All the letters received must be replied. The writing of the replies is based on the custom and size of the concern. The system of drafting must be economical and prompt. Take out one of the letter, study it properly, collect the required information and draft a reply systematically.

The draft or the reply is written by the officer concerned or dictated by Manager or departmental head. The reply is typed either on post card or letter pad. The ways of giving replies or answers to a letter are as follows:

1. The Manager or the sectional head or the correspondent will dictate the replies to a stenographer, who will transcribe, type and give them for the signature of the officer concerned. This system is commonly followed.

The dictation work is being done in the early hours of the office work. After that, the officer is free to do other jobs. To take dictation, the executive, and stenographer must be present. If anyone is absent the work cannot be done. When the steno is absent a Dictaphone is used.

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2. The executive dictates to a stenographic machine known as Dictaphone. The message recorded on tape or disc is removed from the machine and is placed in another machine; dictated replies are reproduced and thus the typist is enabled to type out the letters. The dictated message can be erased and the tape or disc can be re-used.

3. Dictating is done directly to a typist. The executive dictates the message and at the same time the typist goes on typing it. There is every possibility that the typist makes mistakes in typing or the executive makes mistakes in dictation. In some cases the executive may wish to change the message. As such, the system is not preferred.

4. Busy executives or the departmental heads note down the hints or outline or points to be covered by correspondence and the actual drafting is done by the secretary.

5. Letter forms are used.

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6. Form paragraphs will be followed by the drafting or dictation of the remainder of the letters.

Merits of a Dictaphone

(a) The executive can dictate or give the reply even if the stenographer is absent.

(b) When the executive is in the mood for dictation, replies can be dictated even if the stenographer is absent.

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(c) The number of clerks can be reduced.

(d) Salary of stenographers is high, whereas it is low for the typist. Instead of appointing stenographers, typists can be appointed. It is more economical.

(e) All stenographers may not be able to take dictation at a high speed. If a Dictaphone is available, the executive can dictate the reply at any speed. When the typist types the speed of the tape or disc can be regulated.

(f) It is usual that visitors may come often. During a dictation to the stenographer, arrival of such visitors wastes the time of the steno. Such waste of time can be avoided.

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Demerits of a Dictaphone

(a) Personal contact is neglected.

(b) It is very difficult to make corrections in a Dictaphone.

(c) Since tape or disc is used again and again, original records cannot be maintained.

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(d) For efficient operation of the machine, the executive must be a good dictator.