LECTURE No.

12

DICTATING

DICTATING
DEFINITION
Dictation is an oral communication between two
persons (usually an executive and a secretary).
The executive speaks (dictates) a message to
the secretary, who transcribes (write down) the
spoken words into a written message that is to
be sent to addressees.

DICTATING
Preparation before Dictation:
Preparation before dictation requires the executive to :

Know the purpose.

2. Visualize the reader.
3. Consider the secretary.
1.

Collect all facts needed for the contents of the message.

5. Prepare an outline, with main points on paper or in
mind.
4.

Good Dictating Techniques

1.

Dictating from the outline (prepared in advance).

2.

Clear pronouncing.

3.

Clarifying the confusing words and figures e.g. E

may be clarified by saying E for elephant and
Sixty, 60 by six zero.

4.

Spelling the unusual and confusing words and

names.
5.

Giving instructions for number of copies, reference,

subject, ordinary or registered mail, etc.

Good Dictating Techniques

6. Dictating in a language that possesses all
the C qualities.
7. Dictating punctuations.

8. Maintaining acceptable speed.

9. Avoiding environmental disturbance.
10. Providing written material when there are
tables of numerous figures.

Good Dictating Techniques

11. Setting a time free from interruptions by telephone or

callers.
12. Developing and using simple abbreviations and code
words, e.g. SRM for send by registered mail.
13. Dictating only the basic ideas (allowing the secretary
to compose the complete message) when the message
is of routine nature and the secretary has adequate
information and ability.

DICTATING
Signing of Dictated Message:
After the secretary has transcribed the spoken
words into a written message, the executive
signs it. While doing so, he / she should check
the letter with special attention to spellings and
figures. The executive should also make sure
that instructions as given have been followed by
the secretary.

Faults of Dictation what steps you

should adopt to overcome those faults.

Dictation has certain faults if it is not properly

delivered which is evident from the complaints

received

from

secretaries

who

get

the

dictation. Such faults may arise from careless

handling of the situation by the executives.

DICTATING
Some specific faults may be traced in the following points:

Lack of proper punctuation.

Lack of patient hearing.

Lack of care by the person giving dictation.

Lack of interpretation (explanation) by the

person getting dictation.