Remember that you and the person who transcribes you work are a team
and that you are working together to achieve first- class work in the shortest possible time. Remember to use good dictation habits. Here are
some tips to help you be a better letter-perfect author
1. Take that pipe, cigar, gum or candy out of your mouth
2. Plan your work before you dictate. Remember this simple formula for effective dictating: READ, THINK, ORGANIZE and DICTATE.
3. Identify yourself, state the kind of dictation you are going to give: letter, memo, report, etx. And the type of stationery to bo used.
4. Speak clearly and distinctly in a firm, natural voice. The tone best suited for telephone conversation is the best suited for dictation, too.
5. Spell unusual and difficult proper names, cities and words. And don’t forget to spell those words that sound alike.
6. Give any special instructions such as unusual spacing, sub-paragraphs, tabulations etc.
7. And finally, relax. Mentally visualize the person to whom you are writing and just imagine you are talking to them on the telephone
Proper Dictating Sequence
1. Identify yourself……………………………………………………………..Name
2. Type of correspondence……………………………………………………Letter, Memo, ETC.
3. Number and color of tissue copies other than white…………………Original and Copies
4. Spacing……………………………………………………………………..If other than Single
5. Date of correspondence……………………………………………………If Required
6. Addressee………………………………………………………………….Always use titles
7. Address…………………………………………………………………….Complete with ZIP
8. Subject line…………………………………………………………………Brief Summery
9. Salutation line………………………………………………………………If Required
10. Paragraphing……………………………………………………………..State “New Paragraph”
11. Proper names and difficult words……………………………………….Use phonetic alphabet
12. Punctuation and capitalization………………………………………….As Required
13. Complimentary closing………………………………………………….If Required
14. Name and title of signer…………………………………………………Person signing material
15. Enclosures……………………………………………………………….If not mentioned identify
16. Distribution of copies……………………………………………………stat if any blind copies
17. Envelope and Labels…………………………………………………….As required
PHONIC ALPHABET
A – ALPHA
B – BRAVO
C – CHARLIE
D – DELTA
E – ECHO
F- FOXTROT
G – GOLF
H – HOTEL
I – INDIA
J – JULIETTE
K – KILO
L – LIMA
M – MIKE
N – NOVEMBER
O- OSCAR
P – PAPA
Q – QUEBEC
R – ROMEO
S – SIERRA
T – TANGO
U – UNIFORM
V – VICTOR
W – WHISKEY
X – X-RAY
Y – YANKEE
Z – ZEBRA
The secretary or transcriptionist is entirely dependent on the information provided. Any assistance given during the course of dictation will bring divide: In the quality of the product you receive.