SCHOOL BASED ASSESSMENT PORTFOLIO

Name of School: Saraswati Vidya Niketan

Subject: Electronic Document Preparation Management
Candidate’s Name: Arisha Brijlal
Centre Number:090100
Candidate Number:
Territory: Guyana
Teacher’s Name: Pratima Harbansi

ELECTRONIC DOCUMENT PREPARATION MANAGEMENT SBA

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 TABLE OF CONTENTS
Pages
1. Letter: 3
(a) A two – page letter in blocked style
(b) A circular letter
2. Manuscript: 7
Report with Manuscript
3. Tabular Work 9
4. Committee Documents: 11
(a) Notice of a meeting with an agenda
(b) Chairman’s Agenda
5. Display: 14
(a) An invitation with menu
(b) An organisational chart
6. Legal Work: 19
(a) A lease
(b) A contract of employment
7. References 22

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

Vacation Time

Ref V/1
25 September 2024
The Manager
Lot 13 Main Road
Cummings Lodge
Lusignan
Dear Mr Chan
VACATION BENEFITS
In reply to your letter 07 September 2024 received Vacation Benefits, I wish to inform you that
you are entitled to Full Benefit got yourself with effect from the first of January next year
according to the Terms and Conditions of your employment.
The maximum value of your benefits is $10 000.00 which is subjected to Income Tax deduction
under the provision 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 affidavit where necessary)
2. Marriage Certificate
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 Benefit allowance, the company
will pay the cost of the hotel accommodation to the amount of the difference between the
cost of your travel ticket and you Vacation Benefits Allowance.
3. If the whole amount of your Vacation Benefits Allowance is not utilized, the remainder
cannot be used for any other purpose.

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On completion of your arrangements for travel, please ask your Travel Agent to send me a
statement showing 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 payment.
Should it become 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
Resource Department within one week of your resumption of duties for the completion of your
vacation records.

Yours truly,
TRINPAC LIMITED

Desmond Subnaik
Human Resource Manager

Cc The Chief Account

The Factory Manager

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Circular letter with a tear - off slip
TEXILIA AMERICAN UNIVERSITY
Lot 24-42, Plantation, Providence, East Bank Demerara,
Georgetown,
Guyana.
Phone: 265-7650

Date as postmarked
Dear Sir/Madam,
You have been recommended by a student of our University as a 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 cut-off slip below and send immediately for our information package which 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. All study materials are provided by our university.
Yours sincerely,
TEXILIA AMERICAN UNIVERISTY

Career Promotion Department

-----------------------------------------------------------------------------------------------------------------
NAME: ……………………………………………………………………………………...
ADDRESS: …………………………………………………………...…………………………
……………………………………………………………………………………..
I am interested in a Home Study Programme. Please send me your information package.

……………………………… …………………………...………………….
Date Signature
TEXILIA AMERICAN UNIVERSITY, LOT 24-42, PLANTATION, PROVIDENCE, EAST
BANK DEMERARA, GEORGETOWN, GUYANA.

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A report with manuscript on letter – size paper with footnotes
MEETINGS
TYPES OF MEETINGS
A mtg. is formal or informal oral channel of communication among people on a specific
topic or issue, it is the gathering of two or more individuals at an agreed time and place to
discuss or engage in a specific topic, often to make decisions or exchange info. There are two
main types of meetings, formal and informal mtg. However, there are different kinds of formal
mtg.
Formal Meeting
A formal mtg. is convened & conducted according to Standing Orders1 & committee procedures.
Minutes may be prepared.
Informal Meeting
An Informal Mtg. is conducted at short notice orally or by an informal written notice. It is
conducted in a formal manner.
KINDS OF FORMAL MTG.

 Ordinary General Mtg. is held at regular intervals to report to members on its activities.

 Extraordinary General Mtg. is held when the need arises to discuss w. members any
special or urgent bus.

 Committee Mtg. is held periodically so th committee members2 may discuss activities of

the organization and give advice or make recommendations to mgnt.

 Bd. Mtg. is held when the need arises so th. members of the bd. may discuss any bus. of
the organisation.

 AGM is held once a year to present annual reports and financial statements, to hv.
elections, to approve remunerations of officers and decide on future plans.

1
Rules and regulations
2
Appointed and elected

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Ruled tabulation with oblique heading on a letter – size paper with equal
margins

SALES DEMOGRAPHICS FOR PERIOD ENDING MARCH 31, 2024

NUMBER OF ITEMS SOLD BY SALES PERSON

E
M

Y
E

E
RY
NA

R
M

G
A

A
A

L
RU

C
ST

ER
RN

TA
U

AR
N

B
R

V
TO
SU

FE

M
JA
FI

A
Singh Austin 45 10 11 66 22.00
Santos Michael 50 15 12 77 25.67
Polly Justin 55 20 14 89 29.67
Persaud Jacob 60 25 56 141 47.00
Lall Trixie 65 30 78 173 57.67
Hoyte Maliah 70 35 98 203 67.67
Dipchand Hemavati 75 40 145 260 86.67
Chatram Sahaili 80 44 300 424 141.33
Campbell Janice 85 50 234 369 123.00
Brijlal Roshanie 90 67 140 297 99.00
TOTAL 675 336 1088 2099 69.97

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A notice of a meeting with an agenda on a letter – size paper
SKELDON CULTURAL CLUB

A meeting of the Executive Committee to be held at the club’s headquarters on Friday 8th
April,2024 at 13:00 hrs.
Agenda
1 call to order/Attendance (roll call)
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

William Sugrim
William Sugrim
Hon Secretary

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Chairman’s Agenda on letter – size paper with equal margins
SKELDON CULTURAL CLUB

A meeting of the Executive Committee to be held at the Club House on Friday 8th April, 2024 at
13:00 hrs.
NOTES
(a) Call to order/Attendance (roll call) 1
Call meeting to order
(b) Apologies for absence 2
Mrs. Lall is out of the country on business
(c) 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.
(d) Matters arising from the minutes 4
Place time limit on speakers
(e) Correspondence 5
The secretary to read the correspondence
(f) Sports Day 6
Call on Mr. Johnson to report on the arrangements
(g) Subscriptions 7
Discuss the amount of increase
(h) Any other business 8
Tour to Suriname
(i) Date and time to next meeting 9
Set a date for the next meeting
The secretary to record the agreed date.
(j) Termination/Adjournment of meeting 10

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An invitation with a menu

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 An organisation chart on a letter – size paper
Organisational chart showing different levels of staff position in Charlie’s Enterprise

CHARLIE’S ENTERPRISE

GENERAL MANAGER

ASSISTANT MANAGER

HUMAN CHIEF PURCHASING SALES TRANSPORT

RESOURCE MANAGER MANAGER MANAGER MANAGER
MANAGER

WELFARE CHIEF PURCHASING SALES TRANSPORT

OFFICER CASHIER OFFICER OFFICER SUPERVISOR

CANTEEN ASSISTANT ASSISTANT SALES TRANSPORT

STAFF CASHIER PURCHASERS ASSISTANT CLERKS

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Lease on a letter – size paper

GUYANA, COUNTY OF DEMERARA

THIS LEASE is made this FIRST day of OCTOBER two thousand and twenty – four.
BETWEEN ANDREW KALAWAN Business Man of Church Street Georgetown in the County
of Demerara (hereinafter called the “Lessor” which expression shall where the context admits
include the owner for the first time being) of the one part and AGNES LOGAN Laborer 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 hereby granted) of the other
part ---------------------------------------------------------------------------------------------------------------
NOW THIS LEASE WITNESSETH as follows -----------------------------------------------------------
THE LESSOR hereby demises unto the Lessee ALL THAT piece or parcel of land measuring
one hundred meters by three hundred meters having a frontage of twenty – five meters to the
Main Road on the EAST and a side frontage to the Enterprise Road on the WEST (herein after
called the ‘Estate’) for the sole purpose of rice cultivation AND TOGETHER ALSO with the
right of way over road reserve three meters wide along the Eastern boundary line of the said
Estate -------------------------------------------------------------------------------------------------------------
TO HOLD the demised estate unto the Lessee for the term of FIFTY YEARS from the first day
of OCTOBER two thousand and twenty – four. PAYING thereof unto the lessor during the said
term the yearly rent of Ten Thousand Dollars on the THIRTEENTH day of SEPTEMBER in
every year the first of such payments to be made on the THIRTY FIRST day of OCTOBER two
thousand and twenty - four
IF AND WHENEVER the yearly rent or any part thereof shall not be paid for a period of Twenty
– one 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 percent per annum
---------------------------------------------------------------------------------------------------------------------
AT THE EXPIRATION 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 ANDREW KALAWAN
in the presence of ……………………………………………………
………………………………………………………… ANDREW KALAWAN
Address: ……………………………………………
Occupation: ……………………………………….

SIGNED SEALED AND DELIVERED

by the within named AGNES LOGAN
in the presence of
………………………………………………………… ……………………………………………………
Address: …………………………………………… AGNES LOGAN
Occupation: ……………………………………….

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 Contract of Employment on Letter – sized paper

THIS C L E A N I N G S E R V I C E C O N T R A C T is made BETWEEN THE

FURNITURE COMPANY LIMITED of the Ruimveldt Industrial Estate referred to as ‘the
company’ and A CLASS OFFICE CLEANING SERVICES of providence East Bank 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
proof that the necessary insurance for its workers had been secured
THE CONTRACTOR will provide the following cleaning services in the afternoon and Monday
and Wednesday each week as follows
 Dust, clean and sanitize cleared surfaces of the office furniture and filing cabinets
 Sweep and pop surface floors
 Clean and sanitize telephones light switches door handles and water containers
 Mop and clean restrooms with a germicide including mirrors toilets sinks and sink
fixtures using disinfectant
 Refill soap and paper supplied by the company
 Remove trash from waste bins to the outdoor dumpster
 Report damages or malfunctions
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
THE CONTRACTOR 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 the contract are effective from the first Monday in
February two thousand and twenty – four through the last Friday in December two thousand and
twenty – four 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 two thousand and twenty – four day of June two thousand and
twenty – four at Ruimveldt Industrial Estate.

………………………………………………………………………… …………………………………………………………………………
Signature for and on behalf of Signature for and on behalf of
THE FURNITURE COMPANY LIMITED A CLASS OFFICE CLEANING SERVICES

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 Ramtahal, F. (2020). Electronic Document Preparation and Management. La Romaine:
Caribbean Educational Publishers.

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