Unit 2 Deliver Customer Service in a Business Environment (GC01208)

Task 1.1 Compare the different types of document that could be used to present business information

A company uses documents to communicate, transact business, and analyze its productivity. Business documents range from brief email messages to complex legal agreements. As Janice Tingum (2015) notes, Some documents are prepared by employees and business owners, while others are drafted by professionals from outside of the company, such as accountants and lawyers. Since documents provide proof of an organization’s dealings and may be referred to for years to come, it is important that they be well written.

Printed Document

As Ritter, R. M. (2016) notes, Printing is a process for reproducing text and images using a master form or template. The technology of printing played a key role in the development of the Renaissance and the scientific revolution and laid the material basis for the modern knowledge-based economy and the spread of learning to the masses. The earliest non-paper products involving printing include cylinder seals and objects such as the Cyrus Cylinder and the Cylinders of Nabonidus. The earliest known form of printing as applied to paper was woodblock printing, which appeared in China before 220. Later developments in printing technology include the movable type invented by Bi Sheng around 1040and the printing press invented by Johannes Gutenberg in the 15th century.

Electronic Document

An electronic document is any electronic media content (other than computer programs or system files) that is intended to be used in either an electronic form or as printed output. Originally, any computer data were considered as something internal — the final data output was always on paper (Ritter, R. M., 2016). And the improvements in electronic display technologies mean that in most cases it is possible to view documents on-screen instead of printing them (thus saving paper and the space required to store the printed copies). However, the development of computer networks has made it so that in most cases it is much more convenient to distribute electronic documents than printed ones. Even plain text computer files are not free from this problem — e.g. under MS-DOS, most programs could not work correctly with UNIX-style text files (see newline), and for non-English speakers, the different code pages always have been a source of trouble

Formal Document

Formal writing is not a personal writing style. A formal writing style shows a limited range of emotions and avoids emotive punctuation such as exclamation points, ellipsis, etc. unless they are being cited from another source (SkillsYouNeed, 2016). The formal writer is disconnected from the topic and does not use the first-person point of view (I or us) or second person (you). State main points confidently and offer full support arguments

Informal Document

Informal writing is similar to a spoken conversation. Informal writing takes a personal tone as if the staff was speaking directly to the company audience (the reader).  Informal writing may include slang, figures of speech, broken syntax, asides, and so on.  The organization can use the first or third-person point of view (I and we), and company is likely to address the reader using second person (Employee and Company) (SkillsYouNeed, 2016). Short sentences are acceptable and sometimes essential to making a point in informal writing. There may be incomplete sentences or ellipsis (…) to make points.

Software Document

Business Reports

Reports are standard documents in all organizations. According to Wilson (2016) guideline, a report is a stand-alone document that relays the results of a factual inquiry to other parties who have a professional interest in the expert opinions, results, laboratory tests, trips, policy issues, and administrative details–anything of importance to the professional organization. Because a report typically circulates as an independent document, it will typically follow a standard format that begins with a front-matter section that orients the reader to the main purpose and content of the report. Reports may be internal or external or software-based. This section is followed by a report body, which contains the factual content of the report, and the body is followed by a section of end matter, which contains various references and secondary material. Reports are often short and concern administrative and policy issues or perform the function of keeping others informed about your work…………………

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