over it ; the mistake on the original is then erased. The slips of paper, 36 OFFICE PRACTICE which will be found to be slightly smeared with carbon, are then removed, the line on which the correction is to be made is rolled back into position, and the correct word written. Small metal shields which j5t the typewriter platen, or pieces of thin cardboard, are sometimes used instead of the slips of paper. Where card- board is used, care must be taken not to crumple the paper. Uneven Coloring. — This gives an impression of carelessness, and is due to one of four causes — irregular stroke, clogged type, poor ribbon, or worn-out tj^pe or platen. If the typist's stroke is irregular, special drills and sentences must be practiced until the correct touch is mastered. Uneven or incorrect touch will not only produce uneven coloring, but will interfere with the attainment of speed and will react on the ner- vous system of the typist. The speed of fast operators who have an irregular touch will sometimes, under the pressure of a hard day's assignment, take on something of the quality of hysteria. This, of course, is physically harmful. Clogged type means poor ribbons or a slovenly typist. Type must be cleaned as often as is necessary. Some types may have to be cleaned once or twice a day. A stiff type brush and a well-pointed toothpick or orangewood stick should be used. The poor ribbon or the worn-out platen brings us to the considera- tion of the typist's knowledge of the tools of his trade. In the final analysis, it is b^^ his tj^ped letter that he is judged. Whatever affects the appearance of that letter should be of vital interest to him. A poorly inked or worn-out ribbon, or a platen that has become worn through the pounding of thousands of types, will produce an uneven coloring in the letter, as different types strike unevenly into its furrowed surface. The dictator may not realize how important it is for the stenographer to have his machine in good working order. All he sees is that the stenog- rapher has produced an unsatisfactory letter. The stenographer, therefore, must be familiar with the various kinds and grades of ribbons, with the weights and qualities of carbon paper, and with the mechanism of his machine. He must be able to test in- OFFICE MAIL — OUTGOING 37 B.ALTMAN &, Co. Uovemter 8th, 1916. llrs. WUllGn P. SclB^ler, Sew Haven, OODIt. Sear Madami- We have made arrangmenta to hold, lo the near future, a most extraordinarily Interesting and Important a&le of C H I C K R I E K T A L RUGS at vary remarlcable price concessions and which has Ijeen made poseltle only through our having effected enormous purchases In the Oriental Rug Marts during 1913 and 1914, prior to the outbreak of the war. When our representatives «ere traversing the Orient' in quest of these Rugs, it was for the purpose of still further developing our wholesale trade in Amerioa. But the suhsequent scarcity of rugs, owing to oondltioca ahroad, maHee it advisahle to conserve our stockf almost exclusively to our retail patronage. As a consequence, we have assenVled on our floors at the present time liie largest, most valuable and most representa- tive collection since estehllshing trusiness connections in the Orient. It 19 our pleasure to extend to you a cordial Invitation to insnect these rugs at your leisure, and avail your- self of this unutual offering. Very truly yours. 46861 38 OFFICE PRACTICE telligently samples of materials submitted by dealers, and to give written reports to his employer on materials that he thinks it might be wise to purchase, setting forth points of superiority ajid cost for comparison with materials now in use. Ribbons. — Typewriter ribbons are laiown as record, copying, and hectograph. Record ribbons are so made and inked as to produce clean and clear work. They may be obtained in almost any color or in two colors, solid black being the favorite. They cannot be used where letter-press copies are wanted. It is a law in some states that they must be used in typewriting legal work. Copying ribbons are so made and inked that the finished letter may, by means of moisture, be copied by the letter-press into a letter-press book or on tissue sheets by a roller-press copier. Where letters are copied by either of these processes, this type of ribbon must be used. (Note paragraph on the Letter- Press, page 59.) They may be obtained in a variety of colors. Some will typewrite in one color and copy in another. A letter may be written in black and appear in the letter-press copy in green. Copying ribbons have one disadvantage : as they are rather heavily inked, letters will not present so clear an ap- pearance as when written with record ribbons. Two-color ribbons are called Bi-chrome — the upper half of the strip in one color and the lower half in another. These ribbons are used when it is desired to emphasize certain words, figures, or symbols. The contrast in color does this admirabl3^ Black and red are favorite combinations, but others may be secured. Record and copying ribbons may be combined in the bi-chrome ribbon. Both record and copying ribbons may be bought either heavily inked, moderately inked, or lightly inked, and the ribbon boxes are sometimes so labeled. The heavily inked ribbon will last longer, but will make rather heayj' copies for the first few days. The lightly inked ribbon will not last so long, but will make neat copies from the beginning. The moderately inked ribbon is best for ordinary use. OFFICE MAIL — OUTGOING 39 Hectograph ribbons are specially prepared ribbons that are used for all work which is to be copied later on a hectograph or by any gelatin process. It is occasionally necessary for a stenographer to use a record ribbon for part of his work, a copying ribbon for another part, and a hectograph ribbon for filling in printed forms that are afterwards to be taken off on the hectograph. This problem may be solved by purchasing a bi-chrome ribbon in black record and blue copy, cutting off a yard or two at the end and replacing it with a strip of hectograph ribbon. Carbon. — For the average business correspondence, where one carbon copy of a letter is made, a medium weight carbon sheet is used. Qualities and prices vary. Some carbons produce almost as clear impressions as original letters, and will not smudge even when rubbed with the fingers. Others smudge so easily that merely handling the copies will render them almost indecipherable. The more expensive grades will make three or four good copies on fairly heavy bond paper at one writing. Good carbon paper represents a considerable expenditm'e of money, but it is an invest- ment worth while. One method of testing the quality of carbon is to keep the first and last copies made with a sheet of carbon, together with a memorandum of the number of pages of notes written with it and the price of the material. The same test should be applied to the carbon then in use. A comparison of the two brands will show at a glance which of the two is the better investment. Typewriting Machines. — Typewriting machines are expensive. The operator who does not take good care of his machine not only paves the way for poor work that will react against him, but he is not identif3dng his employer's interests with his own. Each morning the machine should be dusted thoroughly and the type cleaned, and at night it should be covered to protect it from dust. It should be oiled every two or three weeks and kept in constant repair as to alignment, tension, roller, and other parts. The average employer realizes that his machines have cost him 40 OFFICE PRACTICE Chicago, Kovem'ber 1, 1916 Dear Sin your letter of August 31 with enclosed questionnaire is received. The University of Chicago is glad to supply such information as has been collected on the subject in which you are interested, and the papers will be returned to you as soon as is practioahle. If other points occur to you on which a more detailed statement would he of service, please do not hesitate to call upon this office for assistance. Yours very trulj ^^^^-^ r Secretary to the President Mr. James A. White 6901 Cottage Grove Ave., Chicago OFFICE MAIL — OUTGOING 41 money, and he is willing to pay the slight cost necessary to keep them in perfect condition. Occasionally he may fail to realize this, but a tactful stenographer can soon convince him that it is worth while. Moreover, efficient workers will not remain long with shiftless employers. Mechanics of the Language Spelling. — The boy or girl who cannot spell may not hope to become a successful stenographer. Other callings are open to him, but not that of stenographer. The habit of correct spelling is essential, but the dictionary habit must be assiduously cultivated as well. The proper divisions of words at the ends of lines and hyphenation give trouble at times. The correct spelling of proper names is even more important than the spelling of ordinary words. An occasional misspelled word may be forgiven on the ground that a slip occurred some- where, but there are people who will not excuse the misspelling of their names. If Mr. Browne spells his name with an " e," spell it with an " e." If Mr. Jones-Smith hyphenates his name, use the hyphen. If Mr. Smith spells his name " Smyth " or "Smythe," do the same. If Mr. Smythe has been doing business with a house for even a short time, and their letters to him indicate that they know him as " Smith," he cannot be blamed for refusing to continue with people who to him are either in- different or careless in their methods of doing business. Even the best speller may find difficulty, during his first week in an office, with the spelling of the technical terms used. Em- ployers do not always realize this. However, if the stenog- rapher will make a study of the letter-press book or files, if he will read over the catalogues, pamphlets, or trade papers in which the firm may be interested and which they may quote constantly, if he will purchase a shorthand dictionary and look up and practice the outlines of every new word he encounters, in an in- credibly short time he will have a vocabulary that will enable him to take dictation with ease. 42 OFFICE PRACTICE Composition. — It is a very difficult thing to dictate offhand' a letter that will read well. The writer polishes his thoughts be- fore presenting them to his public, the orator may prepare and memorize his speech long before' it is given, but the business man must say what he has to say and say it quickly. Even well- educated men, with their minds on the thought and not on the language in which the thought is clothed, may make errors ; and while it is true that the dictator is responsible for the style of the business letter, an educated man will usually appreciate and recognize the help he may receive from an educated stenographer. It is the partly educated or almost illiterate man who is more difficult to handle. Yet even here the stenographer can glide silently into these situations and supply the help that is so badly needed, without giving offense. Men rarely like to admit their deficiencies in English and a tactful stenographer will never make such an admission necessary. This type of assistant will realize that a man who is able to organize and run a business, even though handicapped educationally, is entitled to respect for his mental and executive ability. It is the stenographer's business to keep his grammatical rules well in mind, to understand where and how to punctuate, to use commercial abbreviq,tions properly, to know the proper forms of address and salutation for people in all ranks of life — or, at least, to know where to obtain such information. Books of reference may always be consulted, and an alert stenographer will, in addition, become familiar with good books on business English and will make use of the suggestions they offer. He will consider it money well invested to take special courses in general composition and business English, and he will find that courses of this kind are part of the evening work of many secondary schools and colleges. Editing. — No letter should be submitted for signature that has not been edited by the stenographer, i.e., read over carefully to see that it makes sense and that there are no typewriting errors. This editing is best done before the letter is removed from the machine, as it is then easier to make slight changes. OFFICE MAIL — OUTGOING 43 UNIVERSITY OF CALIFORNIA OFFICE OF THE PRESIDENT Berkeley, October 30, 1916, Hsr dear Dr. Brodeuri I thank you very nuch for sending me a copy of your translation of the Prose Edda. It certainly is much inore than a transla- tion. Too have thrown your own rigour and person- ality into the work. It would seem to me that the ■book Is likely to be very much appreciated and used. Very sincerely yours. Or, A. a. Brodeur, 2617 Virginia Street, Berkeley. 44 OFFICE PRACTICE Systematizing the Work Systematizing the typing of the correspondence involves the principles that were followed in systematizing the handling of the mail. It is your first day in a business office. You are given a desk with three drawers on each side, and a drop table in the middle which holds the typewriter. You have been told that letters are written in block style, single spaced, with double spaces between paragraphs, and that a carbon copy is made of each letter on a thin grade of paper. You are also- told that the initials of the dictator and of the stenographer are to appear in the lower left-hand corner of each sheet. You find in the desk large letter- heads, half size sheets, stamped envelopes, some plain white unstamped envelopes, thin tissue sheets for carbon copies, and some letter size sheets of paper that bear only the name of the house in the upper left-hand corner — the second sheet letter- heads. You are told that carbon copies are to be placed in a wire tray for the filing clerk, and that the letters you write will be collected several times each day. Arrangement of Tools and Materials. — Place those articles needed most frequently nearest to your right hand. The fol- lowing general arrangement may be found good : Eraser Fastened to front of typewriter with string long enough to permit of easy use Desk — right side Stenography notebook and box of sharpened pencils Wire tray for finished letters Desk tickler or memorandum pad Desk — left side Sheet letter-size carbon paper Wire tray for carbon copies of letters Top Drawer — right side Letter-heads and second sheet letter-heads Half sheets at rear of drawer (drawer slightly open) OFFICE MAIL — OUTGOING 45 Marshall Field 6c Comraist Ab.^MS. OriNCY. FRVSKLfN A\D FiFTH A%X. Chicago October 38, 1916. Simon Kewman Company, Newman, California. Gentlemen: Answering yours of the 21st, claiift- Ing short one dozen Trousers invoiced September 16th, will say that our shipment of that date con- sisted of one case of Cotton Knit Underwear and one bale of Cotton Sheeting, and from the records here we would say that nothing besides this one doaen went into the Underwear case. Please, therefore, look up the Rail- roaid Company's billing, and if you find that the oase was not delivered, we will start tracer. The shipment should be the one covered by our receipt of September 19th. Tours very truly, MARSHALL FIELD & COMPANY. UD PRAHMAN 46 OFFICE PRACTICE Top Draioer — left side Tissue sheets for carbon copies (drawer open) Second Drawer — right side Envelopes in separate piles (drawer open) This leaves three drawers for storing reference books, notebooks, general supplies, and cleaning materials. Order of Operations. — A common criticism of beginners is, that even though they may typewrite a fairly good letter, they cannot handle a day's correspondence with the facility of the experienced stenographer. The abilitj^ to handle a day's work with ease and rapidity is largely the result of following some definite order of operations — doing the same mechanical thing in the same way day after day, and so becoming skillful in the manipulation of materials and tools. To do this well, there should be little or no wasted activity. Concentrate upon the following for a day or two, and good working habits will soon be formed : Inserting Paper 1 Write envelope first, place in tray on right 2 Remove tissue sheet from left top drawer with left hand 3 Transfer to right hand, and use left to remove carbon sheet from desk, placing carbon on top of tissue sheet 4 Transferring both to left hand, remove letter-head from drawer with right hand and place on top 5 Insert in machine with top edges even Removing Paper 1 Press release lever and remove letter from machine 2 Place finished letter in traj' on right 3 With left hand place carbon sheet on desk, left 4 Place carbon copy in tray, left The next step will be to study the letter-heads, decide upon the typewritten form to be used, adjust the machine for that form, and then begin to study the letters or the literature of the house. SUGGESTIVE EXERCISES What is meant by the block system of typewriting letters? Using your school letter-head, state how you would arrange your marginal and tabular stops, so as to obtain a weU-placed letter. OFFICE MAIL — OUTGOING 47 Describe the method of erasing on carbon copies while they are still in the machine. Mention three causes of uneven coloring in a typewritten letter. What is meant by a bi-chrome ribbon, a record ribbon, and a hecto- graph ribbon? Mention two books that you would consider valuable to have on hand for ready reference while engaged in getting out the mail. SECTION 3 MAILING THE CORRESPONDENCE Perhaps one of the most annoying things in the experience of the business man is the receipt of a letter from a correspondent, in answer to one which he carefully thought out, saying that the printed matter referred to in the letter has not been received. Enclosures The young stenographer is inclined to forget enclosures. He should train himself to note the statement " We are enclosing," make it a rule to obtain the enclosure referred to as soon as he reaches these words in a letter, and place it immediately in the envelope. Small pamphlets and printed matter. — These may be kept in the desk and within easy reach of the hand. If the custom of addressing the envelope first is adhered to, it is a simple matter to insert the enclosure. Stamps. — Money in small amounts is sometimes sent in the form of stamps. These should never be placed loosely in an en- velope, but should be folded between paper or placed in a piece of waxed paper or a small waxed envelope. This will prevent gum- ming. Currency. — Because of the danger of loss, currency remittances are seldom mad© through the mail. If the money must be sent in this way, the letter should l>e registered. Sometimes coin cur- rency is sent in coin cards. This method is used occasionally 48 OFFICE PRACTICE in ordering inexpensive articles by mail or in making small contributions to charities, but it is not safe. Checks. — Business houses remit by check. It is the safest method, for the canceled check or voucher serves as a receipt. Postal Money Orders. — For people who have not bank accounts, the postal money order is safe and inexpensive. The drawer of a postal money order goes to the post-office, makes out an application, indicating his name and address, the name and address of the payee, and the amount. He then pays to the postal clerk the money in question, plus the required fee. The clerk makes out and gives to the drawer an order on the post-office of the payee to pay to the latter the sum called for. The drawer retains a slip as receipt and sends the money order to the payee, who can indorse it and deposit it as he would a check, or cash it on identification at his post-office. In other words, the drawer deposits a certain sum in the post-office, and draws a check against that deposit to the credit of the payee. These money orders may also be made out on foreign countries. In that case, the law requires that the application shall not be made out by any one connected officially with the post-office. The drawer himself, or some one for him, must make it out. The post- office clerk makes out the money order, which is sent in the same wa}'^ as the domestic money order. Express Money Orders. These are issued by the various express companies. It is not necessary to make out a written applica- tion. A verbal request will suffice. (For information regarding money sent by telegraph, sec page 151.) Verifying Amounts. — In all cases of money remittances, the careful stenographer will verify the amount mentioned in the letter with the amount shown on the check or money order. Where enclosures must be obtained from the cashier or from some other source in the office, the time to obtain them is when the letter is being written. If this is impossible, a note should be .pinned or clipped to the envelope, so that it will be automatically called to attention when the letter is signed. OFFICE MAIL — OUTGOING 49 e o c I u ^ I -a U. u O .2 c E o o :^ Q o a> C ° :! — ..-a o rt a H «•:;« B. JST! fc^ 5 □ 0) <3D k> ■" •a O .a si '3 4) CI S £ .= S O ^ £ a. -] 5 P^ 50 OFFICE PRACTICE Printed Matter under Separate Cover Material that is too bulky to go into the ordinary envelope is sent in a separate wrapper. The stenographer usually wraps and addresses the catalogue or booklet when he writes the letter. If the mailing department attends to this, he should send the addressed wrapper to that department. The important thing is to see that printed matter is sent out in the same mail with the letter — earlier, if possible. Printed matter is charged for and sent as third class mail, and it may be delayed in transit. Some houses number all catalogues and booklets, and the stenographer places the number of the booklet in the lower left-hand corner of the letter. Signing the Mail In large houses, the mail is collected by office boys at certain intervals during the day, is signed, and is sent out. The hours at which such mail is collected are usually selected with reference to certain fast trains. This question of mail for special trains is discussed in the section on Expediting the Correspondence, page 56. In some professional offices, mail is signed almost as soon as it is written. In other houses, all mail is signed at the close of the day. Whatever is the custom, the stenographer should so plan his work as to conform to the rules of the office. Preparing Mail for the Post-Office Folding by Hand. — The actual folding and insertion of letters into envelopes may be the work of the stenographer in the small professional office, or the work of the ofiice boy or the mailing clerk in the larger office. The best method of folding a letter is the one that will make its reading most convenient for the recipient. One method used for letters to be placed in small envelopes, is : 1 Fold letter up to within one-half inch of top of sheet 2 Fold left side over less than one third of width 3 Fold over again the same distance, leaving a slight flap at right-hand side 4 Insert letter in envelope with flap facing you OFFICE MAIL — OUTGOING 51 When the letter is removed from the envelope, it will open al- most automatically. In folding letters for large envelopes, the first fold should be one-third from the bottom, the next fold an equal distance from the first, leaving a flap exposed at the top. Some corporations use large letter-heads and /'window" en- velopes. In folding their letters, the first fold is fi-om tho ])ottom Courtesy of American Multigraph Sales Co. Folding Machine and one-third of the distance up. The folded two-thirds of the sheet are then folded under, so that the name and address of the recipient are on top. The letter is inserted in the window envelope, with the name and address showing through. One careless mistake that young clerks make is placing letters in wrong envelopes. Aside from the delay occasioned, serious trouble may ensue. The clerk ought to check the name on the letter with that on the envelope. 52 OFFICE PRACTICE Courtesy of Custunan & Dennison Moistening Device Folding Machines. — Certain machines have been invented to fold mail, and where more than one thousand letters are sent out in a day, these may be used to advantage. When using machines of this type, see that the envelopes are stacked so that the folded letter will automatically go into its proper envelope. Sealing by Hand. — Where the quantity of mail to be sealed is small, the envelopes are usually spread out so that all the gummed flaps are exposed. A wet sponge or a patent moist- ener, which consists of a glass tube filled with water, in the end of which a piece of felt is in- serted, is passed over the gummed flaps. Each flap is then fastened down by hand. Another device consists of a tin cup with perforated top, in which there is a wet sponge. The flap of the envelope is passed across the wet surface. The device illustrated has a dampened roller which takes the place of the sponge. Sealing Machines. — Ma- chines are now on the market that will seal 5000 to 6000 envelopes in an hour. They are used in the larger houses. A machine of this kind is illustrated here. Stamping by Hand. — There is only one correct place for courtesy of American MuIUgraph Sales Co. . ., • 1 . Sealing Machine a stamp — the upper right- hand corner of the envelope. The post-offices use machines that automatically cancel stamps. If the stamp is placed incorrectly, OFFICE MAIL — OUTGOING 53 the postal employee must turn the envelope around or put it aside for later stamping. A. delay of three or four hours in delivery may result because a careless clerk has not done his work properly. When the office mail is stamped by hand, the stamps are usually bought in sheets of one hundred. The sheet is folded over and over to the width of one stamp. The sheet is then torn quickly into strips of ten stamps each, the strips are moistened, and the stamps affixed quickly to the envelopes, which should be so arranged as to facilitate quick handling. Care must be taken to see that stamps adhere to envelopes. If pasted loosely, they will curl up and fall off. Stamping Machines. — There are stamping machines in which stamps are placed and locked, and which register the number of stamps used. Letters are stamped by punching them with this machine. There are other machines on the market that will seal and stamp the mail at the same time. Postal Regulations InsuflBLcient Postage. — Responsibility for insufficient postage must be laid at the door of the mailing clerk. In sending letters and packages, the recipient should be considered, and mail clerks and stenographers ought to be familiar with the regula- tions covering domestic and foreign mail. What happens when a letter is received with insufficient postage? In the United States, the mail carrier will not deliver the letter until the addressee has paid the excess postage due. The. impres- sion naturally created by the receipt of such a letter is that the writer is either careless or that he does not consider the convenience of his correspondent. In foreign countries, and particularly in South America, the matter may cause great inconvenience to the correspondent. The following paragraph, quoted from the February, 1915, issue of Americas is illuminating : 54 OFFICE PRACTICE "It costs five cents for a one-ounce letter to Buenos Aires. If your office boy puts a two-cent stamp on the letter you have indited so diplomatically, this is what wiU happen : The Buenos Aires post-office will notify the addressee that there is a letter for him with insufficient postage. He will have to go or send for it. At the post-office he will be required to pay six cents — three for the postage you did not put on, and three more as a fine for your fault. If you receive no reply to the letter, you may speculate whether the Buenos Aires business man refused to take the letter at all, or whether, having been at trouble and expense, he has failed to appreciate your interest in him." It is said that if Americans knew how much South American business is lost simply because this question of postage is not given proper consideration, they would supervise their mailing depart- ments more rigidly. Foreign Addresses. — The street name and number must appear on all letters to foreign correspondents. In certain countries, letters that are not fully addressed are placed in the " General Delivery " to await the inquiry of the addressee and it may be weeks before the letter finally reaches him. Postal Scales. — All mailing depart- ments are equipped with postal scales. These come in various sizes and kinds. Some models show not only the weight, but the postage required on each class of mail. When in doubt, weigh your mail. Safeguarding Mail. — To guard against loss of letters, it is customary to have the sender's name and address printed in the upper left-hand corner of the envelope or on the back of the flap. It is, therefore, desirable to mark all packages with this informa- tion. If it does not appear and the sender cannot be found, the letter or package is sent to the Dead Letter Office at Wash- Courtesy of Trlner Scale Co. Postal Scale OFFICE MAIL — OUTGOING 55 ington, where it is opened. If there is any clue to the address of the writer, it is returned, but only after considerable time has elapsed. Occasionally a letter that is addressed correctly is lost in the mails. On request, the post-office authorities will make an effort to find it. This is known as sending a tracer after a letter. Registering Mail. — The post-office is not responsible for letters or packages lost in transit, unless they are registered or insured. If a letter contains valuable enclosures or any currencj^, register it. In addition to the regular postage, a ten-cent stamp is placed on the envelope, and the letter turned in at the registry window of the post-office. The postal clerk will give a receipt for it. A duplicate receipt will be sent out with the letter, and the recipient will be required by the mail carrier to sign it. If the sender de- sires, this receipt will be sent to him, provided he writes across the face of his letter " Receipt demanded." The post-office is responsible to the sender for the full amount in case such a letter is lost, not exceeding $50. Insuring Mail. — Domestic parcel post packages may not be registered, but they may be insured. For a fee of 3 cents, in addition to the regular postage, the package will be insured for not exceeding $5 in value ; for 5 cents, not exceeding $25 in value ; for 10 cents, not exceeding $50 in value, and for 25 cents, the value may be raised to $100. The fee must be in stamps on the package in addition to the regular postage. Foreign parcel post packages may be registered but not insured, except in the Canal Zone, Guam, Shanghai, and the Philippines. Indemnitj^ for loss on mail matter to the Philippines can be claimed only when the loss has occurred in the U. S. postal service. C. O. D. Packages. — Domestic parcel post may be sent c. o. d. In this case, c. o. d. tags, furnished by the post-office, must be attached to parcels and 10 cents extra postage placed thereon. The tag must show the amount to be collected and the money order fee covering this amount. The post-office will collect amounts up to $100 on such packages, and make remittance to 56 OFFICE PRACTICE the sender by postal money order. The package is insured during transit for its full value up to $50. In the Appendix will be found information regarding postal regulations and the classes of mail, with which all office workers should be familiar. SUGGESTIVE EXERCISES You wish to send a money order for $1.50 to pay for your subscription to the Ladies' Home Journal, Philadelphia, Pa. How will you secure your money order? What is the object of registering mail? Define "window" envelope, special delivery mail, coin cards, express money orders. Why is it important to stamp letters in the upper right-hand corner? Explain briefly what is meant by insuring parcel post packages. SECTION 4 EXPEDITING THE CORRESPONDENCE The United States Government, the railroads, and business men have worked over the problem of getting mail to its destina- tion in the shortest possible time. Fast Mail Trains Two of the fastest mail trains in this country are those of the New York Central and the Pennsylvania Railroads that run be- tween New York City and the West. In addition to these two, there are many other fast mail trains, equipped with post-office cars on which government mail clerks travel. These men sort and stack the mail, so that it is ready for distribution when it reaches its destination. The mailing clerk in an office must be familiar with the length of time necessary for a letter to reach the more important cities. He must know when the fast mail trains leave and must see that mail is sent to the post-office in time to catch them. In well- organized offices, mail is collected in time to meet these trains. OFFICE MAIL — OUTGOING 57 The general post-office will receive train mail until within one hour of the departure of the train. In the terminal depots of the large railroads will be found special letter boxes in which mail for the fast trains can be placed up to within ten minutes of the departure of the train. To determine mail time from one city to another, consult the types of business journals referred to in the division on Office Reference Books, page 222. Foreign Mail The regular mail for any special steamer closes at certain stations of the post-office two or three hours before sailing time. There is usually a supplementary mail, however, which is not sent out from the general post-office, or from the station assigned for foreign service, until later. There is sometimes an extra charge for such mail. Still later mail is known as dock mail. Foreign letters may usually be brought to steamers up to about ten minutes before sailing time. Different steamship lines have different usages as to the amount of extra postage required on letters mailed in this way. Special Delivery Sending a letter by special delivery will save an hour or two. A ten-cent special delivery stamp is placed on the envelope or ten cents in ordinary postage, but in that case the words " Special Delivery " must be written across the face. Such letters leave the post-office with the regular mail. When they reach the post- office of destination, they are immediately sent out by a special messenger during special delivery hours instead of waiting for the regular delivery. SUGGESTIVE EXERCISES What class of mail includes magazines sent out in bulk by publishers ? What is the difference in rate between the magazine you mail to a friend and the magazine the publisher mails to you ? If you received important information that you desired to send by a steamer sailing within one half hour, what steps would you take to get the letter on board? 58 OFP^ICE PRACTICE State two instances in which you would register a letter. "What steps would you take to send a letter by special delivery ? SECTION 5 COPYING THE CORRESPONDENCE A copy is kept of everything that leaves the business office. No one attempts nowadays to remember details that may be found in the office files. The business man saves his brain for the big things. It is becoming more and more the custom for office managers to give even instructions to employees in writing, so that copies of these instructions may be kept on file. We shall consider here the duplication of the business letter. It may be made in any one of three ways, each of which has- its advantages and disadvantages for certain lines of business. The Carbon Copy It is advisable to use a fairly heavy grade of paper for the carbon copy, as the tissue sheets sometimes used have a tendency to be- come crushed in the files. If several copies of a document are needed, thinner paper must be used. The thinner the paper, the greater the number of copies that may be made. Advantages and Disadvantages. — One advantage of the carbon copy is, that it can be made at the same time as the original letter and with a minimum of effort. A greater advantage is that it can be filed with the letter to which it is an answer, thus keeping all correspondence from and to one person in one folder. One disadvantage is, that the signer of the letter may alter the original and neglect to make the changes on the carbon. It then ceases to be a true copy of the letter sent out. In offices where the carbon copy is used, the stenographer must see that when letters are returned for rewriting, the first carbon is destroyed ; and he should be told when ink corrections are made on originals, so that he may enter them on the carbon copy. OFFICE MAIL — OUTGOING 59 The Letter-Press Copy The letter-press copyis made in a book consisting of tissue sheets. The process is to moisten a sheet of the tissue paper, place the letter to be copied on top of it, protect the dry tissue leaves with oiled boards, close the book, and subject it to pressure in a letter-press machine. Typewriter copying ribbons must be used for letters copied by this process. Copies of handwritten letters may be made, provided copying ink is used. Disadvantages. — One great disadvantage of this method is that the correspondence to and from an individual cannot be filed in one folder. Letters received are filed in one place, while copies of the answers are in the letter-press book. In looking up correspondence, it is necessary to run through many letter-press books in order to assemble what is wanted. This is not in accord- ance with good modern filing usage. Another disadvantage is that if the copying clerk over-moistens the tissue sheet, a blurred original and copy will result ; and lastly, the process is slow and cumbersome. Advantages. — To ofTset all this, it has distinct advantages that account for its use in some houses. Its great advantage is that the copy is absolutely authentic, for it is not made until the letter has been signed. In steamship brokers' offices, for example, where almost every letter is practically a contract, this method of dupli- cation is very much used. In many houses, where there is a large foreign correspondence, a book may be assigned for the mail of each country — one for German mail, one for French mail, one for South American mail, etc. Letters bound in this Courtesy of Yawmaii & lOrbo Mfg. ('o. Letter-Press 60 OFFICE PRACTICE manner are not apt to be lost. Even in offices where the carbon system of duphcation is used; there is almost always need for a letter-press method of copy- ing telegrams and special papers of various kinds. Method of Operation. — On the careful operation of the letter-press depends the neat appearance of the original letter and of the copy in the book. Before inserting the letters to be arrange the materials con- Courtesy of Cincinnati Tool Co. Letter-Press Bath copied in the letter-press book, veniently. The clerk will require : Equipment Letter-press Letter-press bath Letter-press clotlis Oiled boards Blotters cut to size of letter Soft bristle paint brush Order of Operations for Typewritten Letters 1 Put oiled board in book on left page facing tissue on which letter is to be copied 2 Place dampened cloth on oiled board 3 Bring over tissue sheet on which letter is to be copied 4 Place letter face downward on tissue sheet 5 Repeat operations 1 to 4 until all letters are in book 6 Place book in letter-press, press down heavy plate, and allow book to remain in machine for two or three minutes Envelopes should be stacked face down. Where the letter is handwritten, the following method, though slow, will give ex- cellent results : Order of Operations for Handwritten Letters 1 Put oiled board in book, as above 2 Bring tissue sheet over on top of oiled board OFFICE MAIL — OUTGOING 61 3 Moisten tissue sheet with soft bristle paint brush 4 Blot tissue sheet slightly 5 Place letter on sheet face downward 6 Place oiled board on top 7 Repeat operations 2 to 5 inclusive until all letters are in book 8 Place book in letter-press, press down heavy plate, and allow book to remain in machine for two or three minutes In wetting cloths, remember that letters written with a new ribbon will require very little moisture, while an old ribbon will require cloths fairly wet. Experience alone will determine the degree of dampness required. Cloths that are too wet will watersoak and blur the original letter. Order of Operations in Removing Letters 1 Stack blotters at back of desk right 2 Place one blotter on desk right front 3 Place book center foreground 4 Open hack cover of book, and turn to last letter copied 5 Remove letter and place on blotter at right 6 Remove one blotter from stack and place in book 7 Place another blotter on top of copied letter removed 8 Remove next letter 9 Continue operations 5 to 8 until all letters have been removed Drying Letters The original letters, which were placed between blotters, should be kept there and run into the press to be dried thoroughly. Damp letters, when inserted in envelopes, will cause the glue to soften. Insertion in Envelopes If the envelopes are stacked on the desk face down, this method of removing letters will bring them out in proper order for insertion in envelopes. Care of Equipment Oiled boards and blotters should be spread out to dry at the end of the day. To prevent mildew, cloths ought to be washed out every few days in hot water. 62 OFFICE PRACTICE Indexing Letter-Press Books. — In the front of each letter- press book will be found an alphabetic index consisting of a few sheets for each letter of the alphabet. Strict alphabetic index- ing is not possible, because letters must be indexed in the order of dates. All that can be done is to enter the names according to the first letter. For example : Tower Manufacturing Co 1, 15, 21, 23, 27, 29, — Thompson & Norris Co 16, 28, 32, 33, 34, 57, — Taire Stamp Co 17, 35, 53, — In some books, the index page for B, for instance, has five columns, labeled A, E, I, 0, U respectively. Names beginning with B and in which the first vowel is a, are entered in the first column. Names beginning with B and in which the first vowel is e, are entered in the second column, and so forth. This is a bet- ter arrangement than the one noted above, but it is not perfect alphabetizing. As it would be inconvenient, in looking through letters, to refer to the index each time, it is customary to show, on each page of the book, the number of the page on which the last letter to that correspondent appears and the number of the page on which the next letter appears. This is known as cross^ndexing . Page 3 : indicates that the first letter to this firm is written on this page ; 25 indicates that the next letter wiU be found on page 25. OFFICE MAIL — OUTGOING 63 Page 25 : Page 84 : Page 116: 3 indicates that the preceding letter will be found on page 3 ; 84 indicates that the next letter will be found on page 84. Same principle applies here as to page 25. The line under 84 indicates that the letter written on page 116 is the last letter in the book to this correspondent. The Roller-Press Copier This is the modern type of letter-press. Some models contain a metal bath in which water is placed. A roll of tissue is dampened CUTTING KNIFE-. LETTERAS ITIS Courtesy of Yawman & Erbe Mfg. Co. ROLLER-CoPlER WITH BaTH automatically when the machine is operated, the letters are fed into the machine under a roller, and the pressure of the roller produces the copy. The original letters slip into a basket and the tissue roll, on which the copies appear, is wound about a square frame to dry. The copies are cut off the next morning and filed. 64 OFFICE PRACTICE Another model eliminates the bath entirely and substitutes a roll of specially treated paper, which retains a uniform dampness for weeks. Helpful Suggestions Our talks on mailing and copying have shown that the competent mail clerk will not consider himself a mere mailing and stamping machine. He will realize that his position requires a knowledge of Courtesy ol Roiieo Company Roller-Copier without Bath postal regulations and of railroad and steamship facilities for the handling of mail, and that he must utilize this knowledge. He will know what kinds -of information he can find in the weekly transportation journals or bulletins pul^lished in his city, and learn how to consult them. He will refer to the postal guide for correct post-office addresses whenever there is any doubt, and he will make it his business to learn what books are particularly applicable to the line of business in which he is employed. He will have on OFFICE MAIL — OUTGOING 65 hand a parcel post map and the circulars issued by the post-ofRce department on the preparation of mail. He will see that all materials used by him in connection with letter-press copjang or any other work are kept in good order, and that they are not wantonly destroyed before they have served their usefulness. If stamped envelopes are purchased from the post-ofhce, he will see that provision is made for retaining damaged envelopes so that the proper refund may be collected. He will be most punctilious in the matter of handling stamps and other property of the office. Systematizing the Work. — He will apply the principles that underlie systematizing to every branch of his work, and his desk will be so arranged that the materials needed are not only within easy reach of his hand, but always in good condition for work. SUGGESTIVE EXERCISES Explain the making of a carbon copy. Copy in a letter-press book five letters given to you by your teacher. Index your letters alphabetically. Explain the method of cross-indexing the leaves of a letter-press book. Lay out a plan for taking care of your materials, assuming that you are maiUng clerk in a house mailing 500 letters a day, and using the letter- press method of copj-ing. State which form of copying letters you think would be advisable in each of the following activities : An electrician's office, where the manager has a tendency to change his letters in ink after they have been written ; A manufacturing house, having thousands of customers, where the correspondence consists largely of orders and letters regarding them ; A broker's office, where very few letters are received from outsiders, the greater part of the business being done by telephone and through interviews, and where the few letters sent out are of the nature of con- tracts. PART III OFFICE RECORDS — FILING Section 1 Office Records : Classification Filing Indexing Section 2 Correspondence Filing — Flat Systems: Spindle Box FUe Flat or Loose Sheet Drawer Shannon File Transferring Section 3 Correspondence Filing — Vertical Systems : Equipment Alphabetic Filing Numeric Filing Geographic Filing Subject Filing Follow-up Filing Special Files Transferring Section 4 Miscellaneous Records : Loose-leaf Systems Card Index-Systems SECTION 1 OFFICE RECORDS The one purpose served by any filing system is to facilitate the finding of papers. Library Bureau. The modern business man does not use his brains as a store- house for unnecessary detail. Even if he wished to do so, it 66 OFFICE RECORDS — FILING 67 would be impossible for him to remember all the transactions in which he is engaged, all the letters he has written, all the prices he has quoted. He depends upon the office records to supply this information when needed. Classification Office records may be grouped under three headings : Correspondence Records, consisting of all letters and documents received by the office, and copies of all letters and documents sent out. " Miscellaneous Records, covering systems for keeping important general information on file. Accounting Records, providing purely financial data. Filing Filing is the disposing of papers in such a manner that they can be located instantly when wanted. Records filed in slipshod fashion, or in the wrong place, or by some filing system that does not take into consideration the needs of the particular business, are almost as useless as no records at all. A good filing system, therefore, must meet three requirements, in the following order of importance : Papers must be found quickly Papers must be filed with the least chance of error The filing system must' be suited to the needs of the business Instalhng and running systems that will meet these require- ments have assumed such proportions in modern business life that they have become very profitable lines of work, and open at- tractive fields for students who have a taste for work of this kind. The installation of a filing system that will take care of a busi- ness handling one thousand to three thousand letters a year is a simple matter. Where the business spreads out over ten to fifteen departments, each with its particular needs, the problem becomes more intricate. And in the case of large corporations 68 OFFICE PRACTICE OFFICE RECORDS — FILING 69 handling tons of mail daily, experts are required to install adequate systems. As a letter or paper which is misfiled is lost, and as it can be recovered only through accident or after a search covering hours or days,'the filing clerk should be impressed with a sense of the importance of his position and of the documents entrusted to his care. Irresponsible clerks are rarely trusted with work of this kind. Indeed, one firm of filing experts absolutely refuses to install a filing system unless its management is placed in the hands of a clerk with sufficient intelligence and sense of respon- sibility to follow the system planned. Indexing As applied to filing, the word " indexing " means the separa- tion of records into groups for easy reference, according to name, number, location, or subject. Alphabetizing enters into the operation of any system of filing employed. To alphabetize properly, it is not sufficient to place all letters beginning with A back of a guide marked A. It is necessary to arrange each card, or letter, or folder in strict dictionary order. Dictionary arrangement implies carrying out the alphabetizing principle to the last letter in the word. When cards bearing the names of articles are to be filed, the names must follow each other as they would in the dictionary. Cards are sometimes made out for articles having the same general name, but with qualifying descriptive adjectives, as : Saws, Band Saws, Crosscut Saws, Hack These should be filed alphabetically according to the adjective. Directory arrangement is applied in filing to names of persons, firms, corporations, or institutions. It means placing the surname first, then the given name, and then the rest of the name, and it 70 OFFICE PRACTICE is the arrangement that must be observed in filing letters or making out cards. For example : Adams, Hem*y Brown, William Knight When firm or corporation names begin with "The," the article follows in parentheses and is not con- sidered in alphabetizing. For example : Brown Construction Co. (The) When firms are incorporated and use the letters "Inc.," the letters follow in parentheses and are not considered in alphabetizing. For example : Grace-Dellano Co. (Inc.) The sign "&" is not usually considered in alphabetiz- ing, but it is indicated on the card just as it occurs in the name. For example : Brown & Bros. Brown & Co. Here is a list of names grouped as they ought to be arranged : Carson Bros., Chicago Carson Bros., New York Carson Building & Construction Co. (The) Carson, Carson & Co. Carson, Francis L. Carson, James L. (Inc.) Carson & Thompkins Co. Carson & Watson Carson, WilUam K. Where two or more names are identical, the addresses must be the determining factors. William Carson of Chicago will precede William Carson of Detroit. For example : Carson, WilUam Chicago Carson, William Detroit Carson, William New York City Carson, William San Francisco Names beginning with Mc or Mac usually precede all other names beginning with M. OFFICE RECORDS — FILING 71 Addressing Letters or Envelopes from Cards. — In doing this work, the firm name should be rearranged in proper form for the envelope. Inexperienced clerks often err here. For example : Cards Envelopes Brown Bros. Messrs. Brown Bros. Brown Building Co. (The) The Brown Building Co. Cross, Mark, Inc. Mark Cross, Inc. Dawson & Co., J. L. & D. W. Messrs. J. L. & D. W. Dawson & Co. SUGGESTIVE EXERCISES What do you understand by the dictionary arrangement of words? What do you understand by the directory arrangement of names? Using your local telephone directory, select the first five names under each letter of the alphabet from A to E inclusive, and arrange them in the form in which they would appear in the address of a letter. Using a trade paper or a technical magazine, select the names and addresses of twenty-five advertisers, make out cards in directory form, and arrange them alphabetically. Write a short composition on the importance of a good filing system for any business house. SECTION 2 CORRESPONDENCE FILING — FLAT SYSTEMS Considered from the mechanical standpoint, there are two systems of filing — the flat and the vertical. A flat filing system is any system where papers are filed flat in a box or drawer. A vertical system is any system where papers are filed standing on edge. Considered from the indexing standpoint, there are four systems of filing — alphabetic, numeric, geographic, and subject or topical. Any one of these systems of indexing may be applied to the flat or the vertical system of filing. Spindle The simplest form of flat file in use to-day is the wire spindle. Papers are pressed down on the sharp point of the spindle, which 72 OFFICE PRACTICE pierces them and holds the contents of the file intact. This method is obsolete for business purposes to-day, but is still used for odd papers by the housekeeper and the small storekeeper. Box File The box file is another form of flat file. / It is made of heavy- cardboard, opens like a book and is about 9 x 11 inches in diameter and 4 to 5 inches thick. It contains a number of manila leaves, with tabs bearing the form of index required. This is usually a simple A-Z index. The leaves are fastened to the inside of the box. Papers to be filed are slipped in between these leaves. I Some box files are so equipped that letters must be placed on top of the index leaf, while in others the letters are placed under the index leaf. Clerks should examine files carefully to determine which plan is to be followed. The advantage of this form of file is that it is cheap. Its dis- advantages are, that letters from one concern are scattered through a number of boxes, letters fall out easily when a box is tipped over, the boxes are usually arranged on inaccessible shelves, and they gather dust and are unsanitary. The box file is antiquated and is seldom used for filing the entire correspondence of an office. It is occasionally used by professional men whose correspondence is Courtesy of Vawman & Erbe Mfg. Co. Box File OFFICE RECORDS — FILING 73 quite limited, and it is also used at times in business houses for the temporary sorting of important papers. Flat or Loose Sheet Drawer This is a wooden drawer, which fits into a neat cabinet of similar drawers. These cabinets are made in such form that new stacks of drawers can be added from time to time, thus building up larger cabinets as they are needed. The flat drawer is indexed in the same manner as the box file, but the subdivision of the alphabet is usually greater, each drawer being assigned a part of the alphabet. There is a strong clamp fastened at the side of the drawer to hold the letters firml}- in place. Papers are filed under their proper alphabetic division, according to date. Its advantages over the box file are that the drawers can be kept in a wooden cabinet, that it does not collect dust, and that it is more durable. Its dis- advantages are that letters from one correspondent are sepa- rated by letters from other correspondents in the same alphabetical division, and that it does not provide natural ex- pansion ; that is, when the vol- ume of correspondence grows, the old indexing equipment must be discarded. This form of file is used mostly where correspondence comes from a large number of different sources, and where there are apt to be but one or two letters-from any one source. A mail order house selling cheap novelties might find this an economical method of filing, as correspondence could be destroyed every few months. This method of filing is also used by architects and builders, as it affords a convenient means of keeping in one drawer all corre- spondence and estimates relating to any special piece of work. Courtesy of Yawman & Erbe Mfg. Co. Flat or Loose Sheet Drawer 74 OFFICE PRACTICE Courtesy of Yawman & Erbe Mfg. Co. Shannon File Shannon File The Shannon file, named after^he man who invented it, is the most popular form of flat filing. /^ It consists of a board on which is mounted a double arch. These arches are opened and the papers to be filed are perforated and slipped over the spindles. The file^ may be obtained ready to hang on the wall for easy reference, or in the form of a drawer to-i^e placed in a cabinet^ as are the loose sheet drawers. To insure the proper perforation of papers, a perforating machine is usually purchased with, the Shannon file. The file is indexed by means of sheets of different lengths, printed with any form of index required, and perforated to fit over the arches. To file a letter, for example, from the Johnson Manu- facturing Co. : 1 Perforate paper with machine, punching holes so far to left that edge of letter, when placed on arch, will not cover index tabs 2 Raise all index sheets above J and push back over arches 3 Open arches 4 Place letter on spindles 5 Close arches 6 Bring down index sheets to position. The great advantage of this file is, that papers cannot be lost unless they are removed ; and they are not apt to be removed be- cause it is inconvenient to do this, and because the file is so small and light that it can be carried about from place to place. The disadvantage is, that it takes time to place letters on the file. It would not serve for a great mass of correspondence, but it is most OFFICE RECORDS — FILING 75 useful where papers are handled frequently and are exposed to the danger of being lost. Nothing has been invented that will sup- plant the Shannon file for certain purposes. It is used in many houses for keeping track of orders that take time to fill. Orders Hkl » ^Bhjr —4 ^^^^B W ^^^H oa ^^^^^H Sir 5 ^^^H u — :- ^^^HH 1.1 ^^^^1 ,«■-■ -^^HH !.; -iH^^H .5,;ET»,h0t. ,.5-^ E^- -^J=± V2.. ^ ta Courtesy of Yawman & Erbe Mfg. Co. Shannon Indexes of this type are usually numbered in sequence. The file is hung near the desk of the clerk in charge of shipping orders. When it is necessary to telephone in regard to them, the file may be placed on the desk near the telephone and the matters attended to with- out removing a paper. Transferring The correspondence of the average business house is kept on file five to ten years. Insurance policies, real estate records, legal documents, and papers of this character are rarely destroyed. As a general rule, however, correspondence more than a year 76 OFFICE PRACTICE old is not referred to frequently. It would be poor policy to retain this dead correspondence in live files. It is, therefore, transferred to cheaper equipment, or to shelves or vaults occupying less valuable space. '^ ^ ^ J w /^^^ f / Courtesy of Yawman & Erbe Mfg. Co. Transferring Shannon Correspondence As hox files are inexpensive, they are usually transferred intact to transfer shelves and new boxes purchased for current use. With the flat or loose sheet drawer, equipment is obtained to handle this miscellaneous correspondence as long as it is required, and the correspondence is then destroyed. The contents of a Shannon file are transferred to a Shannon transfer case. This is made in two sections — a cardboard box equipped with an arch, and a sliding cover. A little U-shaped wire device is purchased with the transfer case. To transfer : 1 Open arch of file 2 Slip U-shape wire over spindles 3 Lift correspondence over arch by means of wire 4 Transfer contents, including index, to transfer case arch 5 Lift wire 6 Close transfer case arch 7 Cover transfer case 8 Label cover to show nature of correspondence and dates. OFFICE RECORDS — FILING 77 SUGGESTIVE EXERCISES What is meant by a loose sheet drawer ? Give an instance, not mentioned in the text, in which the use of a loose sheet drawer might be an advantage. During a school term, your teacher receives a great many circulars from the school office. Suggest a system of filing that will take care of these papers. What is the distinguishing feature of the Shannon file compared with other systems of flat fihng ? SECTION 3 CORRESPONDENCE FILING — VERTICAL SYSTEMS A vertical system is any system where papers are filed standing on edge. Equipment The equipment for any vertical filing system consists of : Cabinets of large wooden or metal drawers, made in legal, letter, or invoice size. Guides of manila or pressboard, made to fit drawers, and with projecting tabs at their upper edges. These tabs bear the index. PLAIN FOLDER AMBERG FILE a IMDEX CO. Courtesy of Amberg 1 ilc & Index Company Vertical Guides Courtesy of Amberg File & Index Company Folder Folders of heavy manila paper, in which correspondence is placed. 78 OFFICE PRACTICE Courtesy of Yawman & Erbe Mfg. Co. Follower Block Follower blocks, movable blocks of wood clamped into position in each drawer, for the purpose of keeping guides and folders upright. Alphabetic Filing Indexing. — The simplest form of alphabetic index is a set of twenty-six guides, one for each letter of the alphabet. As this is inadequate for any but a very small business, in- dexes can be obtained in sets ranging from twenty-six up to sevent3'-two hundred subdivi- sions of the alphabet. In the earlj^ days of fihng, alphabetic subdivisions were made in haphazard fashion. Certain letters, like M and S, were given more space than others, but there was nothing- very definite as a basis for this allot- ment of space. It was then discov- ered that names like Jones, Brown, Smith, United, General, and Inter- national occurred so frequently as to courtesy of Vawman & Erbe Mfg. Co. cause a very uneven Small Alphabetic Index OFFICE RECORDS — FILING 79 distribution of the contents of the average file. This was a serious disadvantage, as it was impossible to locate quickly the correspondence of houses whose names were similar. To remedy this, experts planned out scientific subdivisions, based on lists of individuals, firms, and corporations doing business Courtesy of Library Bureau Average Alphabetic Index in the United States. They figured out how many times names beginning with Aa, Aba, etc., occurred throughout the list, and how often Smith, Jones, Union, National, etc., were likely to occur in a correspondence averaging 1000, 3000, or 5000 writers. They made proper subdivisions to suit these needs, giving special guides for Smith " A-B," Smith " C-D," etc. These methods 80 OFFICE PRACTICE provide for the even distribution of correspondence that was lacking in the older methods. In the illustration, notice the star after the AB on the first guide. This star means " except." The name Abbott appears on Courtesy of Amberg File and Index Company Large Alphabetic Index the next guide. Therefore, everything beginning with Aa or Ab is to be filed behind the AB guide, except Abbott, which is to be filed behind the next guide. Filing. — Where the correspondence is very small, letters may be filed directly hack of the guides in strict alphabetical order. For the average corre- spondence, a folder, with a label corresponding to that on the guide, and known as a miscellaneous folder, is placed back of each guide. In this folder are filed mis- cellaneous letters beginning with that particular divi- sion or subdivision of the alphabet. When four or five letters have been re- ceived from one correspond- ent, they are removed and placed in what is known as an individual folder. This bears his name, address, and the year, and is filed back of the miscellaneous folder. As the general corre- Courtesy of Amberg File & Index Company Individual Folders OFFICE RECORDS — FILING 81 spondence grows, so will the individual folders. The illustration shows a method of tabbing individual folders that will permit two to be seen at a glance, thus saving both time and labor in turning over folders. When the correspondence becomes too large to fit into one special folder, dated folders are made out as follows : 1917 1917 January-M arch April-June Somers & Co. Somers & Co. It sometimes happens that the correspondence of a firm is so large as to warrant the use of two folders per month. In this Courtesy of Amberg File & Index Company Index Showing "Leader" Guides case special sub-guides may be obtained, slightly lower in height than the regular guides, and labeled with the names of the months. 82 OFFICE PRACTICE When correspondence becomes so heavy as to require several folders per month, it is advisable to insert extra guides to furnish the necessary support. The illustration shows a method of locating immediately corre- spondence that must be referred to often. The regular guides are tabbed at one side of the drawer, leaving the other side free to contain the leader guides, as they are called. These show the names of correspondents whose folders are consulted daily, and they are arranged in alphabetic order behind their proper sub- divisions. The Filing Name. — Letters should be filed under the name of the house from which they are received, and not under the names of individuals connected with it. If the business is with the individual and not with the house, the case is different. All letters are filed under the surname of the writer, in the case of individuals or firms, and under the first word in the name of a company, excluding " The." In certain firm names, for ex- ample, Marshall Field & Co., it is difficult to tell which is the surname or correct " filing " name. In such cases, consult a tele- phone or a business directory. Notice the filing name in the following examples : Title Filing Name Marshall Field & Co. Field, Marshall & Co. Thomas Moulding Co. Thomas Moulding Co. Jordan, Marsh & Co. Jordan, Marsh & Co. Montgomery Ward & Co. Ward, Montgomery & Co. Sorting Box or Distributor. — A sorting box is used where quantities of mail are handled. It contains guides so arranged as to gather the material for each drawer. All the mail for one drawer can then be filed, the drawer closed, and the operation re- peated for each succeeding drawer. The sorting box is a great time and labor saver. " Out ''-guide. — The guide illustrated here is an invention for the safeguarding of correspondence. When a folder is removed OFFICE RECORDS - FILING 83 Courtesy of Amberg File & Index Company Sorting Box or Distributor from the file, this guide, properly filled ^y^, out, is put in its place to indicate where the correspondence may be found. Advantages. — Be- cause of its simplicity and directness, the alphabetic system of filing has so much to commend it for the average business, that it should always be considered before more intricate systems are thought of. Disadvantages. — The disadvantages charged against it are that it does not provide for even distribution of correspond- ence; that the filing clerk is apt to make mistakes in deciding the proper guide for each letter, and that it is impossible to expand the system to meet the growth of the business without discarding the guides and purchasing new ones. The scien- tific method of index- ing will obviate the first objection. Helpful Suggestions. — Letters should be filed with the top of the letter-head or sheet toward the left, so as to make reference easy. ^Qijg i ,..,,., "^ .,...,.„........, ... ...................... ...\ /M.^/- .« iB A..^ * €ipr rr M^ fi^. a^xr'f y...^'^. A. /'& :&^cP '9,.r/ ^^.^

\ Q ■o ^ £ 1 ^ t; s \ - =o < ° ^ ^ o ^ a • N ^ii — ^ I- o c — : "♦- o >» 3 1= o E o 2 o c o ^ J3 C CO t ^ fi o a (d g "^ 3 E £ • I- o o S o 106 OFFICE PRACTICE 1 a SCHOOL b Date of Admission c Age Yrs. Mos. Grade e Teacher or Room f Days Pres. g Health h Con- duct Schol- arship Sf.a-^J^ ffCS-f-iJ- ^ fO &. / / 7 ^ v5- /o % /» C (0 ^7u/ " & (0 5/J It / 7 /o ^tl »i I J if/oJ-M > /o ^4f. ^j6»K<.««l/ fui ^ )C f^ P^.^Ut.i^/ /4/l'2rl f 70 ^-/ tZ.c^r-u<^ .aJc^A^J -^^-^UX-Td£t-«:L-.[I.U «. ,. Courtesy of Yawman & Erbe Mfg. Co. Lawyer's Record Card Factory Cost Records. — The card shown on page 110 furnishes a comprehensive but compact method of arriving at the factory cost, the selling price, and the profit on an article manufactured to fill a certain order. It may be filed by the customer's name, by the order number, or by the name of the article made, as desired. The Desk Tickler. — This is a small box equipped with a set of monthly guides, a set of daily guides, and a supply of blank cards. It is not an office record for general reference, but is used by in- dividuals to remind them of things that must be done each day. The necessary memoranda are jotted on cards and filed back of the proper dates. The tickler is consulted each morning. It takes the place of a desk calendar pad where items to be remembered are numerous. Note the illustration on page 110. 110 OFFICE PRACTICE ^S^M^r-i- icf^ylJ^y Oi^^jA/JyUyay ^V^/ """"" /^'7Z / J'OAy °"V/////^ / LABOH \y 1 »»TER,.L 1 MP no. HOUA9 »*TC «iaouro. tjo lUtLU-O -mCC A< 7 0( 1 RCManxs r.CTO.Y BUODCN n 1 COST or i.eox n-i TOT.L U.O> COST //? 1 COSTOf »»TI»„l 1 7r<; 7 ■ •TIP,,... / / A II TOTAL COST f Hit'i^ X ■ U.OC. 1 /.f ornct txpc«5t 1 H.' (1 TOT.IM.TLCOST / ?(/i7 PPOF.T I f o 1 1 1 Courtesy of Yawman & Erbe Mfg. Co. Factory Cost Record Card Tabbed Card Systems. — Sets of cards are sometimes made with tabs projecting in different positions at their upper edge. These tabs indicate some special item of information, and their use permits a double system of indexing for each card. For example : An ordi- nary card may be made out for each customer and a tabbed card for each pro- spective customer, or "pros- pect," as he is called. All the cards may be filed alphabetically and the tabs r. - ,^ .^..,,r. will indicate the prospects Courtesy of Yawman & Erbe Mfg. Co. . Desk Tickler without the necessity for OFFICE RECORDS — FILING 111 yx^ EMAIUC9 /f/( ^ &{£ayty f^/^ S7yZ^^^<^y(^c/'rly. Street ob Box No. .r^^ -^ f //x^^ consulting the information on the cards. As soon as the prospect becomes a customer, the tab may be cut off. The tabs may bear the months of the year, or any other signifi- cation which will serve the purpose of the record. Magazine Subscription Records. — The card shown here serves as a record of ten years' subscriptions for one person. The cards are filed alphabetically ; and as the tab indicates the month in which the subscription expires, it is a simple matter for the subscription clerk, when the proper time arrives, to pick out all the cards for any one month and send re- newal notices to the subscribers. Of course, a set of these cards would include cards tabbed for each month. Signal Card Systems. — The card shown here illustrates a fol- low-up system that is preferred in some houses to the corre- spondence follow-up system mentioned in a previous chapter. .OM^ ' /J'a -^ Courtesy ot Yawman & Erbe Mfg. Co. Magazine Subscription Record Card Ijj45«r«ii(i iT-H ij I4~fs~ii irpt i» ?« V a a J«-« K jr st !9 so 31 C^^yiyV^A^^t-v^y^ /^ OyUin^ s. J,ay1y\yCA.^*--i^ ffiaZcUArt/l^: j/c Tni^j mt^^^^ f>pi.\5^f-u-viy3 TMCY WROTE ^A/^/J.XrV.ui^.^^ fM ^/ UJLM Courtesy ol Yawman & Erbe Mfg. Co. Follow-up Card Courtesy of Yawman & Erbe Mfg. Co. Signals or Indicators 112 OFFICE PRACTICE The information is entered on the cards and a little metal indicator or signal is slipped over the figure at the top of the card corresponding to the date on which it is desired to follow up the matter. The cards are filed alpha- betically. Every morn- ing the follow-up clerk takes out all the cards bearing signals for that date, gives them the necessary attention, and transfers the signal to the next follow-up date desired. These signals may be used for various other purposes besides following up prospects. They are made in different colors to indicate different kinds of information. They are a variation of the tab system, and have the advantage of being removable. Installing a System. — The office worker is often required to plan out a system for recording certain information. He should analyze carefully : The information required The way in which it will be referred to — alphabetically, by subject, geographically, numerically The logical way to arrange it The style of equipment offered by dealers to cover his needs The cost He is then ready to decide. He may discover that there is no stock card made that will suit his case. In that event, he may use plain cards, writing or typing in the headings ; or, if the matter is of sufficient importance to warrant the extra expense, cards may be printed to order. To insure records being read accurately and quickly, they should be typewritten or neatly written by hand. Once a system is installed, it should be followed rigidly and kept up to date. Cards containing dead matter should be destroyed or assigned a separate place in the file. OFFICE RECORDS — FILING 113 SUGGESTIVE EXERCISES Explain the operation of the desk tickler. Write a paragraph giving your ideas of a possible use of a card index system in the household, stating its advantages over the methods employed by the ordinary housekeeper. The school authorities are required to enforce the Compulsory Educa- tion Law, which pro\ddes for the attendance at school of all children under sixteen years. The attendance clerk is obliged to turn over to the proper authorities information regarding the number of days' attendance, the number of days' absence, tardiness, scholarship records, and book ac- counts of all children under sixteen who have been absent from school continuously for ten days, and whose parents pay no attention to corre- spondence on the subject. If you were the attendance clerk, how would you keep track of such absences? There are certain records and reports which the teachers in your school are supposed to give to the school office during the first, the sixth, the twelfth, and the eighteenth weeks of the term. Plan out some simple system by which these matters will be automatically called to your teacher's attention at the proper time. PART IV OFFICE TELEPHONE Section 1 Telephone Manners Using the Voice Important Rules Section 2 Operating the Telephone Section 3 Making and Answering Calls Making the Call Answering the Call Emergency Calls Section 4 Equipping the Desk or Booth General Equipment Private Extensions Telephone Directories Section 5 Installing the Telephone Telephone Subscribers Telephone Instruments Private Branch Exchange Switchboards PubUe Telephones Verifying Monthly Bills SECTION 1 TELEPHONE MANNERS Here is a picture of the first telephone. Twenty-five years ago this telephone was a luxury. To-day its modern descendant is a necessity. With its aid the business wheels move smoothly ; without it, the machinery practically stops. If the business world of to-day receives efficient telephone service, it is because the telephone companies have spared no expense in perfecting their plants and in training their employees. 114 OFFICE TELEPHONE 115 It is the inexperienced user of the telephone who so frequently fails to fulfill his part of the compact. He simply vents his un- governable temper upon the telephone girl, because he does not understand how to operate the mechanism he holds in his hand. It is the business of the telephone user to know what the telephone girl is expected to do for him, and what he is expected to do for her, for through intelh- gent team-work only can satisfactory results be obtained. Very early in their histories the telephone companies reaUzed that the telephone girl was of as much value to them as was the appa- ratus that yearly costs them milUons of dollars to perfect and enlarge, and they began to organ- ize schools of instruc- tion that would appeal to intelligent young women who could be taught to make the telephone business a pajdng proposition. The telephone girl to-day is a well-trained business woman, and her work is not easy. If she does not average up to the standards set by the training school, she is not retained. And it matters not how experienced she is as an operator, she is always supervised. Now the first trait that a young office assistant should exhibit is good manners — the kind that will make him on all occasions talk to the telephone operator as he would certainly talk to her were he in her presence. Self-control is an excellent business Courtesy of New York Telephone Company First Telephone 116 OFFICE PRACTICE asset. It is neither sportsmanlike nor businesslike to hit at some one who is not in position to hit back. Using the Voice In the smaller office, the work of attending to the telephone usually devolves upon the junior clerk or the stenographer. His first lesson must be the proper use of his voice. He should speak clearly and distinctly over the telephone, using the rising inflection. I curtesy of New York Telephone Company Chelsea Excil^nge, New York City He should notice the voice of the telephone girl as she speaks to him. It is slow, clear, distinct, and well modulated. A telephone office can be run so that, in spite of the fact that there may be dozens of girls telephoning all the time, the visitor is conscious only of a very subdued hum of voices. No excuse can be offered for the office assistant who permits his voice to reach such a pitch when telephoning that work at OFFICE TELEPHONE 117 neighboring desks must be suspended. If perhaps half a dozen people seated near a telephone are obliged to cease work every time it is used, that office is being run on a very extravagant basis, for some one is clogging the machinery, and that some one may be you. A glance at this illustration of a central telephone office in operation is interesting, and a visit to one is a revelation. In talking into the telephone, face its mouthpiece and speak directly into it with your lips close to it. The telephone girl is not incompetent because she fails to hear a number given to her by a subscriber who does not realize that he is expected to talk into the telephone and not to the floor or the ceiling of his office. Important Rules On all OUTGOING Calls Always look in the telephone book to make sure you call the right number. If you do not find the number in the book, ask "Information." Call your number with a shght pause between the hundreds and tens. For example, in calling ' ' Barclay 1263 ' ' say : ' ' Barclay One Two (pause) Six Three." Speak dearly and distinctly, directly into the transmitter. Listen to the operator's repetition of the number and acknowl- edge it. Hold the line until your party answers and then give your whole attention to the telephone conversation. To recall the operator, move the receiver hook up and down slowly. When you have finished talking, say "Good-by" and re- place the receiver on the hook. Remember, courtesy over the telephone is always desirable. It wins friends for you and your company. On all INCOMING Calls Answer your telephone promptly and pleasantly. Announce your name and the name of your department, but do not say "Hello." Be ready with pad and pencil in order not to keep your caller waiting. 118 OFFICE PRACTICE If you require help in handling the call properly, get it at once or politely transfer the call to the employee who can best han- dle it. If you answer for another employee, offer to take the mes- sage, and then call it to the other's attention at the first oppor- tunity. Listen attentively, so that you will not have to annoy the caller by asking him to repeat. Remember, abruptness or indifference drives away trade. Maintain the same courtesy and consideration in a telephone conversation that you would with your customer face to face. The Voice with the Smile Wins. Be slow to blame the operator for a mistake. She may not be at fault. The telephone reflects your personality. Be yourself when telephoning. To " be yourself " when telephoning means that the pleasing side of your character shall be in evidence, that this pleasing element in you will produce the voice that is a smile, and that this smiling voice will give what is so important to the person listening — the rising inflection that will make it easy to understand what you are saying. SUGGESTIVE EXERCISES Describe briefly what is meant by good telephone manners. What do you think the Telephone Company really means by the sen- tence, "The Voice with the Smile Wins"? Why is it a desirable thing to possess a voice that is distinct and well modulated ? SECTION 2 OPERATING THE TELEPHONE The telephone workers with whom telephone subscribers usually come in voice contact are known as Central, Information, Traflic Manager, and Long Distance (or Toll Operator). Each of these employees has particular duties, each may be used by the public, and it is the business of the telephone subscriber to know the functions of all. OFFICE TELEPHONE 119 Classes of Telephone Calls. — There are three broad classes of telephone calls: (1) Local Calls, which are taken care of by the Central operator and which cover calls to any telephones 1 ^ .«•* «•••? ,..•• ^ mm J -1'".'"' \ ■ Courtesy of New York Telephone Company Central Operator located within the same local service area; (2) Tvoo-numher Toll Calls; and (3) Particular-person Toll Calls, which are taken care of by the Long Distance operator. See page 123. 120 OFFICE PRACTICE Calling Central. — You are a telephone subscriber with an office at 26 East 18th Street, and your telephone number is Stuyve- sant 4238. Wilham Rankin is a telephone subscriber with an office at 32 East 20th Street, and his telephone number is Stuyve- sant 2397. " Stuyvesant " is the official name given to the telephone exchange or central office that takes care of subscribers located in the 18th Street district, and " 4238 " and '' 2397 " are the numbers assigned to you and William Rankin when you be- came subscribers. Look at the picture on page 119 of a telephone girl at work. Notice the myriads of white spots that dot the board before which she sits. They are tiny white signal lights, and one of them represents you when you take the telephone receiver from its hook. You want to telephone Mr. Rankin, and you begin by lifting your telephone receiver from its hook. This causes your tiny white light (which is Stuyvesant 4238) to flash before Central. At the same instant another and larger light appears directly under it, glowing in a way to attract her attention. Almost im- mediately you hear her say, " Number, please? " Be ready with your number, and give it in the following order : Name of central office wanted Each figure of the telephone number The party line letter, if there is one Numbers which are even hundreds or even thousands should be given as such, instead of each figure being given separately. For example : State 8245 — "State, eight two (pause) four five." Main 125-J — "Main, one two five, Party J." Broad 4800 — "Broad, four eight hundred." Worth 5000 — "Worth, five thousand." The number wanted is " Stuyvesant 2397." Say " Stuyvesant 2 3 (pause) 9 7." Pausing slightly between the hundreds and the tens will enable the operator to understand the number easily and to locate it on the switchboard quickly. Central will always OFFICE TELEPHONE 121 repeat the number given and will repeat it as it should be given. This acts as a check upon you and upon her. She will then connect you with Mr. Rankin's office. The ring- ing of his telephone bell will notify him that he is wanted at the telephone, and the flashing of another light before Central will tell her when he has lifted his receiver from the hook. While talking to Mr. Rankin something happens and he fails to continue his conversation with you. In telephone language, this is known as being " cut off." Place your finger on your re- ceiver hook, press it slowly up and down a few times. One of the lights before Central will flash and die out alternately. It is her signal that you want to communicate with her. In an instant you will hear her say, '' Central." Tell her what has happened and the matter will be remedied. Why is it necessary to press the hook gently? Because it is this even pressing up and down that causes the light to continue to flash and die out. When you lose your temper and wrathfully jerk the hook up and down, no light appears before Central ; and, as she is not permitted to listen to conversations, she has no means of knowing that she is wanted. When you and Mr. Rankin finish your conversation, you both hang up your receivers. Two lights flash before Central to indi- cate that the call has been completed. She then disconnects. Calling Information. ■ — When your telephone directory does not give the number or the information wanted, say to Central, " Information, please? " " Information " is one of a special group of operators employed in all large central offices to supply information wanted by sub- scribers. Before her are sets of reference books. Make it a rule never to ask for infoi'mation that you can obtain for yourself. To do so is a mark of inefficiency. If it is a telephone number, be very sure it is not in the telephone directory. If it is informa- tion of another nature, be equall}' sure that the answer may not also be found there. Central's business is to connect you with people whose tele- 122 OFFICE PRACTICE phone numbers you give to her. A glance at the picture of the central telephone operator on page 119 will show you that she has near her no directories and is not in position to give you num- bers that you cannot or will not find for yourself. Is is the duty of Information to perform such service. 1^ ■ ■ — " A. - I If— • ^ Hii -- v^-i#f ^' r 1 11 < ^^^^^^^BB^^Sf^ Courtesy of New York Telephone Company Information Operators at Work If, for example, you believe that John Smith has a telephone, one of the following situations may exist : He may be such a very recent subscriber that his name does not appear in the current issue of the directory. Information will give j^ou the number that has been assigned to him. OFFICE TELEPHONE 123 He may have discontinued his telephone. Information will let you know. He may be an unlisted subscriber. In this case, neither Central nor Information is permitted to furnish the number, as subscribers of this type have private wires and they cannot be reached on the telephone unless the person calling knows the number wanted. When Information gives you the number you want, it is for you to repeat the number to Central, who will follow Information. Sometimes Information may do this for you. Calling Traffic Manager. — Every central telephone office has a supervisor known as the " Traffic Manager." It is the business of this operator to receive and attend to all complaints by subscribers in regard to the character of the service. These may be narrowed down to two kinds, unsatisfactory service rendered b}^ Central and unsatisfactory service caused by defects in telephone mechanism. Defects in mechanism should be reported to the Manager at once. Unsatisfactory service by Central should also be called to the Manager's attention ; but it is quite certain that as j^ou come to know more about the telephone, you will find less reason to call the Manager to make complaints about poor central office service. Calling Long Distance (or Toll Operavor). — When a subscriber wants to telephone to some one located in a distant city or state, he requests Central to give him " Long Distance," the operator who attends to calls of this type. In making Long Distance calls, a very important point to re- member is to give the Long Distance operator the name of the person in the firm to whom you wish to speak. If you want to talk to Mr. Jones of the National Trust Company of Philadelphia, and he is not in when the call arrives, you will not be charged for it. If you ask Long Distance to give you the number of the National Trust Company and, after you have obtained it, then ask for Mr. Jones, the charge will be made whether Mr. Jones responds or not. These calls are referred to, technically, as Two-number Toll Calls and Particular-person Toll Calls. 124 OFFICE PRACTICE The Two-number Toll Call is your National Trust Company call. Here you asked for a number located outside the local service area and at a point to which there is a two-number toll rate. Charge is made if connection is completed with the number called, the time for which the charge is made beginning when the number called first answers. More rapid service can be given, and in general a lower rate is charged on two-number toll calls than on particular-person toll calls. The Particular-person Toll Call is your Mr. Jones call. Here you asked by name for a person reached through a telephone which is located outside the local service area and at a point to which there is a particular-person toll rate. Charge is made if con- nection is completed with the particular-person called (or with the number called, if the calling subscriber has indicated that he is willing to talk with anyone at the called station), the time for which the charge is made beginning when cotiversation with the particular person (or the number called, if it is a call for anyone) first starts. To make a Particular-person Toll Call, or to secure information concerning the rates on such calls, tell the operator who first answers your call the name of the city, town, or locality in which the person with whom you wish to talk is located. The operator will connect you with a Long Distance or Toll Operator, who will identify herself by answering " Long Distance " or " Toll Opera- tor." When the Long Distance or Toll Operator answers, give her the following details : The telephone number from which the call is made and your name, if you desire to give it The name of the city or town and state in which the person desired is located. The number of the telephone desired, if known The firm name or the name and initials of the person under whose name the telephone is listed and the street ad- dress, if the telephone number is not known The name of the person with whom you wish to speak The name of the alternate person, if you are wilUng to talk with any one else in case the person desired cannot be reached OFFICE TELEPHONE 125 Listen for the operator to repeat the details of your call, remain at the telephone until she indicates that you may hang up the receiver, and wait patiently until called to the telephone. Bear in mind that to establish a connection between New York and Chicago, for example, usually takes several minutes. The sub- scriber who literally pesters Central on an average of every minute or two simply displays his ignorance of the procedure necessary. When the connection is made, Central will ring you up. Long Distance calls represent a fair amount of money expended, and a few things must be definitely borne in mind. Know just what you want to say and waste very little time saying it. This does not mean that you must become telegraphic in your language. Long Distance is becoming very popular with many firms, and is a tremendous time and money saver. The following extract from Collier's Weekly is interesting : A trip from Chicago to New York and return, allowing for one day's average expenses in the city, would cost a business man about $90 at a conservative estimate, and would require at least two days' time. That expense alone would cover the cost of eighteen long distance telephone conversations, at $5 for three minutes, or for a total of about an hour's conversation, at $1.50 per minute. In addition to this, the man would have had his two days' time, and his plans would be spared the delay and interruption. The proportion is even greater for lesser distances and smaller telephone rates. The following examples will give some idea of the rates charged for this grade of service : New York City to Every Additional MrauTES Minute or Frac- tion Thereof $ .90 $ .30 1.25 .40 5.00 1.50 1.25 .40 1.00 .30 1.25 .40 2.25 .75 .90 .30 Atlantic City, N. J. Boston, Mass. . . . Chicago, 111 Fall River, Mass. . . Narragansett Pier, R. I. Washington, D. C. . . Montreal, P. Q. . . . Lenox, Mass. . . . 126 OFFICE PRACTICE And finally, when you want to telephone to any place out of town, inspect your directories and see whether the call is Long Distance or merely Suburban. Central will attend to suburban calls. SUGGESTIVE EXERCISES Describe the proper method of calUng Central when a number is wanted. What is meant by "Information, " and indicate the steps to be observed in obtaining her. What is meant by "Long Distance" telephoning? You are in New York City and wish to telephone to Mr. John Arm- strong of the Wanamaker Store, Philadelphia. Indicate the steps to be observed in obtaining him. You are in New York City and wish to telephone to Stetson & Jen- nings of Chicago. Indicate the steps to be observed in obtaining them and state how much will be charged for a nine-minute conversation. How will you decide whether the city or the town to be telephoned to is Long Distance or Suburban? What are the duties of the operator known as "Traffic Manager"? When would you be Ukely to ask for her ? SECTION 3 MAKING AND ANSWERING CALLS In these days of brevity, how to begin a business conversation over the telephone is a matter of importance. The way in which a telephone message is sent indicates to quite an extent the char- acter of the sender ; and a business house whose telephoning is quick, bright, to the point, and clear in its enunciation conveys an impression that is good. When the telephone bell rings, respond promptly and never leave the telephone without first informing the person holding the wire what action you are taking. He might otherwise infer that his request was not being attended to. The following examples may be termed skeleton outlines of telephone calls, but they will serve to illustrate the methods em- ployed in all well-organized business houses to-day. OFFICE .TELEPHONE 127 Making the Call Study carefully these methods of establishing direct connections with the persons to whom you wish to speak. Calling Directly. — You are John Brown of Brown & Co., tele- phone number — Plaza 6357. You wish to telephone to James Smith of Smith & Co., telephone number — Broad 3174. "Number, please?" "Broad 3 1-74," using rising inflection. "Broad 3 1-74," confirming call. Central establishes connection. "Smith & Co., Mr. Smith speaking." "This is Brown & Co., Mr. Brown at the telephone," and the conversation begins. Brown and Smith hang up receivers and Central disconnects. In the above conversation, notice that " Hello, who is speak- ing? " is not used. The sentence is superfluous. Calling Indirectly. — You are Miss Ogden, stenographer for Brown & Co. Mr. Brown asks you to connect him with Mr. Smith of Smith &Co. Miss Walton is stenographer for Smith & Co. 1 Brown lifts receiver from telephone hook : 2 Voice of telephone girl, known as Central, says: 3 Brown : 4 Central : 5 Pause of few seconds ; ; V 6 Voice of Smith : 7 Brown : 8 Call completed : 1 Miss Ogden lifts receiver ; 2 Central : 3 Miss Ogden : 4 Central : 5 Pause of few seconds : 6 Voice of Miss Walton : 7 Miss Ogden : "Number, please?" "Broad 3 1-7 4," using rising inflection. "Broad 3 1-7 4," confirming call. Central establishes connection. "Smith & Co., stenographer at the telephone." "This is Brown & Co., stenographer at the telephone. Mr. Brown would like to speak to Mr. Smith, please." 128 OFFICE PRACTICE 8 Miss Walton : 9 Pause : 10 Voice of Smith 11 Miss Ogden : 12 Pause : 13 Brown : 14 Call completed : "Hold the wire, please." Miss Walton connects Mr. Smith. "Mr. Smith speaking." "Hold the wire, please." Miss Ogden connects Mr. Brown, who answers promptly. "Mr. Brown speaking," and conversa- tion begins. Brown and Smith hang up receivers and Central disconnects. Notice in the above conversation that Mr. Brown, who is both businessHke and courteous, does not keep Mr. Smith waiting. To do so would be a gross breach of business etiquette. Calling up Departments in Large Firms. — • You are Mrs. John Brown, and you wish to order by telephone some blankets through Altman & Co., a large dry-goods firm. 1 Mrs. Brown lifts receiver : 2 Central : 3 Mrs. Brown : 4 Central : 5 Pause : 6 Voice of Altman's switch- board operator : 7 Mrs. Brown : 8 Switchboard operator : 9 Pause : 10 Voice of clerk in bedding department : 11 Mrs. Brown : 12 Call completed "Number, please?" "Plaza 3 6-7 1," using rising inflection. "Plaza 3 6-71," confu'ming caU. Central establishes connection. "Plaza 3 6-71" (or " Altman & Com- pany "). "Connect me with the bedding depart- ment, please. " "Hold the wire, please." Switchboard operator establishes con- nection. "Bedding Department." "This is Mrs. Brown speaking, of 78 West 82nd Street," and the conversa- tion begins. Mrs. Brown and clerk hang up receivers ; Altman switchboard operator and Central in turn disconnect. Notice in the above conversation that Mrs. Brown did not give her name or state the nature of her business when talking to the OFFICE TELEPHONE 129 switchboard operator. It would have been superfluous. Her business was with a certain department and she was intelHgent enough to know that large firms are obliged to employ girls whose sole work is connecting people with different departments in the firm. If, however, Mrs. Brown found that she did not know the name of the department she wanted, she would say to the switch- board operator, " Will you be kind enough to connect me with the department in charge of etc., etc. ? " Even here she would not mention her name. Answering the Call In the call outlined under " Calhng Indirectly," Mr. Smith was in his office and available. We shall now illustrate a case where the person telephoned to is not in his office when the call comes in at 9 a.m. Taking a Message. — You are stenographer for Brown & Co., as above. Miss Walton is stenographer for Smith & Co., as above. Mr. Smith asks Miss Walton to connect him with Mr. Brown. 1 Miss Walton lifts receiver : 2 Central: "Number, please?" 3 Miss Walton : "Plaza 6 3-57." 4 Central : "Plaza 6 3-57," confirming call. 5 Pause : Central establishes connection. 6 Voice of Miss Ogden : "Brown & Co., stenographer at the telephone." 7 Miss Walton: "Smith & Co., stenographer at the tele- phone. Mr. Smith would like to speak to Mr. Brown." 8 Miss Ogden: "Mr. Brown will not be in until 11 o'clock. Will you leave a message?" 9 Miss Walton : "Ask him, please, to meet Mr. Smith at luncheon at the Lawyers Club at 1 o'clock to-day. If he cannot do so, ask him to telephone Mr. Smith when he comes in." 10 Miss Ogden : " Very well," noting message on pad. K 130 OFFICE PRACTICE 11. Call completed : Stenographers hang up receivers and Central disconnects. 12. Miss Odgen : Places message on Mr. Brown's desk. Emergency Calls A man sitting idly at his desk one day, watching the demoHtion of a two-story building directly across the street, was horrified to see it hterally crumble. Over fifty workmen were in the build- ing, which was about one block long. In an instant his hand reached for the telephone and he said, "Central! Police Head- quarters, at once! " The connection was made in a few seconds, and the message deUvered was : "A building has just collapsed at Street and Broadway. Workmen are in the building. Have ambulances there as soon as possible." In less than five minutes two arrived, as well as a fire engine from around the corner. In less than ten minutes the fire department, the police reserves, and scores of ambulances were on the scene. The work of rescue was begun, and in less than two hours every workman had been removed and only a few were found to be badly injured. This is what is meant by an emergency call. That man's cool head un- doubtedly helped to save the lives of many men. Every office ought to have posted in a conspicuous position near the telephone a placard containing the telephone numbers of Police Headquarters, the nearest police station, fire department, hospital, and the names of half a dozen physicians whose offices are located near the office. If the telephone in your office or in your home has no placard of this type, prepare one. And post it where it may be read easily. The New York Telephone Company provides for emergency calls by placing on switchboards, where they may be i"ead easily by operators, framed lists of the telephone numbers of fire and police stations, and also the telephone numbers of the telegraph com- panies. The telephone directories give the following directions for making emergency calls : OFFICE TELEPHONE 131 Police ! Fire ! A mb ulance ! HOW TO MAKE EMERGENCY CALLS Say to the operator "I want to report a fire." "I want to get a policeman." "I want to get an ambulance." If compelled to leave telephone before the desired station answers TELL THE OPERATOR WHERE HELP IS REQUIRED No charge for such calls SUGGESTIVE EXERCISES Indicate the steps that would be taken before you could communicate by telephone with the manager of the lace department in a large dry- goods store. At 1 : 20 P.M. Mr. David Simms, your employer, requests you to tele- phone Mr. Arthur Jones, who is thought to be at the Union League Club. On telephoning, you find that the latter has left a message that he will return to the club about 4 : 30 p.m. On returning to your employer's desk, you find he has left the office, and you are told that he wiU not return until 2 o'clock. What will you do under these circumstances? What are the essential points to be observed in making and answering calls? What is an emergency call and when is it made ? SECTION 4 EQUIPPING THE DESK OR BOOTH General Equipment Nothing is perhaps so satisfying to the person using a telephone booth or desk as to find the things that he needs just where they should be when he needs them — within easy reach of his right hand. Just as long as absent-minded people will persist in walking off with pencils, pads, and directories, just so long will 132 OFFICE PRACTICE the watchful office assistant need to see that these articles are in some manner secured to the wall or the desk. Stationers carry all kinds of cheap appliances designed to save the tempers of telephone subscribers, and well-equipped offices use them. Pencils and perforated pads can be tied with cord and fastened to the desk permanently. The telephone directory most used can be clamped into position on the desk or on a mov- able shelf, and the other directories hung on screws fastened to the right of the booth or desk. Typewritten lists of persons or firms telephoned to daily can be alphabetically arranged and so placed on the wall or desk that they can be read from either a standing or a sitting position. One of the most common complaints made against certain business houses is that often important messages never reach the person for whom they were intended. Another is the confusion that arises in taking telephone orders for goods. All this may be obviated by using the printed forms adopted by all large houses. For example, here is a good workable form : 1917 Memorandum for Mr Mr Address : Telephone Number : telephoned you to-day at o'clock. He wants you to call him up at He left this message : (Signed) It requires very little thought on the part of an intelligent clerk and the expenditure of very little money on the part of the office itself so to equip a desk that the person who finds his left hand engaged in holding the receiver may use his right to pick up the pencil, pad, or directory needed at the moment. The average business man has no time to think of these apparently small OFFICE TELEPHONE 133 matters, but if you think of them for him, you will be surprised to find how appreciative he will be. Private Extensions extension," is to The movable hand telephone, known as an be found on nearly every business man's desk. If the desk is the flat library type, the problem of placing the pad, pencil, directories, and typewritten list of names used daily will have to be met in a way to suit the user of the desk. Here the great point is the proper placing of the typewritten list. If the business man wants to telephone directly, it is a great time saver for him, as his hand lifts the re- ceiver, to have his eye meet the number he does not memorize but which he uses so often. And even where he employs a switchboard operator, he should train himself to give her the number and not the name only of the party to be called. To ask her to look up names in telephone directories may tie up other calls. Telephone Directories In the sections on reference books, the various kinds of tele- phone directories used will be discussed in detail. It is not neces- sary to say more here than that the telephone companies issue free of charge ge^ieral and classified telephone directories containing the names, addresses, and telephone numbers of subscribers ; that these names are arranged alphabetically and may be found Courtesy of New York Telephone Company Dksk Extension 134 OFFICE PRACTICE by consulting the index at the top of each page. In the larger cities, such as New York, Chicago, and San Francisco, these books are issued about three times a year. An intelligent reading of the index will indicate the great variety of useful and necessary infor- mation to be found in these books, much of which is not known to the average telephone user. When the new issues arrive, revise your alphabetic typewritten lists at once. The telephone companies usually remove all old directories. If they do not, destroy them immediately. SUGGESTIVE EXERCISES Part of your duties as stenographer will be to attend to much of the telephone work of your employer. You are given two desks and a re- volving chair. One desk will contain your typewriter and materials ; - the other, which is a flat Ubrary desk, will be used for general work and for your telephone equipment, which includes a desk telephone. Make a diagram indicating just how you wiU equip the section of the desk assigned to the telephone. Make up two good workable forms that you think would be of value, to the average business man for his telephone messages. One of these forms may be for taking orders. SECTION 5 INSTALLING THE TELEPHONE Telephone Subscribers Telephone subscribers are divided into classes, according to their use of the telephone. Some subscribers have business tele- phone service, others have residence service, and they are listed in the telephone directory according to whether they have indi- vidual lines, party lines, or are served by private branch exchange switchboards in the buildings where they live or have their offices. Individual Lines. — Telephones of this type are for the exclusive use of one subscriber. He is the only person who has a telephone on that line, which runs from his instrument directly to the tele- OFFICE TELEPHONE 135 phone company's nearest central office. It is listed in the tele- phone directory with one number, as " Barclay 1263." Party Lines. — These .serve from two to four subscribers, and each subscriber has his telephone listed in the directory with the number and letter designating his telephone, as " Barclay 1263-J." A party line can be used by only one of the subscribers it serves at a time. Private Branch Exchange Switchboard Systems. — These are really miniature telephone central office systems placed on the premises of the subscriber, and are described below. Telephone Instruments Two kinds of telephone instruments are in general use — those which are placed in convenient places on walls and those that rest upon desks or tables. For business use, most people have desk telephones, for the reason that this type of instrument can be placed on one side of the desk where it will be out of the way of the business man when he is writing or doing work, and can still be within arm's reach when he wishes to make or answer calls. This is the type of telephone illustrated on page 133. It may have either a direct line to one of the telephone company's central offices or it may be connected with the private branch exchange used in the business office, which is in turn connected with the regular central office. Private Branch Exchange Switchboards These are telephone central office systems placed on the premises of the subscriber. One-operator Switchboards. — Here you see a small private branch exchange switchboard which can be operated by one person. The switchboard is connected with the nearest regular central office by means of one or more trunk lines. The switchboard thus becomes a clearing house for calls between the telephones 136 OFFICE PRACTICE in the business house it serves, for calls from these telephones to outside points, and for calls from outside points to the telephones in the private branch exchange system. - --] W\ JH r 3 K^-KvJk' ?^^RHiBIHHii^^^^^H Courtesy of Ntw \iirk Telephone Company Operating a Cord Switchboard Monitor Switchboards and Cord Systems. — These private ex- change systems range in size from what is known as the " monitor " switchboard system, to the big cord systems which are installed in stores, hotels, apartment houses, and business buildings. The monitor switchboard is intended for the subscriber who needs more service than perhaps one or two telephones can give. It can be placed on a flat desk and operated by the stenographer. The big cord systems sometimes serve a thousand or more ex- tension telephones and are connected with regular telephone central offices by means of several trunk lines. The following figures will show how big a problem this is in four types of buildings in New York City : Wanamaker's dry-goods store has a switchboard operated by nine telephone girls and it serves 419 extensions. The Hotel McAlpin has a switchboard serving 1605 extensions, while the Hotel Commodore has a switchboard with twenty-six operating positions and serves 2400 OFFICE TELEPHONE 137 extension telephones. The Consolidated Gas Company uses a private branch exchange system which connects its branch offices with the main office, and this system contains 966 extension telephones. Thus extension telephones are much used, not only by business offices, but also in residences. Frequently in a business office, 7 ji / It 1 1 i n* -.•"^ua.mJm &?s^^ 1 jl S „ ' *' ^' Jl » - "s"-/- P ^^ "liiij^ Courtesy of New York Telephone Company Monitor Switchboard where there is no private branch exchange system, there will be one or two individual telephone Hues and from each an extension line, so that the office will have either two or four telephones so located as to eliminate needless steps. OFFICE TELEPHONE 139 Public Telephones Pay Stations. — Public telephones are distributed throughout the territory served by a telephone company, and are located wherever the convenience and service requirements of the public warrant their installation. Some pubHc telephones are attended by employees of the telephone company, in which case a person wishing to telephone gives the operator in attendance the number desired and the cost of the call. Coin-box Telephones. — The coin-box telephone is another variety of public telephone that is largely used. This instrument has slots in the top into which the person making the call first drops five, ten, or twenty-five cents, according to the cost of the call, thus automatically signaling the central office operator, who asks for the number desired. When the operator has connected with the telephone called for, she notifies the person calling. In case the number asked for cannot be obtained, the operator ma- nipulates an electric releasing device, which returns the money to the caller. Verifying Monthly Bills The matter of verifying the monthly telephone bills is usually placed in the hands of the switchboard operator or one of the clerks employed by the firm. Bills for telephone service are rendered monthly, in accordance with the terms of the contract. Charges for suburban and long distance messages (toll messages) appear on the same bill, the charges covering a period of one month ; but in order to render bills on the first of the month, the period begins and ends several days before the end of the calendar month. Here' are two sample monthly bills for telephone subscribers. The special charges are itemized on a separate sheet, the total placed on the regular bill. Of the two examples of monthly statements, the message rate statement is more typical for New York City subscribers. 140 OFFICE PRACTICE • 11 NEW YORK TELEPHONE CO. TOLL SERVICE STATEMENT. D»TC "c." PLACE CALLED m\ AMOUNT 1 %, / 1 f x->> ■ / fjJA^j P c 10 1^1 / ■^h^ewll L r / ih-UMMJ r , Ao It / iMA.rhJL 1 f«r ^ \ "/J/. jui^i^JLAnJJli , A 10/ .-- A M r / 1 1 . 1 O'l NEW YOHK TELEPHONE CO. TOLL SERVICE STATEMENT. T.. N. >/;^(?'? OATl ".aV PLACE CALLED ."iJIB AMOUNT 1 ihr ^ Y ^ / " ri . / ,f ho •Am^UAujajiJ P .i /r "1^ LialdAArUL. ;^ ^ •t)/>^ZrA^ r io n '/bi'vo'TAM J-" It f^riiuii( of iIm foUon ■nKSUwJifdd.y r*wr« 10*ofd««h»lIUrfa™edrortl c nduccd nie tat iha »t«UI "D»7 * eaa/sw D., I rale for tlu3 tfetial "Nicbt en at dun EocJuIl Cod« Unnian a. Ni^hl Ultos oay nt Ui* opoon of the Td»fr»f* Coinponir i- ,^ r«;„i«jj. ^ tc maJtT H doiinalKin to the oJd««e», wd the Cotninny ihell e fiToirLetwe m>T U debwrtJ bj the THecnjib CoBtaBr be dcwned to ho« dwrhwted '" obh«»lion in uch oaa -ilb twp«« b, tetySmSthTiS,"' ".il—ee. Sj .^b dSS?*;!^; to debew, b, ti,.,!^ ~d. N*. Letle,. U a.«m.t«o. p»UB ^^ dSL» o( tb. oM,.U. J tb. Teleo^h 6>n,p.n, to P-J"^^^, ^„^„ J^ I. ,rt,i„, t» fUin Eo,U.b. 0,Je l.o».M> n Tb« D»T l^ter a iweietd fubtect to tbe eifvef* nodtrttaad- b otrt pennnuble- iaiurf .cnemecl lh*l tbe CocpnOT do., ool ondertnke tbnl . Dnj ^oe■piev« .^(ie C.-p»-l u o-4onWIo WTH**/<««oi»ff. Courtesy of The Western Union Telegraph Company Reverse of Form 146 OFFICE PRACTICE send and for which, because they are transmitted immediately, we pay the maximum charge). Messages of this grade may be filed at any hour of the day or night. Ordinary language or code language may be used in such mes- sages. (See page 175.) The rates for full-rate messages are on the basis of a certain charge for the first ten words and an additional rate for each additional word in excess of ten. The following examples selected from the rate book of the Western Union Telegraph Company will show how these rates vary for telegrams to different states and, within shorter distances, to different cities in the same state. From New York City to State City Day Rate» State or Country City Day Rate Alabama Birmingham 60-4 Mexico Chihuahua 70-5 Alabama Mobile 60-4 Mexico City of Mexico 1.75-12 Alberta Edmonton 1.25-8 Mexico Vera Cruz 1.75-12 Arkansas Arkansas City 60-4 Montana Butte 75-5 British Columbia Vancouver 1.00-7 Nevada Tonopah 1.00-7 California Los Angeles 1.00-7 New .Jersey Trenton 25-2 California San Francisco 1.00-7 New Mexico Albuquerque 75-5 Colorado Denver 75-5 New York Albany 25-2 Connecticut Danbury 25-2 New York Auburn 35-2 Connecticut Waterbury 25-2 New York Lake Placid 35-2 Florida Jacksonville 60-4 New York West Point 25-2 Florida Key West 1.00-7 Nova Scotia HaUfax 50-3 Florida Miami 60-4 Nova Scotia Yarmouth 50-3 Illinois Chicago 50-3 Ontario Ottawa 50-3 Maine Augusta 40-3 Ontario Toronto 50-3 Maine Portland 35-2 Pennsylvania Philadelphia 25-2 Manitoba Winnipeg 75-5 Pennsylvania Reading 25-2 Massachusetts Boston 30-2 Quebec Montreal 50-3 Utah Salt Lake City 75-5 1 In the columns headed " Day Rate," the figures before the hyphen in- dicate rates for ten words or less (address and one signature free), and the figures after the hyphen indicate the rates for each word over ten. OFFICE TELEGRAMS AND CABLEGRAMS 147 The following table shows the Western Union table of tolls for charges for Fast Regular Telegrams, computed for messages of varying length. Tolls on Messages from 10 tc 50 Words No. OP Rate Rate Rate Rate Rate Rate Rate Rate Rate Rate Words 20-1 2.5-1 25-2 30-2 35-2 40-3 50-3 60-4 75-5 1.00-7 10 $0.20 $0.25 $0.25 .$0.30 $0.35 $0.40 $0.50 $0.60 $0.75 $1.00 11 .21 .26 .27 .32 .37 .43 .53 .64 .80 1.07 12 .22 .27 .29 .34 .39 .46 .56 .68 .85 1.14 13 .23 .28 .31 .36 .41 .49 .59 .72 .90 1.21 14 .24 .29 .33 .38 .43 .52 .62 .76 .95 1.28 15 .25 .30 .35 .40 .45 .55 .65 .80 1.00 1.35 16 .26 .31 .37 .42 .47 .58 .68 .84 1.05 1.42 17 .27 .32 .39 .44 .49 .61 .71 .88 1.10 1.49 18 .28 .33 .41 .46 - .51 .64 .74 .92 1.15 1.56 19 .29 .34 .43 .48 .53 .67 .77 .96 1.20 1.63 20 .30 .35 .45 .50 .55 .70 .80 1.00 1.25 1.70 21 .31 .36 .47 .52 .57 .73 .83 1.04 1.30 1.77 22 .32 .37 .49 .54 .59 .76 .86 1.08 1.35 1.84 23 .33 .38 .51 .56 .61 .79 .89 1.12 1.40 1.91 24 .34 .39 .53 .58 .63 .82 .92 1.16 1.45 1.98 25 .35 .40 .55 .60 .65 .85 .95 1.20 1.50 2.05 26 .36 .41 .57 .62 .67 .88 .98 1.24 1.55 2.12 27 .37 .42 .59 .64 .69 .91 1.01 1.28 1.60 2.19 28 .38 .43 .61 .66 .71 .94 1.04 1.32 1.65 2.26 29 .39 .44 .63 .68 .73 .97 1.07 1.36 1.70 2.33 30 .40 .45 .65 .70 .75 1.00 1.10 1.40 1.75 2.40 31 .41 .46 .67 .72 .77 1.03 1.13 1.44 1.80 2.47 32 .42 .47 .69 .74 .79 1.06 1.16 1.48 1.85 2.54 33 .43 .48 .71 .76 .81 1.09 1.19 1.52 1.90 2.61 34 .44 .49 .73 .78 .83 1.12 1.22 1.56 1.95 2.68 35 .45 .50 .75 .80 .85 1.15 1.25 1.60 2.00 2.75 36 .46 .51 .77 .82 .87 1.18 1.28 1.64 2.05 2.82 37 .47 • .52 .79 .84 .89 1.21 1.31 1.68 2.10 2.89 38 .48 .53 .81 .86 .91 1.24 1.34 1.72 2.15 2.96 39 .49 .54 .83 .88 .93 1.27 1.37 1.76 2.20 3.03 40 .50 .55 .85 .90 .95 1.30 1.40 1.80 2.25 3.10 41 .51 .56 .87 .92 .97 1.33 1.43 1.84 2.30 3.17 42 .52 .57 .89 .94 .99 1.36 1.46 1.88 2.35 3.24 43 .53 .58 .91 .96 1.01 1.39 1.49 1.92 2.40 3.31 44 .54 .59 .93 .98 1.03 1.42 1.52 1.96 2.45 3.38 45 .55 .60 .95 1.00 1.05 1.45 1.55 2.00 2.50 3.45 46 .56 .61 .97 1.02 1.07 1.48 1.58 2.04 2.55 3.52 47 .57 .62 .99 1.04 1.09 1.51 1.61 2.08 2.60 3.59 48 .58 .63 1.01 1.06 1.11 1.54 1.64 2.12 2.65 3.66 49 .59 .64 1.03 1.08 1.13 1.57 1.67 2.16 2.70 3.73 50 .60 .65 1.05 1.10 1.15 1.60 1.70 2.20 2.75 3.80 148 OFFICE PRACTICE Night Messages Messages of this type are accepted at telegraph offices at any- time up to two o'clock A.M. Although these messages may be received by the telegraph companies at any time during the day or the evening, it is distinctly understood that, because of the lower rates charged, they will be delivered not earlier than the morning of the next ensuing business day. This type of telegram appeals to the business man who, finding the mail too slow or the telephone too expensive for his purpose, may want to com- municate with some one in a distant city. Code language may be used in night messages. The following table shows the Night Message rates corresponding to the respective rates for full-rate messages between the same points. Where the Full Rate is The Night Message Rate is Where the Full Rate is The Night Message Rate is 25-2 30-2 35-2 40-3 25-1 25-1 25-1 30-2 50-3 60-4 75-5 1.00-7 40-3 50-3 60-4 1.00-7 When the message exceeds 13 or 14 words, it is cheaper to use the Night Letter. (See page 149.) However, in a Night Letter code language is not permitted, while code language is allowed in a Night Message. Therefore, when it is necessary to employ code language, the Night Message must be used — not the Night Letter. Day Letters This is a cheaper class of service than the Fast Regular Telegram and is referred to as deferred day service. If care is taken to file Day Letters with the telegraph companies, so that there will remain sufficient time to deliver them during regular office hours OFFICE TELEGRAMS AND CABLEGRAMS 149 on the day of their date, they will be delivered the same day, sub- ject to the prior transmission of Fast Regular Telegrams. On account of the cheapness of the rate, code language is not per- missible. The rates for Day Letters are as follows : For a Day Letter of 50 words or less, one and a half times the rate for a 10-word full-paid message ; for every additional 10 words or fraction thereof in a Day Letter, one fifth of the charge for the original 50 words. For example : if the rate for a full-paid message is 50 cents for 10 words, the rate for a Day Letter of 50 words or less is 75 cents, and the rate for every 10 words or fraction thereof beyond the original 50 words is 15 cents. Night Letters {or Night Lettergrams) This is the cheapest class of service for messages in excess of 13 or 14 words. Night Letters will be accepted at any time before 2 A.M. and will be delivered the following morning. Code language is not permitted. The telegraph company may, if it chooses mail the message at destination to the addressee, but, as a rule, actual deliveries of Night Letters are made as in the case of other telegrams, and the privilege of mailing them to the home or office of the addressee is resorted to only under extraordinary conditions. Night Letters are much used by many business houses. For example, a San Francisco house may decide at about five o'clock in the afternoon that it wants a letter to reach its Denver office by nine the next morning. The Night Letter solves the problem. The rate for a Night Letter of 50 words or less is the same as the rate for a 10-word full-paid message ; for each additional 10 words or fraction thereof in the Night Letter, a charge of one fifth the rate for the original 50 words is made. The following is the Western Union Telegraph Company's table of tolls for Night Letters and Day Letters, 150 OFFICE PRACTICE Tolls on Night Letters and Day Letters of from 1 to 200 Words When Day Message Rate IS 25 AND 2 When Day Message Rate IS 30 AND 2 When Day Message Rate IS 35 AND 2 When Day Message Rate IS 40 AND 3 Wo RDS Night Letter Rate is Day Letter Rate is Night Letter Rate is Day Letter Rate is Night Letter Rate is Day Letter Rate is Night Letter Rate is Day Letter Rate is 1 to 50 $0.25 $0.38 $0.30 $0.45 $0.35 $0.53 $0.40 $0.60 51 ' ' 60 .30 .45 .36 .54 .42 .63 .48 .72 61 ' ' 70 .35 .53 .42 .63 .49 .74 .56 .84 71 ' ' 80 .40 .60 .48 .72 .56 .84 .64 .96 81 ' ' 90 .45 .68 .54 .81 .63 .95 .72 1.08 91 ' ' 100 .50 .75 .60 .90 .70 1.05 .80 1.20 101 ' ' 110 .55 .83 .66 .99 .77 1.16 .88 1.32 111 ' ' 120 .60 .90 .72 1.08 .84 1.26 .96 1.44 121 ' ' 130 .65 .98 .78 1.17 .91 1.37 1.04 1.56 131 ' ' 140 .70 1.05 .84 1.26 .98 1.47 1.12 1.68 141 ' ' 150 .75 1.13 .90 1.35 1.05 1.58 1.20 1.80 151 ' ' 160 .80 1.20 .96 1.44 1.12 1.68 1.28 1.92 161 ' ' 170 .85 1.28 1.02 1.53 1.19 1.79 1.36 2.04 171 ' ' 180 .90 1.35 1.08 1.62 1.26 1.89 1.44 2.16 181 ' ' 190 .95 1.43 1.14 1.71 1.33 2.00 1.52 2.28 191 ' ' 200 1.00 1.50 1.20 1.80 1.40 2.10 1.60 2.40 Words 1 to 50 51 61 71 81 91 101 111 121 131 141 151 161 171 181 191 60 70 80 90 100 110 120 130 140 150 160 170 180 190 200 When Day Message Rate IS 50 AND 3 Night Letter Rate is $0.50 .60 .70 .80 .90 1.00 1.10 1.20 1.30 1.40 1.50 1.60 1.70 1.80 1.90 2.00 Day Letter Rate is 50.75 .90 1.05 1.20 1.35 1.50 1.65 1.80 1.95 2.10 2.25 2.40 2.55 2.70 2.85 3.00 When Day Message Rate IS 60 AND 4 Night Letter Rate is $0.60 .72 .84 .96 1.08 1.20 1.32 1.44 1.56 1.68 1.80 1.92 2.04 2.16 2.28 2.40 Day Letter Rate is $0.90 1.08 1.26 1.44 1.62 1.80 1.98 2.10 2.34 2.52 2.70 2.88 3.06 3.24 3.42 3.60 When Day Message Rate IS 75 AND 5 When Day Message Rate IS 1.00 AND 7 Night Letter Rate is S0.75 .90 1.05 1.20 1.35 1.50 1.65 1.80 1.95 2.10 2.25 2.40 2.55 2.70 2.85 3.00 Day Letter Rate is $1.13 1.35 1.58 1.80 2.03 2.25 2.48 2.70 2.93 3.15 3.38 3.60 3.83 4.05 4.28 4.50 Night Letter Rate is $1.00 1.20 1.40 1.60 1.80 2.00 2.20 2.40 2.60 2.80 3.00 3.20 3.40 3.eo 3.80 4.00 Day Letter Rate is $1.50 1.80 2.10 2.40 2.70 3.00 3.30 3.60 3.90 4.20 4.50 4.80 5.10 5.40 5.70 6.00 OFFICE TELEGRAMS AND CABLEGRAMS 151 Relative Advantages of Different Classes of Service The Night Message, the Day Letter, and the Night Letter being deferred services, the full-rate service (Fast Regular Telegram) should be used whenever immediate delivery is essential. The cost of a Day Letter (up to 50 words) is, generally speaking, equivalent to the cost of a 17-word full-rate message. The exact relation is shown by the foregoing tables. The Day Letter serv- ice can, therefore, be used to advantage whenever immediate delivery is not important and it is desired that delivery be made the same day, if the message contains 18 words or more. If the message contains 17 words or less, it will be cheaper to send it as a full-rate telegram. Where there is sufficient leeway in time so that the message need not be delivered until the next day, the Night Message or Night Letter service should be used. As explained above, up to 13 or 14 words the Night Message is the cheaper and it is the only one of the two services in which code language is permitted. Transfer of Money by Telegraph Orders, both domestic and foreign, are accepted by the tele- graph companies for the immediate transfer of money by telegraph and cable. This class of service is very desirable where dues and obligations require prompt attention. Money may be telegraphed to banks to meet maturing obligations ; to fire and life insurance companies for premiums ; to travelers and traveling salesmen ; to guarantee purchases ; for railroad and steamship tickets ; for insertion of advertisements and notices in newspapers ; for pay- ment of taxes and assessments ; — indeed, for all cases in which the quick transfer of money may be required. The rates are reasonable. For transfer of money by telegraph to its offices in the United States, the Western Union rates are as follows : First : For $25.00 or less 25c. 25.01 up to $50.00 35c. 50.01 up to 75.00 ...... 60c. 75.01 up to 100.00 85c. 152 OFFICE PRACTICE For amounts above $100.00 add (to the $100.00 rate) 25c. per hun- dred (or any part of $100.00) up to $3,000.00. For amounts above $3,000.00 add (to the $3,000.00 rate) 20c. per hundred (or any part of $100.00). Second : To the above charges are to be added the tolls for a fifteen- word message from the office of deposit to the office of payment. Wireless Telegraph Prepaid messages may be accepted for transmission by wireless telegraph or wireless cable to nearly all of the Atlantic and Pacific Ocean steamships and boats on the Great Lakes and Long Island Sound. Lists of boats equipped with wireless apparatus and rates for this class of service may be obtained at the telegraph offices. Marine Service The Western Union maintains Signal Stations at Fire Island, Atlantic Highlands, and Sandy Hook, on the Atlantic coast, near the entrance to New York Harbor, and also at Quarantine, within Courtesy of The Western Union Telegraph Company Front of Form OFFICE TELEGRAMS AND CABLEGRAMS 153 the entrance, for the purpose of reporting the sighting and arrival of steamers from foreign ports. These stations are always open. A report of the sighting of an inbound steamer will be sent to any address in Greater New York, Hoboken, and Jersey City, on pay- ment of $1 ; and to other places for $1, plus the toll on a ten-word message. In New York City and vicinity, this notice is received in time to allow friends to be at the dock when the steamer arrives. For inland places, the notice conveys the intelligence, of the near approach of home-coming steamers. Orders for this service may be filed at any office of the Western Union Telegraph Company. There has been developed in recent years a valuable wireless service on our Pacific coast, and messages may, for example, be sent from San Francisco to Honolulu, China, Japan, and other places. CLASS OF SERVICE DESIRED Full Rate Marconigram Half Rate Marconigram Wireless Lettergram Week End Lettergram Patrons should mark an X opposite Ihe class of service desired; other- wise FULL RATES will be charged. SEE BACK OF THIS BLANK «u MESSAGES TMENBT THIS 'COKPAKY ARE SUBJECT TO THE fOLLOWlHG TIRIK: «-'M:rfK".". ";".T", "ir.:'.' ;^~ r^r<-i:;i ::;4:rs.:trr."z:r ii.^ii^'x'c"^; r^^ r3 iM rgl ~ i |1:t;j^=; z.'i'^i Xh,"'^^'^ ^'^'^ SIMS iH •^ s:?;S!?w£, ^'E^ r™, iT. ^"Ii™T/"T^' {B^Ji'^—I'l .^7lZ.^.f^ i'H' r"i .M. " ii?^* s; s;Sr.T»' JS,™ uu«. ""■■"--"- .b™a.a.«..„.™.„ "•'•- "— -"■• "" " "•"-"■ — "'"'*"•"' •""■'"• «w,-..-,«./ ~i-» ■•RCO 1 IEL[<;».PH<..LI CO. A«r |« C J. «»lt.l ......1. CLASSES or SERVICE rut-L rati: MARCOMIGRAM3 UOfu^e may te uMd. .^c... MARCONI WIRFL :=£H dISE Utw^ll^fSi:!. wo.J^'c^.lir' •JJb.o»l.JL..prf. '■'''"' '"" 3N(G RAM» JXARCOf.! WEEK END ICTTERORAMB delivery .s doired. VCTyMo wur UoguafeolifitcouJ HwFmclk Woniieaddrt* Kum Courtesy of The Western Union Telegraph Company Reverse of Form OFFICE TELEGRAMS AND CABLEGRAMS 155 Time Differences Full-rate Messages and Day Letters show the time when they were filed by the sender as well as the tune of receipt at destina- tion. The map illustrated here shows the lines of division between the time zones. Eastern time is one hour later than Central time, Central time is one hour later than Mountain time, and Moun- tain time is one hour later than Pacific time. When it is 6 o'clock in New York, it is 3 o'clock in San Francisco. A message filed at San Francisco at 3 p.m. and received at New York at 6 : 20 p.m., shows a difference in time of 20 minutes. SUGGESTIVE EXERCISES Explain briefly the difference between a Fast Regular Telegram and a Day Letter. Explain briefly the difference between a Night Message and a Night Letter. State the charge in each ease for sending the following Fast Regular Telegrams from New York City : 33-word message to Miami, Fla. 33- word message to Key West, Fla. 16-word message to Los Angeles, Cal. 27-word message to Portland, Me. 30-word message to Chicago, 111. 16-word message to Vera Cruz, Mex. 16-word message to Chihuahua, Mex. Where the Day ]\Iessage rate is "35c. and 2e." give the Night Letter and Day Letter rates for telegrams averaging from 61 to 70 words. Where the Day Message rate is "$1 and 7c " give the Night Letter and Day Letter rates for telegrams averaging from 1 to 50 words. Compare a postal money order, an express money order, and a trans- fer of money by telegraph as to safety, speed, and expense. When it is 11 : 45 p.m. at Denver, what time is it at San Francisco, Butte, Minneapolis, Kansas City, New Orleans, Louisville, and Phila- delphia ? When would you send a Night Letter in preference to a Night IMes- sage? 156 OFFICE PRACTICE SECTION 3 CLASSES OF SERVICE — CABLEGRAMS The sender of the cablegram may avail himself of four classes of service, the nature and urgency of the communication determining which class is used. These classes are : Regular Cablegrams Deferred Cablegrams Cable Letters Week-end Cable Letters Cable Forms. — The form illustrated is the universal blank used for all classes of service. Here is a reproduction of the small square in the upper left-hand corner of the cable form, showing how the class of service desired is to be indicated. CLASS OF SERVICE DESIRED Full Rate Half Rate Deferred Cable Letter Week End Letter Patrons should mark an X cpposita Ifie class of service desired: OTHER- WISE THE CABLEGRAM WILL BE TRANSMITTED AT FULL RATES. Regular Cablegrams For messages of an urgent character, this full-rate service should be employed. Messages may be written in plain, code, or cipher language, or combinations of the three. (See page 175.) The following list gives some idea of the rates per word from New York City to : Per Word Argentine, Buenos Aires 65 Belgium, all cities 25 Brazil, Pernambuco (via Azores) 70 Chili, Valparaiso 65 China, Hong Kong (via San Francisco) 1.22 China, Hong Kong (via Azores) 1.60 Cuba, Havana 15 Egypt, Alexandria 50 France, all cities 25 OFFICE TELEGRAMS AND CABLEGRAMS 157 ,~r^ »-^ WEST^^ UNION _cabKiw^ ■"^ . — '-~ SSJ^f^-^iS "—" ■»* Scad ibc foIto^iM C«fcl>ln«. »bi«ci « ih. ir.«f Front of Form ALL MESSAGES TAKEN BY THIS COMPANV ARE SUBJECT TO THE FOLLOWING TERMS: CLASSES OF SERVICE Courtesy of The Western Union Telegraph Company Reverse of Form 158 OFFICE PRACTICE Per Word Germany, all cities 25 Great Britain, all cities 25 Holland, all cities 25 Ireland, all cities 25 Peru, Lima 65 Porto Rico, San Juan and Ponce 50 West Africa, Ivory Coast — Grand Bassam (via Cadiz) . 1.05 Deferred Cablegrams This class of service is provided for messages less urgent in character, and it is popular with people whose cable correspondence does not warrant the use of codes, and who prefer to pay for more words at reduced rates. While code words are not permissible, code addresses may be employed. These messages are subject to transmission at the convenience of the company, when the cables are free of full-paid traffic. The rates are very reasonable. They are generally one half the full rate, except to Great Britain and Ireland, to which they are 3 cents or 3| cents less than half the full rate, according to the zone in the United States from which communication is made. Cable Letters For business or social communications of a still less urgent character, Cable Letters are available. This grade of service is made possible through the use of cable facilities at times when they would otherwise be idle. Messages are delivered the day after they are written, and at a trifling expense avoid the delay of the over-seas mails. These messages must be written in the plain language either of the country of origin or of the country of destination {i.e., the country from which the cable was sent or that for which it is intended), but code addresses may be em- ployed. (See page 175.) Unlike the Regular and Deferred Cablegrams, which are on a word basis, Cable Letter tolls are based on an initial minimum OFFICE TELEGRAMS AND CABLEGRAMS 159 rate of 75 c. for 12 words, plus a minimum charge of 5 c. for each excess word. The following table shows in detail varying rates. Table of Cable Letter Tolls to Londox or Liverpool at Varying Rates .76 1.00 1.05 1.15 1.25 1.35 1.50 1.75 1 to 12 words .75 1.00 1.05 1.15 1.25 1.35 1.50 1.75 13 words .80 1.05 1.10 1.20 1.30 1.40 1.55 1.80 14 words .85 1.10 1.15 1.25 1.35 1.45 1.60 1.85 15 words .90 1.15 1.20 1.30 1.40 1.50 1.65 1.90 16 words .95 1.20 1.25 1.35 1.45 1.55 1.70 1.95 17 words 1.00 1.25 1.30 1.40 1.50 1.60 1.75 2.00 18 words 1.05 1.30 1.35 1.45 1.55 1.65 1.80 2.05 19 words 1.10 1.35 1.40 1.50 1.60 1.70 1.85 2.10 20 words 1.15 1.40 1.45 1.55 1.65 1.75 1.90 2.15 21 words 1.20 1.45 1.50 1.60 1.70 1.80 1.95 2.20 22 words 1.25 1.50 1.55 1.65 1.75 1.85 2.00 2.25 23 words 1.30 1.55 1.60 1.70 1.80 1.90 2.05 2.30 24 words 1.35 1.60 1.65 1.75 1.85 1.95 2.10 2.35 25 words 1.40 1.65 1.70 1.80 1.90 2.00 2.15 2.40 26 words 1.45 1.70 1.75 1.85 1.95 2.05 2.20 2.45 27 words 1.50 1.75 1.80 1.90 2.00 2.10 2.25 2.50 28 words 1.55 1.80 1.85 1.95 2.05 2.15 2.30 2.55 29 words 1.60 1.85 1.90 2.00 2.10 2.20 2.35 2.60 30 words 1.65 1.90 1.95 2.05 2.15 2.25 2.40 2.65 31 words 1.70 1.95 2.00 2.10 2.20 2.30 2.45 2.70 32 words 1.75 2.00 2.05 2.15 2.25 2.35 2.50 2.75 33 words 1.80 2.05 2.10 2.20 2.30 2.40 2.55 2.80 34 words 1.85 2.10 2.15 2.25 2.35 2.45 2.60 2.85 35 words 1.90 2.15 2.20 2..30 2.40 2.50 2.65 2.90 36 words 1.95 2.20 2.25 2.35 2.45 2.55 2.70 2.95 37 words 2.00 2.25 2.30 2.40 2.50 2.60 2.75 3.00 38 words 2.05 2.30 2.35 2.45 2.55 2.65 2.80 3.05 Week-end Cable Letters Messages of this class, sent as late as midnight on Saturday, are deUvered at the opening of business on Monday morning in the case of European dehvery and on Tuesdaj' morning in the case 160 OFFICE PRACTICE Table of Week-end Cable Letter Tolls to London or Liver- pool AT Varying Rates 1.16 1.40 1.45 1.65 1.65 1.75 1.90 2.16 1 to 24 words 1.15 1.40 1.45 1.55 1.65 1.75 1.90 2.15 25 words 1.20 1.45 1.50 1.60 1.70 1.80 1.95 2.20 26 words 1.25 1.50 1.55 1.65 1.75 1.85 2.00 2.25 27 words 1.30 1.55 1.60 1.70 1.80 1.90 2.05 2.30 28 words 1.35 1.60 1.65 1.75 1.85 1.95 2.10 2.35 29 words 1.40 1.65 1.70 1.80 1.90 2.00 2.15 2.40 30 words 1.45 1.70 1.75 1.85 1.95 2.05 2.20 2.45 31 words 1.50 1.75 1.80 1.90 2.00 2.10 2.25 2.50 32 words 1.55 1.80 1.85 1.95 2.05 2.15 2.30 2.55 33 words 1.60 1.85 1.90 2.00 2.10 2.20 2.35 2.60 34 words 1.65 1.90 1.95 2.05 2.15 2.25 2.40 2.65 35 words 1.70 1.95 2.00 2.10 2.20 2.30 2.45 2.70 36 words 1.75 2.00 2.05 2.15 2.25 2.35 2.50 2.75 37 words 1.80 2.05 2.10 2.20 2.30 2.40 2.55 2.80 38 words 1.85 2.10 2.15 2.25 2.35 2.45 2.60 2.85 39 words 1.90 2.15 2.20 2.30 2.40 2.50 2.65 2.90 40 words 1.95 2.20 2.25 2.35 2.45 2.55 2.70 2.95 41 words 2.00 2.25 2.30 2.40 2.50 2.60 2.75 3.00 42 words 2.05 2.30 2.35 2.45 2.55 2.65 2.80 3.05 43 words 2.10 2.35 2.40 2.50 2.60 2.70 2.85 3.10 44 words 2.15 2.40 2.45 2.55 2.65 2.75 2.90 3.15 45 words 2.20 2.45 2.50 2.60 2.70 2.80 2.95 3.20 46 words 2.25 2.50 2.55 2.65 2.75 2.85 3.00 3.25 47 words 2.30 2.55 2.60 2.70 2.80 2.90 3.05 3.30 48 words 2.35 2.60 2.65 2.75 2.85 2.95 3.10 3.35 49 words 2.40 2.65 2.70 2.80 2.90 3.00 3.15 3.40 50 words 2.45 2.70 2.75 2.85 2.95 3.05 3.20 3.45 51 words 2.50 2.75 2.80 2.90 3.00 3.10 3.25 3.50 of South American delivery. The Week-end Cable Letter is one of the important methods of communication used by banking and other types of financial institutions in deahng with their foreign branches. It serves the purpose of acquainting the foreign branch with the business of the week to its close on Saturday. This OFFICE TELEGRAMS AND CABLEGRAMS 161 method quickens commimieation and thereby promotes business. Similar reports sent by mail would be received at least a week later. Cable and Week-end Cable Letters are transmitted during the long quiet periods on the cables, which are created by the time- differences of the two hemispheres, and they are made possible at the rates quoted below only through this utilization of other- wise idle facilities. They must be written in plain language of the country of origin or of destination, but code addresses may be employed. The rates are based on a minimum charge of $1.15 for the first 24 words, plus 5 cents for each additional word. The table on page 160 shows in detail varying rates. Transfer of Money by Cable As in the case of telegraphic service, money may likewise be transferred by cable. It is subject to the same general rules as telegraphic transfers. For rates and conditions appHcable to the transfer of money to foreign countries, application must be made to the local offices of the companies. Wireless Cable As messages of this class were touched upon briefly in the para- graph on Wireless Telegraph (page 152), no further discussion is necessary here. Time Differences The time when a cable sent from a given point mil reach its destination is a matter of great importance from the business stand- point. The follo-^dng time chart, giving some of the principal cities of the world, shows the differences in time between those cities and twelve o'clock noon standard Eastern time. 162 OFFICE PRACTICE Official Time at Following Places Correspondinc to 12 o'clock Noon Standard Eastern Time Adelaide . 2:30a.m.i Fiji Islands 4:54 A.M.i Perth . . 1 : 00 A.M.I Alexandria 7:00 P.M. Gibraltar 5:00 P.M. Petrograd . 7:01 P.M. Algiers . 5:00 P.M. Glasgow 5:00 p.m. Port Said . 7:00 p.m. Amsterdam 5:20 P.M. Guam 2:30 a. M.i Prague . . 6:00 p.m. Antwerp 5:00 P.M. Halifax . 1:00 P.M. Quito . 11:46 A.M. Astrakhan 7:01 P.M. Hamburg 6:00 P.M.2 Rio de Janeiro 2: 00 p.m. Athens . . 6:35 P.M. Havana . 11:31 A.M. Rome . 6:00p.m.5 Azores 3:00 P.M. Hongkong 1:00 A.M.' Saigon . .12:07 A.M.I Batavia . 12:19 A.M.i Honolulu 6:30 A.M. St. John, N B. 1:00 P.M. Belgrade . 6:00 P.M. Johannesburg 7:00 p.m. St. John's, N. F. 1:29 p.m. Berlin 6:00 P.M.- Kingston 12:00 N. San Jose, C R. 11:24 A.M. Berne 6:00 P.M. Lima . . 12:00 N. San Juan, P. R. 1 : GO p.m. Bogota . . 12:03 P.M. Lisbon . 5:00 P.M. San Salvador . 11:03 a.m. Bombay . 10:30 P.M. Liverpool 5:00 p.M.^ Santiago, Chili 12:00 N. Bremen . 6:00 P.M. London . 5:00 p.M.^ Shanghai . 1:00 A.M.I Brisbane . 3:00 a.m.' Luxembourg 6:00 p.m. Singapore . 12:00 M. Brussels . 5:00 P.M. Madrid 5:00 P.M. Smyrna . . 7:00 P.M. Budapest 6:00 P.M. Manila . 1:00 A.M.' Stockholm . 6:00 p.m. Buenos Aire s 12:43 P.M. Marseilles 5:00 P.M. Suez . . . 7:00 p.m. Bukarest 7:00 P.M. Martinique 1:00 P.M. Sydney . . 3:00 A.M.I Cairo . . 7:00 P.M. Melbourne 3:00 A.M. The Hague . 5:20 p.m. Calcutta . 10:53 P.M. Mexico City 10:23 a.m. Tientsin . 1 : 00 A.M.I Calgary . 10:00 A.M. Montevideo 1:15 P.M. Tokyo . . 2:00 A.M.I Canton . 1:00 A.M.i Montreal 12:00 N. Toronto . . 12:00 N. Cape Town 7:00 P.M. Moscow 7:01 P.M. Tunis . . 6:00 p.m. Caracas . 12:30 P.M. Naples . 6:00 p.M.s Vancouver . 9:00 a.m. Christiania 6:00 P.M. Nome 8:00 A.M. Vienna . . 6:00 p.m. Colombo 10:30 P.M. Odessa . 7:01 P.M. Warsaw . . 7:01 P.M. Constantino pie 7:00 p.m. Osaka . 2:00 A.M.i Wellington . 4:30 A.M.I Copenhagen 6:00 P.M. Panama . 12:00 N. Winnipeg . 11:00 A.M. Damascus 7:00 P.M. Paris . . 5:00 P.M. Yokohama . 2:00 A.M.I Dublin . 4:35 P.M.3 Peking . 1:00 A.M.i Zanzibar . 7:00 P.M. Durban . 7:00 p.m. Pernambuc 3 2:00 p.m. Zurich . . 6:00 P.M. Edinburgh 5:00 p.M.« SUGGESTIVE EXERCISES Describe briefly the different classes of service used in sending cable- grams. Why is the Week-end Letter a popular method of communication with certain business houses? Where the rate for a Cable Letter is $1.15 for 1 to 12 words, what will it cost to send a Cable Letter of 29 words to London ? • Next day. 2 April 30, 1916 to Sept. 30, 1916 'May 21, 1916 to Oct. 1, 1916 . 4 M.av 21, 1916 to Oct. 1, 1916 . .6:00 p.m. .7:00 p.m. 6june3, 1916 to ???... .7:00 p.m. .5:35 P.M. OFFICE TELEGRAMS ANJD CABLEGRAMS 163 Where the rate for a Cable Letter is 75 c. for 1 to 12 words, what will it cost to send a Cable Letter of 36 words to Liverpool ? Where the rate for a Week-end Letter is $1.40 for 1 to 24 words, what will it cost to send a Week-end Letter of 43 words to London ? Where the rate for a Week-end Letter is $1.75 for 1 -to 24 words, what will it cost to send a Week-end Letter of 49 words to Liverpool ? When it is 9 a.m. Pacific time, what is the time at Buenos Aires, Havana, Montevideo, Paris, and Rio de Janeiro? When it is 8 : 30 p.m. Central time, what is the time at each of the above places? SECTION 4 CODE SYSTEMS The necessity for reducing to a minimum the cost of messages has resulted in the invention of code systems that enable the sender of the telegram or the cablegram to express in a single word a phrase or an entire sentence. Words of this kind are known as code or cipher words. The following are examples : Code Words Factotem : When will automobile be ready for shipment ? Falangista : Do not come to-day ; will explain by letter. Cipher Words GXQMK 48127 Code systems are used extensively in business because their brevity not only reduces the cost of the message, but they lead to accuracy, and the private code systems devised by individuals insure secrecy. Public Code Systems Public code systems are really the compilation of words, phrases, and sentences that are found to be common to almost all lines of business. These words and sentences are reduced to code words and are embodied in code books published by specialists in work of this kind. 164 OFFICE PRACTICE Among the well-known code books or systems used are what are known as the ABC, the AI, Lieber's, and the Western Union. All the express companies and the Western Union Telegraph Company also issue free code booklets intended for travelers, and their use reduces very materially the cost of telegraph and cable messages. The follo-udng illustrates some of the code words used in Lieber's Standard Telegraphic Code : OPPORTUNITY. 26236 Autogeneal . . . May not have such an opportunity again, 26237 Autogenous . . . No opportunity has occurred. 26238 Autognose . . . . " " is likely to occur. 26239 Autognosia . . . The first opportunity. 26240 Autogony " opportunity wiU be lost unless you telegraph quickly. 26241 Autografos. . . . There is an excellent opportunity (to ). 26242 Autograph .... This is our opportunity. 26243 Autokles Waiting for an opportunity. 26244 Autolatre What opportunity is there (for ) ? 26245 Autololes OPPOSITION. 26246 Autolyci After considerable opposition we succeeded (in ). 26247 Autolycus .... Do you expect any strong opposition? 26248 Automalite. . . . Expect opposition (vdth. ) (from ). 26249 Automat Have keen opposition (with ). 262.50 Automatico ... " no opposition. 26251 Automatism. . . " not much opposition (with ). 26252 Automatize ... If there is any opposition. 26253 Automaton. ..." " " no opposition. 26254 Automatons ... In opposition to our washes and instructions. 262.55 Automatum . . . " " " the wishes of the board. 26256 Automedusa . . Opposition came from . 26257 Autometre .... " did not come from . Private Code Systems Where private code systems are used, the work of compiling them is intrusted frequently to the types of specialists referred to in the foregoing paragraph. Where secrecy is imperative, however, these code systems are worked out privately and, when used in OFFICE TELEGRAMS AND CABLEGRAMS 165 business houses, they are accessible to trusted employees only. Private codes are changed sometimes as often as once a year, with a view to preventing outsiders from becoming at all familiar with words that are used repeatedly and that might give a clue to the meaning of the message. Registered Cable Addresses A further scheme to abbre\date messages, and at the same time reduce the cost, is brought about by having a registered cable address. If, for example, cables sent to the Westinghouse Electric & Manufacturing Company of Pittsburg were addressed in full, the address would consist of seven words. Firms doing a cable business usuall}^ submit to the various cable companies a special cable name. This is frequentl}^ made up of portions of the firm name. The Westinghouse Company might submit the word " Westric." If the cable companies found that this name had not already been adopted by some other inchvidual or firm, the combination would be accepted by all the cable companies, and cables addressed to " Westric, Pittsburg " would be charged for on the basis of two words for the address. Reversible Cable Addresses Another method of abbreviation is the reversible address. For example : the regular registered cable address of Wilson & Com- pany of London may be '' Soncom, London." The regular registered cable address of Robinson & Company of New York City may be " Robco, New York." These firms carry on a heavy cable business with each other, and the charges for signatures are items to consider. Agreeing upon and registering with the cable companies a special address may result in the joint adoption of the word " Wilbin." When Wilson & Company receive a cable addressed to them as " Wilbin, London," and bearing no signature, they know that it has come from the New York firm ; and when Robinson & Company receive a cable addressed to them as " Wil- bin, New York," and bearing no signature, they in turn know 166 OFFICE PRACTICE that it was sent by the London firm. Not only is the cost of the signature saved ; but where cables are received as constantly in some houses as the mail is in others, this method serves to identify quickly the source of the cable. It is understood, of course, that only the firms interested may use this joint cable address. An outsider cabling to either firm would have to use the regular registered cable address. Translating Messages When code cablegi^ams are received, they must be translated or, to use the technical expression, unpacked. Various methods are employed, of which the following are examples : One method is to interline the translation on the cable form itself, using a different colored ink or the typewriter. Another method is to attach to the cable itself a typed or hand- written slip containing the translation only. Still another is the use of regular printed forms that are used in some offices for this purpose. SUGGESTIVE EXERCISES What is a reversible cable address and what are its advantages? What is a registered cable address and what are its advantages ? Why are private codes used? Name some of the well-known code systems. What is meant by "unpacking" a message? Describe briefly how it is done. SECTION 5 WRITING THE MESSAGE Composing the Message In composing a telegram or a cablegram, three points must be borne in mind — brevity, legibility, and clarity, although the clerk may find himself responsible for the second only. Brevity. — It is a saving of money to have the messsage brief, and that message is exceptionally well constructed that is both OFFICE TELEGRAMS AND CABLEGRAMS 167 clear and brief; but clearness must never be sacrificed for brevity. However, the problem of solving the expense of cabling makes the question of brevity one of great importance, and the various code systems meet this situation. Legibility. — Telegrams and cablegrams are either typewritten or handwritten. As business houses preserve duplicate copies of all papers sent out, typewritten messages are used whenever possible. A careful clerk will find it desirable, therefore, to typewrite and tabulate messages as follows : Telegram March 1 1917 Jones & Company 17 State Street Chicago Illinois Erskines arrive Chicago Friday ten P.M. Reserve two rooms Blackstone Arthur Brown Cablegram March 1 1917 Notromco London Acids Ritz Carlton Spray Sprig Brown Brothers John Smith Messages so spaced will show at a glance the number of words used, and will make it easier to check telegraph and cable bills when rendered. As it is not always possible to have access to a typewriter, the handwritten message is frequently used. Certain methods of doing business make it impossible to use the typewriter. It is, therefore, most important that the handwriting be legible. Clarity. — Clearness is the keynote of the perfect message. A sentence must be so constructed as to convey its meaning when stripped of all punctuation. Punctuation is not transmitted un- less specially ordered and paid for. 168 OFFICE PRACTICE Confirming and Duplicating the Message Triplicate typewritten copies of all telegrams and cablegrams are made in very many offices. Originals. — The original copy, which is written on the tele- graph or cable company's regular blank form, is sent to the local office that receives the message. Some houses have the original message t3^pewritten on a machine equipped with a copying ribbon and then copied in a special tissue letter copying book, using the letter-press for this purpose. This method furnishes a chronologi- cally arranged record of all messages sent out and also facilitates the checking up of monthly statements rendered by the telegraph companies. Duplicates. — One carbon copy is sent with the letter confirming the message, which is mailed immediately. The letter may begin : " The following is in confirmation of our telegram (or cablegram) to you of this date," etc. The enclosure of the dupHcate copy en- ables the receiver to compare it with the message actually received. Triplicates. — The third copy is placed in the office files. Where handwritten messages are the rule, specially bound books contain- ing triplicate sets of telegraph and cable forms are popular. These are furnished free by the telegraph companies. Because of the convenience with which they may be handled, they are equally appropriate for the typewritten form. Repeating the Message If the message to be sent is important, it is customary for the sender to request that it be repeated back. For example, if a St. Louis firm wants some assurance that a telegram sent to its Kansas City branch has been transmitted correctly, it will insert in the upper right-hand corner of the telegraph form, in the box marked " Check," the words " Repeat Back." When the mes- sage has been telegraphed by the St. Louis operator to the Kansas City operator, the former will request the latter to repeat the message back to him. OFFICE TELEGRAMS AND CABLEGRAMS 169 In the case of telegrams, the additional charge is one half the unrepeated telegram rate ; for cablegrams, it is one quarter the regular full rate. Repeating the message practically insures its correct transmission, but no guarantee is given by the telegraph company. If cablegrams are received containing code words that are unreadable, they are referred to as mutilated 77iessages and the incorrect or doubtful words are repeated to the receiver free of charge. SUGGESTIVE EXERCISES Why is legibility an important factor in the writing of messages? What is meant by "repeating" a message? What kinds of messages would you think it desirable to have repeated? Do telegraph com- panies guarantee the correct transmission of repeated messages? What is meant by a "mutilated" message? Why does the modern office preserve copies of its telegrams and cablegrams ? What is meant by "confirming" a telegram, and why is it done? How many copies of telegrams and cablegrams are made in the aver- age office, and why? Your office sends out about 50 cablegrams and 100 telegrams each month. Describe a simple system that will enable you to check up monthly telegraph and cable bills. From the information given below, make triplicate copies of type- written telegrams, using telegraph forms for originals and blank paper for duplicates. Make letter-press copies of the originals, enclose duplicates in letters of confirmation, and file triplicates in files of Office Practice Room : Send a telegram from Chatham, Mass., to the Fall River Navigation Co., Fall River, Mass., requesting the reservation of an outside state- room on steamer leaving Fall River for New York City on Thursday evening, July 14, and stating that check to cover this reservation will follow by mail. Send a telegram from Newport, R. I., to the McAlpin Hotel, 34th Street & 6th Avenue, New York City, requesting the reservation of a suite of three rooms and bath from Thursday morning, October 10, until Monday evening, October 14. Send a telegi-am from San Francisco to the University of Chicago, canceling your reservation of room in one of the dormitories for the term beginning September, 1917. 170 OFFICE PRACTICE SECTION 6 SENDING THE MESSAGE As the telegraph and cable companies do not hold themselves responsible for messages until they have been accepted at one of their transmitting offices, care must be exercised in sending them. Filing the Message Telegraph Messengers. — The telegraph companies will install free in their customers' offices messenger call boxes. The sender of the message merely turns the handle of the call box and within a few minutes the company's messenger arrives. There is gen- erally no charge for this service. The time of the business man and the clerk is saved, but the telegraph companies expressly stipulate that messengers used for this purpose are to be regarded as the agents of the sender of the telegram. In other words, they will provide the messenger, but the customer must assume the risk. Telephones. — A convenient way of fiUng telegrams is to tele- phone them either from a private telephone or a public telephone pay station. This method is sometimes used by business houses. To insure accuracy in telephoning, the message should first be written out and then read to the telephone operator from the written draft. The draft may then be placed in the office files. The telegraph companies regard the telephone operator as the agent of the sender, and hold themselves responsible for the message only as it is received through her. Junior Clerks. — In many offices, a junior clerk takes all mes- sages to the telegraph office and, upon his return, notes on the office record kept for that purpose the cost of the message, the time it was filed at the telegraph office, and his initials. OflBces of the Companies. — Messages are received at the offices of the telegraph companies located in different parts of the larger cities and at the railroad stations of the smaller towns. In cities like New York, Chicago, or San Francisco, these offices are to be OFFICE TELEGRAMS AND CABLEGRAMS 171 found on practically every street in the financial districts. When in doubt, consult the local telephone or city directory. Some of these offices are open day and night, and messages may be taken in at any time. In case they are not open all night, they will, before closing, transmit all messages received either to their desti- nation or to their nearest day and night office. Delivering the Message Messages will be delivered free by telegraph companies within one half mile of the company's offices in towns of 5000 or less. They will be delivered free within one mile of the company's offices in larger cities and towns. Beyond these limits, the actual cost of deHvery is charged. The sender can arrange to have the company report delivery of a message by adding after the address " Report Delivery." These words are charged for and the report of delivery will be made by a " collect " message. SUGGESTIVE EXERCISES Why do some firms prefer to send messages to the telegraph' office by a clerk rather than by the free messenger service ? Describe one method of ascertaining the location of the nearest branch telegraph office to your place of business. You are visiting at a bungalow located in a village nine miles from the railroad station, where the local telegraph company has its office. There is no telephone in the bungalow and your father is obliged to telegraph you. What precautions must he observe in sending the tele- gram if he wants to be assured that you will receive it ? SECTION 7 PAYING FOR THE MESSAGE The average business house has its monthly account with the telegraph and cable companies, and has its own sj'-stem for keep- ing records of outgoing messages. The methods referred to in the section on Writing the Message are the simplest and may be said to be the fundamentals of any system of keeping records of 172 OFFICE PRACTICE this kind. The different systems in vogue in different business houses are merely modifications or ampUfications of this. In making up telegrams and cablegrams, the cost must always be borne in mind. The following points are important. How Telegrams are Counted and Charged For Date, Address, and Signature. — The date (which includes the name of the place and the date when the message is filed with the telegraph company), the address, and the signature are not charged for in this country. In foreign countries, however, the rule is to charge for every word that occurs in the telegram. Extra Words in the Date, — When a message originally ad- dressed to a person at one point is forwarded to him at another point, the name of the state and place in the state where the message first originated and the word " Via " are charged for. For example, a message originally filed at a telegraph office in Chicago on November 20, addressed to Milwaukee, and for- warded from Milwaukee to St. Paul, will, when forwarded, be dated " Chicago, III., via Milwaukee, Wis., November 20." The words in italics are charged for as a part of the message. Extra Words in an Address. — Words added to an address, such as " Personal," " Attention Mr. Harris," etc., are charged for as a part of the message. In alternative addresses, the additional words constituting the alternative, indicated by italics in the following examples, are charged for : John Smith, 80 Wall Street, or 111 Broadway, New York City.- John Sinith, or James Brown, 80 Wall Street, New York City. John Smith, 1911 Broadway, or James Brown, 61 Wall Street, New York City. A message addressed, for example, to "W. Brown, 197 Broad- way, and B. Wells, 60 Exchange Place, New York City," or "W. Brown and B. Wells, 197 Broadway," wiU, in each case, be charged- for as two messages. When three names similarly appear in the address, it will be charged for as three messages, etc. , such addresses indicating that delivery is to be made to each of the addressees. OFFICE TELEGRAMS AND CABLEGRAMS 173 Extra Words in Signatures. — Where there is more than one signature in a telegram, all, except the last signature, are charged for. And all additional words, including addresses, after the last or only signature, are also charged for as extra words. General Provisions Governing the Count of Telegrams. — The following extract from one of the Western Union tariff books shows how words and figures are counted and charged for : Dictionary words taken from one of the following languages, namely EngUsh, German, French, Italian, Dutch, Portuguese, Spanish, and Latin ; initial letters, surnames of persons, names of countries, counties, cities, towns, villages, states or territories, or names of the Canadian provinces, will be counted and charged for each as one word. Abbre- viations of the names of countries, counties, cities, towns, villages, states, territories, and provinces will be counted and charged for the same as if written in full. Excursion (English dictionary) 1 word Herzlichen Glueckwunseh (German dictionary) ... .2 words Nous arriverons dimanche (French dictionary) 3 " Dolce far niente (Italian dictionary) 3 " Mijne groete aan mevrouw (Dutch dictionary) 4 " Tudo esta perdido (Portuguese dictionary) 3 " Un eabello haze sombra (Spanish dictionary) 4 " Errare est humanum (Latin dictionary) 3 " G. W. E. A. (Initials) 4 " Van Dome (Surname) 1 word McGregor (Surname) 1 " O'Connor (Surname) 1 " DeWitt (Surname) 1 " W. H. Brown, Jr 4 words United States (Country) 1 word Red Hill (County) 1 St. Louis (City) 1 East St. Louis (City) 1 Red Bud (Town) 1 South Orange (Village) 1 New York (or N. Y.) (State) 1 District of Columbia (or D. C.) 1 Nova Scotia (or N. S.) (Canadian Province) 1 174 OFFICE PRACTICE Abbreviations of weights and measures in common use will be counted each as one word. Figures, decimal points, punctuation marks, and bars of division will be counted, each separately, as one word. In groups consisting of letters and figures each letter and figure will be counted as one word. To pre- vent liability to error, numbers and amounts should be written in words, but the message will be accepted as written if the customer refuses to make the change. The sender's attention should be called to any punc- tuation marks appearing in the body of the message and told that if he desires them transmitted they will be included in the count and charged for. In ordinal numbers the affixes st, d, nd, rd, and th will each be counted as one word. Lbs. (Abbreviation of weight) 1 word Cwt. ( " " " ) 1 " Hhds. ( " " measure) 1 " 10000000 (Figures) 8 words Ten milUons (Amount expressed in dictionary words) 2 4442 (Figures) 4 44.42 (Figures and decimal point) 5 743/4 (Figures and bar of division) 5 A 1 (Letters and figures) 2 42B618 ( " " " ) 6 A3GHF ( " " " ) -..5 1st (Ordinal number and affix) 2 10th ( " " " " ) 3 No. 185 West 22d St 9 Exceptions " " (quotation marks) 1 word ( ) (parentheses) 1 " All groups of letters, when such groups are not dictionary words of one of the eight languages above enumerated, or combinations of such dictionary words, will be counted at the rate of five letters or fraction of five letters to a word. When such groups are made up of combinations of dictionary words of one of the specified eight languages, each dic- tionary word so used wiU be counted as one word. To facilitate the checking of messages by receiving operators, in eases where irregular code words are counted double, domestic messages con- taining such words will bear a double cheek: as for instance, "21/17 OFFICE TELEGRAMS AND CABLEGRAMS 175 paid," — the first group of numerals representing the number of charge- able words and the last, the number as written by the sender, — if sent collect the check will be "22/18 collect" : Ababa Hhgga Egadol ( Ccghxo ( Dutimerodal ( Gghrecexqdr ( (Artificial group of ( 5 letters) 1 word 5 " ) 1 " 6 " ) 2 words 6 " ) 2 11 " ) 3 11 " ) 3 Dothe (Improperly combined) 2 Itis ( " " ) 2 Allright (or alright) (Improperly combined) 2 Havyu (2 dictionary words purposely mutilated and improperly combined) 2 " Navy-yard (Dictionary) 1 word Can not (Cannot or can't) 1 word Exceptions A.M 1 word P.M 1 F. O. B. (or fob) 1 C. O. D. (or cod) 1 C. I. F. or C. F. I. (or cif , or cfi) 1 C. A. F. (or caf ) 1 O. K 1 Per Cent (or percent) 1 % 1 How Cablegrams are Counted and Charged For In writing cablegrams, the sender must keep in mind the rules according to which the words are counted and charged for. Address, Text, and Signature. — All words in the address and signature, as well as all words in the text, are charged for. The address of every cablegram must consist of at least two words — the name of the addressee (or his cable address) and the name of the place of destination ; as, Smith, London. Languages — Plain, Code, Cipher, and Combinations. — Cable- grams are referred to technically as being written in plain, code, or cipher language, or in combinations of the three. 176 OFFICE PRACTICE Plain language means dictionary words from any language that can be expressed in Roman letters, used in their ordinary sense. In plain language messages, each word of 15 letters or less is counted as one word ; words of over 15 letters are counted at the rate of 15 letters or fraction of 15 letters to the word. Code words, in cablegrams, may consist of words belonging to. any of the following languages : English French German Itahan Dutch Portuguese Spanish Latin The use of words from other languages is not allowed. Code words may also consist of artificial words ; that is, groups of letters so combined as to be pronounceable in at least one of the above eight languages. Each code word of ten letters or less is counted as one word. No code word of more than ten letters can be accepted. Cipher messages may be composed of groups of figures or groups of letters which do not comply with the conditions of plain or code language. Such groups of letters or figures are counted at the rate of five figures or letters or fraction thereof to the word. Combination messages are made up of plain and code lan- guage, of plain and cipher language, and of plain, code, and cipher language. Here the charge per word is altered. In messages written in a mixture of plain and code language, the maximum length of a chargeable word is fixed at ten characters. In messages written in plain and cipher language, the passages in plain language are counted as plain language, and the passages in cipher language are counted as cipher language. In messages written in a mixture of plain, code, and cipher language, the pas- sages in both plain and code language are charged as code language, and the passages in cipher language are charged as cipher language. General Provisions Governing the Count of Cablegrams. — The following extract from one of the Western Union tariff books shows how words and figures are counted and charged for. OFFICE TELEGRAMS AND CABLEGRAMS 177 When the letters "ch" come together in the spelling of a dictionary word, they are counted as one letter. In artificial words the combination is counted as two letters. Inverted commas, the two signs of the parenthesis, and each separate figure, letter, underUne, or character will be counted as one word. Signs of punctuation, hyphens, and apostrophes are not counted or sent except upon formal demand of the sender, in which case they will be charged for as one word each. Groups of figures will be counted and charged for at the rate of five figures, or fraction thereof, as one word. Decimal points and commas, used in the formation of numbers, also bars of division and letters added to figures to form ordinal numbers, are to be counted as figures and charged for at the rate of five figures, or fraction thereof, as one word. Words joined bj^ a hyphen or separated by an apostrophe are counted as so many separate words. Abbre\'iated and misspelled words and illegitimate compound words and words combined in a manner contrary to the usages of any of the languages authorized are inadmissible. The following examples wiU determine the interpretation of the rules to be followed in counting : . In the Text In the Address Alright 2 words Responsibility (14 letters) 1 word Unconstitutional (16 letters) 2 words A-til 3 " Aujourdhui .1 word Aujourd'hui 2 words Newj'ork 1 word New York 2 words 1 word Frankfort Main 2 " Frankfurtmain 1 word Starokonstantinow (Town in Russia) 2 words Emmingen Hannover 2 Emmingen Wurtemberg 2 Van de Brande 3 Vandebrande 1 word Dubois 1 Du Bois 2 words Hyde Park 2 " Hydepark (contrary to the usage of the language) 2 Hydepark Square 2 N 178 OFFICE PRACTICE In the Text In the Address Saintjames Street 2 words Saint James Street 3 44| (5 figures and signs) 1 word 444,55 (6 " " " ) 2 words $100 2 " Onehundred dollars 2 lOfr. 50 3 " 11 h30 3 " 44 1 word 44/2 1 " 2% 1 " Two hundred and thirty four 5 words Twohundredandthirtyfour (23 letters) 2 " State of Maryland (name of ship) 3 " Stateofmaryland ( " " " ) 1 word Emvthf (6 letters) 2 words ^ (trade mark) 1 word n — " 1 word m CHF45 (trade mark) 1 word The business is urgent, start at once (7 words and 2 underlines) 9 words. Send reply (if any) by mail (6 words and parenthesis) 7 Explain "reversal" (2 words and inverted commas) 3 " SUGGESTIVE EXERCISES From the code words given below, make up ten typewritten cable- grams (three copies of each). Each cablegram must have : a. Fictitious registered cable address, h. Plain and code words, c. Your own signature, d. Translation interlined in red ink on original copy, e. Number of words charged for noted in red ink in lower right-hand corner of original copy. ADDRESS Aback Address letters to care Abaft Address letters to Poste Restante. OFFICE TELEGRAMS AND CABLEGRAMS 179 Abase Address until Abash Can you give me the address of Abate Care of Abbey Care of agent Line, at Abeam Care of agent Line at this place. Abets Care of the correspondents of at Abide Have changed address to Abies Have sent letter to your last address. Abler How long shaU you remain at ? Abode How long shall you remain there? Aboma Letters were addressed to Abort My cable address is registered at ; any messages sent there will be forwarded to me at once. About Next address will be Above Please send letters to general Post Office (at ) to be held till called for. Abuse Please send letters to until Abysm Please send letters to this place until Abyss Please send letters to this place until further advice from me. Ached Send all letters to me at Acids Send all letters to me care of Acorn Send all telegrams (cables) care of Acrid Send aU telegrams (cables) to me at Acted Send all telegrams (cables) until care of Actor Send all telegrams (cables) until further advised to me at Acute Send all. telegrams (cables) until further advised to me here. Adage ShaU remain here until Adams Shall remain here until and then go to Adapt Shall remain there until Added Shall remain until Adder Shall remain there until and then go to Addle Telegraph (cable) everywhere and try to find him (her). Adept To what address was letter sent? Adieu To what address shall I send? Admit Was last at following address. ARRANGEMENTS Alien Shall I arrange? Alike Will arrange for your return. Align Will make arrangements. 180 OFFICE PRACTICE ARRIVAL Alive Am awaiting arrival of Alkyl Arrived all right. Allah Arrived all right, address letters to care of Allay Arrived all right, telegraph (cable) me in care of Allow Arrived all right, pleasant passage, advise friends. Aloes Arrived all right, pleasant passage, am writing. Aloft Arrived all right, pleasant passage, will write. Alone Arrived — all well — splendid passage — address letters to .... Along Arrived — all well — address letter to care of Aloof Arrived — aU well — pleasant voyage — telegraph (cable) me at Aloud Arrived — all well — had stormy passage — was very sick. Alpha Arrived — all well — had stormy passage — telegraph (cable) me at Altar Arrived — all well — stormy passage — proceed at once to .... Amain Arrived here all well, pleasant passage. Amass Arrived here all well, stormy passage. Amber Arrived here all well, am leaving for Amble Arrived here aU well, leaving for home at once. Ambry Arrived here all well, leaving for home shortly. Amiss Arrived here to-day Amity Await arrival of friends. Among Await arrival of steamer. Amuse Await arrival of baggage. Angel Await my arrival. Anger Do not await arrival of Angle Do not await my'arrival. Angry Do not expect to arrive before Anhal arrived to-day. Anhil and arrived to-day. Anile Expect to arrive Anima Expect to arrive home about Anise Has not arrived. Ankle Have just arrived here. Please wire what you have to com- municate. Annal On arrival here find it best to make a change of route, and there- fore go to at once. Annex Shall I await arrival? Annoy Shall not await arrival of Anode When will you arrive? OFFICE TELEGRAMS AND CABLEGRAMS 181 Antic Anvil Apart Aphis Apium April Apron Arabs Ardor Arena Argue Argus Arise Armed Aroma Arras Array Aryan Aside Asked Spray Sprig Spurn Spurt Squab Squat Squid Staff Stack Stage Stair Stake Stale Stalk Stall Stamp BAGGAGE Baggage has arrived. Baggage has not arrived. Baggage has been lost. Baggage has been found. Baggage has been sent. Baggage has not been sent. Baggage will be sent. Detained here awaiting baggage. Discovered at railway station. Has baggage been sent? Has the (your) baggage been found? How was it marked? How manj^ pieces of baggage? Describe same. Leave heavy baggage behind. Send baggage here. Send baggage to Send baggage to care of When was baggage sent? When will baggage be sent? Where was baggage sent? MONEY Letter of credit lost. Require funds for immediate needs. Make it payable to the order of Make it payable to mj^ order. Money has been received (through). Money has been sent through ; acknowledge receipt by cable. Money has not been received. Send further remittance. Money received. Require further amount (of). Money required for Money .sent you by mail on Have you received it? If so, why do you require more? Money was sent by mail. Money was sent by mail to care of Money was sent by cable. Money was sent by cable to care of Money was sent ; have you received it? No more money will be sent. On whom and for what amount shall I draw? 182 OFFICE PRACTICE Stand Start State Stave Stead Steak Steal Steam Steel Steep Steer Stern Stick Stiff Stile Still Sting On whom shall I draw? Or equivalent in sterling money. Please open credit in my favor by telegraph (cable) through for sum of Wire to me when it is opened, as I wish to draw against it at once. Please protect my draft on for amount of Remit as soon as possible. Remit by cable through Remit by mail through Remit immediately^ Require more money ; send by mail. Require more money ; send by cable. Send by first mail. Send by first mail letter of credit for Send by first mail draft for addressed to me at Send cable transfer through for Send credit by mail to me at Send credit by mail to me at this place. Send draft for amount of postage. Swath Swear Sweat Sweep Sweet Swell Swift Swill Swine Swing Swipe Swirl Swiss Swoon Swoop Sword Syrup Tabby PASSAGE Secure first class passage for wife and self on S. S. . Secure second class passage for Secure second class passage for wife and self on S. S. Send draft for amount of passage. ShaU sail (start) from ShaU sail (start) from Liverpool Shall sail (start) from London Shall sail (start) to-day. Shall sail (start) to-morrow. Shall sail (start) Sunday. Shall sail (start) Monday. Shall sail (start) Tuesday. Shall sail (start) Wednesday. Shall sail (start) Thursday. Shall sail (start) Friday. Shall sail (start) Saturday. REMAIN Better remain where you are. If possible, wish to remain another month. OFFICE TELEGRAMS AND CABLEGRAMS 183 Table If possible, wish to remain another week. Taboo If possible, wish to remain until Tacit If possible, wish to remain weeks longer. Tacky Remain longer if it will pay to do so. Taffy Remain until if it will pay to do so. Taint Shall remain here until Tales Shall remain here until and then go to Talks Shall remain there until Tally Shall remain there until and then go to Talon Shall remain until Talus You are not needed at home. Remain longer if it will pay to do START Tansy Better start for as soon as possible. Taper Better start for home as soon as possible. Tardy But do not start Tarry But do not start until Taste Cannot leave here at present. Will advise you before I (we) start. PART VI OFFICE TIME AND LABOR SAVERS Section 1 Machines for the Correspondence Department Duplicating Machines Addressing Machines Mailing Machines Dictating Machines Section 2 Machines for the Financial Department Calculating Machines Billing and Computing Machines Statistical Machines Section 3 Miscellaneous Machines SECTION 1 MACHINES FOR THE CORRESPONDENCE DEPARTMENT How interesting it would be to have before us a picture of Charles Lamb doing his day's work as a clerk in the house of the famous East India Company. It would not portray a man seated at a typewriter, taking dictation from an employer. It would give us rather a quaint old character, holding quill to parchment, and penning forth his communication with all the care and atten- tion that an artist brings to bear upon a canvas. Let us turn from this possible picture to a real picture of the business office of to-day. When the business office of thirty years ago banished the hand- written letter and enthroned the typewriter, men felt themselves very far removed from that office of Lamb's day ; yet to-day we feel ourselves equally far removed from that office of thirty years 184 OFFICE TIME AND LABOR SAVERS 185 ago, for the typewriter is only one of the numberless time and labor savers that have come to stay. What has brought about this marvelous change? It has been caused by the practical application of the old adage that " Time is money." When business developed so that handwriting could no longer serve it efficiently, the typewriter was invented. With the in- vention of the typewriter and other labor-saving devices, business continued to grow. The time saved permitted the business man to explore territory still untouched. This continuous growth of business calls for newer and more efficient time and labor savers, and hardly a year passes that does not see the birth of some invention designed to serve the business world as it advances. When the story of our century comes to be written, the title will read " The Age of Machinery." Let us consider some of these wonderful time and labor savers of the age in which we Hve ! They may be grouped under three general headings : Machines for the Correspondence Department, Machines for the Financial Department, Miscellaneous Machines. WTiat are machines for the correspondence department ? They are machines that will open, dictate, write, duplicate, address, fold, seal, weigh, stamp, and send the letter in the shortest possible time. We shall consider them in certain groups : Duplicating Ma- chines, Addressing Machines, Mailing Machines, and Dictating Machines. Duplicating Machines When more than one copy of a paper is needed, two things must be considered — the expense of reproduction and the time consumed. A letter may be printed in one of five ways — with a gelatin process, with a stencil, through a ribbon, on a typewriter, or on a printing press. 186 OFFICE PRACTICE Gelatin Duplicators. — It is said that if more than four copies of any paper are needed, the use of carbon sheets is extravagant. What cheaper methods of dupHcation can be used? Gelatin duplicators solve this problem for certain kinds of work in many business houses. They are the cheapest, cleanest, and quickest machines for duphcating papers that need not look like original copies. It requires practically no instruction to operate them. The printing beds are of gelatin. In the older models, the gelatin is poured into molds or pans. In the newer models, the gelatin composition is manufactured in strips or rolls, as illustrated. The sheet to be reproduced is either prepared on the type- writer or handwritten, and a special kind of typewriter ribbon or copying ink is used for the purpose. It is placed face downward on the moistened gelatin surface and smoothed into position with the hand or a wooden roller. The paper is allowed to re- main for a few moments until the ink has been ab- sorbed by the gelatin, and it is then removed. Fifty readable copies may be made from this gelatin impression by simply placing clean sheets of paper on the gelatin bed, smoothing them down with the hand or roller, and removing them at once. Mimeographs. — The capacity of gelatin duplicators is limited to about fifty copies. It is claimed that hand-driven mimeographs can turn out 1000 copies and that motor-driven mimeographs can produce 5000 copies an hour. The place of the mimeograph in the office is determined by the type of business that requires it. Many houses and institutions Courtesy of Graphic Duplicator Company Gelatin Duplicator OFFICE TIME AND LABOR SAVERS 187 cannot get along without it. It will produce sharp, clean-cut, and accurate copies^of typewritten or handwritten papers. The machine is easy to understand and simple to operate. It calls for the use of a stencil, either wax or dermatype. On this is written or typewritten the matter to be mimeographed. The Courtesy of A. B. Dick Mfg. Co. Mimeograph prepared stencil is then transferred to the mimeograph cylinder and the copies run off. Multigraphs and Automatic Typewriters. — Multiple typewriters may be divided into two classes — multigraphs and automatic typewriters. Multigraphs. — The popularity of the form and the follow-up letter as a means of keeping in touch with the customer, or the pros- pect, has produced the mailing list that to-day runs into thou- sands of names. Circularizing is a fine art in the business world, 188 OFFICE PRACTICE for the personal interview must necessarily be limited. The business man may not have time to see the salesman, but he will glance at his letter. That glance may do the work. The well- dressed letter usually receives the same attention that commonly characterizes the well-dressed man. How to clothe this letter with a minimum of expense is a problem that must be confi'onted. Gelatin duplicators are out of the question, and very frequently mimeographs are also. Carefully written original typewritten Courtesy of American Multigraph Sales Company Printing Drum of Multigraph letters are time consumers, and the element of cost must be con- sidered. This is where the multiple tj^pe writer becomes of value. These multiple typewriters, or multigraphs, as they are called, are really office printing machines that will type, at one operation, through a ribbon, an unlimited number of letters. These machines are so constructed that it is possible to regulate the impression to the exact touch of the typist who fills in the salutation, and only the general tone of the letter itself reveals that it is a form. If a pen signature is desirable, it is possible, by means of a signature OFFICE TIME AND LABOR SaVERS 189 attachment, to sign the name in writing fluid, in any color and in any position, at the same time that the letters are being multi- graphed. This illustration shows the type transferred to the printing drum of the machine. Automatic Typewriters. — Another type of duphcating machine, used in some of the large dry-goods houses, is the automatic type- writer. This machine is built on the player piano principle, and a regular typewriter is part of the equipment. Its construction is novel. By means of perforated stencils placed in the machine, names, addresses, dates, and special notations may be made in the body of each letter. A single operation produces a finished letter. This is a distinct advantage over the multigraph type of machine, where the name, address, or special notation must be filled in afterwards. Letter Copiers. — Caring for copies of letters intended for the office files was covered so fully in the sections on outgoing mail and office records (pages 16-65 and pages 66-112), that it is not necessary to discuss this subject here. We know that the method of duplication employed is either the carbon copy or some form of letter-press. SUGGESTIVE EXERCISES Name the five different types of machines that wiU print a letter. Name six uses to which a gelatin duplicator may be put. Define the following parts of your mimeograph : cylinder, cylinder handle, flannel pad, inking box, inking valve, release button, impression roll, "On" and "Off" plate, registering meter, paper shelves. Explain the difference between a wax and a dermatype stencil. If you were explaining the operation of your mimeograph to an office boy, what three parts would you consider of greatest importance? Outhne the steps to be followed in preparing and typewriting a wax and a dermatype stencil. Define the following parts of your multigraph : supply drum, type channels, reserve channels, empty channels, pointer, type scale, printing drum, setting the type, locking the line, marginal bands, raising or lower- ing the impression, chaser, impression roll handle, taking carbon proof, correcting proof, registering meter. 190 OFFICE PRACTICE Given the following pieces of work and your choice as to the method of dupUcation to be used in each case, which would you select ? a. 100 circulars to be sent to wealthy women, asking them to become members of a committee on civic improvements ; b. 5000 circulars on fire prevention, to be distributed to school chil- dren ; c. 50 circulars warning employees against lateness ; d. 150 copies of a circular from the principal of your school to the teachers ; e. 150 copies of a circular, offering a valuable antique for sale. Only wealthy men interested in art will be circularized, and it is desirable to have them feel that they are receiving original letters. Your mimeograph is turning out blurred copies, dark in one spot and light in another. Give three reasons for this. Write a letter to the agents of your mimeograph, mentioning that some part of the machine is out of order and that you wish to have it repaired. Write the same kind of letter to the agents of your multigraph. Addressing Machines The handwritten business envelope is as obsolete to-day as is the handwritten business letter ; yet even the typewriter, modern as it is, is not considered always an economical solution of the envelope and card problem. It has been said that the backbone of almost any business is its list of names. These lists often take years to build up. Now a hst of names is valuable only when it is absolutely accurate and legible and when it can be handled with ease and rapidity. This question of handling addresses with ease and rapidity has pro- duced the addressing machine. An addressing machine is a machine used, as the name indi- cates, to address envelopes and cards of any kind, in cases where large numbers are to be mailed. Machines of this type are used for envelopes, wrappers, mailing cards, club notices, announcements, folders, premium notices, receipts of all kinds, index tabs, shipping tags, bills, statements^ pay rolls and pay-roll envelopes, time sheets, loose-leaf ledger sheets, clock cards, and for a hundred and one other forms. OFFICE TIME AND LABOR SAVERS 191 The equipment needed includes an addressing machine, address plates, and a specially constructed filing cabinet to hold these plates. Address plates are of two kinds — stencils that can be cut on the office typewriter and metal plates with raised letters. Metal Courtesy of Addressograph Company Addressing Machine plates are cut either on a small machine (the graphotype) that accompanies the equipment in some cases, or they are embossed by the firm that sells the machine. When not in use, the address plates are filed in either alphabetic, geographic, or subject order, according to the system of filing used. 192 OFFICE PRACTICE Metal Plate These machines are either foot or motor-driven, and they have safety devices. From the standpoint of filing, they possess one very practical feature. A filing drawer filled with plates may be emptied into a machine, and the drawer placed in position to receive the plates as they drop into it. When the plates have addressed the envelopes, it will be found that the machine has 1^ ^ automatically returned ! i D" Kansas, crty^l] them to the filing drawer in exactly the same order in which they left it. Special gauges make it possible to address envelopes or papers of any width or length, and repeating devices make it possible to address one, two, or numberless copies of one name and address. Information placed on the regular stencil or plate, but not wanted, may be auto- matically cut off by a device that will make it impossible to print. SUGGESTIVE EXERCISES Write a letter to the firm from which you purchased your addressing machine, asking that a repair-man call and repair some particular part that is out of order. State some of the uses to which an addressing machine may be put in a publishing house. Define the following attachments : envelope gauge, repeating devices, magazine, metal plates, stencils, cut-off. Mailing Machines As the sections on incoming and outgoing mail cover very fully the opening, folding, sealing, weighing, stamping, and sending of letters, it is not necessary to do more than refer to these sections here. (See pages 1 to 65.) OFFICE TIME AND LABOR SAVERS 193 SUGGESTIVE EXERCISES Describe briefly the types of machines that wiU open, write, dupli- cate, address, fold, seal, weigh, stamp, and send a letter in the shortest possible time. Dictating Machines In offices where one stenographer must take the dictation of many men, or where men may be obhged to dictate before or Courtesy of Columbia Graphophone Company Dictaphone after regular office hours, or where the stenographic work is routine in its nature, dictaphones or phonographs are used. These machines are really mechanical dictators and they have many advantages. 194 OFFICE PRACTICE SECTION 2 MACHINES FOR THE FINANCIAL DEPARTMENT What are machines for the financial department? They are the machines that will do the mental arithmetic of the office and do it with a minimum of errors. They are the most wonderful of all. Running the financial department of a business house without proper mechanical equipment is like attempting to handle corre- spondence without the aid of typewriters. It cannot be done. The business man realizes that the assembhng of figures — addi- tion, subtraction, multiplication, or division — is just as much the work of a machine as is the writing of letters. This does not mean that a knowledge of mathematics and prac- tice in calculations is not necessary. Your mathematics has trained you to think and to reason, and no machine can do that for you ; but it can minimize greatly the strain that would other- wise be placed upon your thinking and reasoning faculties. The mechanical accountant is your ever-ready assistant — not your master ! These machines fall naturally into three groups — Calculating Machines, Billing and Computing Machines, and Record Keeping Machines. Calculating Machines It is said that the auditing of one day's business in such stores as Marshall Field & Company, John Wanamaker, and Gimbel Brothers involves the adding and totaUng of anywhere from 50,000 to 150,000 sales checks, and that this great volume of sales is handled rapidly and accurately by a comparatively small force of clerks. How is this possible? The calculating machine is the answer. Machines of this type are referred to as Listing and Non-Listing. Listing Machines. — Listing machines have two very distinct and definite functions, both performed simultaneously by the same operation. They will write down, or fist, figures just as OFFICE TIME AND LABOR SAVERS 195 rapidly as a typewriter will write figures ; and they will automati- cally add the figures they write down and be ready, by the mere operation of a handle, to print the total which has been accu- mulating in the machine during the writing operation. Courtesy of Burroughs Adding Machine Company Listing Machine These machines will also subtract, multiply, and divide ; but as the entire process in each operation by which the result has been arrived at is Usted, it is not always practicable to use them in this way. Where written records of figures and totals are wanted, the listing machine is used. 196 OFFICE PRACTICE Non-Listing Machines. — Where no written record of figures is required, non-listing machines are used. These are, in the real sense of the word, calculat- ing machines, for they not only add, subtract, multiply, and di- vide, but they give what is really wanted — the answer, and they give it in the shortest possible time. These listing and non-listing machines are in no sense com- petitors. Where the process by which the result has been obtained is wanted, the lister is used. Where the result only is wanted, the non- lister is used. In most of the larger business houses, both kinds are absolutely necessary. Courtesy of Felt & Tarrant Mfg. Co. Non-Listing Machine (Comptometer) SUGGESTIVE EXERCISES How would you check calculations on a non-listing machine? What operation of a Usting machine actually places the figures on the paper ? Why are multiplication and division not very desirable features of listing machines? Define the following terms : listing, non-listing, total key, sub-total key, repeat button, non-add button, clearing the machine. If you were asked to cheek up the items in a salesbook, figure dis- counts, etc., what kind of calculating machine would you use? Write a letter to the agents of your calculating machine, asking them to call and repair some particular part that is out of order. Billing and Computing Machines The necessity for legible and accurate records has produced the combination billing and computing machines that are used in the financial departments of all business houses. OFFICE TIME AND LABOR SAVERS 197 These machines are really very strongly built typewriters equipped A\ith adding and subtracting registers, or totaUzers. One machine on the market includes a device that will multiply Courtesy of Elliott-Fisher Company Bookkeeping Machine and divide. For billing, order entry, or other work in w^hich wait- ing, adding, and subtracting are done, they cannot be surpassed. They are used by bookkeepers, and they will do any kind of 198 OFFICE PRACTICE statistical work, make up pay rolls, departmental records, insur- ance records, and analysis sheets ; and they will write the letters and notices that may be needed to accompany monthly state- ments. The machine illustrated shows a flat platen. Here the book or loose-leaf card upon which the entry is to be made is placed under the machine. There are on the market other types of machines that will hold only the grades of paper that can be inserted in a regular typewriter. The first is primarily a book- keeping machine ; the second is most valuable where the making of bills and statements is part of the stenographer's clerical work. SUGGESTIVE EXERCISES What is meant by the totalizer or the register of a billing machine ? Describe the operation of totaling and clearing your billing machine. Name the device on your billing machine that will enable you to add without registering the result on paper. Write a letter to the agents of your billing machine asking them to call and repair it, stating some particular part that needs attention. Statistical Machines The compilation of records usually involves the expenditure of a great deal of money and time. A business house may want to know just what it costs to do a certain kind of work in its factory. There are machines that will gather information that will answer these questions. They are, naturally, expensive and they are not to be found in all offices. One of these machines — the Hollerith — may be described as an electrically operated, automatic, multiple adding machine. Figures representing statistical information are punched into small oblong- shaped -cards by means of a hand-operated perforating machine. They are then sometimes put through a second machine, known as a sorter, which re-groups them. Next they are placed in a hopper and automatically run through the principal machine, the dis- tributor, which takes off the figures from these cards and throws them on to a number of sets of adding wheels, which count and OFFICE TIME AND LABOR SAVERS 199 total them at the same time. The final additions are shown on dials, from which they can be transcribed by hand to paper. The illustrations show the distributing machine and the card that is used. Courtesy of Computing-Tabulating-Recording Company Distributor 11)1 2 2 2 2 3 3 3 3 4 4 4 4 5 5 5 5 6 6 6 6 7 7 7 7 1 11 11 ^ 2 2 2 2 3 3^3 3 3 4 44 4 4 5 5!5 5 5 6 6 6 7 7 7 S 8 8 8 8 9 9 9 9 9 1 1 1 2 2 2 3 3 3 4 4 4 5 5 5 G 6 6 7 7 7 'ill 2 2 2 is 3 -3 ^4 4 4 5 5 5 6 6 6 7 7 7 1 1 1 2 2 2 3 3 3 4 4 4 5 5 5 6 6 6 7 7 7 8 8 8 9 9 9 0,0 0.0 ijl 1 1:1 1 2i2 2 2.2 2 3:3 3 33 3 4|4 4 4I4 4 5 5 5:5 5 6 6 6.6 6 7 7 7 7 7 8 8 8:3 6 9 9 9:9 9 1 1 1 2 2 2 3 3 3 4 4 4 5 5 5 8 6 6 7 7 7 8 8 8 9 9 9 ; Card for Hollerith Machine 200 OFFICE PRACTIGE SECTION 3 MISCELLANEOUS MACHINES We enter a building and an elevator takes us to our floor. We open a door and a bell announces us and the door automatically closes behind us. We walk to a time clock and it registers our time. We take our pencils to a machine and it sharpens them. We send a written message from one floor to another and it is pneumatically carried in a tube to its destination, or we have on our desk a machine upon which we may write our message and it is auto- matically reproduced instantl}^ on another floor or in a building some blocks away. We write a check and we have machines that perforate and protect it. We place money in cash registers and they return to us the correct change. We have machines that number books or papers consecutively. We have devices that fasten papers together. We throw coins into a hopper and a machine sorts, counts, packs, and discards mutilated specimens. We place envelopes in a machine and it ties them into packages. In other words, we have elevators, time clocks, pencil sharpeners, Lamson carriers, telautographs, check perforators and protectors, cash registers, numbering machines, paper fasteners, coin counters, pack- age-tiers — and still we have glanced at but a few of the mechanical devices that are used in the business office. Our little excursion into the business office has shown us the importance of special machines. No effort has been made here to give more than very general descriptions of them. There are all kinds of instruction booklets and manuals describing their mecha- nism and their operation. The companies selhng these machines are very willing to show how they should be run. The larger companies maintain service stations for this very purpose. When you find yourself called upon to operate a machine of which you know nothing, obtain a booklet of instructions and study it carefully. If this is not sufficient, and if your office is not in position to give you assistance, call upon the agents of the OFFICE TIME AND LABOR SAVERS 201 machine, or telephone them. And always remember that no machine will do good work if you do not know how to operate it and do not keep it in good condition. SUGGESTIVE EXERCISES Write a brief composition stating why special machines are more necessary in the office to-day than they were thirty years ago. What machine in your Office Practice room do you like best to operate, and why? What machine do you dislike most, and why? PART VII OFFICE REFERENCE BOOKS Section 1 Directories Business Directories Social Directories Miscellaneous Directories Section 2 Reference Books Dictionaries Books of General Information SECTION 1 DIRECTORIES The umbrella is needed only when it rains. We do not carry it with us, but we keep it where it can be found when wanted. This is the case with reference books. The business man does not burden his mind with the memoranda and information not wanted at the moment, but he knows just where to find them. He may, how- ever, be too busy to obtain this information for himself, and the clerk who can relieve him of this work is very often the one who is surest of advancement. No kind of work can surpass this in the development of initiative. The question naturally arises : What kinds of reference books are found in business houses? The answer is simple. Different activities require different kinds of books, and it would be absurd to expect any one to be familiar with all ; but there are general reference books to be found in every office, and special varieties of books to be found in very many offices, and it is with these types that one must be familiar. The books used in the average business office may be roughly classified as Directories and Reference Books. If you want to know the meaning of a word, where do you 202 OFFICE REFERENCE BOOKS 203 look? In the dictionary. The explanation of the tides? In the eneyclopedia. Who sells what you want to buy, and infor- mation regarding people and business ? In the directory. Directories may be divided into three big groups : Business, Social, and Miscellaneous. These are really city catalogues that contain lists of everybody and everything within a city. The information contained in them is most accurate, and many business houses throughout the country purchase directories of various cities, as they are issued, for the purpose of building up their mailing lists. Business Directories Under this classification come theGeneral City, Classified Business, Copartnership and Corporation, and Classified Telephone Directories. General City Directories. — These are alphabetically arranged lists of names, including addresses and occupations, of every one over eighteen years of age ; widows and women who carry on busi- ness ; names of all business houses ; names of partners of firms RENDALIi 11 Jno pres Renalt Contracting Corp h Brentwood N J 11 Maud M real est 2129 Hughes av •1 Robt J (R J Rendall i Co) h J C REXDALL. R J «fc CO (Robert J Rendall, Louis Codry Lepage) Dress Goods Importers 24S, 4th av Tels Gramercy 4956-4957 II Wm stone setter 1221 Gilbert pi 1. Wnn H trav 6 W Faber Inc h Albany Rendalls Cath (wid Jos) h65 Pilte 11 Roger A elk h65 Pike Rendck Jos tailor h426 E67th Rendel Kate (wid Hy) h279. 3d II Louis chauf h279, 3d 11 Max foreman r88 Willet II Saml presser, h88 Willet 11 Saml ctr h279. 3d Reindel Victor E Jeweler h431 ElS2d Rendelia Sandor butcher h355 E95th Rendell Harry M plmbr 70 Fulton h Yonkers N Y 11 Jesse student r860 E161st 11 Lester W mgr Warwick Lace Works h 130 Warfield Bkn M Moses R refiner 134 Chrystle h8£0 E 161st Rendelstein David tailor 195 Chrystle M Morris opr h500 Ellth Render Mlchl elk h328 E34th M Morris opr hl06 Norfolk Rendeso Frank tailor hl98 Av A Rendi Thos barber h42 Av B Rendigs Chas W (S L Silver i Co) 6 E 32(1 RE\K 11 Louise cashr Hy C Langen h948 Houghton av Renke Ernest insp hl511 St Peters av " Geo gro 2030 Bathgate av « Geo T real est 60 £ Kingsbrldge rd .1 Hector A mgr h381 E139th ■ • Marie (wid Alf) hl460 Washn av Renkel Chas A steward h306 W114th 11 Jos v-p-sec Chas Cordts &. Co Inc h3341 Perry av 1' Theo A searcher h6 \V98th " Wm A printer h672 Tinton av Renken Chas elk h758, 10th av n Chas reporter Dow, Jones i. Co h432 Prospect pi Bkn " Frank lab n94 Brandt pi 11 Fredk v-p Mumm Champagne & im- portation Co h572. 1st Bkn " Geo tailor 158 W61st ■ i Hy supt F Wesel Mfg Co h Bkn .1 Hy J insp Dept W S G 4. E hl220 De- catur Bkn M Herman mgr Meta Renken r823, 9tli av 11 Herman gro 111 Washn ■ i Mela gro 823, 9th av Renker Chas C slsma h538 ElSOth ■ 11 Wm J elk r484 E164th Renkin Abr tailor h6 EUTth " Morris elk h6 E117th ■1 Wm tailor 947 Ogden av h211 WI44th Reuko Jacob pdlr h490 E141st Rcnkoff Abr tailor 444 Broome h65 Wlllett 1. Morris hl62 E4th 11 Paul barber 283, 7th hl72 E4th Renkowltz Adolph baker r214 E83d 204 OFFICE PRACTICE and officci-s of })anks and corporations ; registered trade names and their proprietors. They include complete classified business directories arranged by headings in alphabetic order for easy reference ; accurate street Myers Jos G 480 Lex av R1221 Myers Jos G ir 480 Lex av R1221 Naegeli Furniture Co 2098. 3(1 av Natalie Michele 331 E114tti Nazer BeDj 146 Av C Neidermau Gustav 50 Essex Nestler Abr 126, 1st av Neuman & Co 417 Mad av New Idea Furniture Trading Co 369, 3d av N Y Auction Rooms 2315, 8th av N Y Furniture Co 56 Oak N Y Sample Furniture Co 33 E33d Newman Harry 1585, 2d av Notman A H & Co 121 W27th Nyman Israel 1971, 2d av OkeQ Geo 1026, 2d av Olshansky J M 136 Essex Olshansky Louis 883 Jennings O'Neill-Caldwell Co 373. 4th av R802 Ornato Jos 2102, 2d av Ott Jno 1972, 3d av Owen D T Co 34 E23d Packer BenJ 2366 Westchester av Packer Israel 2382, 2d av Panken &. Co 2002 Webster av Parsont Bernard 519 W181st Parsont Morris 1895 Amsdm av Pascale Domlnlck 138 W Houston Pastel Jacob 1963, 3d av Pasternak Harry 119, 8th av Pearlman Harry 119 Allen Pester Saml 156, 1st av Petrosino Lulgi 41 Spring Pion Bros 40 Av B Piser & Co 2887, 3d av Plaza Furniture Co 1(^53, 2d av Podolsky Zelig 194 Delancey Polack Jacob 646. 10th av Pollack Louis 689, 9th av Pompelan Garden Furniture Co 221 W33a Posin Bros 107 Essex Posnick Morris 104 Essex Progress Furniture Co 2492, 7th ay Provenzano Louis 259 E150th Pullman Furniture Co 2009, 3d av Pye Hy B i Co 2918, 3d av Rablnovich Jacob 119 Mulberry Raffa Jno B 228 Chrystie Rand Hyman 68 Willett Randier Morris 191 Allen Reeber's J Sons Co 2595, 3d av Regini Secondo 189 Varick Reinhard G P 22 E54th Reliable furniture Store 1895 Amsdm av Riesik Isidor 1957, 2d av Hiley-Hogan Co Inc 426 W125th AVANAMAKER JOHN NEW YORK Bway to 4th av Bth to 10th TeJ Stuyvesant 4700 (See page 8) Washington Furniture Co 1387 St Nicho- las av / Wassermau Sophia 2430, 2d av Weg Adolph 1064 So blvd Weiler M A 117 W142d Weinbrot Saml 536, 2d av Weintraub Moses 219 Rivington Weisberger M & Co 46 Av A Weisenberg Morris 174 Av A Weiss Jacob 1265, 1st av Weissman Julius 1655, 3d av West Michigan Furniture Co 706, 9th av West Side Furniture Co 162 Sullivan Wisconsin Seating Co 1476 Bway R407 Wolochin Jos 31 Pike Woods F T 353. 5th av R709 Wright Harry K T 480 Lex av R1012 Wucher &. Klarish 1735 Park av Wugher Hy 1048 Franklin av Vablonsky Saml 91 Hester Yorkville Auction House 1901, 2d av Zaruba &. Friedlander 1957, 3d av Zieff Morris 1582 Park av Ziegel Kavey 525 E138th Zimmerman Louis 1548, 2d av Zimmerman Minnie 2621, 3d av Zimmerman Saml 979 Westchester av Zodikaw Ludwig 338 Stanton Zuccaro Salvatore 19 Spring Zweiman David 56 Willett BROOKLYN Lefstein i Rosenfeld 1480 Bway & ,115 Mhtn av EVERGREEN B SCHWARZ FREDERICK J JR 1855 Myrtle av Tel Bushwick 3938, JAMAICA B GRASMANN CO 419 Fulton Tel Jamaica 775 WHITESTONE B MULLEN GEORGE B Zeigler av c Goethe av Tel Flushing 530J Fnrniture Dealers— Second Hand Abrams Morris 2631, 3d av guides and maps of the city; and much general information in regard to the organization of the city departments, railroads, courts, schools, churches, associations, societies, institutions, etc. Cross-indexing is an important feature of all good directories. To know where to find a name, one must first know how its OFFICE REFERENCE BOOKS 205 owner spells it. The name Smith may be spelled by its owner as Smyth, Smythe, Schmitt, or Schmidt. If a furrier whose name you believe to be John Schmitt is wanted, and he does not appear under the Schmitt headings, find the beginning of the heading and ascertain the different spellings given to the name. John Schmitt may prove to be John Schmidt. Again, in finding a name, follow letter by letter the alphabetizing given. If the name Mechlin is wanted, it will be preceded by combinations beginning with Mea and Meb ; and when Mec is reached finally, it will be found that the h in the name itself will be preceded by such combinations as Meca, Mecb, Meed, Mece, Mecf, and Mecg. Classified Business Directories. — While directories of this type are usually included in the general city directories, they are sometimes published as sej^arate directories. All business houses, individuals, and professional men are listed under the headings that best describe them. For a nominal charge, publishers will list names in heavy type. Books of this kind are published in all cities of any size. They represent, in the real sense of the word, buyers' directories, and the information contained in them is very accurate. Copartnership and Corporation Directories. — These are general directories of business firms, partnerships, and corporations GOU 409 GRA Goulden 4 Koch (Chas J Goulden & P Waller Knch) ins. 220 B'way R 22D Goulden 4 Millar (Chas I Goulden & Walter F Gudeon, onlv) Ins. 220 B'way R 22F Goulds Mfg Co (Seneca Falls. N Y) Wm E Dickey. N V manager, pumps. 16 Murray R 6 Gouled Embroidery Works (Union Hill, N J) Felix G Gouled. N Y manager. W9 B'way R 1714 Goulston Irnesl J Advertising Agency (RTN) (Ernest J Goulston) 749 W End av Goupil 4 Co (Paris. France) art. Leopold Dion, N Y manager, 56 W 45th Goussios Ch 4 Co (dissolved) 44 Madison Gousslos Ch 4 Co, Inc (N Y) Christ Goussios Pres, Peter Stavlires Sec. Capital, t3,00D. Directors: Christ Soussios, Peler Stavlires. grocers. 44 Madison Goussios' 4 Balfussos (dissolved) 34 Madison vea A S 4 Co (Audifaco S Gouvea. no Co) importerc. 17 Stale K 910 6ou\ r Buildi ng 1 nc (N Y) Ge r> Hahn Pres. C Be tram Plante Tr eas Capital. $5,000. Dire ctors Ge Hah n. C Bertrs m PI a nte. 97 Va Iter R 210. & 1 Wi liam R 1202 Cou\ emeu Dental Pa rlo (RTN) (name discont nue He nry Gou r Miner >l Co (N Y) lo uis S Begem Pres Ha rn- C Frost T rea Phi lip E laq Je Sec. Ca pital $50,000. Directors-. Loui Phihp E Raqup, Harry C Frost. Jas J Donovan. Fredk B Fuller. Frederic C Marsell. 132 Nassau R 1212 Couverneur Mortgage Corporat'on (N Y) Edwin H Schcvi- ber Pres. Irving Woodworth V-Pres. Hy T Randall Sec Capital. J500.000. Directors: Edwin H Scheuber, Irving Woodworth. Hy T Randall. 15fl_B'way R 25 H Grace Geo ) Dickinson, Wm J Kurth. real estate, 576. 51h 'av R 602 Grace Institute (N Y) )os P Graco Pres. Wm R Grac» Sec, I Lo\iis Schaefer Treas. 149 W (0th Grace Institute (no Inf) 789. 6th av Grace Robert. Contracting Co (Pitlsburgh. Pa) repre- sented by Richd C Crowlev. 170 B'way R 1604 Grace W R 4 Co (Ctl Ins P Grace Pres. Fredk G Fischer Sec. I Louis Sc.iaeter Treas. Capital. $25,000,000. Directors: Mlchl P 4 Wm R 4 Jos P 4 las W Grace. Edwd Eyre. I Louis Schaefer. Lawrence H Shearman. Maurice Bouvier. John S Phifps. 7 Hanover sq Grace i Co (Honora Grace, no Co) gowns. 9 W Wth Gracehull Realty Co (Inoperative) 42 B'way R 1027 Gracepek Trading Co (N Y| Chas Pechner Pres. Cap- ilal. $1,000; further inf unatiainable. 299 B'way R 51» Graceton Apartments. Inc (N Y) Wilfred M Thompson Pres. Eug Foley V-Prcs. Capital. $1,000. Directors: Wilfred M Thompson. Eug Foley. 154 Nassau R 409 Gracia Publishing Co (dissolved) 115 Nassau R 16 Gracie Charles R. Inc (N Y) Clias Deimllng Pre.s. Chas R Gracie Sec. Capital. $5,000. Directors: Chas H Gracie, Chas Delmling, Edwd J Dunn, decorators, 320. 5th av Gracie James. Co (RTN) (Lesiter F Gracie) wood finishers, 287. 8th av Graconcourse Co (N Y) Harry B Cn.imbers Pres. Fredk W Hottenroth Treas. Agnes M Dnian Sec. Capital. JS.OOO Directors: Harry B Chambers. Fredk W Hot- tenroth. Agnes M Dolan. real estate. 261 B'way R 904 Grad 4 Flax (Sami Grad 4 Herman Flax) mineral wa- ters. 311. Jd Gradine Contracting Co (N Y) (dissolved) 13 Park ro* 206 OFFICE PRACTICE John 5765 Chelsea 9422 John 3211 Beeknian4504 Orchard 5966 John 2081 Beeknian2999 John John John Abeel A J 181 Pearl Anier Hair & Bristle Co Tnc 74, 5th av Beaver & Sayctta 254 Pearl Block Bros 281 Pearl Blyizan J & Co 33 Lewis Broverman M & Son 100 Maiden la Caplan S & Co 284 Pearl Cedar B 03 Maiden la Chesnutt Cooper & Co 100 William arranged alphabetically. They give the names of general and special partners in firms ; capital, officers, and directors of banks ; business and manufacturing corporations and insurance com- panies, and the states under whose laws they are incorporated ; registered and unregistered trade names and proprietors ; and the foreign firms doing business in the territory covered by the direc- tories, with the locations of their home offices and the names of their American representatives or agents. These books are published as separate directories only in New York City. In other Bristles, parts of the country the information is included in the gen- eral city directories. Notice the method of arranging the in- formation presented. Classified Tele- phone Directories. — These books contain classified lists of busi- ness houses that are subscribers to the local telephone serv- ice, arranged in al- phabetical order un- der their respective business headings. As buyers' guides they are most valu- able. By simply turning to the head- ing describing the article or service desired, one can find John John John Broad 2940 Franklin 3522 John 3890 Beekinan2547 MadSq 3861 Broad 5976 Beekmfin2745 Broad 5976 Beekman3557 Beek man 3557 John 5297 John 2577 Cortland 2934 Cortland 2934 Beekman 600 470 5023 1997 1 1998 } Cone Fredk H 176 Front 1999 J 1044 Conheim Hermann 70 ',4 Pine Edclmann Elias 27 Front Ooldstone Joseph 335 Bway Hamburger H 177 Pearl Huesmann & Co 47 Cliff JARDINE, MATHESON LTD* 25 Madison av Levy Nathan 116 Broad Marks !( Goodkin 295 Pearl Mistern Import Co 116 Broad Nositzer Barnet 307 Pearl Nositzer Maurice P 307 Pearl Polack Co The Inc 249 Pearl Shapiro B J 56 Pine Smith A C 130 Fulton Toye Samuel & Co 130 Fulton Von Stade F W 73 Beekman & CO. BroherSf General, (See Business Brokers, also Merchandise Brokers.) Brokers, Insurance, (See Insurance Brokers and Agents.) Brokers, Mining, (See Mining Agents and Brokers.) Brokers, Stock, (See Stock Brokers.) OFFICE REFERENCE BOOKS 207 the name of an individual or a firm ready to serve the prospective purchaser. Notice the cross-indexing method used when referring to business activities known under different names. SUGGESTIVE EXERCISES General City Directory 1. Give the street addresses of your largest university or college, high school, pubUc Ubrary, city or town haU, art or natural history museum, general city hospital, police headquarters, and dry-goods store. 2. Name the street or elevated railroad, subway, or trolley that will convey you in the shortest possible time to each of the above buildings from your school. 3. Give the names and home addresses of the City Surveyor, the Sheriff, the President of the Board of Aldermen, the Corporation Counsel, the President of the Board of Health, and the President of the Board of Education. 4. Describe briefly the contents of your general city directory. 5. As an exercise in alphabetizing, select the first four names in your general city directory beginning with the following letters : Me, Ma, Mab, Mac, Mad, Mae, Maf, Mag, Mah, Mai, Maj, Mak, Mai, Mam, Man, Map, Maq, Mar, Mas, Mat, Mau, Mav, Maw, Max, May, Maz. Trans- fer this list of names to cards, placing the surnames first. Shuffle the pack of cards and then rearrange alphabetically. Classified Business Directory 1. Give the names and addresses of five firms classified under each of the following headings : printers, lawyers, builders, exporters, architects, and real estate. 2. What is meant by cross-indexing? 3. Name the different headings under which the brokerage houses of your city are classified. 4. Give the name of the bank located nearest to your place of resi- dence. 5. Name the street or streets upon which your school is located, and state where those streets begin and end. 6. Describe briefly the contents and order of arrangement of the gen- eral business directory you are using. 208 OFFICE PRACTICE Corporation and Copartnership Directory 1. Give the names and addresses of two of your most prominent banks and street car companies, including their officers and their business addresses. 2. Select five firms or corporations doing business in your city, opposite whose names you are able to find the state under which they are incor- porated. 3. What is the meaning of RTN when placed after a firm name? 4. Select five firms after whose names you find the letters TN. 5. Enumerate the points to be remembered in using a corporation or copartnership directory. 6. Describe briefly the contents and order of arrangement of the sec- tion in your directory devoted to copartnerships and corporations. Classified Telephone Directories 1. Give the names, addresses, and telephone numbers of two phy- sicians and dentists whose offices are located nearest to your school. 2. Give the names, addresses, and telephone numbers of the hospi- tal, fire house, and poUce station located nearest to your large public library. 3. An accident happens and a plumber is needed immediately in your home. Select one whose business is within easy walking distance of your residence. 4. What is the value of a classified telephone directory? 5. Describe briefly the contents of the one you are using. Social Directories What are known as social directories are of various kinds. We have social registers, club lists, and blue books. These are really lists of prominent or fashionable individuals, households, clubs, etc., arranged in the most convenient form for reference by people in- terested. One of the best known books of the latter type, published in many of the principal cities of the United States, is Dau's Blue Book. It contains (a) an arrangement by names and addresses of people residing in the more expensive sections of cities, and (6) an OFFICE REFERENCE BOOKS 209 arrangement by streets and street numbers of the same names and addresses. Books of this type are popular with business houses transacting business with people of wealth or prominence. For example, a furrier, wishing to reach a large circle of people, will use the lists compiled by names ; while a florist, wishing to develop local trade, will use the lists compiled by streets. These books also contain theater diagrams and some miscellaneous information. The following illustrate the two methods of listing names : NEW YORK CITY Names Numbers Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Adams, Mr. A. B., Ritz-Carlton Mrs. A. F., 375 Park ave. Miss Agnes, 169W91 Mr&Mrs Ambrose R., 375 Park ave. Miss Alma F. Adams Judge&Mrs Andrew, 572 Mad. ave. Mrs. C, 200W54 Dr&Mrs Calvin Thaver, 43E5S Dr&Mrs Charles, 3E84 Mr&Mrs Charles, 646W158 Dr. Charles F., 104 W73 Mr. D., 28W26 Mr&Mrs Daniel C, 201 W55 Mr&Mrs E. L., 158W58 Mrs. E. McKee, 137E73 Dr&Mrs Edward, 300 Central Park, W. Mr&Mrs Edward Dean, 455 Madison ave. Miss Ruth Adams Mr. Elbridge L., 35E30 Miss Emily Adams Mr. William H. Adams Mr. Elbridge Adams, 2d Miss Evangeline S., 1003-4 Carnegie Hall Mrs. Frances, 337W84 Mr&Mrs Fred., 1 SOW 92 Rev&Mrs Fred Winslow, 120W76 Mrs. T. P. Adams Mr. G. B., Hotel BoUeclaire Mr&Mrs George B., 725 Riverside dr. FIFTH AVENUE— (Con.) 807 KNICKERBOCKER CLUB Mr. Henry F. Eldridge Comdr. Lewis J. Clark Mr. & Mrs. George R. Fearing Mr. & Mrs. George R. Fearing, Jr. Mr. Stuyvesant Le Roy Mr. S. W. Pomeroy Mr. Edwin Main Post Lieut. Joe R.- P. Pringle Mr. Thomas Slidell Mr. Maxwell Stevenson Mr. Robert B. Van Cortlandt Mr. Worthington Whitehouse 810 Mr. & Mrs. Hamilton Fish 811 Mrs. Francis L. Loring 812 Mrs. George C. McMurtry 813 Mrs. Hugh J. Chisholm 815 Mrs. Frederick Baker 815 Dr. & Mrs. John S. Thacher 817 Mr. & Mrs. Raymond Hoagland 824 Mrs. James Powell Kernichan 825 Mr. & Mrs. Clifford V. Brokaw 820 Mr. & Mrs. Henry Mortimer Brooks 833 Mr. & Mrs. William Guggenheim 834 Mr. & Mrs. Frank Jav Gould 834 Miss Henrietta Kelly 835 Mr. & Mrs. Frederick Lewisohn 836 Mrs. Isidor Wormser 838 Mrs. William Watts Sherman 840 Mrs. John Jacob Astor 844 Miss Elizabeth Kean 845 Mr. Grant Barney Schley 845 Mr & Mrs. Kenneth B. Schley 852 Col. Oliver H. Payne 853 Mrs. John E. Parsons 854 Mr. & Mrs. George Grant Ma^on 856 Judge & Mrs. Elbert H. Gary 857 Mr. & Mrs. George J. Gould 858 Mr. & Mrs. Thomas Ryan 871 Mr. & Mrs. Harry Payne Whitney 875 Mr. & Mrs. Daniel Gray Reid 210 OFFICE PRACTICE PROVIDENCE AND ROCHESTER Numbers ADELAIDE AVENUE 43 Mr. and Mrs. Frederick A. Church 44 Mr. and Mrs. Joseph E. C. Farnham 50 Mr. and Mrs. William H. Grafton 57 Mrs. Joseph O. Earle 69 Mr. and Mrs. Herbert J. Astle 79 Mr. and Mrs. Henry Y. Stites 166 Mr. and Mrs. Horace E. Remington 172 Mr. Horace Remington 181 Mrs. Frances T. Daughaday 181 Mrs. George Nicholson 182 Mr. and Mrs. John R. Dennis 196 Mr. and Mrs. Walter P. Sweet 203 Mr. and Mrs. William P. Otis 210 Mr. and Mrs. Henry O. Hinkel 211 Mr. and Mrs. Lodowick H. Tillinghast 212 Mr. and Mrs. Herbert C. Harris 216 Mr. and Mrs. Bradbury Leonard Barnes 222 Mr. Llewellyn G. Angell 222 Mr. James C. Collins 225 Mr. and Mrs. Calvin Dean 232 Dr. and Mrs. Albert L. Morrison 238 Mr. and Mrs. George C. Arnold 239 Mr. and Mrs. Charles E. Hancock 251 Mr. and Mrs. Edwin D. Allen ADELPHI AVENUE 12 Mr. and Mrs. Clarence R. Howe 15 Mr. and Mrs. Everett L. Spencer 23 Mr. and Mrs. Henry L. Slader Names Keller, Mr. and Mrs. Emil E. (Ella Miller) " Colnos," 7000 East avenue, Pittsford, N. Y. Clubs, Mr. 11-41-44; also Detroit Club, Detroit Boat Club, Detroit Athletic Club, Detroit Engineering Society, Detroit Board of Com- merce, American Society Me- chanical Engineers, N. Y. ; American Institute Electrical En- gineers, N. Y. ; Engineers Club, N. Y. ; American Society Ad- vancement of Science, Washing- ton, D. C. ; Duquesne Club of Pittsburgh, Pa. ; and Oakmont Country Club Pittsburgh, Pa. Keller, Mr. and Mrs. Fernando J. (Rose Meinhard) 926 South avenue Clubs, Mr. 7-11-41 Mr. Bert D. Keller Mr. Alexander W. Keller Miss Susie Marie Keller Keller, Mr. and Mrs. J. Michael (Minnie Henry) 1023 South avenue Clubs, Mr. 7-33-41 Mr. Clifford Keller (Cornell) SUGGESTIVE EXERCISES 1. Give the names and addresses of five families in your city whose wealth and social connections have made them prominent. 2. Give the names and addresses of two of your largest hotels, clubs, private schools, and theaters. 3. You expect to open a tea room in your city. Select your location, state why it appeals to you, and name the sources from which you expect to draw your trade. 4. Describe briefly the kinds of information to be found in your blue- books and society registers. 5. A construction company is operating a steam driU at night in the neighborhood of your most prominent hospital. Give the names and addresses of ten residents who Uve within a block of the hospital and who will join its officials in an appeal to the Board of Health. 6. Using your social directory theater diagram, write to one of your theaters for seats you wish to reserve for some particular performance. 7. What residences or places of business adjoin your most prominent club? OFFICE REFERENCE BOOKS 211 Miscellaneous Directories Books of this type are too numerous to discuss fully here. A few will suffice to show how varied they are in scope : General Tele- phone, Trade, Professional, and Institutional. General Telephone Directories. — In the larger cities, the telephone companies revise and issue directories about three times a year. They contain alphabetically arranged lists of subscribers, giving their addresses and telephone numbers. They also con- tain much general information of value to the subscriber — Long Distance rates to well-known cities, locations of public telephone stations, etc. Here are illustrations from the telephone directories used in New York City and its suburbs. CITY Morgan F P Inc, Plstrers, 563 Mott ar Melrose 835 Morgan F W, r, 131 River dr Schuyler 3636 Morgan Frank, r, 53 E 78 Lenox 4643 Morgan Oeo, r, 2338 UniveTSify av.. Fordham 2475-M • Morgan Cfeo E, Lawyer. 59 Wall.. Harwyer 8030 Morgan Geo E, r, 122 Waverly pi Spring 6749 Morgan Geo J, r, 370 W 29 Chelsea 7639 Morgan Geo W, Lawyer, 32 Liberty.. John 4208 Morgan Geo W, r, 310 W 73 Colmbus 3563 Morgan Mis3 Ceraldine W, r, 350 W 14 Chelsea 4661 Morgan H, Real Estate, 39 W 16.. Chelsea 7627 Morgan H C, 206 Bway Cortland 4239 Morgan H R, r, 144 W 105 RIvrside 6320 Morgan H W. r, 96 Haven av Audbon 7254 Morgan Harry 0. ElasticWcb,377Bway Franklin 3789 Morgan J. Ins, 73 Maiden la John 3946 Morgan J, r, 700 West End av Rivrside 1206-R Morgan Mis3 J, r, 247 E 52 Plaza 3017 Morgan Mrs J B, r, 40 E 38 Mury Hil 3535 Morgan J Canby, 1382 Bway Greeley 2542 Morgan J P, r, 71 W 88 Rivrside 6489 • Morgan J P & Co, Bnkrs, 23 Wall. Hanover 5180 Morgan J Pierpont, Library. 33 E 36 Mury Hil 2 • Morgan J Pierpont Jr, r,231Mad av Mury Hil 93 Garage, 211 Mad av Mury Hil 4084 Morgan J S Jr, r, 123 E 36.. Mury Hil 73 Morgan J W, Advtg Agency, 44 E 23 Gramrcy 3177 Morgan James, Lumber, 42 Bway... Broad 6423 Morgan Jas J, 31 Pine John 4585 Morgan Jas L & Co, 25 Broad Broad 6410 Morgan Jay H, Architect, 331 Mad av Mury Hil 4966 Morgan John, ImpI MinIWtrs,343\V39 Bryant 226 Morgan John & Son, Art Class, 6 1 E 9 Styresnt 251 212 OFFICE PRACTICE SUBURBAN ■y^Designates Private Branch Exchange System. Brown Atlee, Expert, Broad RedBank 677 Brown Atlee, RatingExpert,19EBlcl(weI Dover 94 Brown B, Confecy, 603 Harrison av. Harrisori 5467 Brown Mrs B, Midwife, Florida Orv rd PerthAmb 707W Brown Mrs B,Midwlfe,219 N Bruns av PerthAmb 1613J Brown B D, Garage, Broad ,.. Keyport 157 J Brown B D, r, Bergenfleld, NJ Diintont 199W Brown B F, Saloon, 214-3d Elizabeth 417J Brown Mrs B H, r, 21 Rutgers pi Passaic 3034W Brown B S, r, 184 Vrecland av Nutley 956J • Brown Ben B, ElecContr, 12 Mechnc Market 2811 Brown BenJ, r, 73 Washington Bloomfld 3280 J Brown Benj B, r, 259 N 5 BranchBk 1065 Brown Benj F S, Rl Est, W Front.. Keyport 137 Brown Benj F S, r, 94 Main Matawan 274 Bitiwn Mrs Berta, Grocery, Leonardo At! Hilndj 87 Brown Bros, Grocers, 122 Rahway av. Roosevelt 320 Brown Bros, Grocers, 21 Wright. ... Waverly 2009 Brown Bros, Grocers, 182 Bway. . . . SoAmboy 206 Brown Bros, Parquet Firs, 136 N 13 BranchBk 270 Brown Bros, Silk, Hamilton Mill . . . Paterson 4541W Brown Burr R, r, 150 N Mtn av. . . . Montclair 316 Browne A, r, 248 S Broad. Elizabeth 1154 J Browne C, r, Franklin, NJ FklinFiim 26 Browne Clayton, r, 55 Penna av... Waverly 7568 J Brown C E, Sussex Sussex 31F56 Browne F, r, 173 Summit a?, UM.. Montclair 336 J. Brown e F, t, 44 Harrison Morirtwn 574W Brown C H, r, 185 Glenwood av, EC. . Oranoe 1255W Brown C H, r, 46 Beech Ruthrford 692W Brown C H, r, 219-2d Union 1651M Blown C K, r, 32 Ridge rd Ruthrford 366B Browne L, r, 170 Bloomfleld av... Montclair 4075 J Brown C L, r, 28 Cottage SoOrange 87 R Trade, Professional, and Institutional Directories. — Under this heading come the special types of professional and trade directories — directories of directors, banks, lawyers, publishers, physicians, dentists, real estate dealers, dress and suit manufacturers, lumber houses, etc. The illustrations on pages 213-214 show the kinds of information contained in some books of this type. The lawyer, the physician, the bank, the real estate man, and the manufacturer purchase and use these books. Notice the amount of general information compiled in them and how useful this in- formation is to any one interested in a particular person or busi- ness organization. OFFICE REFERENCE BOOKS 213 1670 Texas (1914) POLK'S MEDICAL REGISTER and Am Med Assn; Med Ex- amr Amarillo Natl. South- land, Amicable, ^tna and Prudential Life Ins Cos; Spe- cialty, Gynecology and Sur- gery. Edwards Alvin T, 262, 1874. Owens Robert S. § Todd Charles^ (R), 130, 1896. Todd Jane M (R), 134, 1898. Dallas, Dallas. 105,913. No of Physicians, ^70. Addy E E. 305L, 1913. Anderson John W (R), 302,'85 1718 Jackson. Anderson Monroe,* 807 S Car- roll av. Anthony Frank H (H). 131, 1893. 635 Wilson bidg. Armstrong Verne P (R>, 158, 1876, 1001 Main. Arndt Daniel C (Eel), 262, '02, 1717' Richardson av. ARNOLD THEO L E (R), Univ of Berne, 1875. and Zu- rich, Switzerland, 1885: At- tended Munich, Strasburg. Prague, 1886-1900; Interne Eye Hosp of the Univ of Zurich, Switzerland. and House Surg at Prof Haab's Private Eye Hosp. Zurich; Late Prof of Ophthalmology, Otology and Laryngology Med Dept Univ of Dallas; Mem Staff St Paul's Sani- tarium; Examng Phys Swiss Benevolent Assn; Practice Limited to Eye, Ear. Nose and Throat; Office 601 Wll- son^Bldg. Blair J C (R), 158, 1892. 423 Wilson bldg. Bland Leonard P (R), 304, '04, 4530 Bryan. Block Cecil (R), 305P, 1909. 318 Wilson bldg. BLOUNT EDWARD A. JR (R), Coll of Phys and Surgs in the City of N Y, 1896; Special Course in Skin Dis- eases, Paris, Berlin and London, 1897 to 1899; Visit- ing Dermatologist to Char- ity Hosp N O; Clinical In- structor in Skin Diseases N O Polyclinic; Asst Lecturer on Dermatology Tulane Univ, New Orleans, 1899 to 1901; Dermatologist to Baptist Memorial Sanitarium; Prof of Dermatology in Baylor Univ, Coll of Med. 1901 to 1911; Practice Limited to Skin and Genito-Urinary Dis- eases; Office Hours 10 a m to 12 m, 3-5 p m; Tel Main 4707, Suite 422 Wilson Bldg. BLUITT BENJAMIN E, M D (R), Meharry Med Coll, Nashville. Tenn, 1888; Phila Polyclinic Hosp, 1901; Mem Lone Star Med, Dental and Pharmaceutical Assn of Tex- as; Surg-in-Chief Bluitt San- itarium. Dallas; Office 2411% Main: Tel Main 518 Bohm Aron E. 269A. 1907. 603 Southwestern Life bldg. BOURLAND J WILBUR. M D (R) Coll of Phys and Surgs. N Y City. 1895; Elizabeth SUGGESTIVE EXERCISES General Telephone Directory 1. Give tlie names, addresses, and telephone numbers of two well- known milliners, dressmakers, men's tailors, women's tailors, insurance companies, real estate firms, wholesale grocers, and florists in your city. 2. What pubhc telephone stations are located nearest to your school and nearest to your residence ? 3. Give the charge for a five-minute long distance telephone conver- sation between your city and Atlantic City, N. J., Boston, Mass., Chi- cago, 111., Washington, D. C, Fall River, Mass., Portland, Ore., Montreal, Que., Atla^jta, Ga., San Francisco, Cal. 4. How will you decide whether a city to be telephoned to is long distance or suburban? 5. How often is your city telephone directory issued? 6. Describe briefly the contents of your city telephone directory. 214 OFFICE PRACTICE to 2 ax acq ti 023 CO .§ n = =* :2,i if va <0 ocoa JO) 2 « 6 ■«» S35 ^J rt34; OtcQ ■ ou5dq ■^3 E S ^ s 0) - I'd ^ t- ; = S a) "03 ^35=3 = 3 CL rt rt ^ ■s = 3*io rt u -J 3) t: t. 2;q!»z£q ss'as'i — a -3 OtnDoQ as o c '+J -^ : £80 ??=>^ 0)0% e^UJ e/sS I'^i'ia tS Si ■Ot- 0)00 J-tO g D s <^a ■a =2 iife # < :P4 5 d ^ a a o o g o J< fc* <; <: < :} OFFICE REFERENCE BOOKS 215 Trade, Professional, and Institutional Directories 1. State briefly why professional, institutional, and trade directories are valuable. 2. Describe briefly the contents of one of each of the above types of directories used in your city. SECTION 2 REFERENCE BOOKS A book of reference may be judged by its index. Study its index and you will have a very clear idea of its- character, the numbers and kinds of subjects treated, and the care with which it is indexed. Every representative city in the United States has its appropriate business journals, almanacs, and year books ; and every city may avail itself of certain general kinds of credit rating books, gazetteers, atlases, biographies, dictionaries, and cable codes. The reference books that interest us may be divided into two groups : Dictionaries and Books of General Information. Dictionaries Two very different kinds of dictionaries find a place in every busi- ness office. The first is the one with which we are all familiar — which simply explains the meanings of words. The second is one with which we may not be so familiar, — in which the ^^ords and phrases of the language are classed according to the ideas which they express and not according to their orthography. This latter type of dictionary is called a thesaurus — a Greek word meaning a storehouse or place where treasure is placed. In this sense, it is a repository of words or knowledge. A book of this kind is indispensable to the business man, the professional man, — in fact, to any one who realizes the importance of writing or speaking with precision and effectiveness. Business success very frequently depends upon ideas, and 216 OFFICE PRACTICE ideas are expressed by means of the spoken or the written word. Perfection of language is a matter of long and continued practice. To those who are struggling with the difficulties of composition, and all of us are, a thesaurus will be found most helpful. In our regular dictionary the word is given, followed by the signification or the idea it is intended to convey. In a thesaurus, the idea is given, followed by the word or words by which that idea may be most fitly and aptly expressed. The following illustration from Roget^s Thesaurus will indicate the method of, classification : 1.4 QUANTITY 45 — 51 cement, glue, gum, paste, size, wafer, solder, lute, putty, birdlime, mortar, stucco, plaster, grout; viscum. shackle, in &c. {means of restraint) 752; prop &c. (support) 215. V. bridge over, span; connect &c. 43; hang &c. 214., 46. Coherence. — N. co-, ad-her- once, -hcsion, -hesiveness; concretion, accretion; con-, ag-glutination, -glom- eration; aggregation; consolidation, set, cementation; sticking, soldering &c. v.; connection; dependence. tenacity, toughness; stickiness &c. 352; insepara-bility, ■ -bleness; bur, remora. conglomerate, concrete &c. (densitrj) 321. V. cohere, adhere, stick, cling, cleave, hold, takc'hold of, hold fast, close with, clasp, hug* grow -, hang- together; twine round &c. (join) 43. stick like -a leech, - wax; stick close; cling like -ivy, - a bur; adhere like -a remora, - Dejanira's shirt. glue; ag-, con-glutinate; cement, lute, paste, gum; solder, weld; cake, con- solidate &c. {solidifij) 321 ; agglomerate. Adj. CO-, ad-hesive, -hering&c. v.; tenacious, tough; sticky &c. 352. united, unscparated, sessile, inseparable, inextricable, infrangible; compact &c. (dense) 321. 47. [Want of adhesion, nonadhe- - sion, immiscibility.] Incoherence. — N. nonadhesion; immiscibility; incoher- ence; looseness &c. adj.; laxity; relaxa- tion; loosening &c. v.; freedom; disjunc- tion &c. 44; rope of sand. V. make -loose &c. adj.; loosen, slacken, relax; un-glue &c. 46; detach &c. (di.sjoin) 44. Adj. nonadhesive, immiscible; inco- herent, detached, loose, baggy, slack, lax, relaxed, flapping, streaming; dishev- eled; segregated, like grains of sand; un-consolidated &c. 231, -combined &c. 48; noncohesive. 48. Combination. — N. combina- tion; mixture &c. 41; junction &c. 43; union, unification, synthesis, incorpora- tion, amalgamation, embodiment, coa- lescence, crasis, fusion, blending, ab- 49. Decomposition. — N. decompo- sition, analysis, dissection, resolution, catalysis, dissolution; corruption &c. (uncleanness) 653; dispersion &c. 73; disjunction &c. 44; disintegration. OFFICE REFERENCE BOOKS 217 SUGGESTIVE EXERCISES 1. What is a thesaurus and what kind of information does it contain ? 2. Give a hst of words expressing opposite ideas to those listed below : equality, disorder, combination, assemblage, sequence, remainder, exclu- sion, success, change, agreement, truth. 3. Why should strict accuracy regulate the use of our language? 4. Has a thesaurus any place in the business office? State reasons for your opinion. Books of General Information Under this classification come Biographies, Business Journals, Credit Rating Books, Gazetteers, Almanacs, Atlases, Year Books, Cable Codes, and Postal Guides. Biographies. - — A prominent business man is asked to meet a well-known writer. The meeting will take place in less than two hours. The business man is not familiar with the history or the literary achievements of the writer. Where is he likely to obtain this information? Who's Who in America and Who's Who, the English edition, are two books that will give this busy man just such information. They aim to give brief, crisp, personal sketches of notable men and women in all parts of the world, whose position or achieve- ment makes them of general interest. They tell just the things every intelligent person wants to know about those who are most conspicuous in every reputable walk of life — birthplace, age, parentage, education, degrees, position, and achievement ; politics, societies, clubs, business, profession, occupation, or mar- riage ; in short, the chief features of each career. The names in these books include men and women of special prominence in creditable lines of effort, who are therefore sub- jects of extensive interest, inquiry, or discussion ; and those who are arbitrarily included on account of official position — civil, military, naval, religious, or educational — or their connection with the most exclusive learned or other societies. 218 OFFICE PRACTICE The following illustrations from the American and English edi- tions will show the kinds of information furnished. ^ - ^ W - Sill -"^ • rt ^ 2^;" c3« tj)3 ►So s- .^t; 0-3=2 m a w -B-?^; ; -o^jocp 3o,/M "2--^ .":r^-^°"^S^'^-2;;^g'-^ *S-?mL O '-^ n >^'S i5 3-? =-t; S-^ a-!i S = 2? o o 3 c3 SSS^ a ."ca^-S-S JT-O Wl t« . OFFICE REFERENCE BOOKS 210 ENGLISH EDITION MARCON. Rev. Charles Atody, M.A., i Master of Marcon's Hall, Oxftfrd, since 1891 ; b. 1853 ; 3rd s. of Rev. W. Marcon (Rector of Edgetield, Norfolk, Eton, Wor^iester Coll. Ox- ford ; in Eton and Oxford eleven ; well-known bowler) ; m. Sophia Wyndham, e d. of J. J. Winter, J.P., Drayton Lodge, Norwich, 1884 ; one s. two d. Educ. : Gresham School, Holt, Nor- folk ; Charaley's Hall, Oxford ; transferred to St. Mary Hall, 1891 ; Oriel College, 1902. Deacon, 1886 ; Priest, 1895. Publications : edited Ox- ford Questions in Arithmetic and Algebra. Re- creations : golfing, bicycling. Address : Marcon Hall, Oxford. MARCONI, Guglielmo, Hon. D.Sc. Oxford, Hon. LL.D. Glasgow, 1904; elec- trical engineer; b. Bologna (mother an Irishwoman), 25 April 1874 ; m.' 1905, Hon. Beatrice O'Brien, d. of 14th Baron Inchiqum ; one s. one d. Educ. : Leghorn, under Prof. Rosa ; Bologna Univ. Carried out fir.st experi- ments in connection with his system of wireless telegraphy at Bologna. Same first tested in England between Penarth and Weston, with success ; then by Italian Ministry of Marine at Spezia. In 1899 established wireless communi- cation between France and England across the English Channel. His system is now used ex- clusively by Lloyd's and principal shipping companies in England and abroad ; also em- ployed by the British and lUlian Admiralties in their respective navies, ana at various land stations, over distances ranging up to 1000 miles ; was the first to receive signals, transmitted by his system of wireless telegraphy, acro.ss the 1390 SUGGESTIVE EXERCISES Who's Who Biographies 1. Accumulate the following data regarding President Wilson : date of his birth, date when elected Governor of the State of New Jersey', date when first elected President of the United States, and date of his election as President of Princeton University. 2. When was Theodore Roosevelt born, where was he educated, and what books has he written? 3. When was Wilham Henry O'Connell elevated to the eardinalate? 4. Who is William James Mayo and when did Columbia University confer upon him the degree of Doctor of Science ? 5. Name the presidents of the Universities of CaUfornia, Chicago, Pennsylvania, and Wisconsin, and state the year when they were in- stalled as such. 6. Who is Henry Mills Alden, when and where was he born, and what books has he ^Titten? 7. Who is Edwin Anderson Alderman ? 220 OFFICE PRACTICE MOVEMENTS OF OCEAN STEAMERS PORTS. Adelaide, Australia.. do do Africa West Coast... AK-nadilla, Porto Eico Alexandra, Eirypt... AJyoa Bay, Al'rica do do do Amapala, Honduras. Antijrua (St. Johns). FROM New York. Steamer or Line. Leaves New York. Pier. Southwaite About November 5 Century '. About Novembsr 4 Port Campbell About November 4 Bassam.abt Nov. 6 (Bush Docks) ; Shonsa.abt Nov. 15 Helen November 3 1 Jjassell About November 11... Chepstow Castle, about Nov. 5; Adalia, late Novemoen York Castle, abt Oct. 30: Arcs Castle, abt Nov. io Karamea. about November 4; Hypatia, early Dec Clan MacDonald About November 20... Mexico II ^ About November 1 Koronaac, about Nov. 15; Parima:+c. about Nov. Antilla, Cuba Munamar Novemher 11 & 25 Antofafc'asta, Chili Antwerp. Belgium Archangel, Hussia Arecibo, Porto Pvico. do Arica, Chili Arroyo, Porto Kico.. do Auckland, N.Zealand do do do Aux Cayes, Hay ti do. Azores ...' Bahia, Brazil. do do Bahia Blanca, Arg'. . . do Baltimore, Md Banes, Cuba Barbados (Bridget'n) do do Barcelona, Spain do. do Batavia, Java Beira, Africa Belize, Br. Honduras Bergen, Norway... J Steamers named at Valparaiso (see sixth patre of this Operation of all lines suspended on account of 'War, Bush Doofea Atlantic Basin Pier 10. Brooklyn.. Ask Afcents Pier 27. Brooklyn.. |rrol>. 31stSt,Bklyn Buah Docfes Atlantic Basin Pier 88. Brooklyn.. Bush Docks Prentice Stores Ask Atrents Pier 9 East Kiver. . . table) call at Ant Millinocket November 4 ■.. San Juan ......About Novemtipi- 1... Steamers named at Valparaiso (see sixth paffe of thisi San Juan About November 1.... iMillinocket November 4 J'ort Hackinii About November 15... Edward Luckenbach November 15 St. Andrew About November 10... Sfrathesk About November 1 Prlus der Nederlanden..^ About November 10... Imjierator ^ About November 3 Koma >K AlKiut October SO Byron^, about November 4; Vesiris^, Novemper 25 Io\vau>(<, November 1; American*: . about Nov. 15 8ao Paulo * About October 31 Chincha Uecemnpr— French Prince :+: About November 15... Freig-ht Steamers, Tuesday, Thursday k Saturday, 6 pm Munamar November 11 & 25... Korona^, about Nov. 15; Parima:ic, November — So -. ( Bermuda (Hamilton) Bilbao, Spain do. Keyvive ;♦; About November 9 Montevideo:+c. about Nov. 6: Alicante, about Nov. Iti. Mar Negrro, about Nov. 1; Olavarria, about Nov. 15.. Hikosan Maru ,... About November 5 ... Rondo, about November 1: Veendyk. about Nov. 10.. Steamers named at Algoa Bay (see above) call at Be Saramarca>tc, November 10; Sixaola^t^. November 24 Kristianiafjord^Novl?, 2pm; Ber::rensfjbTd:+:Dec9,;pm Also Frei.irht Steamers at irresruhir intervals Bermudlau * Nov. 8, 18&2g. 11am... Go.ffs.lo About November 10.. Owego About November 10. . Bocas del Toro, Pan. Pasrores*. November 4; 'J'enadores>tc, November 18 Bombay, India City of Naples About November 15.. Bordeaux, France. J Cbicapro i^ November— tlo. )|Espa«'ne*, Nov 11. 3v)m; La Touraine*, Nov IS, 3 pm Freifrht:Steamers at irregular intervals Lennox About November 2... Avellaneda About November 1... A Steamer , About November 5 & 20 Ragna, about October 30; Hallfried, abont Nov. 4 Queen Mary, about Oct 31; KanK-uroo, about Nov. 30. Port Campbell About November 4 St. Andrew Abotit November 10... Century About November 4 Chicago City, November 10; Wells City, about Nov. 18 Folia About November 30.. do , do. do do , do do Brisbane, Queensland do do Bristol, Enif land. , do Pier 27, Brooklyn.. Pier S5, Brooklyn.. table) usually call Plor 36, Brooklyn.. Pier 27, Brooklyn.. Pier 10, Brooklyn.. ;'5th St. .Brooklyn. Bush Docks Pier 30, Brooklyn.. Bush Docks Pier 1, North River 3lBt St., Brooklyn. Roberts Scores 23th St., Brooklyn. Bush Docks Pier.3:i Brooklyn.. Bush Docks Pier 10. East River. Pier 9, East Kiver. ,\'ik Aleuts Pier 4, BronKlvn... Pierl, North River PierS. East Blver.. Pier 46, Brooklj-n.. 3l8t Street. Bklyn. Buah Docks ira un trip from N Pier 1 North River. [ 30th St., B'klyn j West 10th Street... Pier 65 North River EajJleSt., Brooklyn Pier 16 East River.. Bush Docks ^ West nth St. j Ask Ag-ents PierB, Jersey City. Erie Basin, Bklyn. Atlantic Basin Pier 46, Brooklyn.. Bush Docks Pier 10. Brooklyn.. Bush Docks — .... Atlantic Basin West 2stfh Street... West 14th Street... Continued on following Pages. O Passengers only. ►Ji If suffici OFFICE REFERENCE BOOKS 221 MOVEMENTS OF OCEAN STEAMERS TO New York. Steamer or Line. Leave forN.YI Due in N.Y Jalisco Parima =♦=... Mimamar ofagasta on trip from New CAUTION Dates oifen at Foreign Flags of Countries at at Arica. Novptnber — .. October — November — .. York. About Nov. 22 — About Nov. 2 About Nov. 8 places for Steam ers under the War may beehan'aed or cancelled See advt. pag-e ifS. Pr.Fred.Hendrik..:^ October — About Nov. 4 Tocantins;(c & Sergipe... October— & 13. Freight Steamers.. About Tues,Thurs& Sat Munamar ...| Movember — — Parima * lOctober — Stephen * October 25 Alicante & Buenos Aires.. jOctober — . ew York, if sufficient inducements offer. Saramacca :+:..,... October 25...... Kristianiafjord^&Bergens fjord* Bermudian^tc ;Oct. 24 & Nov. 4 Pastores4:& Tenadores*. October 17 & 31. In 36 hours About Nov About Nov. 2 About Nov. 2 Oct. 26 & Nov Espagme . . ..=*:.. LaTouraine*& Rochambe La Kance Chicago City & Wells City. October iS au*..Nov. 4 &11, October 1.5i October 18 & 25.. ent inducements offer. :+: Steamers markeil yk: are Mail Steamei New Yo Munso Quebec Booth ^ Rapore AbtOctSO&Novll'Co. Ira KeiT S Fabre Itmch, November 5 ...lUnlti AbtNovlO&Decl!( ^^^ Queb Ocea Feder Oct. 30 & Nov. 13 Umt Am. -I About Nov. 6, Abt Nov. 13 & 20. late October Plantai Orient Barber Kerr S Nortonl Comm Am.& Barber About Nov. 2&9Bri.-.tol i Cunard I 222 OFFICE PRACTICE For the English Edition 1. Who is Walter Damrosch and to what clubs does he belong? 2. When and where was Gilbert Keith Chesterton born, and where was he educated? 3. Who is Sir Gilbert Parker? Business Journals. — Business journals or business bulletins are really complete reports on all matters of value to business men. They may be divided into two groups — General and Special. General business journals are. of value to the general public ; special business journals are of value only to particular business activities. General business journals of interest to the public are issued weekly, semi-monthly, or monthly, and contain detailed informa- tion in regard to steamboats, domestic and foreign steamships, and railway trains ; meetings of stock companies ; dates when dividends, interest, or coupons are due and payable ; express, freight, and canal shipping directions, etc. A bulletin of this type, subscribed for by all business houses of standing in New York City, is BuUinger^s Monitor Guide. It is issued weekly in pamphlet form, but is of ser\ace only to subscribers in New York City and suburbs. The specimen page illustrated on pages 220-221 -will give some idea of the kind of detailed information it furnishes. The Postal and Shippers Guide, published by the same firm, is used throughout the United States and Canada. This book con- tains the name of every post-office, railroad station, and steamboat landing in the United States and Canada; every United States port, with its nearest post-office ; and for such of the above places as are not located directly on a railroad, it gives the nearest railroad station and the railroad on which it is located. It gives the New York express, railroad, and freight fines for every city or town ; it gives every telegraph office ; and it designates which post-offices are money order offices. It would not be possible to give here more than a very general idea of the information available. OFFICE REFERENCE BOOKS 223 Shipping departments of all firms of standing use books of this type literally every hour in the day, and the smaller office finds them most useful to consult when questions arise that are difficult to answer. The specimen page illustrated on pages 224-225 shows what express companies deliver to the cities or towns indicated. Special types of business bulletins are of value only to particular business activities, and they are too numerous to be discussed here. One, however, of value to all export shippers is the Ex- porters' Review. It contains news and general information that enables them to keep in touch -with all matters relating to export trade. The Exporters' Encyclopedia, a bound book issued yearly in connection with the Review, is a complete export shipping guide, and practically every question that comes up in making an export shipment is covered. SUGGESTIVE EXERCISES 1. How long, by fastest route, will it take a letter sent from your city to reach Chicago, 111., San Francisco, Cal., Houston, Tex., Portland, Me., or Portland, Ore. ? 2. Name the fastest mail steamers from New York City to the fol- lowing cities, stating how many days approximately it will take to make the trip in each ease : Rio de Janeiro, Montevideo, Buenos Aires, La Coneepcion, Valparaiso, London, Hamburg, Bremen, Belfast. 3. Name the fastest mail steamers from San Francisco to the following cities, stating how many days approximately it will take to make the trip in each case : Santiago, Valparaiso, Lima, Yokohama, Sydney. 4. By what express company would you ship goods from your city to Albany, Ind., and to Battle Creek, Mich.? 5. By what freight route would you ship goods to Bethlehem, Pa., Baltimore, Md., and Baltimore, Ohio? 6. You are secretary to a San Francisco business man. He is called to Brazil on business, but must first stop over in New York City for one day to settle some business matters. Arrange his trip so that he will not be obliged to remain in New York City any longer than is absolutely necessary, and engage passage for him on a steamer leaving New York 224 OFFICE PRACTICE o <; CO o p \k o o (^, '^ I— I en w h < = .2 Q s 2 0) o CD o CO .0 c CC £ o O CQ W Z u P CO 'C > -t-» 4) ^1 CO fl) 0) 2 a o as •o a £§5 ■^2^ »" : ■«!T t^ ". F?5 §S o : 1 S.2 1 >o i t^ s 62 o .So- Ph7 ron -2.. -79 ott 1-K 1 > .::-^'~ 2 -fc 7.g O a .SsJo a ■- ^=-rv» ^ tf« o •'2 o'-r -s S ~ ,- 3 -2 «■ 5 = ^ • ^ a CO J« '^, : b ti o t. 5 a ^ a&i 3 64 o 3 o;». o >. = o c JO g"* •sS •a .^ ^ ;«0 c :; J :cs, u, a -5 3 1^ c=a= g= eg OO 2 2 -%0-c 2 2-r; b.> oooo>~o o~ 62 |i>b a 3 II III X *? °° T o2 r- St' ! ts OS -r .2 ^ 5 « o Ctt o' ', o» o •* s t '•' t-» w* » 3 j< too S * £ - ■ A,' -'!' (ate ti n IB a p-i ,g» s O - a oT — c* a" a > da life . m o ° o s o o o b o b J|:, L. b k. a " a"" a a a !^ a a' a Si aO o o o 5 S "C ■2>. 5 .«5 .-a««> :r a R a z a ^ a ^- J g "l-r — . -^ a •= 1 ■=====~^ X a — ' — j: a 5 -g i it ' a a a a^ ■X- c?a a 8 a a .Si^ .^ ^ ^ ^^■ ^ .a j3 ja .3 ^ .a o ' S s ^'3'S'S ^ -r ^ ^ = o •13 = -*^ 4J c a o a> of- o S >> ■(J tc w 03-^ M o ^ 63 i5 E fl O o3 oj o -.fl"2 O =3 S rt ^ o SJ -»^ " O O >.u, M « c3 +^ £ O C 0) c3 <^ p J^»S ; to' : ?^ oo- m'g.S 00 go" S 2 320 0) O ^ O >i t; J3 O J= - -C c3^2 c'-2^ ~ at C-j " o O c3 _, a o5 ^-1 C3- IM >,"„-03M---2S2M O r^**-'."t^ . aj*J w 3 o w CD a> " £ ° ciJ-SS °3 oi »3 ^- g 2 o o « « '^ 5' ?*" cS 'n.2e3c<"=^o>£g.-Sfe« :|l||pll|:«l ■*^'SoSoa2'"o-oc ^ C'C °t^ »■" ^ xii~ ^°CI .2|«'o7.2gT2S": £3 Kc--ocJcPa^S „'S — trJ:^^'-'^- 5r — SS g d fe o g ft->^ =«-r^2 ^4^ 0,1 >ioc3c;-wc3ri^ajX3 OOOOO O CO CO COCO OOO O OCC c cc CO is CO OK o_o_oo_^o o_o_c_o_ oc'co"© ©"c'lco" i6co OOCOO lOOt^iO COO-li-H o p o o o CO OCC cco'o'o" O O O O O O O O OOO coco C C' o o o o lo coo OOO oo OOO oo o_oo_ o_>o o o OOO oo O O lO O lO O t^ lO CO C) 1-1 226 OO^ObJ WHt=) >^« >iN OFFICE REFERENCE BOOKS 227 City for Bahia. Name the railroads on which he will travel to New York City. Credit Rating Books. — The necessity of having trustworthy- information regarding the financial strength and personal integrity of people engaged in all forms of business in the United States, has resulted in the compilation by mercantile agencies of credit rating books. Merchants wishing to take advantage of this type of service subscribe for it yearly. It entitles them to a general credit rating book and a certain number of special reports. The Bradstreet Company and R. G. Dun & Company are the two firms engaged in this business that are known all over the United States. They have also a foreign service that enables them to furnish reports on merchants in foreign countries. If you are a small retailer and want some wholesale house to sell you goods on credit, before doing so they will request their special agency to supply them with whatever information is avail- able concerning your financial strength. The reports furnished will indicate the time you have been engaged in business, the capital invested, your estimated worth, prospects of success, re- ports from the banks at which you may deposit, and any informa- tion that may have a direct bearing on your credit and your character. It is understood that the information requested is furnished and received in confidence. The credit rating books contain geographically classified lists of people engaged in business activities throughout the United States. Against these names will be found symbols indicating their estimated wealth and grades of credit. The specimen page illustrated on page 226 shows the key page used by the Bradstreet Company. Read carefully the printed matter under Notes, and you will have an intelligent idea of what is meant by Grades of Credit. To find the name and rating of any business, look up the state and city in which it is located, compare the letters indicating the rating assigned Math the key page, and arrive at an estimate of the financial standing of the business. (Note page 228.) 228 OFFICE PRACTICE NORTH DAKOTA— Abe ABKRC ROM BI E— Continued. Equity Elevator Company V E First JSIat. Bank I.Johnson, PreM.,r. O. Toune, Cash Cap. paid in $25m, surp. $5ni First State Bank H. J. Hagen, Pres.,C'. T. Paul.son, Cash Cap. paid in $l.'5n]. stir])- $5ni Gannes.s P. K Blacksmith V E HobsonMrs. A Rest Z F Holkestad cfe Tweto G. S JacotjH Louis Meats , JensonJens Plumbing V D Johnson J. P Anto Repairs Johnson Paul E Jewelry Z E Lotf J. H G. S Myron C. A Hdwe Y F Nelson Ole Blackaniith 2 E Nortz Lumber Co P B Seb Breekenridge, Minn. Owen Si.-^tera Milly Thon Carl Harness Voyen O.Tar Livery Y F WestersonC. W Miller V E 136 ABSARAKA [E.] Cass On Great A'o. K.E.—l'op. 25— X— G. N. Bk — Tel. Ripon. \m.—t Wheatland, Qm. Absaraka Merc. Co., Inc.. Grain & Fuel T C FoulkesII. O G. S X E 81 ACKW^ORTH [N] Rolette lim./roin Dunsyitli—Pop. 10—* Kelvin, iin.— Tel., £}x. andi Dunseitfi. 81 ACTON (P.O. at Fork, Minn.) [N.E.] Walsh 12m. from Graff on — Fop. 15— Tel., *, Ex. and $ Grafton. HoenkeE. H G. S V D 81 ADAMS IN.E.) Walsh On Mpls., .S7. Faul & S. file. Marie U.S. — Pop. 338 — Tel. — -X- — West. Ex.—t A dain.i. Adams Farraer.s" Elevator Co V E Adams Merc. Co G. S 8 C Ander.son H. A. Clark Henry G. S U D Davi,sJohii Pool Z F First State Bank.. ..R. A. Werner, Pres.. E. G. Bloedow, Cash Cap. paid in $10m, surp. $2m Klundt (The) Company.. .Hdwe & Implts W E Kurtz Godfried Meats Z F Pein Ben Well Driller Powers Elevator Co. . Grain & Lum See Minneapolis, Minn. Kabinowitz & Co G. S Schroeder John Contractor W Wood E. L Blacksmith Wood Freil. T Well Driller Woods Jos Hotel 136 ALICE [E] Cass On Casselton Br. No. Pacific R.E.—Pop. 125— Tel.— *— No. Kx.—t Alice. Blascbkey V Pool & Hotel Decker F.J Implts X D Fanners Elevator Co U C HasrerEd Re.st & Pool Y F Hayertz H. J Livery Z F HastadO. C Jewelry W E See Tower City Johnson Bros G. S U D Laughlin Wm. P Blacksmith Salzwedel Frank A Hdwe V E StanglerE. E Meats V D State Bank of Alice S. G. More, Pres., A. L. Bayley, Cash Cap. paid in $15m, surp. $.ira Stevenson A Drugs Z F Wellentin J. F G. S-i-V D Wellentin & Son ImpUs-j-S C WJrtnor-Torge.sen Lumber Co O B See Minneanolis, Minn. 136 ALICIA (P. O. at Geneseo) Is.e.) Sargent E SUGGESTIVE EXERCISES 1. Give the ratings of the first three individuals or firms you find listed under the cities indicated below : Alabama : California : California : Connecticut : Illinois : Kansas : Summerdale Los Angeles San Francisco Milford Chicago Kansas City OFFICE REFERENCE BOOKS 229 Massachusetts : Boston Michigan : Grand Rapids Minnesota : St. Paul New York : Albany New York : New York City Texas : Dallas West Virginia :. Wheeling 2. Why are mercantile agencies considered indispensable by business firms ? Gazetteers. — Gazetteers have been defined as geographical dic- tionaries arranged on an alphal^etical plan. They may be divided into two general classes — State (or Territorial) and World (or General). State (or Territorial) gazetteers are divided into two sections — alphabetical and classified business. The alphabetical section is an alphabetically arranged geographical gazetteer of ever}^ cit}^, town, and village in the state or territory covered, together with the names of all corporations, firms, and individuals in business. The classified business section is arranged by headings in alphabetical order, then by cities, and under each city is given a complete list of everybod}' engaged in that particular line of business. These state or territorial gazetteers are the only mediums for ascertaining information of the social, commercial, and profes- sional interests of the interior of a state or territory, aside from that printed in city directories. (Note extract on page 230.) World (or General) gazetteers contain general and detailed information about the principal to^\^ls, cities, and countries of the world. They usually include tables sho^^dng the principal countries and geographical divisions of the world, with their respective areas, populations, and densities per square mile. As a rule, the position of a country, pro\'ince, circle, or district is in- dicated by merely mentioning the parallel or latitude and the meridian or longitude that cross them or pass close to them, and in many cases the mention of one or other or both of these is replaced by the mention of some physical feature, such as the im- Boyno City MICHIGAN GAZETTEER. Bradley Lake Street House, Anna Turner propr Lake Superior Iron and Chemical Co (Inc) (Detroit), J D Dunn mngr Leavenworth Russell C, photographer Lewis John, meats Lewis Wm J, storage and garage Lutz RI W, upholsterer McCumber B F, grocer Mclntire Lou A, hardware McLean I B, Ins and real estate McNamee Joseph, grocer MacGregor James G, physician Marks Louis, tailor Marshall Wm H. physician Martin W L, agent Adams Exp Co Michigan State Telephone Co, B R Sage manager Michigan Tanning and Extract Co, W L Shaw pres, Morgan Curtis sec and treas Moore Charles W, hardware Morehouse Medicine Co, G Will More- house manager Nickola Faris, general store Niergarth Wllhelm R, dry goods and clothing Nurko Israel, dry goods and clothing Ormsby W K. real estate Osterhouse Nicholas G, restaurant Ostheimer Edward, cigars Parker -John H, grocer Patterson John. 2d-hd goods Patterson John Mrs, milliner PEOPLE'S BA\K THE (Est 1907: Re sponsibility $500,000) (E L Wenzel •Estate of R B McNair, J McNair Ealy) Sabin Hooper Cashier, H F Wenzel Asst Cashier, 117 water. Phone 17 Pine Lake Hotel, John J Vaughan propr Pomeroy T. P, veterinaj:y surgeon Princess Theatre, Henry Eckert mngr Quick B J, furniture and hardware Reichert Jacob L, tinsmith and plumber Rogers Wm H, general pierchandise Rounds Charles, poultry Rovick N J, general store ROYER WE, Mngr Hotel Wolverine Ruegsegger Evans A, insurance Sack W A meats Sayles Harry B, general store Schaub Clarence C, agrl implts Schwarz Julius, musical instruments Schwensen A, baker Shafer & Co, harness Bhaheen Bros, grocers and meats Shaver Harry E, physician SHAW^ W S. Pres MIchlgran Tanning and Extract Co, Pres First National Bank of Boyne City and Pres Boyne City Chemical Co Silverstein Merrill E, lawyer and real estate Singer Sewing Machine Co, H E -McLean manager SMITH SAMUEL C, Caahier First JVatI Bank of Boyne City Spangenberg Moxie, cigars Stackus Loren M, furniture Stackus Schuyler B, undertaker. Standard Oil Co, J B Kirby agent Stoddard Frank G, optometrist Sutton Wm M, grocer and meats Thompson Frank D, clothing- Trudeau A, skating rink Urquhart Arthur G, lawyer, real estate and insurance Vaughan & Dane (David Vaughan. John Dane), lunch room Vaughn W W & Co (Detroit), pickle manfrs VonPlaten G, lumber mnfr Vought J N Mrs, millinery Watson Drug Co (Mrs J B and A E Wat- son) White Alward L, optometrist Wenzel Fred, tailor White W H Co, Mich Trust Co receiver, lumber mnfrs Wolfson W, dry goods BOYNE FALL..S. Population, 450. Incorporated as a vil- lage in 1S93, Is on the Boyne river and on the G. R..& I. R. R., connecting with he B. C, G. & A. R. R. for Bovne City, in Boyne Valley township, Charlevoix county, 6 miles southeast of Boyne City,- 26 southeast of Charlevoix, the county seat, and 174 north of Grand Rapids. Has Catholic, Methodist Episcopal and Presbyterian churches, a graded public school, good hotels and a bank. Tele- graph and telephone facilities. Exp., Adams. John J Galster, postmaster. Boyne River House, John J Galster propr Boyne Valley Flour Mills, Hankey Mill- ing Co proprs Brookdale House. Mrs M L Magee propr Conkle Ouy C, physician Davoll Wm, meats and grocery Fanning Bros (Michael Fanning), gen- eral store Farmers & Merchants Bank GALSTER JOHN J, General Store and Postmaster Groboslti Bros, hardware Hotel Jlarsh, O H Marsh propr Howe .\rden N. physician Jaffe H & Co, dry goods and clothing Judd D S Co (Daniel S and M E Judd), general store Meyer Herman C, hardware Michigan State Telephone Co, Lyle O Wakoman manager Moon L A & Co (Louis A and A L Moon), general store Northern Brick Co (Louis A Moon), Boyne Falls Olsson George, drugs Stephanson Bros, meats Widger E. r r and exp agent BRADLEY. Population, 150. In Wayland town- ship, Allegan county, on the G. R. & I. R. R., 25 miles south of Grand Rapids, 3 from Wayland, the nearest banking point, and— 17 northeast of Allegan, the county seat. Has Baptist, Free Metho- dist and Methodist Protestant churches and an elevator. Exp., Aaams. Tele- phone and telegraph faciliUes. E. S. Allen, postmaster. ALLEN E S, General Store Bradley Elevator Co, Henderson & Sons proprs Congdon A B, brick, wire fence Henderson & Son Milling Co, elevators. and feed mill Hines George T, jewelry, r r, exp and tel agent McCloud L W, photographer Muir T M. general store Reudell Creamery Co, I E Wa'lt mngr 230 OFFICE REFERENCE BOOKS 231 portant river or coast line or some political boundary. an illustration from Longman's Gazetteer of the World. Here is - VA LV where the soldiers of the Revolution, under Kellermann and Dumouriez, gained their first victory over the Prussian troops, 1792. P. < 2000. Valognes, tn., France, dep. Manche, cap. arr. V., 11 m. SEl. Cherbourg ; lime worked ; trade in beer. It was fortified under the Dukes of Normandy. The remains of the ancient Alauna are ^ m. to the E. P. <5ooo. Valols, former dist. , France, now in deps. Oise and Aisne. Valona, tn., Turkey in Europe. See Avioiia. Valoria la Baena, tn., Spain, prov. Valladolid, cap. disU v., 15 m. S. Palencia. P. < 2000. Valparaiso, chief seapt. of Chile, cap. prov. and dep. V., 6a m. WNW. Santiago, on the Pacific, in 33° i' S. It stands on the (S. ) foreshore, runs up the hills behind, and extends NE. towards the seaside resort of Villa del Mar (g.v.). There are no buildings of note save the public offices. There are, however, arsenals, shipbuilding yards, and a naval college. A statue to T,ord Cochrane adorns one of the squares. V. imports some 70 er cent, of the total imports of the country — cottons, woollens, hardware, iron, coal, carpets, tea, boots, beer, and spirits, to the value of ;^8, 500,000. The exports — nitrate, copper, silver, skins, wheat, gold, &c., amount to about one-fifth of the total for all Chile. The bulk of the trade is done with England. V. stands on an open bay and has no wet docks. During the pre- valence of N. winds in winter the shipping in the bay (which on other sides is well sheltered) is exposed to heavy seas. Large vessels anchor in 15-30 fathoms. The Custom-House Mole has a depth at high water of 36 ft outside, 33 ft. inside ; at low water outside 33 ft. , inside 30 ft. V. was visited in 1835 by a terrible earthquake. Founded by the Spaniard Saavedra, V. was pillaged by Drake in 1578, and by Hawkins in 1594. In 1866 it was bombarded by the Spanish admiral Nufiez, and in 1891 occupied by the Chilean insurgents. Mean temp. (10 yrs., 1863-72), yr. 57.6° F., Jan. 63.0°, July 52.8° ; mean rfall. (5 yrs,), yr. 13. 5 in. P. (1874)97,600; (1885) 105,000. Valparaiso, vil., Mexico, state Zacatecas, 56 m, SW. Fres- nillo. P. (comm. ) 12,400^ Valparaiso, city, U.S., Indiana, Porter CO., 36 m. BE. Chicago (111.). P. 5100. Valpelllne, vil., Italy, Piedmont, prov. Turin, 6 m. NNE. Aosta ; has mines of copper and iron pyrites. P. <2ooo. Valperga, vil., Italy, Piedmont, prov. Turin, 13 m. SW, Ivrea, on r. bk. of the Oreo. About i m. W. is the Sanctuary of Bemonte, much frequented by pilgrims and excursionists. P. < 2000. SUGGESTIVE EXERCISES State {or Territorial) Gazetteers 1. Write a brief composition stating the general kinds of information to be found in state gazetteers. 232 OFFICE PRACTICE 2. Why is a good gazetteer useful in a business of&ee ? 3. Examine the table of contents of your local gazetteer and state briefly the kinds of information it contains. World {or General) Gazetteers 1. Where is Vladivostok and why is it of great importance? 2. Give a synopsis of the information to be obtained about Valparaiso, Lima, Rio de Janeiro, and Buenos Aires. Almanacs and Atlases. — A good almanac may be said to be a pocket edition of a gazetteer. It is usually a most complete and accurate history of a city. In many of the larger cities, almanacs are popular, because they are both inexpensive and useful. An atlas is really a set of maps issued in book form, indexed by states, giving the latest figures of population for countries, states, counties, cities, towns, bor- 2 3 4 10 ill ^ m oughs, and villages. If, for example, you want to find one of the smaller cities or towns in a state, consult your index. You will probably find after the name of the city an index reference letter and number. Turn to the state map, follow the letters and numbers indicated on the margins, and you will locate your city at once. This diagram illustrates one method of keying used. The square formed by E and 8 indicates the section of the state in which the city you wish to locate is situated. There are atlases that are much more pretentious. Books of this sort really give a synopsis of commercial information derived from the latest and most authoritative foreign sources, including trade and consular returns, steamship and railway companies' time-tables, etc. They contain a series of commercial maps of the world, its markets and its trade, statistical maps and diagrams of its chief commercial countries, with their natural resources and communications. OFFICE REFERENCE BOOKS 233 SUGGESTIVE EXERCISES 1. State briefly the contents of the best almanac issued in your city. 2. In what countries are Pernambuco, Santiago, Valdi\da, Guayaquil, Caracas, Port EUzabeth, Brussels, Perth, Lima, Melbourne, Calcutta, London, Paris, Berlin, Brussels, Florence? 3. State in each case approximately how many degrees north or south of the equator these cities are, and their approximate populations. Year Books. — Books of this tynpe ma}' be di\'ided into two classes — municipal and government year books. Municipal year books, usually published by cities, contain much useful information for citizens concerning its government. Government year books, such as the Statistical Abstract of the United States (which is prepared by the Bureau of Foreign and Domestic Commerce, under the direction of the Secretary of Commerce and Labor), furnish very accurate information concerning the commer- cial situation in the United States. Material of this kind is to be obtained in good gazetteers and atlases, but these year books have a value all their own and are to be found on the bookshelves of every prominent business house. SUGGESTIVE EXERCISE 1. State briefly the contents of the municipal year book published by your city authorities or under their auspices. Cable Codes. — Reference books that are very widely used are the public cable codes; but as this subject has been covered very fully in the sections on telegrams and cablegrams (see page 163), it need not be discussed further here Official Postal Guide. — The Post-office Department at Wash- ington issues for a nominal sum the Official Postal Guide. It contains instructions to postal emploj^ees, rulings of the depart- ment, lists of post-offices arranged alphabetically by states and by counties, and much miscellaneous information. It also issues without charge a small pamphlet entitled " Postal Information," which contains much general information about the different mail classifications and postage rates. APPENDIX DOMESTIC MAIL MATTER CLASSIFICATION AND RATES OF POSTAGE DOMESTIC MAIL MATTER includes mail addressed for local de- livery, or for transmission from one place to another within the United States, or to or from or between the possessions of the United States, and to that for transmission to or from the United States or its possessions and officers or members of crews of United States naval vessels, and to or from the United States postal agency at Shanghai, China, and to officers and men of the United States Navy in the United States Naval Hospital at Yokohama, Japan, and is divided into four classes : First, Second, Third, Fourth (Parcel Post). Domestic rates and conditions, with certain exceptions, apply to mail addressed to Canada, Cuba, ]Mexico, and the Republic of Panama. The domestic rates apply also to letters, but not to other articles, addressed to Great Britain, Ireland, and NeA\-foundland, Bahamas, Barbados, British Guiana, British Honduras, Dutch West Indies, Leeward Islands, New Zealand. PREPAYMENT OF POSTAGE on domestic matter at time of mailing, by stamps affixed, is required. By special permission, however, postage on matter of the third and fourth classes mailed in quantities of not less than 2000 identical pieces may be paid in money. FIRST-CLASS MATTER FIRST-CLASS MATTER INCLUDES wTitten matter, namely: Letters, postal cards, post cards (private mailing cards), and all matter wholly or partly in writing, Avhether sealed or unsealed (except manuscript copy accompanying proof sheets or corrected proof sheets of the same and the ^\Titing authorized by law on matter of other classes). Also matter sealed or other^^'ise closed against inspection. RATES OF POSTAGE. Letters and other first-class matter, two cents for each ounce or fraction thereof. Post cards and postal cards, one cent each. " DROP LETTERS," addressed for delivery at the office where mailed, one cent for each ounce or fraction thereof when deposited at post offices where letter carrier service is not established. Letters addressed to patrons served by rural or star roiite carriers, or deposited in boxes along such routes, are subject to postage at the rate of two cents an ounce or fraction thereof. There is no drop rate on mail other than letters. THE LIMIT OF WEIGHT of first-class matter is the same as for fourth-class matter. 235 236 OFFICE PRACTICE SECOND-CLASS MATTER SECOND-CLASS MATTER INCLUDES newspapers and periodicals bearing notice of entry as second-class matter. No limit of weight is prescribed. RATE OF POSTAGE. Newspapers and periodical publications of the second class, when sent unsealed by others than the publisher or a news agent, one cent for each four ounces or fraction thereof, on each separately addressed copy or package of unaddressed copies. To be entitled to this rate the copies must be complete. Incomplete copies are third-class matter. ADDITIONS TO SECOND-CLASS MATTER. On the wrapper, or the matter itself, there may be written or printed: (1) the name and ad- dress of the sender, preceded by the word "from " ; (2) the name and ad- dress of the person to whom sent; (3) the words "sample copy," or " marked copy," or both, as the case may be. On the matter itself the sender may place all that is permitted on the WTapper ; correct typographical errors in the text ; designate by marks, not by words, a word or passage in the text to which it is desired to call attention. Other writing will subject the package to the first-class rate. THIRD-CLASS MATTER THIRD-CLASS MATTER EMBRACES circulars, newspapers, and periodicals not admitted to the second-class, nor embraced in the term "book," miscellaneous printed matter on paper not having the nature of an actual personal con-espondence, proof sheets, corrected proof sheets, and manuscript copy aecompanjang the same, and matter in point print or raised characters used by the blind. (Books are included in fourth- class or parcel post mail.) Typewriting and carbon and letter-press copies thereof are the equiva- lent of handwTiting and are classed as sucli in all cases. Matter produced by the photographic process (including blue prints) is printed matter. Matter printed on material other than paper is fourth-class. Circulars. A circular is a printed letter sent in identical terms to several persons. It may bear a written, typewritten, or hand-stamped date, name and address of person addressed and of the sender, and correc- tions of mere typographical errors. When a name (except that of the addressee or sender), date (other than that of the circular), or anything else is handwritten or type^vritten in the body of a circular for any other reason than to correct a genuine typographical error, the circular is subject to postage at the first-class (letter) rate, whether sealed or un- sealed. Reproductions or imitations of handwriting and typewriting obtained by means of the printing press, neostyle, multigraph, or similar mechanical process will be treated as third-class matter, provided they are mailed at the post office or other depository designated by the postmaster in a minimum number of 20 identical, unsealed copies. If mailed elsewhere or in less quantity, they will be subject to the first-class rate. APPENDIX 237 Matter for the Blind. Letters and reading matter for the blind are transmissible in the mails under certain conditions at special rates, which may be ascertained from the postmaster. THE RATE OF POSTAGE on unsealed third-class matter is one cent for each two ounces or fraction thereof, on each indi\'idually addressed piece or package. THE LIMIT OF WEIGHT of third-class matter is four pounds. Parcels of printed matter v.-eighing more than four pounds which do not exceed the limit of weight and size for fourth-class matter come within that class and are mailable at the parcel post rates. ADDITIONS TO THIRD-CLASS MATTER. On the wrapper, envelope, or the tag or label attached thereto, or upon the matter itself, in addition to the name and address of the adch'essee, there may be written or printed the name, occupation, and residence, or business address, of the sender, preceded by the word " from." There may also be placed on the T\Tapper, envelope, tag, or label, either ■WTitten or otherwise, the inscription " Do not open until Christmas," or words to that effect, and any printed matter mailable as third-class, but there must be left on the address side a space sufficient for a legible address, postmark, and the neces- sary postage stamps. The words " Please send out," or " Post up," or other similar direction or requests, not a part of the address, nor necessary to effect delivery, may not be placed upon the ^wTapper of third-class matter or upon the matter itself ■wdthout subjecting it to postage at the letter rate. On the matter itself the sender may place all that is permitted on the ■wrapper, and may make marks other than by WTitten or printed words to call attention to any word or passage in the text, and may correct any typographical errors. There may also be \\Titten or printed upon any photograph, or other matter of the third-class, a simple manuscript dedica- tion or inscription not in the natiu-e of personal correspondence. Such words as " Dear Sir," " My dear friend," " Yours truh%" " Sincerely yours," " Merry Chi'istmas," '' Happy New Year," and " With best wishes," T\Titten upon tliird-class matter, are permissible inscriptions. A serial number "vvTitten or impressed upon third-class matter does not affect its classification. Written designation of contents, such as "printed matter," "photo," is permissible upon the ^NTapper of third-class matter. Enclosures. A single card bearing the -WTitten name and address of the sender, or an envelope bearing a written or printed name and address of the sender, may be enclosed -with a circidar or other third-class matter without affecting its classification. Hand-stamped imprints on tliird-class matter will not affect its classifi- cation except when the added matter is in itself personal or converts the original matter into a personal communication ; in the latter case, however, the maihng at one time at the post office -window or other depository designated by the postmaster of not less than 20 identical, unsealed copies will be sufficient e\'idence of impersonal character to entitle such matter to the third-class rate. Corrections in proof sheets include the alteration of the text and in- sertion of new matter, as well as the correction of typographical and other errors ; include also marginal instructions to the printer necessary to the correction of the matter or its proper appearance in print. Part of an 238 OFFICE PRACTICE article may be entirely rewritten if that be necessary for correction. Cor* rections should be upon the margin of or attached to the proof sheets. Manuscript of one article cannot be enclosed with proof or corrected proof sheets of another except at the first-class rate. FOURTH-CLASS MATTER (DOMESTIC PARCEL POST) FOURTH-CLASS MATTER EMBRACES that known as domestic parcel post mail, and includes merchandise, farm and factory products, seeds, cuttings, bulbs, roots, scions, and plants, books (including catalogs,) miscellaneous printed matter weighing more than four pounds, and all other mailable matter not embraced in the first, second, and third classes. EXTENT AND USEFULNESS OF PARCEL POST. The domestic parcel post offers a convenient, quick, and efficient means of transporting mailable parcels to any post office in the United States or its possessions. The service reaches more places than any other transportation agency. It brings producers and consumers into closer contact, thus opening the way to reducing the high cost of U\-ing. Special treatment and advantages are accorded to shipments of farm products weighing between 20 and 50 pounds. Low postage rates, based on the service rendered, are provided. The rates to near-by zones are particularly advantageous. Parcels may be insured against loss and may be sent C. 0. D. RATES OF POSTAGE — TO BE FULLY PREPAID — UNSEALED — are as follows : (a) Parcels weighing 4 ounces or less, except books, seeds, plants, etc., 1 cent for each ounce or fraction thereof, any distance.- (b) Parcels weighing 8 ounces or less containing books, seeds, cuttings, bulbs, roots, scions, and plants, 1 cent for each 2 ounces or fraction thereof, regardless of distance. (c) Parcels weighing more than 8 ounces containing books, seeds, plants, etc., parcels of miscellaneous printed matter weighing more than 4 pounds, and all other parcels of fourth-class matter weighing more than 4 ounces are chargeable, according to distance or zone, at the pound rates shown in the following table, a fraction of a pound being considered a full pound : FOREIGN MAIL MATTER RATES OF POSTAGE The rates of postage applicable to articles for foreign countries are as follows : Cents. Letters for the Bahamas, British Honduras, Barbados, Leeward Islands, British Guiana, Dutch West Indies, New Zealand, Canada, Cuba, Mexico, Republic of Panama, city of Shanghai (China), England, Ireland, Ne^vfoundland, Scotland and Wales, per ounce ... 2 Letters for all other foreign countries : For the first ounce or fraction of an ounce 5 For each additional ounce or fraction of an ounce 3 Single post cards (including souvenir cards), each 2 Reply postal cards, each 4 APPENDIX 239 Cents. Printed matter of all kinds, for each two ounces or fraction of two ounces 1 Commercial papers, for the first ten ounces or less 5 For each additional two ounces or fraction of two ounces ... 1 Samples of merchandise, for the first four ounces or less .... 2 For each additional two ounces or fraction of two ounces ... 1 Registration fee in addition to postage 10 CLASSIFICATION Articles for or from foreign countries (except Canada, Cuba, Mexico, the Republic of Panama, and the United States Postal Agency at Shanghai) are classified as "Letters," "Post Cards," "Printed Matter," " Commercial Papers," and " Samples of Merchandise." There is no provision in the Postal Union mails for merchandise other than samples. LETTERS. When a package is prepaid in full at the letter rate, it is treated as letter mail, provided it does not contain prohibited articles. Such packages may contain merchandise not sent as trade samples. Sealed or unsealed packages which appear to contain dutiable matter will be inspected by customs officers of the country of destination and the proper customs duties will be levied. POSTAL CARDS. The United States international 2-cent single and reply postal cards should be used for correspondence with foreign countries, except Canada, Cuba, Mexico, the Republic of Panama, and Shanghai, to which the domestic 1-cent single and reply postal cards are mailable. Private mailing cards are transmissible to foreign countries at the rate of 2 cents each, pro\'ided they conform to the conditions prescribed for similar cards in our domestic mails. If entirely in print and bearing no personal message, they may be sent at the rate of 1 cent each. Those addressed to Canada, Cuba, Mexico, Republic of Panama, and Shanghai may be sent at 1 cent each. PRINTED MATTER. The rate of postage on printed matter in the foreign mails is one cent for each two ounces. COMMERCIAL PAPERS. This class includes all instruments or documents written or drawn wholly or partly by hand, which have not the character of an actual and personal correspondence. SAMPLES OF MERCHANDISE. Packages of miscellaneous mer- chandise in the regular mails for foreign countries (except Canada, Cuba, Mexico, Repubhc of Panama, and Shanghai) are restricted to bona fide samples or specimens having no salable or commercial value in excess of that actually necessary for their use as samples or specimens. Samples of merchandise must conform to the following conditions : (1) They must be placed in bags, boxes, or removable envelopes in such a manner as to admit of easy inspection. (2) They must not have any salable value nor bear any manuscript other than the name or profession of the sender, the address of the ad- dressee, a manufacturer's or trade mark, numbers, prices and indications relating to the weight or size of the quantity to be disposed of, and words which are necessary to indicate precisely the origin and nature of the merchandise. Packages of samples of merchandise must not exceed twelve ounces in weight, twelve inches in length, eight inches in breadth, and four inches in thickness. 240 OFFICE PRACTICE FOREIGN PARCEL POST For information eoneerning Foreign Parcel Post, see N. Y. Circular 77 published by the Post-Offiee. COMMERCIAL ABBREVIATIONS Account acct. or a/c Building bldg. Account current acct. cur. Bundle bdl. Advertisement ad. or advt. Bushel bu. or bus. Agent agt. Buyer's Option B. 0. AH correct 0. K. America Am. or Canada Can. Amer. Capital cap. American Am. or Captain Cap. or Amer. Capt. Amount amt. Care of c. o. or c/o Anonymous anon. Cashier cash. Answer ans. Cash (or coUect) on C. 0. D. or Ante meridiem a.m. dehvery e. o. d. April Apr. Cash with order c. w. o. Assistant asst. Catalogue cat. or catal. Association assn. Cent e. or i At @ Certificate cert, or Attorney atty. certif. August Aug. Chapter eh. Avenue Av. or Ave. Company Cost, insurance and Co. Balance bal. freight e. i. f. Bank bk. County Co. Barrel bbl. Court House C. H. Basket bkt. Credit or. Between bet. Creditor er. Bill of Exchange B/E Bill of Lading B/L Days after date d/d Bill of Sale B/S Days' date d/d Bills Payable B/P Days' sight d/s Book bk. Debtor dr. Borough bor. December Dec. Bought bot.. Degree deg. Boxes bxs. Department dept. Brother Bro. Discount disc, or Brothers Bros. disct. APPENDIX 2^ Ditto do. Inch in. Dividend div. Incorporated inc. Di^^sioIl div. Instant Doctor Dr. (present month) inst. Dollar dol. Institute inst. Dozen doz. Insurance ins. Draft dft. Interest int. Inventory invt. Each ea. Invoice inv. East E. I owe you I. 0. U. England Eng. English Eng. January Jan. Errors and omissions Journal jour. excepted e. & o. e. Junction June. Errors excepted e. e. Junior Jr. Et cetera etc. Example ex. Ledger ledg. Exchange ex. Ledger foUo 1. f. Express exp. Letter of Credit L/C Limited Um. or ltd, Fahrenheit F. or Fahr. February Feb. Madame Mme. Feet ft. Mademoiselle Mile, or Figure fig. MdUe. Krst class Al IVIanufactures mfrs. Foho fol. Manufacturing mfg. Foreign for. Manuscript MS. For example e.g. Manuscripts MSS. Free on board f. 0. b. or March Mar. or F. 0. B. Mch. Freight frt. Measure meas. Friday Fri. Memorandum memo, or mem. Gallon gal. Merchandise mdse. Gross gro. Meridiem (noon) m. Messieurs Messrs. Hogshead hhd. Minute min. Honorable hon. Miscellaneous misc. Horse-power h. p. Mister Mr. Hundred hund. Mistress (Missis) Mrs. Hundredweight ewt. Monday Mon. 242 OFFICE PRACTICE National Natl. Publishing pub. No good n. g. North America N. Am. or Quart qt. No. Am. Quarter qr. Northeast N. E. Northwest N. W. Railroad R. R. Nota bene Railway Ry. (note well) N. B. Receipt rect. or Notary Public N. P. rec't Number No. Received reed, or ree'd October Oct. Reference ref. Ounce oz. Register reg. Package pkg. Saint St. Page P- Saturday Sat. Pages pp. Schooner schr. Paid pd. Secretary sec. Pair pr. Section sec. Part pt. Sellers' Option S. 0. Payment payt. or Senior Sr. paym't Shilling s. Peck pk. Sight draft S/D Pecks pks. South S. or so. Pennyweight pwt. or dwt. Southeast S. E. Per annum per an. Square sq. Per centum per cent. Steamer str. or % Steamship s. s. Pint pt. Street St. Postmaster P.M. Sunday Sun. Post meridiem Superintendent supt. (afternoon) p.m. Post Office P.O. Postscript p. s. Territory ter. Pounds sterling £ That is (id est) i.e. Pounds, shillings, Thursday Thurs. and pence £ sd Ton T. Preferred pf. or pfd. Tonnage tonn. President Pres. Township tp. Proximo (next Treasurer treas. month) prox. PubUsher pub. Ultimo (last month) ult. APPENDIX Versus (against) Vice-President Videlicet (to wit) Volume vs. or V. Week V. P. Weight viz. , West vol. Wharf wk. wt. W. whf. Way bill Wednesday W/B Wed. Yard Year yd. yr. 243 INDEX Abbreviations, commercial, 240. Addresses, cable, 165 ; foreign, 54. Addressing envelopes, 34 ; window en- velopes, 34. Addressing letters or envelopes from cards (filing), 71. Addressing machines, 190. Address, text, and signature (cable- grams), 175. Almanacs, 232. ^Vlphabetic filing, 78 ; advantages, 83 ; disadvantages, 83 ; filing, 80 ; filing name, 82 ; helpful suggestions, 83 ; indexing, 78 ; out guides, 82 ; sort- ing box or distributor, 82. Alphabetizing (filing), 69; dictionary arrangement, 69 ; directorj- arrange- ment, 69. Americas, 53. Amounts, verifying (mail), 48. Answering telephone calls, 126, 129. Appendix, 235 ; commercial abbre^•ia- tions, 240 ; domestic and foreign mail classification and rates, 235. Arrangement of tools and materials (mail), 44. Atlases, 232. Automatic typewriters, 187. B Banning, Kendall, quoted, 18. Billing and computing machines, 190. Bills, verifying monthly telephone, 139. Biographies, 217, 218, 219. Blue Book, Dau's, 208, 209. Box fUe, 72. BradstreeVs Credit Rating Book, 226, 227, 228. Bre\-ity (cablegrams and telegrams), 166. BuUinger's Monitor Guide, 220-222; Postal and Shippers Guide, 224-225. Business journals, 222 ; Exporters' En- cyclopedia, 223 ; Monitor Guide, 220- 222 ; Postal and Shippers Guide, 222, 224, 225. Business Man's Library, 18. C Cabinets, filing, 77. Cable addresses, registered and reversi- ble, 165. Cable codes, private, 164 ; public, 163. Cablegrams, Classes of Service, 156 ; cable forms, 156 ; cable letters, 158 ; deferred cablegrams, 158 ; regular cablegrams, 156; time differences, 161 ; transfer of money by cable, IGl ; week-end cable letters, 159; wireless cable, 161 ; Code Systems, 163 ; private, 164 ; public, 163 ; registered cable ad- dresses, 165 ; reversible cable ad- dresses, 166 ; translating messages, 166; Paying for the Message, 175 ; date, text, and signature, 175 ; general provisions governing the count of cablegrams, 176 ; how cablegrams are counted and charged for, 175 ; languages — plain, code, cipher, and combinations, 175 ; Sending the Message (see under Telegrams, Sending the Message, 170) ; Writing the Message (see under Telegrams, Writing the Telegram, 166). Cablegrams, defined, 142. Cable forms, 156. Cable letters, 158. 245 246 INDEX Calculating machines, 194 ; listing, 194 ; non-listing, 196. Calling, telephone, 127 ; departments in large firms, 128 ; directly, 127 ; indirectly, 127. Calls, telephone, 119; local, 119; partic- ular-person toll, 119; two number toll, 119. Carbon copies, advantages and disad- vantages, 58. Card index systems, 103 ; catalogue rec- ords, 104 ; desk tickler, 109 ; em- ployees' records, 104 ; equipment, 103 ; factory cost records, 109 ; in- stalling a system, 112; lawj^ers' rec- ords, 107 ; magazine subscription records, 111; school records, 104; signal. 111; tabbed, 110; types of, 103. Cash registers, 200. Catalogue records (filing), 104. Central (telephone operator), 120. Charges for cablegrams, 175 ; telegrams, 172. Checking mail enclosures, 3 ; express and freight, 5 ; general, 3 ; money, 3 ; omissions, 4 ; separate cover, 4. Check perforators, 200. Check protectors, 200. Checks, 48. Cipher language (cablegrams), 175. City directories, 203 ; classified, 205 ; copartnership corporation, 206 ; gen- eral telephone, 206. Clarity (cablegrams and telegrams), 167. Classes of service (telegrams and cable- grams), relative advantages of dif- ferent, 151. Classes of telephone calls, 119; local, 119; particular-person, 119; two- number, 119. Classification and rates (domestic and foreign mail), 235. Classification (filing), 67; auditing, 67; correspondence, 67 ; miscellaneous, 67. Classified directories, business, 205 ; telephone, 206. Clock dating machines, 11. Code language (cablegrams), 175. Code systems, 163 ; private, 164 ; pubhc, 163 ; registered cable addresses, 165 ; reversible cable addresses, 165 ; translating messages, 166. C. O. D. maU packages, 55. Coin box telephones, 139. Coin counters, 200. Collier's Weekly, quoted, 125. Commercial abbre\'iations, 240. Composing cablegrams and telegrams, 166 ; brevity, 166 ; clarity, 167 ; legibility, 167. Composition, 42. Computing and billing machines, 196. Confirming and duplicating cablegrams and telegrams, 168; duplicates, 168; originals, 168 ; triplicates, 168. Copartnership and Corporation Directories, Trovfs, 206. Copying the correspondence, 58 ; carbon copy, 58 ; helpful suggestions, 64 ; letter-press copy, 59 ; roller-press copy, 63. Cord systems (telephone), 136. Correspondence, copying the, 58 ; ma- chines for the, 184 ; mailing the, 47. Correspondents (numeric filing), 85; new, 85 ; old, 86. Credit rating books, 227 ; Bradstreet, 226-228 ; Dun, 227. Currency (mail), 47. D Date, address, and signature in tele- grams, 172. Dating mail, 9 ; mechanical de\'ices, 10. Dau's Blue Book, 208, 209. Day letters (telegrams), 148. Deferred cablegrams, 158. Delivering cablegrams and telegrams, 171 ; report of delivery, 171. Desk telephones, 135. Desk tickler (filing), 109. Devices, mechanical (mail), 10; clock dat- ing machines, 11 ; rubber stamps, 10. Dewey decimal system, 94. Dictating correspondence, 16 ; dictator's problem, 18 ; stenographer's prob- lem, 22. Dictating machines, 193 ; dictaphones, 193 ; phonographs, 193. Dictator's problem, 18 ; stationery, 20 ; style, 20. INDEX 247 Dictionaries, regular and thesaurus, 215. Dictionary arrangement defined, 69. Directories, Business, 203 ; classified business, 205 ; classified telephone, 133, 206 ; copartnership and cor- poration, 206 ; general city, 203 ; Miscellaneous, 211; general tele- phone, 133, 211; institutional, professional, and trade, 212 ; Social (blue books, club lists, social registers), 208. Directory arrangement defined, 69. Distributor or sorting box (filing), 82. Domestic and foreign mail classification and rates, 235. Dun's Credit Rating Book, 227. Duplicating and confirming telegrams, 168. Duplicating machines, 185 ; automatic typewriters, 187 ; gelatin duplica- tors, 186 ; letter-cojjiers, 189 ; mime- ographs, 186 ; multigraphs, 187. E Editing mail, 42. Emergency telephone calls, 130. Employees' records (filing), 104. Enclosures, checking mail, 3 ; checks, 48 ; currency, 47 ; express and freight, 5 ; express money orders, 48 ; general, 3 ; money, 3 ; omissions, 4 ; postal money orders, 48 ; separate cover, 4 ; small pamphlets and printed matter, 47 ; stamps, 47 ; verifying amounts, 48. Envelopes, adddressing, 34. Equipment (filing), 77; cabinets, 77; folders, 77 ; follower blocks, 77 ; guides, 77. Equipment (telephone), 131 ; general equipment, 131 ; private extensions, 133 ; telephone directories, 133. Erasures, 35. Examining mail, 3 ; checking enclosures, 3 ; looking for signatures, 3. Expediting mail, 56 ; fast mail trains, 56 ; foreign mail, 57 ; special delivery, 57. Exporters' Encyclopedia, 223. Express money orders, 48. Extensions, private telephone, 133. Extra words in cablegrams, 175 ; tele- grams, 172. Factory cost records (filing), 109. Fast mail trains, 56. Fast regular telegrams, 145. Filing (advantages) , alphabetic, 83 ; geographic, 91 ; numeric, 86 ; sub- ject, 95. Filing cablegrams and telegrams, 170; junior clerks, 170 ; offices of the companies, 170 ; telegraph messen- gers, 170 ; telephones, 170. Filing defined, 67. Filing (disadvantages) , alphabetic, 83 ; geographic, 92 ; numeric, 88 ; sub- ject, 95. Filing, Flat Systems, 71 ; box fiile, 72 ; flat or loose sheet drawer, 73 ; Shan- non file, 74 ; spindle, 71 ; transfer- ring, 75 ; Miscellaneous Records, 100 ; card index systems, 103 ; catalogue rec- ords, 104 ; desk tickler, 109 ; em- ployees' records, 104 ; equipment, 103 ; factory cost records, 109 ; in- stalling a system, 112; lawyers' records, 107 ; loose-leaf systems, 101 ; magazine subscription records, 111; school records, 104; signal card systems. 111; tabbed card systems, 110 ; types of card systems, 103; Office Records, 66 ; addressing let- ters or envelopes from cards, 71 ; alphabetizing, 69 ; auditing, 67 ; classification, 67 ; correspondence 67 ; dictionary arrangement de- fined, 69 ; directory arrangement defined, 69 ; filing defined, 67 ; in- dexing, 69 ; miscellaneous, 67 ; Vertical Systems, 77 ; advantages, 83,86,91,95; alphabetic, 93 ; al- phabetic filing 78 ; cabinets, 77 ; Dewey decimal system, 94 ; disad- vantages, 83, 88, 92, 95 ; equipment, 77; filing, 80, 85, 90, 96; filing name, 82; folders, 77; follower blocks, 77 ; follow-up filing, 96 ; geographic filing, 89 ; guides, 77 ; 248 INDEX helpful suggestions, 83 ; indexing, 78, 85, 89, 96 ; labeling transfer cases, 98 ; methods of transferring, 99 ; new correspondent, 85 ; numeric, 93 ; numeric filing, 85 ; old correspond- ent, 86 ; out guides, 82 ; records of transfers, 99 ; simple numeric, 93 ; sorting box or distributor, 82 ; special files, 98 ; state and alpha- betic, 89-90 ; state and town, 90 ; straight town, 90 ; subject filing, 93 ; transfer cases, 98 ; transferring, 98 ; variations, 89. Filing name, alphabetic, 82. Financial machines, 194. Flat or loose sheet drawer (filing), 73. Flat rates (telephone), 139. Flat systems (filing), 71; box file, 72; flat or loose sheet drawer, 73 ; Shan- non file, 74 ; spindle, 71 ; transfer- ring, 75. Folders (fiUng), 77. Folding letters by hand, 50 ; machines, 52. Follower blocks (filing), 77. Follow-up filing, 96 ; indexing, 96. Foreign mail, 57 ; addresses, 54 ; classifi- cation and rates, 238. Forms, cablegrams, 156 ; telegrams, 144. Full-rate, telegraphic messages, 145. G Gazetteers, 229 ; Longman's Gazetteer of the World, 231 ; Polk's Michigan Gazetteer, 230 ; state (or territorial) , 229; world (or general), 229. Gelatin duplicators, 186. General information, books of, 217. General provisions governing the count of cablegrams, 176 ; telegrams, 173. Geographic filing, 89; advantages, 91; disadvantages, 92 ; filing, 90 ; in- dexing, 89 ; state and alphabetic, 89-90 ; state and town, 90 ; straight town, 90. Government year books, 233. Guides, out (filing), 82. H How cablegrams are counted and charged for, 175. How telegrams are counted and charged for, 172. Incoming telephone calls, 117. Indexing (filing), 78, 85, 89 ; defined, 69. Individual telephone lines, 134. Information (telephone operator), 121. Initialing mail, 32. Initiative and intelligence (mail), 23. Installing a card index system, 112. Installing the telephone, 134 ; private branch exchange switchboards, 135 ; public telephones, 139 ; telephone instruments, 135 ; telephone sub- scribers, 134 ; verifying monthly bills, 139. Institutional Directories, Polk's, 212, 214. Instruments (telephone), wall and desk, 135. Insuring mail, 55. Journals, business, 222 ; general, 222 ; special, 223. Junior clerks, 170. K Keying mail, 34. Lamson carriers, 200. Languages — plain, code, cipher, and combinations, 175. Lawyers' records, 107. Legibility (cablegrams and telegrams), 167. Letter copiers, 59, 63, 64, 189. Letter, placing the, 26. Letter-press copy, 59 ; advantages and disadvantages, 59 ; indexing letter- press books, 62 ; method of opera- tion, 60. Liability of telegraph companies for errors, 143. Library Bxireau, quoted, 66. Library of Business Practice, quoted, 1. Listing machines, 194. Local telephone calls, 119. Long distance telephone (or toll) opera- tor, 123. INDEX 249 Longman's Gazetteer of the World, 23 1 . Loose-leaf filing systems, 101. M Machines, Correspondence Depart- ment, 184 ; addressing machines, 190 ; dictaphones, 193 ; dictating machines, 193 ; duplicating ma- chines, 185 ; gelatin duplicators, 186 ; letter copiers, 189 ; mailing machines, 192 ; mimeographs, 186 ; multigraphs and automatic type- writers, 187 ; phonographs, 193 ; Financial, Department, 194 ; billing and computing machines, 196 ; cal- culating machines, 194 ; listing machines, 194 ; non-listing machines, 196 ; statistical machines, 198 ; Miscellaneous (cash registers, check perforators, check protectors, coin counters, Lamson carriers, number- ing machines, package-tiers, paper fasteners, pencil sharpeners, telauto- graphs, time clocks), 200. Magazine subscription records. 111. Mail and telephone ^wrsus telegrams and cablegrams, 142. Mail (Incoming), Dating the Mail, 9; clock dating machines, 11; me- chanical devices, 10; rubber stamps, 10; Examining the Mail, 3 ; checking enclosures, 3 ; express and freight enclosures, 5 ; general enclosures, 3 ; looking for the signature, 3 ; money enclosures, 3 ; omissions, 4 ; sepa- rate cover, 4 ; Opening the Mail, 1 ; mechanical devices, 2 ; Sorting the Mail, 5 ; where the vol- ume of mail is enormous, 8 ; large, 7 ; small, 6 ; Systematizing the Work, 11 ; ap- plied to incoming mail, 12. Mailing machines, 192 ; folding, 52 ; .sealing, 52 ; stamping, 53. Mail (Outgoing), Copying the Cor- respondence, 58 ; advantages, 58- 59 ; carbon copy, 58 ; disadvantages 58-59 ; helpful suggestions, 64 indexing letter-press books, 62 letter-press copy, 59 ; method of operation, 60 ; roller-press copier, 63 ; systematizing the work, 65 ; Dictating the Correspondence, 16 ; dictator's problem, 18 ; initiative and intelligence, 23 ; mannerisms, 23 ; mechanics of the notebook, 24 ; preparedness, 22 ; stationery, 20 ; stenographer's problem, 22 ; style, 20; Expediting the Correspondence, 56 ; fast mail trains, 56 ; foreign mail, 57 ; special delivery, 57 ; Mailing the Correspondence, 47 ; checks, 48; C. O. D. packages, 55; currency, 47 ; enclosures, 47 ; ex- press money orders, 48 ; folding by hand, 50 ; folding machines, 52 ; for- eign addresses, 54 ; insufficient post- age, 53 ; insuring mail, 55 ; postal money orders, 48 ; postal regula- tions, 53 ; postal scales, 54 ; prepar- ing mail for the post-office, 50 ; printed matter under separate cover, 50 ; registering mail, 55 ; safeguard- ing mail, 54 ; sealing by hand, 52 ; sealing machines, 52 ; signing the rriail, 50 ; small pamphlets and printed matter, 47 ; stamping by hand, 52 ; stamping machines, 53 ; stamps, 47 ; verifying amounts, 48 ; Typewriting the Correspondence, 26 ; addressing envelopes, 34 ; ar- rangement of tools and materials, 44 ; ■ carbons, 39 ; composition, 42 ; editing, 42 ; erasures, 35 ; estimat- ing stenographic notes, 35 ; initial- ing, 32 ; keying, 34 ; margins, 28 ; mechanics of the language, 41 ; me- chanics of the typewriter, 35 ; noting enclosures, 34 ; order of operations, 46 ; pivoting, 32 ; placing the letter, 26 ; second page, 30 ; spacing, 28 ; spelling, 41 ; subheadings, 30; sys- tematizing the work, 44 ; typewriter ribbons, 38 ; typewriting machines, 39 ; uneven coloring, 36. Making and answering telephone calls, 126; answering calls, 129'; emer- gency calls, 130; making calls, 127. Manager, traffic (telephone operator), 123. 250 INDEX Mannerisms (mail), 23. Manners, telephone, 114; important rules, 117 ; using the voice, 116. Margins (mail), 28. Marine cable and telegraphic service, 152. Mechanical devices (mail), 10; clock dating stamps, 11 ; rubber stamps, 10. Mechanics of the language (mail), 41; composition, 42 ; editing, 42 ; spell- ing, 41. Mechanics of the typewriter, 35 ; car- bons, 39 ; erasures, 35 ; machines, 39 ; ribbons, 38 ; uneven coloring, 36. Message rates (telephone"), 139. Messages, paying for (cablegrams and telegrams), 171. Messages, taking telephone, 129. Messengers, telegraph, 170. Michigan Gazetteer, Polk's, 230. Mimeographs, 186. Miscellaneous directories, 211. Miscellaneous filing records, 100 ; card index systems, 103 ; loose-leaf sys- tems, 101. Miscellaneous machines, 200. Monitor Guide, BulUnger's, 220-222. Monitor switchboards (telephone), 135. Multigraphs, 187. Municipal year books, 233. N Night letters (or night lettergrams), 149. Night messages, 148. Non-listing machines, 196. Noting enclosures, 34. Numbering macliines, 200. Numeric filing, 85 ; advantages, 86 ; disadvantages, 88 ; indexing, 85 ; new correspondents, 85 ; old corre- spondents, 86 ; variations, 89. O Office filing . records, 66; classification, 67 ; filing, 67 ; indexing, 69. Offices of cable and telegraph companies, 170. One-operator switchboards (telephone), 135. Opening the mail, 1 ; mechanical devices, 2. Operating the telephone,- 118 ; calling central, 120 ; calling information, 121 ; calling long distance (or toll operator), 123; calling manager, 123 ; classes of telephone calls, 119. Order of operations (mail), 46. Outgoing telephone calls, 117. Out guides (filing), 82. Package-tiers, 200. Pamphlets and printed matter (maU, 47). Paper fasteners, 200. Particular-person toll calls (telephone), 119, 123, 124. Party lines (telephone), 135. Paying for cablegrams and telegrams, 171. Pay station telephones, 139. Pencil sharpeners, 200. Phonographs, 193. Pivoting (mail), 32. Placing the letter, 26. Plain language (cablegrams), 175. Polk's Institutional Directories, 212, 214; Michigan Gazetteer, 230; Professional Directories, 212, 213; Trade Direc- tories, 212. Postage, insufficient, 53. Postal and Shippers Guide, BulUnger's, 222 224, 225. Postal guide, official, 233. Postal money orders, 48. Postal regulations, 53 ; C. O. D. pack- ages, 55 ; foreign addresses, 54 ; insufficient postage, 53 ; insuring mail, 55 ; postal scales, 54 ; regis- tering mail, 55 ; safeguarding mail, 54. Postal scales, 54. Preparedness (mail), 22. Preparing mail for the post-office, 50 ; filing by hand, 50; machines, 52, 53 ; sealing by hand, 52 ; stamping by hand, 52. Printed matter under separate cover, 50. Private branch exchange switchboard systems, 135. Private code systems (cablegrams and telegrams), 164. INDEX 251 Professional Directories, Polk's, 212, 213. Public code systems (cablegrams and telegrams), 163. Public telephones, 139. R Rate folders (telegrams and cablegrams) , 143. Rates and classification, domestic and foreign mail, 235. Rates (telephone), fiat and message, 139. Records, miscellaneous filing, 100 ; cata- logue, 104 ; employees', 104 ; fac- tory cost, 109 ; lawyers', 107 ; school, 104. Reference Books, Dictionaries, 215 ; regular, 215 ; thesaurus, 215 ; Directories, 202 ; business, 203 ; mis- cellaneous, 211; social, 208; General Information, 217 ; alma- nacs, 232 ; atlases, 232 ; biographies, 217 ; business journals, 222 ; cable books, 233 ; credit rating books, 227 ; gazetteers, 229 ; postal guides, 233 ; year books, 233. Registered cable addresses, 165. Registering mail, 55. Regular cablegrams, 156. Relative advantages of different classes of ser\ace (telegrams and cable- grams), 151. Repeating cablegrams and telegrams, 168. Report of telegraphic deliveiy, 171. Reversible cable addresses, 165. Roget's Thesaurus, 215-216. Roller-press copier, 63. Rubber stamps, 10. Rules (telephone), 117; incoming calls, 117; outgoing calls, 117. S Safeguarding mail, 54. Scales, postal, 54. School records, 104. Sealing mail by hand, 52 ; machines, 52. Second page (mail), 30. Sending caljlegrams and telegrams, 170 ; delivering the message, 171 ; filing the message, 170. Shannon file, 74. Sharpeners, pencils, 200. Signal card systems (filing). 111. Signature, looking for the (mail), 3. Signing mail, 50. Simple numeric filing (subject), 93. Social directories or registers, 208. Sorting box or distributor (filing), 82. Sorting mail, 5 ; enormous, 8 ; large, 7 ; small, 6. Spacing letters, 28. Special delivery, 57. Special files, 98. Spelling, 41. Spindle (filing), 71. Stamping mail by hand, 52 ; machines, 53. Stamps, 47 ; rubber, 10. State and alphabetic (filing), 89-90. State and town (filing), 90. StationerJ^ 20. Statistical Abstract of the United States, 233. Statistical machines, 198. Stenographer's problem (mail), 22; ini- tiative and intelligence, 23 ; manner- isms, 23 ; mechanics of the note- book, 24 ; preparedness, 22. Stenographic notebook, mechanics of the, 24. Stenographic notes, estimating, 35. Straight town (filing), 90. Style (maU), 20. Subheadings (mail), 30. Subject filing, 93 ; advantages, 95 ; al- phabetic, 93 ; Dewey decimal system, 94 ; disadvantages, 95 ; nu- meric, 93 ; simple numeric, 93. Subscribers, telephone, 134. Suggestions, helpful filing, 83 ; mail, 65. Switchboards (telephone), 135; cord, 136; monitor. 136; one-operator switchboards, 135. Systematizing 11, 44 ; applied to incom- ing mail, 12 ; arrangement of tools and materials, 44 ; order of opera- tions, 46. Tabbed card systems, 110; magazine subscription records, 111. Tariff or rate folders and forms, 143. 252 INDEX Telautographs, 200. Telegrams, Classes of Service — Cablegrams (see under Cable- grams — Classes of Service, 156) ; Classes of Service — Telegrams, 144 ; day letters, 148 ; fast regular telegrams, 145 ; forms, 144 ; marine service, 152 ; night letters (or letter- grams), 149; night messages, 148; relative advantages of different classes of service, 151 ; time differ- ences, 155 ; transfer of money by telegraph, 151 ; wireless telegraph, 152; Code Systems (see under Cablegrams — Code Systems, 163) ; Paying for the Message, 171 ; date, address, and signature, 172 ; extra words in an address, 172 ; in the date, 172 ; in the signature, 173 ; general pro\dsions governing the count of telegrams, 173 ; Sending the Message, 170; deliver- ing the message, 171 ; filing the mes- sage, 170 ; junior clerks, 170 ; offices of the companies, 170 ; report of deliver^-, 171 ; telegraph messen- gers, 170; telephones, 170; . Writing the Message, 166 ; brevity, 166 ; clarity, 167 ; composing the message, 166 ; confirming and dupU- cating the message, 168 ; duplicates, 168; legibility, 167 ; originals, 108 ; repeating the message, 168 ; tripli- cates, 168. Telegrams, defined, 142. Telephone cUrectories, 206, 211. Telephone, Equipping the Desk or Booth, 131 ; general equipment, 131 ; private extensions, 133 ; tele- phone directories, 133 ; Installing the Telephone, 134 coin-box, 139 ; cord systems, 136 desk telephone, 135 ; flat rate, 139 indi%'idual lines, 134 ; message rate 139 ; monitor switchboards, 136 one-operator switchboards, 135 party lines, 135 ; pay stations, 139 private branch exchange switch- board systems, 135 ; public tele- phones, 139; telephone instruments, 135 ; telephone subscribers, 134 ; verifying monthly bills, 139 ; wall telephones, 135 ; Making and Answering Calls, 126; answering the call, 129 ; calling directly, 127 ; calling indirectly, 127 ; calling up departments in large firms, 128 ; emergency calls, 130 ; making the call, 127 ; taking a mes- sage, 129 ; Operating the Telephone, 118; central, 120 ; classes of telephone calls, 119; information, 121; local calls, 119; long distance (or toll operator), 123; particular-person toll calls, 119, 123, 124; traffic manager, 123 ; two-number toll calls, 119, 123, 124 ; Telephone Manners, 114; impor- tant rules, 117 ; incoming calls, 117 ; outgoing calls, 117 ; using the voice, 116. Telephoning telegrams, 170. Thesaurus, Roget's, 215, 216. Time clocks, 200. Time differences (Central, Eastern, Mountain, Pacific), 155, 161. Toll (or long distance) telephone opera- tor, 123. Trade directories, 212. Trains, fast mail, 56. Transfer of money by cable, 161 ; tele- graph, 151. Transferring (filing), 98; methods of, 75, 99 ; labeling cases, 98 ; records of transfers, 99 ; transfer cases, 98. Translating cablegrams and telegrams, 166. Two-number toll telephone calls, 119, 123, 124. Typewriter, mechanics of the, 35 ; car- bons, 39 ; erasures, 35 ; machines, 39 ; ribbons, 38 ; uneven coloring, 36. Typewriter ribbons, 38 ; copjang, 38 ; hectograph, 39 ; record, 38. Typewriters, 39 ; automatic, 187. Typewriting correspondence, 26. U Uneven coloring of typewritten letters, 36. INDEX 253 Variations (numeric filing), 89. Verifj-ing amounts (mail), 48. Vertical filing systems, 77 ; alphabetic filing, 78; equipment, 77; follow- up filing, 96 ; geographic filing, 89 ; numeric filing, 85 ; special files, 98 ; subject, 93 ; transferring, 98. Voice in telephoning, use of, 116. W Wall telephones, 1.35 Week-end cable letters, 159. Who's Who (American and English edi- tions), 217, 218, 219. Window envelopes, 34. Wireless cable, 161 ; telegraph, 152. Wooley, Edward Mott, quoted, 1. Writing cablegrams and telegrams, 166 ; composing the message, 166 ; con- firming and duplicating the message, 168 ; repeating the message, 168. Year books, 233; municipal, 233. government, 233 ; IMnted in the United States of America. npHE following pages contain advertisements of a few of the Macmillan books on kindred subjects Commercial Correspondence and Postal Information (Revised) By CARL L. ALTMAIER, Director of Department of Commerce and Finance, Drexel Institute, Philadelphia Cloth, i2nio, ill., 2j2 pages, $.yo This book belongs to that type of texts in which useful information is given in simple, concrete, usable form. The old edition set the pace for books of its kind and it has been widely used for several years. In the new edition the author has improved the opportunity both to effect certain advantageous changes and to make important ad- ditions. There is a new chapter on Letter Filing and Card Indexing, and the chapter on Postal Information has been rewritten and enlarged to include the latest rulings in this field. The whole purpose of the book is to help the student to write a good letter, to carry on a suc- cessful correspondence in the commercial field. There is a chapter on the importance of letter writing, another on the technique of a business letter, a third on the composition of such a letter, and others on letters of various kinds. One chap- ter is devoted to the Making of Contracts by Mail and by Telegraph, and another to Telegrams and Cablegrams. The book presents in interesting form just the information that one must have in order to conduct a correspondence properly, and it provides for sufficient practice on each point. Practical questions and exercises are abundant throughout. THE MACMILLAN COMPANY Publishers 64-66 Fifth Avenue New York BOSTON NEW YORK CHICAGO ATLANTA DALLAS SAN FRANCISCO MACMILLAN'S COMMERCIAL SERIES Edited by CHEESMAN A. HERRICK President of Girard College, formerly Director of School of Commerce Philadelphia Central High School Altmaier's Commercial Correspondence with Postal Information A simple, practical textbook widely used with great success. Bigelow and Arnold's Elements of Business Arithmetic A practical, elementary treatment of the subject suitable for use in the last years of the grammar school or the first years of the high school course. Bogle's Comprehensive Bookkeeping A complete manual for the use of students in commercial courses. Blanks and a Teacher's Man- ual, made to accompany this text, are available at moderate prices, and these books form a good working basis for the commercial course in secondary schools. Herrick's The Meaning and Practice of Commercial Education This book explains the purpose and describes the actual working of commercial schools. It treats commercial education from various points of view, and shows that this form of instruction is a result of present economic conditions and a natural step in our national development. Herrick's History of Commerce and Industry In preparation. Hoover's Salesmanship A straightforward presentation of the principles of selling especially adapted to the use of stu- dents in commercial courses. It presents the psychology and the ethics of square dealing, and gives general principles of salesmanship rather than specific directions for special cases. Thurston's Business Arithmetic for Secondary Schools The book is particularly fitted for use in commercial courses, but it may be used in any practical course in high school arithmetic. It deals with processes and business forms used in modern commercial practice. Trotter's Geography of Commerce This book interprets the activities of men and of organizations of men as they are dependent upon physical conditions. THE MACMILLAN COMPANY 64-66 Fifth Avenue, New York BOSTON CHICAGO DALLAS ATLANTA SAN FRANCISCO REFERENCE BOOKS ON COMMER- CIAL SUBJECTS Adams . . Adams and Sumner Bastable Bastable Briscoe Briscoe Brown Carlton Cheyney Clare . Clark . Clark . Clark . COMAN . COMAN . cunningh McArthur Davenport Ely . . . Ely . . . Ely . . . Fisher Fisher FiSK . . GiBBINS . Gow . . Graham and Oliver Graham and Oliver . . Graham and Oliver . . Advertising and Its Mental Laws $L50 Labor Problems 1.60 Theory of International Trade 1.10 Public Finance 3.50 Economics of Business 1.50 Economics of Efficiency 1.50 International Trade and Exchange 1.50 Education and Industrial Evolution 1.25 Industrial and Social History of England . . . 1.40 A. B. C. of Foreign Exchange 1.25 Essentials of Economic Theory 2.00 Distribution of Wealth 3.00 Control of the Trusts 1.00 Industrial History of the United States .... 1.60 Economic Beginnings of the Far West .... 4.00 Outlines of English Industrial History .... 1..50 The Economics of Enterprise 2.25 Evolution of Industrial Society 1.25 Property and Contract 4.00 Monopolies and Trusts 1.25 Nature of Capital and Income 3.00 Rate of Interest 3.00 International Comm-ercial Policies . . . . . 1.25 History of Commerce in Europe 90 Marine Insurance 1.50 French Commercial Practice, Parti 75 Partn 1.00 German Commercial Practice, Parti 75 Partn 1.25 Spanish Commercial Practice, Part I 75 Partn 1.25 THE MACMILLAN COMPANY 64-66 FIFTH AVENUE, NEW YORK BOSTON CHICAGO DALLAS ATLANTA SAN FRANCISCO J^ WESTERN TTNTTo-^ ,,TV or CAUrORNlA UBRARV This book is u "J ^ Ricro ^o-uw Jl\^ ll^m Form L9-Series 444 \bados PACIFIC, OCEAN. iyCo^/^Caracas .n Cristobal .^VENEZUELA, ^ Ciudad Curat /-'r-TT^. iTjayenne ^Bogota . r..^. • g'uIANA^^ Sufenaventura \ V '•^ I, V ,.. 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