Study the following definitions and examples.
1. assemble v., to put together; to bring together
a. Her assistant copied and assembled the documents.
b. The mail room clerk read the directions before assembling the parts to the new postage printer.
2. beforehand adv., in advance, in anticipation
a. To speed up the mailing, we should prepare the labels beforehand.
b. The goods could have been shipped today had they faxed the order beforehand.
3. complication n., difficulty, complex situation
a. She will have to spend two more days in the hospital due to complications during the surgery.
b. Complications always arise when we try to cover too many topics in one letter.
4. courier n., a messenger, an official delivery person
a. We hired a courier to deliver the package.
b. The courier service will clear the goods through customs.
5. express adj., fast and direct
a. It’s important that this document be there tomorrow, so please send it express mail.
b. Express mail costs more than regular mail service, but it is more efficient.
6. fold v., to bend paper
a. Fold the letter into three parts before stuffing it into the envelope.
b. Don’t fold the document if it doesn't fit the envelope.
7. layout n., a format; the organization of material on a page
a. We had to change the layout when we changed the size of the paper.
b. The layout for the new brochure was submitted by the designer.
8. mention n., something said or written; v., to refer to
a. There was no mention of the cost in the proposal.
b. You should mention in the letter that we can arrange for mailing the brochures as well as printing them.
9. petition n„ a formal, written request; v., to make a formal request
a. The petition was photocopied and distributed to workers who will collect the necessary signatures.
b. We petitioned the postal officials to start delivering mail twice a day in business areas.
10. proof v., to look for errors; n., evidence
a. This letter was not proofed very carefully; it is full of typing mistakes.
b. In order to get the rebate, you must send in proof of purchase.
11. register v., to record, to track; n., a record
a. You can register this mail for an additional $2.20.
b, Everybody needs to sign the register before entering the mail room.
12. revise v., to rewrite
a. The brochure was revised several times before it was sent to the printer.
b. We will need to revise the form letter since our address has changed.
Read the following passage and write the words in the blanks below.
assemble /courier /beforehand /express /complicated /folding /layout
mention /petition /proofed /registered /revision
In small offices, it is often the executive assistant who must manage all of the printed material that the firm produces. The job responsibilities include typing and printing out the correspondence.
These letters and memos must all be carefully (1)___to make sure they are error-free.
If not, the errors should be correct-ed. If the meaning is not clear, the correspondence should be revised. This (2)___should be done (3)___, not when the letter is ready to be sent. Before putting correspondence into an envelope, the executive assistant must (4)___all the various attachments and other documents to be enclosed with the letter.
When(5)___the correspondence, the assistant should make sure that when opening the envelope, the recipient sees the letterhead first. Once prepared, the correspondence must be sent appropriately. Local, urgent mail could be hand-delivered by a (6)___ service.
Long-distance, urgent mail could be sent overnight or by (7)___ mail. If a record is required, mail can be (8) ___ and receipts are given. In addition to transmitting and receiving faxes, the executive assistant must work closely with company officials.
In addition to transmitting and receiving faxes, the executive assistant must work closely with company officials. When the company executives have to make a presentation, the executive assistant often becomes a graphic designer charged with the (9)___, or the look of, the graphics and text for the printed materials used during the presentations.
When the company executives have to make a presentation, the executive assistant often becomes a graphic designer charged with the , or the look of, the graphics and text for the printed materials used during the presentations.
Did I (10)___ that these duties generally involve learning extremely (11)___ design software. It’s a wonder that more executive assistants don’t (12)___ bosses for a raise.
|noun||mention||The mention of layoffs made us worry.|
|verb||mention||As I mentioned in my note to you, you should try to be less wordy and more concise in your writing.|
|adjective||mentionable||No one considered the mediocre design a mentionable achievement.|
|noun||petition||In order to be valid, the contents of the petition need to be printed at the top of each page that will contain signatures.|
|verb||petition||The welders petitioned the factory to install air conditioning.|
|noun||petitioners||The petitioners spent the night outside of the courthouse.|
|verb||proof||It is your responsibility to proof your own work before sending it out.|
|noun||proofreader||The proofreader did not find the errors.|
|gerund||proofing||Proofing a document is best done by starting at the end and reading backward.|
|verb||register||Register this letter and bring back the receipt.|
|noun||registration||Registration for the seminar can be done by fax.|
|adjective||registered||Always get a receipt for registered mail.|
|verb||revise||After you revise the document, give it a new name so that we will still have access to both drafts.|
|adjective||revised||His revised memo was easier to read.|
|noun||revision||You may have to do three or four full revisions to this document before it is acceptable.|
Part 5 Incomplete Sentences
Choose the word that best completes the sentence.
10. I don’t want___to matters, but have you considered using color to make your brochure stand out?
11. It’s worth___in the memo that we’ve finished the draft of the proposal.
12. The signatures on the___weren’t all legible because rain had caused the ink to run.
13. To send out business letters without___them is unprofessional.
14. The mail room is rarely asked to send letters by___mail.
15. After each___, you need to reread what you’ve written and note your suggestions for changes.
(D) will revise
Part 6 Text Completion
To: Production Staff From: George Jones Re: Document Preparation
In order to avoid extra work and waste of supplies, please observe the following guidelines when preparing documents for reproduction and distribution. The goal is to keep things simple and avoid 16 .
When you work on the final revision of a document, pay special attention to the layout. The presentation of material is as important as the content itself.
Don’t rush to the copier as soon as the final revision is complete. 17 each document carefully beforehand.
We have technology to help with the assembly of documents. The large copier on the second floor can
18 paper in addition to stapling. This will help you complete tasks efficiently.
If a document needs to be delivered the same day it is finished, please use a courier service.
16. (A) complicate
17. (A) Proof
(C) To proof
18. (A) folder
Part 7 Reading Comprehension
Questions 19-23 refer to the following advertisement.
Do you run a small business? If so, you likely don’t have a large enough staff to deal with developing, reproducing, and mailing all your documents and correspondence. Why not let Office Systems, Inc., take care of ibis work for you? We provide the following services:
Don't send out your documents until you are sure they are absolutely perfect. We provide revision and proofreading services on all documents, large or small.
Design and Production
Our professional graphic designers work with you to develop the best format and layout for your documents. We also provide copying and assembling services, including folding, stapling, and packaging.
We can connect you with several different delivery services, including the postal system and private courier companies. Is your correspondence urgent? Our express delivery service gets it to the recipient within 24 hours or less, guaranteed,
Visit any one of our branches to open up an account with us today. You can download an application from our web site and fill it out beforehand to make the process go more smoothly. Don’t let the details of correspondence and document development complicate your life. Let Office Systems, Inc., handle it all for you.
Visit www.officesys.com to find the branch nearest you.
19. Who is the audience for this advertisement?
(C) Corporate directors.
(D) Small business owners.
20. Which of the following is a service offered by Office Systems, Inc.?
(B) Web site development.
(C) Assembling documents.
(D) Reading letters.
21. How can a customer open an account with Office Systems, Inc.?
(A) By visiting a company branch.
(B) By sending an e-mail.
(C) By completing an online questionnaire.
(D) By writing a letter.
22. The word revision in line 5 is closest in meaning to
23. The word beforehand in line 14 is closest in meaning to
(A) by hand
(C) in advance
(D) in person