ITI/NCVT Stenographer Secretarial Assistant (AITT Theory) flashcards

32 cards. Read the term and the definition here. The deck at the top of this page is optional.

Pitman stroke thickness

In Pitman shorthand, light strokes represent voiceless consonants and heavy strokes represent the matching voiced consonants, so thickness alone distinguishes pairs such as p and b.

Phraseogram

A shorthand outline that joins two or more words into one continuous pen movement without lifting the pen. It must remain readable in isolation to be acceptable in transcription.

Shorthand speed calculation

Words per minute equals the number of transcribed words divided by the elapsed dictation minutes. Accuracy is scored separately, so speed alone does not pass a test.

Net typing speed

Net words per minute equals gross words per minute minus ten words for each uncorrected error. Gross speed is total keystrokes divided by five, then by minutes.

Home row keys

The keys A S D F and J K L semicolon where the fingers rest in touch typing. The F and J keys carry raised bumps so position can be found without looking.

Block letter style

A business letter format in which every line begins at the left margin, including date, inside address, salutation, body, close and signature. No indentation is used.

Yours faithfully pairing

When the salutation is Dear Sir or Dear Madam, the complimentary close is Yours faithfully. When the named salutation Dear Mr Sharma is used, the close is Yours sincerely.

Memorandum format

An internal written message that replaces salutation and complimentary close with a To, From, Date and Subject heading. It circulates within one organisation only.

Absolute cell reference

A reference written with dollar signs, such as $A$1, that does not change when the formula is copied. Mixed references fix only the column or only the row.

Mail merge

A Word feature that combines one main document with a data source list to produce a separate personalised copy for each record, such as letters or labels.

Centralised filing

A system in which all records of the organisation are held in one registry under a single custodian, giving uniform control but slower access for distant departments.

Tickler file

A follow-up file arranged by due date rather than by name, so reminders surface on the day action is required. It supports deadlines and pending replies.

Holder in due course

A person who takes a negotiable instrument in good faith, for value, before maturity and without notice of defect, and can enforce it free of prior claims.

Crossed cheque

A cheque marked with two parallel lines, directing the paying banker to credit the amount only to a bank account and not to pay cash across the counter.

Accounting equation

Assets equal liabilities plus capital. Every transaction changes at least two elements while keeping the equation balanced, which is the basis of double-entry bookkeeping.

Imprest petty cash

A fixed float given to a petty cashier who records small payments and is reimbursed exactly the amount spent, restoring the float to its original level.

Break-even point

The sales volume at which total revenue equals total cost, so profit is zero. In units it equals fixed costs divided by contribution per unit.

Fire triangle

The three elements needed for combustion are fuel, oxygen and heat. Removing any one element extinguishes the fire, which guides the choice of extinguisher.

PASS extinguisher technique

Pull the pin, aim the nozzle at the base of the flames, squeeze the handle and sweep side to side. Aiming at the flames themselves wastes the agent.

Gregg shorthand vowels

Gregg writes all consonants with light curves and shows vowels by attached hooks and circles rather than separate strokes, so vowels are often read from context.

Dispatch register

A record of outward mail showing date, addressee, subject and postage. It provides proof of posting and lets the office trace when a letter was sent.

Notice of meeting

A formal communication stating the date, time, place and business of a meeting, issued within the period required by the governing Act or the articles.

Circular letter

One identical message sent to many recipients at the same time, typically to announce a change, a price revision or an event, without personalising each copy.

VLOOKUP function

An Excel function that searches the first column of a table for a value and returns a cell from a specified column of the same row, usually with exact match.

Retention schedule

A document listing each class of record with the period it must be kept and the disposal method, whether shredding, transfer to archive or permanent preservation.

Consideration in contract

Something of value exchanged between parties, such as money, goods or a promise. It must be real and lawful, though it need not be adequate in value.

Trial balance limitation

An agreeing trial balance shows total debits equal total credits, but it does not detect errors of principle, compensating errors or complete omission of a transaction.

Straight-line depreciation

A method charging an equal amount each year, calculated as cost minus residual value, divided by the number of years of useful life of the asset.

Electrical fire extinguisher choice

Water must never be used on live electrical equipment. Carbon dioxide or dry powder extinguishers are non-conducting and are the correct choice for such fires.

E-waste disposal rule

Discarded computers, printers and toner cartridges are hazardous waste. They must be handed to authorised recyclers and never mixed with ordinary office refuse.

Group discussion assessment

Assessors score content, clarity of communication, listening and team behaviour. Interrupting, repeating others' points and dominating the discussion reduce the score.

Entrepreneur versus manager

An entrepreneur identifies an opportunity, arranges resources and bears the risk of loss. A manager runs the established enterprise for a salary and bears less personal risk.