COMPUTER SKILLS - BILIGUAL SECREATRY

MINUTES
Sofía Camacho Monge, Andreina López Solano
12-E
WHAT ARE MINUTES?
They are an official record of the
meeting for its participants and a
source of information for teammates
who were unable to attend.
 Name of the organization.
TO WRITE MINUTES YOU Place, date and time of the meeting.
SHOULD INCLUDE: If the meeting is regular or special.
Names of the present people.
Reports of the committees.
Unfinished business.
New business.
Next meeting date, time and place.
Time of adjournment.
The signature of the person responsible
for the minutes.
 Use agenda items to prepare an outline
and pre-fill the list of meeting attendees.
Include a reference to items from the
previous meeting.

BEFORE THE MEETING

Complete your meeting notes and

clarify points when necessary.
Double-check that decisions and
actions are precisely noted.
AFTER THE MEETING Send the draft to the meeting leader.
MEETING AGENDA
A meeting agenda is a list of topics or
activities you want to cover during
your meeting.
 HOW TO WRITE A
MEETING AGENDA?
Identify the meeting's goals.
Ask participants for input.
List the questions you want to address.
Identify the purpose of each task.
Estimate the amount of time to spend on ecah
topic.
Identify who leads each topic.
End each meeting with a review.
PARTS OF A MINUTE
COMPUTER SKILLS - BILIGUAL SECREATRY

MINUTES
Sofía Camacho Monge, Andreina López Solano
12-E
Reports
Priscila Brizuela Álvarez.
José Julián Navarro Hernández.
Bilingual Secretary.
12-E.

1
What is a Report?
Reports can be academic, technical, or business-oriented,
and feature recommendations for specific actions. Reports
are written to present facts about a situation, project, or
process and will define and analyze the issue at hand.
Ultimately, the goal of a report is to relay observations to a
specific audience in a clear and concise style.

2
FOLLOWING
A WRITING
PLAN ▫ Writer Determinate the objectives of the report.
▫ Writer and Secretary Gathers information.
▫ Writer Prepares an outline.
▫ Writer and Secretary Prepares a first draft.
*Secretary: Write the draft Type the revised draft.
*Writer: Edits the first draft.
▫ Secretary Type the final draft. -Doble check for
accuracy. -Number and collate pages.
3
DETERMINING THE
OBJECTIVES
▫ Why is this report being
written? What is the purpose?
▫ Who will read this? How to
present the information?
▫ What should happen as a
result of this report? Help the
writer to determinate if
recommendations should be
included.

4
“ SMART OBJECTIVES
SMART goals are established using a specific set of
criteria that ensures your goals are attainable.
S: Specific
M: Measurable
A: Achievable
R: Relevant
T: Time-bound
5
GATHERING
INFORMATION
The secretary will help the writer to gather for
information, after that the writer will write the
first logical and organized outline.

6
PREPARING
THE OUTLINE The outline is a “map” to follow, so you can be sure that you are
developing all the points and topics in the report. The secretary is
the one who type this step. This outline must be clear. Remember
to use headings

For every Roman numeral

I There should be a II
For every Letter
A There should be a B
For every Arabic
1 There should be a 2
7
 8

WRITING AND
REVISING THE 1. Don’t use expensive materials.
FIRST DRAFT 2. Use double-spacing so the changes can be clearly marked.
OR ROUGH 3. Allow margins of 1 ½ inches at the top, bottom and sides.
4. X out typing mistakes instead of erase.
5. Make a copy of the document, (copy and paste).
6. Number each page, also number every revision with the date. For
example: Revision No 2, 4/3/2021.
7. Type long intersections on a separate sheet of paper and give them
corresponding page numbers and letters. Name the intersection.
8. Single-space quoted matter of four or more lines and ident it.
9. Use footnotes for descriptions.
10. Keep all the draft in a folder until the final draft has been approved.
Headings
Make a report
easier to read and Main
Heading
understand, the
writer will choose
from several types Headings
of headings to Side
improve the Heading
appearance of the Sub
report. Heading
Paragraph
Heading
9
Proofreaders´ Marks
Are used to indicate corrections
and revisions in rough drafts,
reduces the chance of error in
the report.

Editing and Retyping

After have the draft typed the
writer will help you to edit the
report content, wording, sentence
structure and punctuation.

10
TYPING THE FINAL DRAFT
The body of the report is the first part
to be typed and then we will add the
supplementary parts. And all the text
must be in the center.

11
 MARGINS FOR TYPING BUSINESS Setting Margins
REPORTS

Margins Unbound Slide Top

bound bound
Top margin
▪ First page 2 inches 2 2½
inches inches
▪ All other
pages 1 inch 1 inch 1½
inches

Slide margins
▪ Left 1 inch 1½ 1 inch
inch

▪ Right 1 inch 1 inch 1 inch

Bottom margins 1 inch 1 inch 1 inch 12

Proofreading
All the documents should be proofread before they
are duplicated or printed.

Numbering Pages
Number first with pencil because you´ll never know
when is going to appear a change in the document.
You can use the Roman numeral (ii, iii, iv etc.) or
Arabic numerals (1, 2, 3, 4, etc.).

13
PARTS OF THE
BUSINESS
REPORT

Preliminary Parts
Are used to indicate corrections and revisions in rough drafts, reduces
the chance of error in the report.

14
Cover
The cover should have the tittle
of the report, the name of the
person submitting it, and the
date it is submitted. Do not use
decorative designs or symbols.

Title Page
The tittle page contains the tittle of the
report, the name of the author and the
date and place of the preparation.
Sometimes it should include the name
the name of the person for whom the
report was prepared. 15
 16

Letter of transmittal
The cover should have the tittle of
the report, the name of the
person submitting it, and the date
it is submitted. Do not use
decorative designs or symbols.

List of tables
Tables are often used to illustrate
information in a report. They are
listed on a separate sheet.
Table of contents
It gives an overview of the
material covered in the report by
listing the main topics or chapter
titles with their page numbers.
Summary
The summary of the report is
written after the entire report is
completed, but is located just
before the body of the report. It
explains the purpose of the
report and how facts were
analyzed to reach the conclusions
stated in the body of the report.
17
BODY OF THE REPORT
18

Make a report
easier to read and Introduction
understand, the
writer will choose
from several types Body
of headings to Quoted
improve the Material
appearance of the Text Footnotes
report.
Conclusions and
Recommendations
 “
BUSINESS REPORT
SUPPLEMENTARY
PARTS OF THE Appendix
The appendix contains
extra reference material Index
not easily included in the An index is a list of what
text. is in the report. This list
1. Tables containing is usually in alphabetical
complete original data. order. It indicates on
2. Tables for general which pages you would
reference. find specific topics or
3. Other material which names in the body of the
helps make the report report.
easier to understand and
more interesting. 19
Bibliography
The bibliography should include the tittles of
all documentary sources referred to in a
business report, books, articles, and
periodicals. The references listed in the
bibliography should be arranged in
alphabetical order by authors, by editors, or
by tittles if the authors names are not
available.
 EXAMPLES
“

21
Thanks!
Any questions?

How to write a Writing a Powerful

business report Business Report

22
COMPUTER SKILLS

CIRCULARS
Susana Barquero Solano &
Valeria Ceciliano Ramírez
WHAT IS A CIRCULAR?
It is a document on a particular matter that is sent to
various people, both, inside and outside the company.
The objective is to inform several recipients, who in
one way or another is related to it.
 o Within the body of the
circular verbs are written in

There plural

are some
o It carries complimentary
closing and signature,
reference or execution

features:
initials and copying initials.

o There are two types: the

letter type, and the
memorandum type.
ADVANTAGES OF
THE CIRCULAR

1 4
It is both time- A form of a legal
effective and cost- document with the
effective. designation of authority.

2 5
Has a wider
It identifies the right
dimension and wider
audience.
reach

3
It provides
permanency of
records.
6 A source of goodwill
DISADVANTAGES 1 Oral communication can
pitch more
OF THE
CIRCULAR 2 Has a rigid and formal
structure

3 Has the possibility of leaving

some persons behind

4 Illiterate persons cannot

utilize

5 Usage of complex jargons

CIRCULARS
PARTS
 LETTER TYPE

FULL BLOCK MODIFIED BLOCK SEMI-BLOCK

All elements are The return address, date, Similar to the
aligned to the left closing, and signature are modified block
margin and there aligned to the right style, but the first
are no indented margin, all body line of each
lines. paragraphs begin at the paragraph is
left margin, NO IDENTED IDENTED.
LINES.
EXAMPLE
 MEMORANDUM TYPE

TRADITIONAL SIMPLIFIED
Guide words are Guide words are not
typed (to, date, typed, and the typed name
subject, from) goes at the end of the
memo.
Differences between the circular letter type
and circular memorandum type:

o In the memorandum the word “MEMORANDUM” is

typed, in a letter type the word “CIRCULAR” is typed.

o The memorandum does not have neither salutation nor

complimentary closing.

o The parts of each one are typed in different positions.

Spaces between each part when typing

LETTER MEMORANDUM
T hank y ou
 Types

Informal Formal

It’s a letter written to someone; It’s any letter written in the

we know fairly well. professional language, with a
prescribed format.
 Styles
Full Block Modified Block
 Styles
Semiblock AMS
Thank you
Any questions?
Memorandum
Justin Brizuela Cervantes
Janíz Delgado Arias
 ¿What is a Memo?
● The memorandum is the document of rapid
comunication in the modern office.
A memo, is a written message between persons within the same
organization. Its purpose is to give information efficiently:
therefore the message is brief and to the point. Because memos
are informal communications, personal titles, such as Mr. or Mrs.
and job titles, such as sales manager or controller are not always
used. A memo does not have to be signed by the sender; however,
the sender often initials the memo after it is typed.
Memorandum Function
01 02
It is use to: It is use to:
Coordinate Announce trips, Give
Activities Instructions and Reports

03
It is use to:
Communicate Decisions
or Changes and
Innovations at Work
 Interoffice
Memos
It have guide words
: TO, FROM, DATE,
and SUBJECT.
Simplified
interoffice memos
It does not have guide
words, but the sender’s
name should be typed after
the body of the memo.
 Format of a Memos
purely informational. This is
appropiate when you are sure that
your proposal will be accepted. The
request will be made in the
beginning and then the reasons.
the main purpose is to persuade, because
the writer feels that the reader might
object to the proposal. The reasons will be
written in the beginning and then make
the request or recommendations. The
subject line does not reveal the real
purpose.
Components of a memo
● 1. Header: Guide words
● 2. Body: Text which contains the details
and major topics.
● 3. Close: There should be a clear call for
action.
● 4. C: This is indicated followed by the
name of the person.
Thank You!!!
 Social
Messages
By Mariana Ceciliano and Lineth Serrano
What is a Social
Message?

It is the message used to strengthen the

friendship and goodwill of labor groups.
 Characteristics

It usually sent it in cards or notices.

Cordiality, sincerity, opportunity and empathy.

Accessible.

Practical, flexible and receptive.

It may never be used to distort, deceive or cause

harm.
 Concise text.

Guidelines Information only.

for writing a Structure: logo or acronyms, direct phrases.

Who, what, when, where, how and why.

Social One side, without underlining anything.
Message Take care with the images.

Indicate what is sent on the title.

 Acceptance Notice
It refers to an invitation that requires a response. It could be informal or formal.

Types of
Social Denial or Excuse Notice
Messages It is written to excuse or refuse an invitation, when you cannot attend due to some
circumstance. The denial can be done orally or in writing; this depends on the type of
information you receive.
 Obituary
This type of message is used to communicate the death of a family member or a friend.
It is prepared to be published in national newspapers. There is a specific format.

Characteristics

1. Name of the deceased.

2. Introduction.

Types of
3. Name of relatives.
4. Sorrowful note.
5. Place and date.
Social
Messages
 Condolence Notice
Express feelings of solidarity with the regret of another person. They must be human and
above all affectionate.

Types of
Social
Gratitude Notice
Messages It is essential to maintain good relationships. No formality is required to write it. It must
be spontaneous and natural.
 Cover letter
It is used as a procedure to introduce a person into a social or commercial
relationship.

Types of
Social
Welcome Notice
It is used when a visit is received from an important person of a company, a
prominent political or intellectual figure. Messages
 Recognition Notice
Its purpose is to recognize and value a certain fact that has been carried out or is
being carried out.

Types of
Social
Messages
Christmas Notice
These messages are traditionally short and expressive.
Thanks!

Any questions?
 Bilingual Secretary || 12E || Computer Skills

LEGAL
DOCUMENTS
Nicol V. Alvarado Jiménez || Mariana I. Vargas Torres
 02
It states the rights or privileges and
duties or obligations of the parties who
What is a legal paper sign it

or legal document? Some of them are prepared by typing

the necessary information on a printed
legal form

A secretary should prepare enough

copies of all legal papers, so that each
person interested in the document will
have a copy. It is important to keep one
copy for the lawyer and one for the
court record
Typewritten
MARGINS
One inch at the top and bottom

Legal Papers Left and right margin is one and a

half inch
SPACING
Legal documents may be
Two blank lines between the title and
typed on standard paper
the first line of type
Single-spaced or double-spaced
ERASURES

You should erase and correct some

errors in typing legal papers, others
may not be corrected
If the error you make involves a
significant information to the meaning
of part of the contract, the complete
paper should be retyped
03
 NUMBERS, DATES, AND TITLES

Quantities in legal documents

1. A scholarship of One Thousand Dollars ($1,000)
2. Judgment against the defendant in the sum of
Five Hundred Fifty and 50/100 Dollars ($550.50)
3. Fifty (50) shares of Woolworth common stock

Typewritten Dates in legal documents

1. On this, the third day of November, 202_
Legal Papers 2. This 16th day of April in the year 202_
3. This sixteenth day of April, in the year two
thousand twenty-one

Personal titles (Miss, Mr., Mrs., Ms.) and

professional titles (Dr., Prof.) are not used with
names

04

Printed Legal Forms
Standard forms for bills of sale, deeds,
leases, mortgages, and wills may be
purchased in stationery stores
05
When important information such as a sum
of money, is typed on a printed legal form,
the space that remains on either side of the
item after it is typed should be filled in with
hyphens
 06

Notarized Legal Paper

It is a signed statement that is added by a
notary public to show that the paper has
been signed in the notary’s presence and
that the signers have sworn that they are
the same persons referred to in the
document
07 Simple Contract
It is an agreement that can be enforced by law
It creates legal rights and responsibilities

Before type it, check the following

1. The date and the place of the agreement
2. The names of the parties entering into the agreement
3. The purpose of the contract
Typical Legal Documents

4. The duties of each party

5. The money, services, or goods given in consideration of
the contract
6. The time period
7. The signatures of all the parties
 TYPES OF DEEDS
08 Typical Legal Documents Grant deeds: Guarantee that the asset was not sold to any
other person no necessary to be notarized

DEED Warranty deeds: This provides the guarantee that the

grantor (cedente) will warrant and defend the tittle

It is used to transfer the tittle of

property from one person to Quitclaim deeds: Used in divorce situation
another, giving right to the asset

Their details should be approved

by a lawyer before being register
with the government

This document should be written,

notarized, and entered into the
public record in order to avoid
legal problems
09 Typical Legal Documents It is used when one person gives to another real
or personal property for a fixed price.

LEASE Gives temporally possession of a property.

Describes all the terms that are necessary to

follow in order to give the possession of the
property

This contract can be broke by the damage or

mild of the property

Is also called rent

10
WILL
Describes how one person assets will be distributed
once they die. In it can also be write your wishes and
important decisions

The person that makes this document is the testator or

testatrix, but you can also do it yourself, if you have
Typical Legal Documents

people that work as a witnesses

Failure in a will leaves the decisions in hand of a judge

 11

AFFIDAVIT

Written document that sworn to be

true. It is an oath saying that what
person said is truth

Typical Legal Documents

It is used in divorces proceedings,
property disputes, debt cases
12

POWER OF ATTORNEY

The purpose of this document is to authorize one

person to act as attorney or agent for another
person (the principal)

Is given to an experienced secretary by an

employer, gives the right to the secretary to act for
the employer, specially to sign checks and other
legal documents

Specifies the acts that can be done

Typical Legal Documents
 Bilingual Secretary || 12E || Computer Skills

LEGAL
DOCUMENTS
Nicol V. Alvarado Jiménez || Mariana I. Vargas Torres
COMMERCIAL
DOCUMENTS
BILINGUAL SECRETARY II 12E II COMPUTER SKILLS

BY: FIORELLA PORTUGUEZ II PRISCILLA ROMERO

 WHAT IS A VOUCHER?

It is a commercial document to pay for a good or service. It is a

VOUCHER
future promise of payment. It is used for internal movements of an
office or company.

THE VOUCHER CONTAINS

Date
Amount (in number and letters)
Clear specification of the concept.
Authorization signature.
Signature of the person who receives the
money.
 RECEIPT
It is the document that is delivered in exchange for a certain
amount of money that is received for the payment of an
obligation (interest payment, installment to accounts, services,
rentals)

It can be purchased printed in bookstores

A model can be made according to the needs
of the company
INVOICE
WHAT IS AN INVOICE?
It is a legal and accounting document that is issued as a result of a
purchase-sale contract.
The invoice represents the proof of ownership of the purchased
goods.

INVOICE REQUIREMENTS

Name of the business house.

Place and date.
Buyer's name and address.
Name and address of the seller.
Columns where quantity, measure or weight are specified.
Column where the concept or class of merchandise is specified
Final columns on the right to specify the unit price and the total price.
Sub-total
Tax or discount)
Total to pay
 CHECK
A CHECK IS NOT PAID WHEN
WHAT IS A CHECK?
The person who make the check is out of funds
The check is a payment mandate in favor of a third
The signature is illegible or incomplete.
person and charged to the available funds that the
Specific instructions not to pay it.
drawer has in the bank.
When it is rotated against another bank that is not the one that is
presented in the check
CHECK REQUIREMENTS

Name and location of the bank where the funds are

City and date where it is issued
Name of the identity that will charge it
Amount in letters with cents
Type of currency printed on the check
Amount in numbers
Signature of the drawer of the check duly registered
with the bank
BILL OF It is a document by which one person orders another
to pay a certain amount of money on a specific date

EXCHANGE and place.

FEATURES

You must specify the place where the bill of exchange is

issued. If a non-existent or imaginary place is written,
the bill of exchange is null. If you don't specified the
place, the address of the person requesting the money
is assumed.
Denomination "bill of exchange" in the document.
Express the exact amount to be paid, in numbers and in
letters.
It can be in national or foreign currency
It must include the date, day, month and year, in which
the letter is drawn.
It is not essential to put the expiration date, if it does not
have it, the bill of exchange expires at the time the bill
of exchange is applied.
PLEDGE
CERTIFICATE
The pledge certificate is a document that is issued to record the encumbrance
of a personal property has not been paid in full. Therefore, the object belongs
to the debtor until it is canceled by the creditor.

THE DOCUMENT CONTAINS THE FOLLOWING INFORMATION

Full name and address of the debtor, as well as their qualities and
identification.
Full name of the creditor with its corresponding references.
Amount of debt.
Basis for payment or conditions.
Complete description of the object encumbered or pledged.
Place where the goods will be found
PROMISSORY NOTE

WHAT IS A PROMISSORY NOTE?

The promissory note is a document by which the person who
signs it is obliged to pay another person a certain amount of
money within a specified period.

REQUIREMENTS OF THE PROMISSORY NOTE ARE

The denomination of the PROMISSORY NOTE
The promise of payment, pure and simple.
The amount to pay.
The date and place of issue.
The expiration date.
The person to whom the payment is to be made, or to
whose order it is to be paid.
The signature of the person who contracts the obligation.
The place of payment.
MORTGAGE
The mortgage is a security right that is made to ensure the
fulfillment of an obligation on a real estate, normally it is a
payment of a credit or loan.

REQUIREMENTS TO MAKE A MORTGAGE

Expertise
Transactions
Issuance of public deed and registration in the Property
Registry
CERTIFICATE
OF DEPOSIT WHAT IS A CERTIFICATE OF DEPOSIT?
It is a financial instrument in which a client deposits
money with a financial institution for a fixed period of
time at a fixed interest rate.

Term certificates of deposit are issued with a

minimum amount
There is no limit for a client in terms of the
amounts and number of certificates they want to
have
There are terms from one month to 5 years
You can request that the payment be made
monthly, quarterly or at the end of the established
term
ORDER FORM
It is an external document as it is used for the importation of
merchandise.

THE ORDER FORM CONTAINS

Type of merchandise and price Shipping route
Delivery date
PURCHASE ORDER
It is a written request to a supplier, for certain items at an
agreed price. The request specifies terms of payment and
delivery

THIS DOCUMENT MUST CONTAIN

Date.
Quantity and description of the item
Unit and total price
Provider's name.
Terms and delivery time
Authorized signature, with the company stamp
CREDIT NOTE
It is a record where the client is informed that for some
reason money has been received, so he proceeds to pay to
his account.

THIS DOCUMENT IS USED WHEN

The customer finds that merchandise is missing
Damaged shipment that is rejected
Bad billing
Discounts for prompt payment
DEBIT NOTE
It is a record in which the values that are charged to customers are
detailed. These charges are originated by errors in the prices of
the merchandise or services due to the lack of observation of the
employees
 QUOTATION
WHAT IS A QUOTATION?
The quote is a document that provides data for the sale and
stipulates ways to carry out the negotiation.
Its objective is to make it easier for the buyer to decide
between several alternatives.
THE QUOTE INCLUDES
Letterhead: Seller details
Document name: "QUOTE" and number to facilitate
customer control
To: Name, address and domicile of the buyer
City and Date: Place, day, month, year of the quote
Requested by: The name of the person responsible for the
negotiation
Valid Until: Validity of the conditions offered. It must be
written in letters and the numbers in parentheses
Prices: As trade can take place inside and outside the
country, international conventions are used:
CIF: (Cost, Insurance & Freight)
FOB: (Free on Board)
FAS: (Free Alongside)
Shipment Date: It is used only when it is an import
Road: It can be air, rail, river, sea or land
Packaging: Kind of wrapping of the merchandise
Delivery Date: Approximate date of delivery of the
merchandise
Name of the seller who made the quote
Payment method: Credit or cash
Description: Item, unit, quantity, unit price and total
Observations: Particular conditions of the negotiation
Signature of the person who quotes and approves the quote
COMMERCIAL
DOCUMENTS
BILINGUAL SECRETARY II 12E II COMPUTER SKILLS

BY: FIORELLA PORTUGUEZ II PRISCILLA ROMERO