SCHOOL BASED ASSESSMENT

PORTFOLIO
Name of School: Saraswati Vidya Niketan
Subject: Electronic Document Preparation and Management
Candidate’s Name: Hemavati Dipchand
Centre Number: 090100
Candidate Number: 090100
Territory: Guyana
Teacher’s Name: Pratima Harbansi

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 TABLE OF CONTENTS
Pages
1. Letters:
(a) A two-page letter 4
(b) A circular letter 6

2. Manuscript
Report with manuscript 8

3. Tabular Work 10

4. Committee Documents:
(a) Notice of a meeting with an agenda 12
(b) A Chairman’s agenda 13

5. Display:
(a) An invitation with a menu 15
(b) An organizational chart 18

6. Legal Work:
(a) A lease 20
(b) A contract of employment 21

7. Reference
(a) Bibliography 23

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LETTERS

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 Two-page letter in blocked style format on a letter-size paper

Digipac Limited,
DC Industrial Estate,
Plaisance,
East-Coast-Demerara.
Tel: 592-567-7766
Email: [email protected]
__________________________________________________________________________________________

Mr. Harry Chan

Main Road
Lusignan
Ref V/1
25 September 2024
Dear Mr Chan
VACATION BENEFITS
In reply to your letter of 07 September, 2024 re Vacation Benefits, I wish to inform you that you are
entitled to Full Benefits for yourself with effect from the first January next year according to the Terms
and Conditions of your employment.
The maximum value of your benefits is $10 000.00 which is subject to Income Tax deductions under the
provisions of the law. As a result, your maximum benefits will be calculated as follows:
(a) Income Tax $3 361.28

(b) Net Benefits $6 638.72

Your spouse shall also be entitled for Vacation Benefits in accordance with the Terms and Conditions of
your employment. In support of your claims, please forward documentary proof of marriage:
1. Birth Certificate of spouse (with affifavit where necessary)

2. Marriage certificate

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In making your claims you are reminded that:

1. The amount of your Vacation Benefits is calculated on an individual basis and it should not exceed
your allowances.

2. If the cost of your travel ticket is less than your Vacation Benefits allowance, the company will
pay the cost of your hotel accommodation to the amount of the difference between the cost of your
travel ticket and your Vacation Benefit Allowance.

3. If the whole amount of your Vacation Benefits Allowance is not utilized, the remainder cannot be
used for any other purpose.
On completion of your arrangements for travel, please ask your Travel Agent to send me a statement of
the following:
1. Itinerary

2. Cost of Travelling

I will then dispatch a Purchase Order to your Travel Agent who must forward me an Invoice and a copy of
your electronic ticket(s) before I can make any payments.
Should be necessary for you to change or cancel your travel arrangements, please inform me so that the
necessary action may be taken. Should you proceed on your vacation overseas, you must submit your
electronic tickets and the stubs from your boarding pass to the Human Resources Department within one
week of your resumption of duties for the completion of your vacation records.
Yours truly
TRINPAC LIMITED
Desmond Singh
Human Resources Manager

CC The Chief Accountant

The Factory Manager

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 A circular letter with a tear-off slip on letter size paper
GUYANA HOME STUDY CENTRE
Lamaha Gardens
Greater Georgetown
GUYANA
Phone/Fax: 592-222-5674

Guy Home Study Centre

Lamaha Gardens
Greater Georgetown
Guyana
Date as on postmark
Dear Mrs. Sukhraj
You have been recommended by a student of our school as person who may be interested in training for a
position or a career.
Here is the opportunity that would assist you in obtaining the position you so desire. Use the form below
and send immediately for our information package that will reveal how you can study at home for
promotion or a career.
Our training is a step-by-step approach through easy to follow lessons. You study at your own pace. Our
school provides all study materials.
Yours faithfully,
Career Promotion Department.

----------------------------------------------------------------------------------------------------------------------------------------
Name: _____________________________
Address: ___________________________

I am interested in a home study programme. Please send your information package.

Date: _________________
Signature: _______________
Guy Home Study Centre, Lamaha Gardens, Georgetown, Guyana.

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MANUSCRIPT

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A report with manuscript on a letter-size paper with footnotes
PERSISTENCE RECREATIONAL CLUB
Report of Executive
The Executive of Persistence Recreational Club hereby presents its Annual Report along with the
audited a/c of the Club for the year ended 31, December, 2024.
Activities
The Club is a non-profit-making organisation founded to organize sport activities for the uplift of
its members. During the year, there were monthly card games1 among members at the Club House. Five
games of cricket were played – two at the Persistence cricket ground and the other three at the other
districts.
Executive
The following persons serve as members of the executive:
Paul Williams Shane Singh
Sundar Ramdeen Malcolm Persaud
Ryan Sukhran2 Aditya Singh
Seemnauth Jairam Arvin Singh

Fixed Assets
The value of fixed assets moved from $20,000.00 at the beginning to $30,000.00 at the ending of
the year as set out in the Balance Sheet.

Financial Results
The surplus for the period after all expenses were paid was $825.00 as set out in the Income and
Expenditure Account.
By Order of the Executive
Donald Budhram
Hon. Secretary
27th January, 2024

1
A pastime enjoyed by members.
2
Son of the major founder of the club.

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TABULAR
WORK

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Ruled Tabulation with oblique and horizontal headings on a letter-size paper with equal margins

SALES PERFORMANCE FOR PERIOD ENDING JUNE 30, 2024

NUMBER OF GOODS SOLD BY SALES STAFF

E E R
Y RY H L
M UA C IL
AM A UA R AR
R TA
_ N _N N
EB AP TO
F L JA F
M
Aditya Singh 64 35 26 62 187
Arriana Persaud 61 60 39 65 225
Christopher Sturniolo 91 10 64 19 184
Devendra Singh 55 24 50 23 152
Nick Paul 97 63 34 19 213
Jacob Singh 34 60 49 83 226
Janai Shivram 6 17 66 89 178
Joshua Ramroop 47 72 27 57 203
Kaylin Santos 80 43 29 82 234
Kushi Persaud 11 68 31 23 133
Ryan Sukhram 25 64 44 53 186
Sanjya Persaud 53 49 46 9 157
TOTAL 624 565 505 584 2278

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COMMITTEE
MEETINGS

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A notice of a meeting with an agenda on a letter-sized paper

RESOLUTION CULTURAL CLUB

Notice of meeting
There will be a meeting of the executive committee at the Community Centre on Friday, 27th July, 2024 at
1300 hours.
Agenda
1 Call to order and roll call/attendance register
2 Apologies for absence
3 Minutes of the last meeting
4 Matters arising from the minutes
5 Correspondence
6 Sports Day
7 Subscriptions
8 Any other business
9 Date of next meeting
10 Termination/adjournment of meeting

Nicholas Persaud
Hon Secretary

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Chairman’s agenda on letter-sized paper with equal margins
RESOLUTION CULTURAL CLUB
A meeting of the executive committee will be held at the Community Centre on Friday, 5th July, 2024 at
1300 hours.
CHAIRMAN’S AGENDA NOTES
1 Call to order and roll call/attendance register 1
Call the meeting to order and establish a quorum.

2 Apologies for absence 2

Mrs. Lall is out of the country on business.

3 Minutes of the last meeting 3

The secretary to read the minutes of the last meeting.
Call on someone to approve the minutes and another
person to second the approval.

4 Matters arising from the minutes 4

Place time limit on speakers.

5 Correspondence 5
The secretary to read the correspondence.

6 Sports Day 6
Call on Mr. Smith to report on the arrangements.

7 Subscriptions 7
Discuss the amount of the increase.

8 Any other business 8

Trip to Barbados.

9 Dates of next meeting 9

Set a date for the next meeting
The secretary to record the agreed date

10 Termination/Adjournment of meeting 10
End/adjourn the meeting
Nicholas Persaud
Hon Secretary

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DISPLAYS

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An invitation with a menu

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An Organization Chart on a letter-sized paper
MEGA ENGINEERING COMPANY

SALES DIRECTOR
N.Persaud

NORTHERN BRANCH SALES SOUTHERN BRANCH

MANAGER SALES MANAGER
D.Singh J. Kailyn

Senior Sales Senior Sales

Representative Representative
J. Crooks M.Henderson

Sales Representative Sales Representative

H. Atkinson S. Benson
C.Daay R. Hill
L.Nairn D. Fuller

Customer Customers Service

Maintenance Maintenance
Service Representative
Personnel Personnel
Representative

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LEGAL
WORKS

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Lease on a letter-sized paper
GUYANA, COUNTRY OF DEMERARA
THIS LEASE is made this FIRST day of AUGUST April 30, 2024.
BETWEEN RYAN SUKHRAM Business Man of Regent Street Georgetown in the Country of Demerara
(hereinafter called ‘the Lessor’ which expression shall where the context admits include the owner for the
time being) of the one part and Chris Persaud of Wellington in the County of Berbice (hereinafter called
‘the Lessee” which expression shall where the context admits include her successors entitled to the terms
herby granted) of the other part-----------------------------------------------------------------
NO W THIS LEASE W I T N E S S E T H as follows -------------------------------------------------------------
The LESSOR hereby demises unto the Lessee ALL THAT piece or parcel of land measuring two hundred
metres by four hundred metres having a frontage of twenty-five metres to the Main Road on the WEST
and a side frontage to Enterprise Road on the West (herein after called the ‘Estate’) for the sole purpose of
farming AND TOGGETHER ALSO with the right of way over a road reserve three metres wide along the
Eastern Boundary line of the said Estate-------------------------------------------------------------------------------
TO HOLD the demised Estate unto the Lessee for the term of FOURTY YEARS from the FIRST day of
AUGUST (April 30, 2024.). PAYING thereof unto the Lessor during the said term the yearly rent of Ten
Thousand Dollars in the THIRTIETH day of SEPTEMBER in every year the first of such payments to be
made on the THIRTY-FIRST day of AUGUST (April 30, 2024).
IF AND WHENEVER the yearly rent or any part thereof shall not be paid for a period of Twenty-five
days after when due the whole of the said rent or any part thereof shall become immediately due and
payable together with interest thereon at the rate of ten per cent per annum -------------------------------------
AT THE EXPIRATON of this lease the Lessee is entitled if she so desires to purchase the said Estate ------
IN WITNESS whereof the parties hereto have herewith set their hands and seals the day and year first
hereinbefore written ------------------------------------------------------------------------------------------------------

SIGNED SEALED AND DELIVERED

by the within named NICHOLAS PERSAUD
in the presence of
……………………………………………. ………………………………..
ADDRESS: ……………………………… NICHOLAS PERSAUD
Occupation: ………………………………

SIGNED SEALED AND DELIVERED

by the within named CHRIS PERSAUD
in the presence of
…………………………………………….
ADDRESS: ……………………………… ………………………………..
Occupation: ……………………………….
CHRIS PERSAUD

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Contract of Employment on Letter-sized paper
THIS CLEANING SERVICE CONTRACT is made BETWEEN THE MASSY STORES of Plantation
Turkeyen, East Coast of Demerara referred to as ‘the Company’ and MASSY DISTRIBUTION of
Montrose East Coast Demerara referred to as ‘the Contractor’.
THE CONTRACTOR agrees to provide cleaning services at the offices of the Company at the above
mentioned address on the following terms and conditions.
THE COMPANY will supply all cleaning materials gadgets and equipment required for the performance
of the cleaning services.
THE CONTRACTOR will provide the Company with documentary proof that the necessary insurance for
the workers has been secured.
THE CONTRACTOR will provide the following cleaning services in the afternoon on Sunday and
Thursday each week as follows
 Dust, clean and sanitize cleaned surfaces of office furniture
 Sweep and mop surface floors
 Clean and sanitize telephones light switches, door handles and water dispensers.
 Mop and clean restrooms with a germicide including mirrors, toilets, sinks etc.
 Refill soap and paper supplied by the Company
THE COMPANY will pay the Contractor the sum of Three Thousand Dollars on the last Friday of each
month for services provided during the month.
THIS CONTRACT may be terminated by either party at any time by notifying the other party of
termination with at least two weeks writing notice prior to the date of termination.
THE TERMS AND CONDITIONS of this contract are effective from the first Monday in July through the
last Friday in December or until notified in writing by the Company.
IN AGREEMENT to the above-mentioned terms and conditions the parties hereto have hereunder set
their hands this Friday day of June, 2024 at Massy Stores.

…………………………………………… ………………………………………………
Signature for and on behalf on THE MASSY Signature for and on behalf of MASSY
STORES DISTRUBUTION

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REFERENCES

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 BIBLIOGRAPHY
RAMTAHAL, F. (2020). Electronic Document Preparation and Management La Romaine:
Caribbean Educational Publisher. Section IV: Use of Application Software, Section V:
Business Documents, Section VI: Specialised Document

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