ITI/NCVT Stenographer Secretarial Assistant (AITT Theory) key terms

A phonetic writing system in which strokes are chosen by sound rather than spelling, and stroke thickness and position relative to a ruled line show whether a consonant is voiced and where a vowel falls.

Writing words as they sound rather than as they are spelled, so that silent letters and inconsistent English spellings do not slow the writer down.

The joined shorthand strokes that represent one word; a good outline is brief, easy to write, and readable back without hesitation.

The placing of vowel signs or dots beside a consonant outline to show which vowel sound occurs, used when a word would otherwise be ambiguous.

Joining two or more short words into a single shorthand outline without lifting the pen, which raises writing speed but must not harm legibility.

Short standardised outlines assigned to very common words such as 'the', 'and', or 'of', memorised so they can be written instantly.

Reading shorthand notes back and typing them out as correct, punctuated English, usually after the dictation has ended.

The rate at which spoken matter is delivered for shorthand writing, measured in words per minute and used to grade a stenographer's proficiency.

Keyboarding without looking at the keys, each finger being assigned fixed keys so that speed and accuracy come from muscle memory.

The middle row of letter keys on which the fingers rest between keystrokes, acting as the reference position for all other keys.

A typing or shorthand speed measure calculated from the number of words typed in a timed test, usually with a fixed deduction for each error.

Carefully comparing finished typed work against the source or against sense, to catch spelling, punctuation, spacing, and number errors before release.

A clean, final typed version of a document with all corrections incorporated, ready for signature, dispatch, or filing.

A preliminary version of a letter or report prepared for checking and approval before it is finalised and issued.

Recording the decisions, discussions, and action points of a meeting in a structured written record that is later confirmed as accurate.

The ordered list of items to be discussed at a meeting, circulated in advance so participants can prepare.

Formal advance intimation to members giving the date, time, place, and business of a meeting, as required by rules or statute.

The minimum number of members who must be present for a meeting to transact valid business.

A formal decision adopted by a meeting or board, recorded in the minutes and binding once passed by the required majority.

An internal written communication, usually brief and unsigned, used to convey information, instructions, or requests within an organisation.

A single communication reproduced and sent to many recipients at once, often to announce a policy, event, or change.

Formal external correspondence following a standard layout of sender address, date, reference, inside address, salutation, body, complimentary close, and signature.

The greeting line of a letter, such as 'Dear Sir' or 'Dear Ms Rao', chosen to match the formality of the relationship.

The courteous sign-off before the signature, such as 'Yours faithfully' or 'Yours sincerely', matched to the salutation used.

Any document sent inside the same envelope as the covering letter, noted at the foot of the letter so the recipient can check it.

A grid of rows and columns of cells in which numbers, text, and formulas are entered so that totals and analyses recalculate automatically.

An instruction entered in a spreadsheet cell, beginning with an equals sign, that calculates a value from other cells.

A word-processing feature that combines one standard document with a list of records to produce many personalised copies, such as letters or labels.

A pre-designed document with fixed layout and formatting that is reused as the starting point for new documents of the same type.

The systematic arrangement and storage of records so that any document can be located quickly and returned to its place after use.

The process of assigning a heading, number, or code to each record so that it can be traced within a filing system.

A note in a file or index directing the searcher to another heading under which related material is stored.

The length of time a record must legally or administratively be kept before it may be destroyed.

Something of value given by each party to a contract, such as money for goods or a promise for a promise, without which the agreement is generally not enforceable.

The two essential steps of contract formation: one party proposes definite terms, and the other agrees to them without introducing new conditions.

Failure by a party to perform an obligation under a valid contract, giving the injured party a right to damages or other remedy.

A document such as a cheque or bill of exchange that represents a right to payment and can be transferred to another person by endorsement or delivery.

The signature, with or without directions, placed on the back of a negotiable instrument to transfer rights in it to another party.

A system in which every transaction is recorded twice, as an equal debit and credit, so that total debits always equal total credits.

The principal book of accounts, containing a separate account for each person, asset, liability, income, or expense, to which entries are posted from the journal.

A statement listing all ledger balances to test whether total debits equal total credits before final accounts are prepared.

A book recording small day-to-day payments made from a float kept for minor office expenses, periodically reimbursed from the main cash account.

A supporting document, such as a receipt or invoice, that evidences a payment or receipt and authorises its entry in the books.

The design of workstations, chairs, and tasks to fit the human body, reducing strain and fatigue during long periods of typing or writing.

Pain or damage to muscles, tendons, or nerves caused by repeated movements such as typing, often prevented by correct posture, breaks, and adjustable equipment.

Gear such as gloves, goggles, or masks worn by a worker to shield against hazards that cannot be removed by other controls.

A systematic inspection of a workplace to identify hazards, check compliance with safety rules, and recommend corrective action.

The process of identifying an opportunity, assembling resources, and taking on the risk of starting and running a business venture.

A written document setting out a venture's objectives, market, operations, and financial projections, used to guide the business and attract finance.

The level of sales at which total revenue exactly equals total cost, so the business makes neither profit nor loss.

Working for oneself as an owner or independent professional rather than as an employee drawing a regular wage from an employer.