Bahasa Inggris Kelas XI SMK - Describing an Archive Room

 

STUDENT MODULE

English for Vocational High School (SMK)

Descriptive Text

Topic: An Archive Room

Level: Grade XI (Beginner)

Skill: Reading & Writing

Related Subject: Archive Management (Pengelolaan Arsip)

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1. Introduction

What Will You Learn?

In this lesson, you will learn about Descriptive Text. A descriptive text is a text that describes a person, place, animal, or thing. It helps readers imagine what something looks like and understand its characteristics.

In an office, an archive room is an important place. It stores many important documents such as letters, reports, contracts, and employee records. A clean and organized archive room helps office staff find documents quickly and safely.

After studying this lesson, you will be able to:

• Understand a simple Descriptive Text.

• Identify the structure of Descriptive Text.

• Learn vocabulary about archive management.

• Answer questions based on the text.

• Write a simple descriptive text about an office or archive equipment.

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2. Example of Descriptive Text

An Archive Room

An archive room is one of the most important rooms in an office. It is used to store important documents safely and neatly. Every document has its own place, so office staff can find it easily whenever they need it.

The archive room is clean, bright, and well organized. It has several tall filing cabinets, metal shelves, document boxes, and labeled folders. Each cabinet has many drawers, and every drawer contains different types of files. The labels help employees find documents quickly without wasting time.

There is also a computer in the archive room. The computer is used to record and manage digital archive data. Some important documents are scanned and saved in the computer to make them safer and easier to access.

The room is always kept tidy because clean archives are easier to manage. Only authorized staff members are allowed to enter the room. They organize, classify, and protect the documents carefully. A well-managed archive room helps the company work more efficiently and keeps important information safe.

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Vocabulary

Word	Meaning
Archive	Arsip
Archive room	Ruang arsip
Document	Dokumen
Filing cabinet	Lemari arsip
Drawer	Laci
Folder	Map
Label	Label
Shelf	Rak
Box	Kotak
Employee	Karyawan
Organize	Mengatur
Classify	Mengelompokkan
Store	Menyimpan
Record	Mencatat
Digital archive	Arsip digital
Scan	Memindai
Access	Mengakses
Safe	Aman
Tidy	Rapi
Efficient	Efisien

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3. Understanding Descriptive Text

What is a Descriptive Text?

A Descriptive Text is a text that describes a person, place, animal, or object. It tells readers about the appearance, characteristics, functions, and qualities of something.

Examples:

• A Classroom

• A Library

• A Filing Cabinet

• An Archive Room

• A School Office

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Purpose

The purpose of a descriptive text is:

• To describe a person, place, or thing.

• To give detailed information.

• To help readers imagine the object being described.

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Generic Structure

1. Identification

This part introduces the object.

Example:

An archive room is one of the most important rooms in an office.

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2. Description

This part explains the details about the object.

It tells about:

• Appearance

• Function

• Size

• Color

• Equipment

• Condition

Example:

• It has filing cabinets.

• The room is clean.

• The folders are labeled.

• The documents are well organized.

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Language Features

Simple Present Tense

Examples:

• The archive room is clean.

• It has many filing cabinets.

• Employees organize the files.

• The computer stores digital records.

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Adjectives

Descriptive texts often use adjectives.

Examples:

• clean

• tidy

• large

• safe

• organized

• bright

• modern

• efficient

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Action Verbs

Examples:

• store

• organize

• classify

• protect

• record

• scan

• manage

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Useful Expressions

Expression	Meaning
is located	terletak
is used to	digunakan untuk
contains	berisi
is equipped with	dilengkapi dengan
keeps documents safe	menjaga dokumen tetap aman
easy to find	mudah ditemukan
well organized	tertata dengan baik
important information	informasi penting

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4. Exercises

A. Multiple Choice

Choose the best answer.

1.

What is the text mainly about?

A. A school library

B. An archive room

C. A classroom

D. A laboratory

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2.

What is the function of an archive room?

A. To sell books

B. To store important documents

C. To repair computers

D. To teach students

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3.

The archive room is...

A. Dirty

B. Crowded

C. Clean and organized

D. Empty

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4.

What furniture is mentioned in the text?

A. Beds

B. Sofas

C. Filing cabinets

D. Dining tables

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5.

Why are labels important?

A. They decorate the room.

B. They make the room colorful.

C. They help employees find documents quickly.

D. They make folders heavier.

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6.

What is the computer used for?

A. Playing games

B. Watching movies

C. Recording digital archive data

D. Listening to music

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7.

Who may enter the archive room?

A. Visitors

B. Students

C. Customers

D. Authorized staff members

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8.

What happens to some important documents?

A. They are burned.

B. They are thrown away.

C. They are scanned and saved digitally.

D. They are sold.

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9.

Why is the archive room kept tidy?

A. To look expensive.

B. Because clean archives are easier to manage.

C. To make it bigger.

D. Because it has many chairs.

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10.

The purpose of the text is...

A. To tell a funny story.

B. To describe an archive room.

C. To explain how to use a computer.

D. To advertise office equipment.

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B. Essay Questions

Answer the questions in complete sentences.

1. What is an archive room?

2. What equipment can you find in the archive room?

3. Why are filing cabinets important?

4. Why are some documents scanned?

5. Why is a well-organized archive room important for a company?

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5. Student Project

Project: Describe an Archive Room

Situation

Imagine you are an office administration staff member. You want to introduce your company's archive room to a new employee.

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Instructions

Step 1

Observe your school administration office, archive room, or look at a picture of an archive room.

Step 2

Write a Descriptive Text (100–150 words).

Include the following information:

• Name of the place

• Location

• Furniture and equipment

• Color and condition

• Function of the room

• Why the room is important

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Useful Vocabulary

• filing cabinet

• archive room

• folder

• shelf

• drawer

• label

• computer

• scanner

• document

• organized

• clean

• safe

• modern

• efficient

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Assessment Rubric

Criteria	Score
Correct text structure (Identification & Description)	20
Appropriate vocabulary	20
Grammar (Simple Present Tense)	20
Content completeness	20
Spelling and punctuation	20
Total Score	100

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Reflection

Answer these questions.

1. What new words did you learn today?

2. Why is an archive room important in an office?

3. What is the difference between paper archives and digital archives?

4. Which part of the lesson was the easiest?

5. How can good archive management help a company?

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Learning Summary

After completing this lesson, students are expected to:

• Identify the Identification and Description parts of a descriptive text.

• Use Simple Present Tense correctly.

• Describe a place using appropriate adjectives and office-related vocabulary.

• Understand basic archive management concepts in English.

• Write a simple descriptive text related to the workplace, especially in office administration and archive management.

Report Text Kelas XII SMK - Monthly Sales Report

 

STUDENT MODULE

English for Vocational High School (SMK)

Report Text

Topic: Monthly Sales Report

Level : Grade XII (Beginner)
Skill : Reading & Writing
Related Subject : Spreadsheet (Microsoft Excel / Google Sheets)

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1. Introduction

What Will You Learn?

In this lesson, you will learn about Report Text. A report text gives factual information about something. It describes facts, data, or information without giving personal opinions.

In business and offices, employees often make sales reports. They collect data, calculate the numbers in spreadsheet software, and write a report.

After this lesson, you will be able to:

• Understand a simple Report Text.

• Identify the structure of Report Text.

• Learn new vocabulary about sales.

• Answer questions about the text.

• Write your own simple sales report using spreadsheet data.

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2. Example of Report Text

Monthly Sales Report

PT Smart Office sells school supplies. The company records its sales every month using spreadsheet software.

In June, the company sold 500 notebooks, 350 pens, and 250 rulers. The notebooks were the best-selling product. Pens were the second best-selling product, while rulers had the lowest sales.

The total number of products sold in June was 1,100 items. The sales increased by 10% compared to May. The sales manager says that the increase happened because of the back-to-school season.

Overall, the monthly sales were good. The company plans to increase its stock of notebooks for the next month.

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Vocabulary

Word	Meaning
Sales	Penjualan
Report	Laporan
Product	Produk
Notebook	Buku tulis
Pen	Pulpen
Ruler	Penggaris
Total	Jumlah keseluruhan
Increase	Meningkat
Stock	Persediaan
Spreadsheet	Aplikasi pengolah data
Company	Perusahaan
Manager	Manajer

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3. Understanding Report Text

What is Report Text?

A Report Text is a text that gives factual information about a person, thing, animal, place, event, or data.

It tells the reader about facts.

Example:

• Sales Report

• Weather Report

• Student Report

• Production Report

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Purpose

The purpose of Report Text is:

• To give factual information.

• To describe data clearly.

• To explain information based on facts.

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Generic Structure

1. General Classification

This part introduces the topic.

Example:

PT Smart Office sells school supplies. The company records its sales every month.

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2. Description

This part explains the details.

Example:

• Number of products sold

• Best-selling product

• Total sales

• Sales increase

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Language Features

Report Text usually uses:

Simple Present Tense

Examples:

• The company sells notebooks.

• The report shows the sales.

• The manager checks the data.

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General Facts

Example:

• The total sales are 1,100 items.

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Numbers and Data

Example:

• 500 notebooks

• 350 pens

• 10% increase

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New Expressions

Expression	Meaning
best-selling product	produk terlaris
lowest sales	penjualan terendah
total sales	total penjualan
sales increased	penjualan meningkat
according to the report	berdasarkan laporan
every month	setiap bulan

4. Exercises

Choose the correct answer.

1. What is the title of the text?

A. Student Attendance
B. Monthly Sales Report
C. School Library
D. Daily Activity

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2. What does PT Smart Office sell?

A. Computers

B. School supplies

C. Clothes

D. Furniture

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3. How many notebooks were sold?

A. 250

B. 300

C. 350

D. 500

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4. Which product had the highest sales?

A. Pen

B. Notebook

C. Ruler

D. Pencil

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5. How many rulers were sold?

A. 150

B. 250

C. 350

D. 450

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6. What was the total number of products sold?

A. 900

B. 1,000

C. 1,100

D. 1,200

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7. The sales increased by...

A. 5%

B. 8%

C. 10%

D. 15%

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8. Why did the sales increase?

A. Holiday season

B. New employee

C. Back-to-school season

D. Low prices

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9. The company plans to increase its...

A. Building

B. Employees

C. Stock of notebooks

D. Office size

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10. The purpose of this text is...

A. To tell a funny story

B. To describe monthly sales data

C. To explain how to use Excel

D. To advertise products

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B. Essay Questions

Answer the questions in complete sentences.

1. What is the main topic of the report?
2. Which product is the best-selling product?
3. How many products were sold in total?
4. Why did the sales increase?
5. What will the company do next month?

The Language Features of Procdure Text

Introduction

Have you ever read instructions on how to make instant noodles, how to use an application, or how to make a simple drink?

Texts like these usually contain steps that must be followed in order. In English, this kind of text is called procedure text.

To make the steps easy to understand, procedure text uses special language features. By learning these features, you will be able to read, understand, and write procedure texts more easily.

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What Is Procedure Text?

Procedure text is a text that explains how to do something or how to make something through a series of steps.

The main purpose of procedure text is to guide readers so they can do an activity correctly.

Examples of procedure text titles:

• How to Make Fried Rice
• How to Use a Washing Machine
• How to Make a Cup of Tea
• How to Turn On a Computer
• How to Create an Email Account

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Language Features of Procedure Text

Below are the common language features used in procedure text.

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1. Using Imperative Sentences

One of the main features of procedure text is the use of imperative sentences.

Imperative sentences are sentences used to give instructions or commands. They usually begin with the base form of a verb, also called verb 1.

Examples:

• Cut the vegetables.
• Pour the water into the glass.
• Mix the flour and sugar.
• Press the power button.
• Wait for five minutes.

These sentences give direct instructions to the reader.

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2. Using Action Verbs

Procedure text often uses action verbs.

Action verbs are verbs that show actions or activities.

Examples of action verbs in procedure text:

• cut
• wash
• stir
• boil
• add
• mix
• pour
• press
• open
• close

Examples in sentences:

• Wash the rice before cooking.
• Add two spoons of sugar.
• Stir the soup slowly.
• Open the application on your phone.

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3. Using Connectives or Sequence Words

In procedure text, the steps must be written in the correct order. Therefore, procedure text uses connectives or sequence words.

Sequence words help readers understand the order of the steps.

Examples of sequence words:

• first
• second
• third
• next
• then
• after that
• finally

Examples in sentences:

• First, wash the vegetables.
• Then, cut them into small pieces.
• After that, put them into the pan.
• Finally, serve the food on a plate.

These words help readers follow the steps clearly.

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4. Using Adverbs

Procedure text also often uses adverbs.

Adverbs explain how, when, or how long an action is done.

a. Adverbs of Manner

Adverbs of manner explain how an action is done.

Examples:

• slowly
• carefully
• gently
• quickly

Examples in sentences:

• Stir the soup slowly.
• Cut the paper carefully.
• Mix the ingredients gently.

b. Adverbs of Time

Adverbs of time explain when or how long something happens.

Examples:

• for five minutes
• until cooked
• after ten minutes

Examples in sentences:

• Boil the water for five minutes.
• Wait until the rice is cooked.
• Leave it for ten minutes.

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5. Using Simple Present Tense

Procedure text usually uses the Simple Present Tense.

However, in procedure text, the most common form is the base form of the verb in imperative sentences.

Examples:

• Put the noodles into boiling water.
• Add the seasoning.
• Stir well.
• Serve the noodles in a bowl.

The words put, add, stir, and serve are base verbs.

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6. Using Materials or Tools

Many procedure texts include materials or tools.

This section helps readers prepare everything they need before following the steps.

Examples of materials:

• rice
• water
• sugar
• tea
• eggs
• flour

Examples of tools:

• knife
• spoon
• bowl
• pan
• stove
• glass

Example:

Materials:

• a glass of water
• two teaspoons of sugar
• one tea bag

Tools:

• a glass
• a spoon
• a kettle

How to Manage Your Money

Managing money is important so we can use it wisely. First, write down how much money you have. Then, make a list of the things you need to buy. 

After that, separate your needs from your wants. Next, decide how much money you want to save. Put your savings in a safe place, such as a money box or a bank account. 

Then, use the rest of your money carefully. Finally, check your spending regularly so you can manage your money better.

Procedure Text for SMK : How to Answer a Telephone Call Professionally

 

Goal

To answer a telephone call politely, clearly, and professionally in an office.

Tools

• Telephone
• Pen
• Message pad or notebook

Steps

1. Answer the phone as soon as possible, preferably before the third ring.
2. Greet the caller politely.
3. Mention the company or office name and your name.
4. Ask how you can help the caller.
5. Listen carefully to the caller’s message or request.
6. Speak clearly and use polite language.
7. If the caller wants to speak to someone unavailable, explain politely and offer to take a message.
8. Write down important information such as the caller’s name, phone number, and message.
9. Repeat the message to make sure the information is correct.
10. End the conversation politely by thanking the caller.

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Short Example Paragraphs

Answering a telephone call professionally is an important skill in office work. The staff should answer the phone quickly and greet the caller politely. This creates a good first impression of the company.

After greeting the caller, the staff should mention the company name and introduce themselves. Then, they should ask how they can help. During the conversation, the staff must listen carefully and speak clearly.

If the person requested by the caller is not available, the staff should stay polite and offer to take a message. Finally, the staff should close the conversation by thanking the caller. This makes the communication professional and respectful.

Evaluation: Multiple Choice Questions

Choose the best answer!

1. What is the main purpose of the procedure text above?

A. To describe an office room
B. To tell a funny story
C. To explain how to answer a telephone call professionally
D. To report a meeting result

2. What should you do first when the phone rings?

A. Ignore the phone
B. Answer it quickly
C. Put it on the table
D. Ask a friend to answer

3. Which greeting is the most professional?

A. Hello, what do you want?
B. Yes, who is this?
C. Good morning, ABC Office. This is Lina speaking. How may I help you?
D. Speak fast, please.

4. Why should office staff speak clearly on the phone?

A. To make the conversation longer
B. To help the caller understand the message
C. To sound angry
D. To end the conversation quickly

5. What should you do if the caller asks for someone who is not available?

A. Hang up immediately
B. Say nothing
C. Explain politely and offer to take a message
D. Tell the caller to call another office

6. What important information should be written down?

A. The color of the phone
B. The caller’s name, phone number, and message
C. The brand of the telephone
D. The receptionist’s favorite food

7. Why is it important to repeat the caller’s message?

A. To make the caller bored
B. To make sure the information is correct
C. To waste time
D. To change the message

8. Which of the following is an action verb used in the procedure text?

A. Beautiful
B. Quickly
C. Listen
D. Morning

9. What is the final step in answering a professional phone call?

A. Leave the office
B. Thank the caller and end the conversation politely
C. Turn off the phone
D. Call another person

10. Why is professional telephone handling important in an office?

A. Because it builds a good image of the company
B. Because it makes the office quiet
C. Because it reduces the number of chairs
D. Because it changes the office rules

Procedure Text for SMK : How to Operate a Bench Grinder Safely

 

Goal

To operate a bench grinder safely and correctly.

Materials / Equipment

• A bench grinder
• Safety goggles
• Work gloves
• Metal workpiece
• Apron

Steps

1. First, wear your safety goggles, gloves, and apron.
2. Make sure the bench grinder is clean and in good condition.
3. Check that the grinding wheel is properly installed.
4. Adjust the tool rest to a safe position.
5. Turn on the bench grinder carefully.
6. Wait until the grinding wheel rotates at full speed.
7. Hold the metal workpiece firmly with both hands.
8. Then, place the metal slowly against the grinding wheel.
9. Move the workpiece gently from side to side for even grinding.
10. Do not press the metal too hard on the wheel.
11. After finishing, remove the workpiece carefully.
12. Turn off the bench grinder.
13. Finally, clean the work area and store the tools properly.

Conclusion

Operating a bench grinder must be done carefully and safely. By following the correct steps, workers can grind metal effectively and avoid accidents.

Excercises

1. What is the main purpose of the text?
A. To explain how to repair a bench grinder
B. To tell how to operate a bench grinder safely
C. To describe the shape of a bench grinder
D. To compare two grinding machines

2. Which of the following is a safety equipment mentioned in the text?
A. School bag
B. Notebook
C. Safety goggles
D. Ruler

3. What should you do before turning on the bench grinder?
A. Pour water on it
B. Wear safety goggles, gloves, and apron
C. Hit the grinding wheel
D. Remove the tool rest

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4. Why should we wait until the grinding wheel rotates at full speed?

A. To make the machine look better
B. To use the grinder more safely and effectively
C. To cool the metal workpiece
D. To reduce the size of the wheel

5. How should the metal workpiece be held during grinding?
A. Firmly with both hands
B. Loosely with one hand
C. With wet hands
D. Without looking at it

6. What should you do after finishing the grinding process?
A. Leave the machine on
B. Put the workpiece on the wheel
C. Turn off the bench grinder
D. Press the metal harder

7. Why should you not press the metal too hard on the wheel?
A. Because it can be unsafe and may damage the workpiece or machine
B. Because the wheel will stop immediately
C. Because the metal will become softer
D. Because the apron will fall off

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8. A student starts grinding metal immediately after turning on the machine, without waiting for full speed. What is the possible risk?

A. The work becomes automatically perfect
B. The process may become unsafe and less effective
C. The grinder will clean itself
D. The metal will disappear

9. Look at the following steps:

1. Turn on the bench grinder
2. Wear safety equipment
3. Hold the metal workpiece firmly
4. Wait until the wheel rotates at full speed
5. Grind the metal slowly

What is the correct order?
A. 2 – 1 – 4 – 3 – 5
B. 1 – 2 – 3 – 4 – 5
C. 2 – 3 – 1 – 4 – 5
D. 1 – 4 – 2 – 3 – 5

10. After using the bench grinder, a worker leaves the area dirty and the tools scattered. What is the best conclusion?
A. It is acceptable because the work is finished
B. It is good because others can use the tools freely
C. It is unsafe and shows poor workshop discipline
D. It helps save time for the next user

Procedure Text for SMK : How to Operate Digital Balance for Chemical Material

 

Goal

To operate a digital balance for weighing chemical material correctly and safely.

Materials

• A digital balance
• Chemical material
• Weighing paper, container, or beaker
• Spatula

Steps

1. First, place the digital balance on a flat and stable surface.
2. Make sure the balance is clean and ready to use.
3. Turn on the digital balance by pressing the power button.
4. Wait for a few seconds until the screen shows zero.
5. Put the weighing paper or container on the balance.
6. Press the tare button to reset the display to zero.
7. Take the chemical material with a spatula carefully.
8. Then, place the chemical material little by little into the container.
9. Watch the screen and stop when the required mass is reached.
10. After that, remove the container carefully from the balance.
11. Turn off the digital balance after using it.
12. Finally, clean the balance area to keep it safe and accurate.

Conclusion

Operating a digital balance is easy if you follow the steps correctly. You must be careful and accurate when weighing chemical materials to get the correct result and keep the laboratory safe.

1. What is the purpose of the text?
A. To describe a digital balance
B. To explain how to operate a digital balance for chemical material
C. To tell a story about laboratory tools
D. To compare digital and manual balance

2. Where should we place the digital balance?
A. On a flat and stable surface
B. On a wet table
C. On a soft bag
D. On an uneven surface

3. Which button is used to reset the display to zero?
A. Start
B. Power
C. Print
D. Tare

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4. Why do we press the tare button before adding the chemical material?

A. To make the screen brighter
B. To count the weight of the container only
C. To reset the weight of the container to zero
D. To turn off the balance automatically

5. What should we use to take the chemical material carefully?
A. Spoon
B. Spatula
C. Fork
D. Knife

6. What should you do after turning on the digital balance?
A. Put the chemical directly on it
B. Wait until the screen shows zero
C. Press the tare button many times
D. Clean the room first

7. Why should the chemical material be added little by little?
A. To make the process longer
B. To avoid reaching the required mass too quickly
C. To make the material look better
D. To reduce the size of the container

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8. Rina puts a beaker on the balance, but she forgets to press the tare button. Then she adds the chemical material until the display shows 25 grams. What is the most possible result?

A. The chemical material is weighed accurately
B. The weight shown is only the chemical material
C. The measured weight includes the beaker and may be inaccurate
D. The balance will turn off automatically

9. Look at these steps:

1. Add the chemical material slowly
2. Press the tare button
3. Put the container on the balance
4. Turn on the balance
5. Read the weight on the display

Which is the correct order?
A. 4 – 3 – 2 – 1 – 5
B. 3 – 4 – 2 – 1 – 5
C. 4 – 2 – 3 – 1 – 5
D. 2 – 4 – 3 – 5 – 1

10. After using the digital balance, students leave chemical powder on it. What is the best conclusion about this action?
A. It is fine because the balance can clean itself
B. It is dangerous because it can affect safety and measurement accuracy
C. It is good because the powder can be used again
D. It does not matter if the balance is turned off