Office Procedures and Business Communication Flashcards

Flashcards covering business correspondence components, document formatting, proofreading symbols, reference sources, and telephone communication technology.

Business correspondence

Formal communication used in business through letters, emails, memos, and reports.

Reference number

A code used to identify a letter for filing and future references to make it easier to trace.

Salutation

The formal greeting in a letter, such as Dear sir or Dear madam.

Subject heading

A part of a letter that states what the letter is about to help the reader quickly understand the topic.

Complimentary close

The polite ending of a letter, such as Yours faithfully or Yours sincerely.

Yours faithfully

The complimentary close used in a business letter when the name of the addressee is unknown.

Yours sincerely

The complimentary close used in a business letter when the name of the addressee is known.

Enclosures

A notation in a business letter that indicates additional documents are included with the letter.

Full block style

A business letter layout where everything begins at the left margin.

A4 paper size

The most common international paper size for business measuring $297 \times 210\,mm$.

A5 paper size

An international paper size measuring $210 \times 149\,mm$.

Banker envelope

An envelope characterized by a triangular flap.

Wallet envelope

An envelope characterized by a long flap.

Pocket envelope

An envelope with an opening on the short side.

DL size

One of the most commonly used envelope sizes for business letters, fitting an A4 paper folded twice into thirds.

Standardised letters

Pre-prepared letters used repeatedly with only small changes to improve efficiency and consistency.

Proof reading

The process of checking written work for errors, spelling mistakes, grammar, missing words, and formatting problems.

Stet

A proof-reading symbol that instructs the reader to ignore a correction.

Ltd

The general abbreviation for a limited company.

PLC

The general abbreviation for a public limited company.

p.p. (per procuration)

An abbreviation meaning on behalf of, used when signing for someone else.

Thesaurus

A reference source that provides synonyms, which are words with similar meanings.

Schedule

A plan or list of information, such as travel, delivery, or meeting agendas.

Post Office Guide

A reference containing postal services, mail regulations, rates, and charges.

OAG Flight Guide

A travel reference containing airline timetables and travel information.

Who's Who

A reference source containing information about famous living people.

Official Gazette

A general reference containing government notices, laws, appointments, and legal information.

Trade Journals

Publications that provide industry news, developments, and codes of practice.

Hits

The term used for results returned by a search engine.

Smart Ring

A telephone system where each worker has a different ring tone to identify who the call is for.

Telephone Alphabet

A standardized list of names (e.g., A for Alfred, B for Benjamin) used to avoid mistakes when spelling words over the phone.

Ex-directory

A status for people who choose not to have their phone number published in a directory.

PBX (Private Branch Exchange)

An internal business telephone system used to connect incoming and outgoing calls.

Voicemail

A computerized message system where stores messages are accessed with a PIN.

Pager

A portable device used to alert workers to call a certain number.

VoIP (Voice over Internet Protocol)

A technology that allows people to make phone calls over the Internet by changing voice signals into digital data.

GMT

Greenwich Mean Time, used as an international reference for time zones.

International Date Line

An imaginary line on the earth's surface where the date changes.