Classwork Series and Exercise (Business Studies- JSS2): Documents Handled By A Receptionist

Documents handled by a receptionist

The documents handled by a receptionist are explained below:

Visitor’s book or record: A visitor’s book in an organization is used to record information about the visitor or caller and what the visitor has come to do in the organization. The visitor’s book contains: the name of the visitor, date of visit, address of the visitor, whom to see, purpose of the visit, departure and signature of the visitor.

A visitor’s request form or slip: Many organizations require visitors to complete visitors request form or slip before they can be attended to. The slip contains information like : name and address of the visitor or caller, whom to see, purpose of visit. This will be given to the officer to decide if the person should come in or not.

Business card: A business card usually contains the name of the owner, his company, and his position in the company, his office address and the official telephone number. It is used to: introduce him/ her, save time for completing the visitor’s book

Telephone message pad: The telephone message pad is used to record telephone messages for officers who may not be on their seats or are very busy. It contains information on date and time of call, name and address of the caller, caller’s number and reason for call.

The diary: A diary is a record book for keeping daily activities. The receptionist uses it to record all future appointments, interviews and meetings. The diary contains spaces with dates for recording daily events and information.

Use of computer by receptionist

A receptionist must be able to use the computer to do the following:

• Receive messages from different offices
• Send messages especially about visitors request different officers in their offices
• Keep relevant records about his/her activities
• Adequate typing skill

For previous note; see: The Reception Office

Test and Exercise

1. ——— save time for filling the visitors form (a) business card (b) the diary (c) visitors slip (d) visitors book
2. A receptionist must be able to do the following with the computer except (a) keep relevant records about the activities (b)receive messages from different offices (c) involve in yahoo (d) send messages
3. ———- is used to record information about the visitor or caller and what the visitor has come to do in the organization. (a) visitor’s book (b) diary (c) business card (d) all of the above
4. A visitor’s book contains the following except (a) name of visitors (b) date of visit (c) the knowledge about the company (d) address of the visitor
5. A receptionist is very important in any organization. True/ false

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