PI^ACTICE
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CAHILL TVND
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OFFICE PRACTICE
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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.
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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
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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
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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.
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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.
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OFFICE PRACTICE
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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
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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
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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^
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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
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TMCY WROTE
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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
^
.«•*
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,..••
^
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.
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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:
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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
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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
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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
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