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Methods of dictating letters
In modern office, busy executives can use any of the following four methods for dictating letters






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(i) dictating to a shorthand-writing stenographer; (ii) dictating to a machine-writing stenographer; (iii) dictating to a dicta phone machine or tape (or wire) recorder; and (vi) dictating directly to the typist.

The first method is most commonly used. In this case th executive dictates correspondence and the stenographer takes it own in shorthand and then types or transcribes it either in draft or in final form. The second method is a variation of the first. The executive dictates the replies and the stenographer, instead of taking it down in shorthand manually, uses a stenographic machine. Portable stenographic machines (the stenotype) are available which work on he principle of typewriters.

Both the above methods, however, required the simultaneous physical presence of the executive and the stenographer at the place of dictation. Busy executives often find it inconvenient to dictate letters or he may want to dictate letters after office hours, or while on tours. Moveover, these methods are rather costly, particularly in these days of high salaries, since a sufficient number of stenographers have to be appointed to ensure that each executive can get sufficient number of stenographers have to be appointed to ensure that each executive can get the services of the stenographer whenever he need. These difficulties can be avoided by the use of the third method, i.e., dictation to a dictaphone or tape (or wire) recorder.

In the third method, the simultaneous physical presence of the executive and the stenographer at the place of dictation is not necessary. The executive can dictate the letters to a dictating machine (Dictaphone) or to a tape or wire recorder at his own convenient time or place. Th stenographer or typist can also type the letters at his convenience by replying th dictated matter on th machine. The executive can also dictate letters or reports to a tape or wire recorder while on tour and then mail th spool of tape or wire to the office to be transcribed by the stenographer or typist without any delay. This method ensures mechanical accuracy and reduces office cost by economizing in the number of stenographers to be appointed.

The fourth method has all the difficulties experienced in the first two methods. In this case, the executive dictates the letters or other correspondence directly to a typist who simultaneously types them on th machine in draft or in final form. The typist must be fast and accurate to cope with the speed of dictation, otherwise in accuracies are likely to creep in. This is also a costly method and is used when the matter dictated is of personal or confidential nature.

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