A form is a piece of paper with fixed data and blank spaces for variable data. An office form is a printed sheet of paper or cardboard used to collect and transmit information. Forms are basic tools of all office work and assist in discharging the functions like receiving, recording arranging and giving information. Office forms are printed piece of papers which provide space for entering records, information which are to be conveyed to other individuals and departments. The best example of office forms are orders, requisitions, purchase orders, sales data and invoices. There are different types of forms like single copy form, multiple copy form, internal office forms and external office forms.
Rational Use of Forms
Simplification in paper work can be achieved through rational use of forms. Besides simplification in office work, rational use of forms brings a lot of advantages to the firm. These advantages increase efficiency of operation and bring economy to the firm. For attainment of rational use of office forms, the following suggestions can be made
(a) Pre-punching—All sorts of forms excepting letter heads are pro-punched at the time of printing. Pre-punching facilitate speedy filing of records and lowering office cost because punching operation is eliminated from the office of origin and receiving office.
(b) Printing-The printing of forms should be done vertically and care should be taken to avoid horizontal printing of forms.
(c) Use of Pads —Forms in pad should be used and they should be numbered serially.
(d) Printing of Lines—The forms which require to be filled by hand are lined at the time of printing to allow sufficient writing space. On the other hand, the forms which are to be typed are not lined at the time of printing.
(e) Use of Top Space — The printing of form should be done from the top because top space should not be wasted. Usual top space of 5 cms. should not be wasted.
(f) Size of Letter heads —The size of the letter head should be 14 x 22 cms and 28 X 22 cms. The forms should be equal to the size of envelopes.
(g) Treatment of Record Copies—The record copy of a form should go to a lever file and as soon as” these copies reaches 100, these are transferred and bound in a book.
(h) Elimination of Multiple Forms—The use of multiple forms should be eliminated because it would save printing cost. One form is designed in such a manner that it would serve different purposes.
(i) Own Printing of Government Forms —When, the size of business operation is large it becomes difficult to get the needed number of forms from the government. In such a case it becomes economical to get government forms printed instead getting the forms from the government department.