a) i) Explain this office document: Delivery note.
ii) Explain this office document: Receipt.
iii) Explain this office document: Bin card.
iv) Explain this office document: Quotation.
b) Identify the types of equipment which would be used to perform this task in an office;
i) attaching a cheque to a letter to be sent to suppliers
ii) boring holes on letters received in the registry for filing.
iii) getting a carbon copy of a query letter to a worker.
iv) sending an exact copy of a document to an overseas partner.
v) making more copies of minutes of a meeting.
vi) disposing of unwanted documents.
c) Explain this type of mail:
i) Personal mail
ii) Confidential mail
iii) Urgent mail
Explanation
a) i)Delivery note: This is a document sent by the seller to the buyer for signature when goods are delivered to him and it will serve as evidence that delivery has been made. It is used when goods are transported by the seller's means of transportation
ii) Receipt: This is an acknowledgment of money received from the buyer by the seller. It is a document which confirms that payment has been made. It is prepared by the seller and sent to the buyer stating the total amount received. It is an evidence of payment.
iii) Bin Card: This shows the record of receipts and issues of materials in the store. It is kept by the store keeper to record entries balance of stock at a particular time.
iv) Quotation: This is the supplier's reply to the letter of enquiry which states the price, terms of payment, delivery dates and any discount. It is a statement of price given to a buyer when he asks his supplier for quotation.
b) i) Stapling machine
ii) Perforating machine
iii) Carbon paper
iv) Fax machine
v) Photocopy machine
vi) Shredding machine
c) i) Personal mails: These are mails addressed to particular individual. They are normally opened by the person to whom they are addressed.
ii) Confidential mails: These are mails shared with only a few people for furthering certain purposes, it is a mail that people should not have access to . It is always sealed and stamped.
iii) Urgent mail: This type of mail require prompt attention. Once a mail is marked 'urgent', it should be attended to first before others. The contents should be checked immediately to facilitate speedy action.