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OFFICE PRACTICE OBJ (TYPE A)
01-10: DACABBCABA
11-20: CBCBBAAABA
21-30: BBAABCCCAC
31-40: ACABCCDCAB
41-50: DAABBDACAB
COMPLETED
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OFFICE PRACTICE ANSWERS (TYPE A)
INSTRUCTIONS: ANSWER FIVE(5) QUESTIONS ONLY.
(1a)
Invoice: A document issued by a seller to a buyer showing details of goods or services supplied, the amount payable, terms of payment, and the date of the transaction.
(1b)
Order: A document sent by a buyer to a seller requesting the supply of specific goods or services, stating quantities, descriptions, and delivery details.
(1c)
Credit note: A document issued by a seller to a buyer to correct an overcharge, refund payment, or acknowledge returned goods, reducing the amount the buyer owes.
(1d)
Inquiry: A document sent by a potential buyer to request information about products, prices, availability, or terms before making a purchase decision.
(1e)
Quotation: A document prepared by a seller stating the price, terms, and conditions under which goods or services will be supplied when requested by a potential buyer.
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(2a)
A registry is a designated office or section within an organization responsible for receiving, recording, sorting, storing, and managing all incoming and outgoing documents and correspondence.
(2b)
(i) Receiving and dispatching mail: The registry receives all incoming mail, records it, and distributes it to the appropriate departments, and also handles outgoing mail.
(ii) Filing and storing documents: It maintains an organized filing system where documents are stored safely for easy retrieval when needed.
(iii) Recording correspondence: The registry keeps records of all official documents and correspondence, ensuring proper documentation and tracking.
(iv) Maintaining confidentiality: It ensures that sensitive documents are kept secure and accessed only by authorized personnel.
(v) Retrieving and distributing documents: The registry retrieves requested documents and distributes copies or originals to relevant officers or departments.
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(3i)
A.G.M.: An Annual General Meeting is a mandatory meeting held once every year by an organization, especially companies or associations, where members or shareholders gather to review the year’s activities, approve financial statements, elect officers, and discuss important issues affecting the organization.
(3ii)
Adoption of minutes: This is the formal approval of the written record of a previous meeting. Members review the minutes, suggest corrections if necessary, and once accepted, the minutes become the official and accurate record of what transpired during that meeting.
(3iii)
Motion: A motion is a formal proposal presented during a meeting for discussion and decision-making. It is introduced by a member and, when supported (seconded), it is debated and then voted upon to determine whether it should be accepted or rejected.
(3iv)
Ad-hoc Committee: An ad-hoc committee is a temporary committee established to handle a specific task or issue. Once the assigned task is completed and the committee submits its report, it is dissolved.
(3v)
Adjournment of meeting: Adjournment refers to formally bringing a meeting to an end. It may occur after the agenda is completed or when circumstances require postponing discussions to another scheduled date.
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(4a)
An organisation chart is a visual representation that shows the hierarchy, authority, and reporting relationships within an organisation, indicating how departments and positions are arranged and connected.
(4b)
(i) Clear division of work: Responsibilities are distributed according to skills and job roles, ensuring that each employee focuses on specific tasks, which reduces duplication of efforts, increases specialization, and improves productivity.
(ii) Proper delegation of authority: Managers assign authority along with responsibility to subordinates, allowing faster decision-making, reducing workload on top management, and enabling employees to develop confidence and competence in their duties.
(iii) Flexibility: The structure allows adjustments to internal and external changes such as growth, technological advancements, and market demands, ensuring that the organisation continues to function smoothly without resistance or breakdown.
(iv) Good communication system: Information flows accurately and timely across all levels, preventing misunderstandings, promoting coordination between departments, and helping management respond quickly to problems and opportunities.
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(5a)
Indexing is the process of arranging and listing names, subjects, or items in a systematic order to allow quick and easy retrieval of information from records.
(5b)
(i) Alphabetical indexing: Records are arranged according to the alphabetical order of names, making it easy to locate information using letters from A to Z.
(ii) Numerical indexing: Each record is assigned a number and stored in numerical sequence, which helps maintain accuracy and is suitable for large volumes of files.
(iii) Geographical indexing: Information is organised based on locations such as countries, states, regions, or towns, making it useful for organisations with branches in different areas.
(iv) Subject indexing: Records are grouped according to topics or subjects, allowing users to find information based on what the content relates to instead of names or numbers.
(v) Chronological indexing: Documents are arranged based on dates such as daily, monthly, or yearly order, making it easy to trace events, correspondence, or transactions over time.
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(6a)
Stock control is the process of regulating and monitoring the supply, storage, and usage of materials to ensure the right quantity is available at the right time without shortages or excess.
(6b)
(i) It ensures continuous availability of materials for smooth production or sales.
(ii) It prevents overstocking and reduces storage and holding costs.
(iii) It helps detect losses from theft, damage, or wastage and improves accountability.
(6c)
(i) Minimum stock level
(ii) Maximum stock level
(iii) Re-order level
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(7a)
Alphabetical filing is a method of organizing records, files, or documents in the order of letters in names or titles, usually starting from A to Z, to make it easier and quicker to locate information.
(7b)
(i) Edwin, A.G
(ii) Edwin, G.A
(iii) Ezekiel, E.J (Abuja)
(iv) Ezekiel, E.J (Sokoto)
(v) Okonkwo, S.A
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(8)
(i) Use a professional tone: Maintain polite, formal, and courteous language throughout the letter. Avoid slang or casual expressions, as business letters reflect the professionalism of the organisation.
(ii) Respond promptly: Answer letters as quickly as possible to show efficiency and respect for the sender’s time. Prompt replies help maintain good business relationships and prevent delays in decision-making.
(iii) Address the sender correctly: Begin the letter with the correct name, title, and designation of the recipient. Proper addressing ensures the letter reaches the right person and shows attention to detail.
(iv) Be clear and concise: Present the information in a straightforward and organized manner. Avoid unnecessary details, long sentences, or ambiguity, making it easy for the recipient to understand the message.
(v) Follow the correct format: Use the proper structure of a business letter, including date, reference number (if any), salutation, body, complimentary close, and signature. A well-formatted letter enhances readability and creates a professional impression.
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(9i)
Calendars: Calendars are tools used in offices to record and track dates, events, and deadlines. They help staff plan daily, weekly, or monthly activities, ensuring important meetings, tasks, and events are not overlooked. Calendars can be wall-mounted, desk-based, or digital, allowing quick reference to upcoming obligations.
(9ii)
Plastic Year Planner: A plastic year planner is a durable and reusable chart that displays all twelve months of the year in a single view. It allows staff to mark important dates, deadlines, holidays, and events in advance. Its visual layout helps in long-term planning and coordination across departments, making it easier to schedule projects and activities.
(9iii)
Indexed memory aids: Indexed memory aids are reference tools organised with alphabetical or categorical tabs to help users locate information quickly. Examples include indexed files, card indexes, and reference guides. They improve efficiency in retrieving data and reduce the time spent searching for documents or information.
(9iv)
Diary: A diary is a personal or office record book where daily appointments, tasks, reminders, and notes are recorded. It helps individuals manage their schedules effectively, track completed and pending tasks, and plan their day-to-day activities. Diaries can also serve as a record of past communications and decisions.
(9v)
Appointment card: An appointment card is a small card given to clients, colleagues, or visitors that specifies the date, time, and purpose of a meeting. It acts as a reminder to prevent missed appointments and enhances organisation and professionalism in managing schedules. Appointment cards are especially useful in offices with frequent meetings or client interactions.
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(10a)
A quorum is the minimum number of members who must be present at a meeting for its proceedings and decisions to be valid. Without a quorum, any resolutions passed are considered invalid.
(10b)
(i) Agenda: A detailed plan of items to be discussed during the meeting, helping participants prepare in advance and ensuring the meeting stays focused and organised.
(ii) Minutes of the previous meeting: A written record of discussions, decisions, and actions from the last meeting, used to follow up on unfinished business and confirm previous resolutions.
(iii) Notice of meeting: A formal communication sent to members specifying the date, time, venue, and purpose of the meeting, ensuring all participants are informed and can attend to achieve a quorum.
(iv) Reports and supporting documents: Written reports, financial statements, or other relevant documents that provide necessary information for discussion and informed decision-making during the meeting.
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