Following Instructions Flashcards

Instructions: Rule 1: All incoming invoices must be stamped with the current date and placed in the 'AP' (Accounts Payable) tray. Rule 2: All incoming resumes must be forwarded to the 'HR' (Human Resources) department via email immediately. Do not place a physical copy anywhere. Rule 3: All general correspondence addressed to a specific employee should be placed in that employee's personal mailbox. Rule 4: Any package larger than a standard envelope must be logged in the 'Package Logbook' before being delivered to the recipient's department. Rule 5: If a piece of mail is marked 'Confidential,' it must be hand-delivered to the recipient and not left in their mailbox. Rule 6: Any mail with insufficient postage should be returned to the sender using a 'Return to Sender' sticker. Question: You receive a standard envelope containing an invoice for office supplies. What is the correct first step?

Answer: Stamp it with the current date.

According to Rule 1, all incoming invoices must be stamped with the current date. This is the first action to be taken before placing it in the AP tray.

Instructions: Rule 1: All incoming invoices must be stamped with the current date and placed in the 'AP' (Accounts Payable) tray. Rule 2: All incoming resumes must be forwarded to the 'HR' (Human Resources) department via email immediately. Do not place a physical copy anywhere. Rule 3: All general correspondence addressed to a specific employee should be placed in that employee's personal mailbox. Rule 4: Any package larger than a standard envelope must be logged in the 'Package Logbook' before being delivered to the recipient's department. Rule 5: If a piece of mail is marked 'Confidential,' it must be hand-delivered to the recipient and not left in their mailbox. Rule 6: Any mail with insufficient postage should be returned to the sender using a 'Return to Sender' sticker. Question: A large padded envelope arrives addressed to Susan Smith in Marketing. It is marked 'Confidential'. What should you do?

Answer: Log it in the 'Package Logbook' and then hand-deliver it to Susan Smith.

The item is a package (larger than a standard envelope) and is also marked 'Confidential'. Rule 4 requires logging the package. Rule 5 requires hand-delivering it. The correct procedure is to follow both rules: log it first, then hand-deliver it.

Instructions: Rule 1: All incoming invoices must be stamped with the current date and placed in the 'AP' (Accounts Payable) tray. Rule 2: All incoming resumes must be forwarded to the 'HR' (Human Resources) department via email immediately. Do not place a physical copy anywhere. Rule 3: All general correspondence addressed to a specific employee should be placed in that employee's personal mailbox. Rule 4: Any package larger than a standard envelope must be logged in the 'Package Logbook' before being delivered to the recipient's department. Rule 5: If a piece of mail is marked 'Confidential,' it must be hand-delivered to the recipient and not left in their mailbox. Rule 6: Any mail with insufficient postage should be returned to the sender using a 'Return to Sender' sticker. Question: You receive a letter from a job applicant that includes their resume. What is the correct action?

Answer: Scan the resume and email it to the HR department.

Rule 2 is very specific about resumes. They must be forwarded to HR via email immediately, and no physical copy should be kept or filed.

Instructions: Rule 1: All incoming invoices must be stamped with the current date and placed in the 'AP' (Accounts Payable) tray. Rule 2: All incoming resumes must be forwarded to the 'HR' (Human Resources) department via email immediately. Do not place a physical copy anywhere. Rule 3: All general correspondence addressed to a specific employee should be placed in that employee's personal mailbox. Rule 4: Any package larger than a standard envelope must be logged in the 'Package Logbook' before being delivered to the recipient's department. Rule 5: If a piece of mail is marked 'Confidential,' it must be hand-delivered to the recipient and not left in their mailbox. Rule 6: Any mail with insufficient postage should be returned to the sender using a 'Return to Sender' sticker. Question: A letter arrives for John Doe, but it does not have enough postage. What should you do?

Answer: Apply a 'Return to Sender' sticker and send it back.

Rule 6 covers mail with insufficient postage. The correct action is to apply a 'Return to Sender' sticker and send it back, regardless of the addressee.

Instructions: Rule 1: All incoming invoices must be stamped with the current date and placed in the 'AP' (Accounts Payable) tray. Rule 2: All incoming resumes must be forwarded to the 'HR' (Human Resources) department via email immediately. Do not place a physical copy anywhere. Rule 3: All general correspondence addressed to a specific employee should be placed in that employee's personal mailbox. Rule 4: Any package larger than a standard envelope must be logged in the 'Package Logbook' before being delivered to the recipient's department. Rule 5: If a piece of mail is marked 'Confidential,' it must be hand-delivered to the recipient and not left in their mailbox. Rule 6: Any mail with insufficient postage should be returned to the sender using a 'Return to Sender' sticker. Question: You receive a standard letter addressed to 'Maria Garcia, Sales Team'. It is not an invoice, resume, or confidential. What is the correct action?

Answer: Place it in Maria Garcia's personal mailbox.

This is general correspondence addressed to a specific employee. According to Rule 3, it should be placed in her personal mailbox. The 'Confidential' rule (Rule 5) does not apply.

Instructions: Rule 1: All incoming invoices must be stamped with the current date and placed in the 'AP' (Accounts Payable) tray. Rule 2: All incoming resumes must be forwarded to the 'HR' (Human Resources) department via email immediately. Do not place a physical copy anywhere. Rule 3: All general correspondence addressed to a specific employee should be placed in that employee's personal mailbox. Rule 4: Any package larger than a standard envelope must be logged in the 'Package Logbook' before being delivered to the recipient's department. Rule 5: If a piece of mail is marked 'Confidential,' it must be hand-delivered to the recipient and not left in their mailbox. Rule 6: Any mail with insufficient postage should be returned to the sender using a 'Return to Sender' sticker. Question: A coworker places a confidential letter for their manager in the manager's open mailbox. Which rule is being violated?

Answer: Rule 5

Rule 5 explicitly states that mail marked 'Confidential' must be hand-delivered and not left in a mailbox. The coworker's action directly violates this rule.

Instructions: Rule 1: All incoming invoices must be stamped with the current date and placed in the 'AP' (Accounts Payable) tray. Rule 2: All incoming resumes must be forwarded to the 'HR' (Human Resources) department via email immediately. Do not place a physical copy anywhere. Rule 3: All general correspondence addressed to a specific employee should be placed in that employee's personal mailbox. Rule 4: Any package larger than a standard envelope must be logged in the 'Package Logbook' before being delivered to the recipient's department. Rule 5: If a piece of mail is marked 'Confidential,' it must be hand-delivered to the recipient and not left in their mailbox. Rule 6: Any mail with insufficient postage should be returned to the sender using a 'Return to Sender' sticker. Question: A box of new office phones arrives. According to the rules, what is the first thing you must do after receiving it?

Answer: Log it in the 'Package Logbook'.

A box is a package larger than a standard envelope. Rule 4 dictates that such items must be logged in the 'Package Logbook' before any other action, such as delivery, is taken.