Unit: 3- Produce Document in the Business Environment
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. 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.
Emails and Memorandums
Memos are still used in situations where a message is meant to accompany a specific file and in cases that require more privacy than an email. Both a memo and an email identify the sender and recipient and contain a subject line. The text is formatted in one or more paragraphs. Co-workers typically use email to convey information to each other. Before email became prevalent, memorandums were used for intra-office messages.
A business letter is usually formatted in block style, in which all of the elements of the letter, except the letterhead, are aligned with the left margin. It can be emailed or delivered by mail. If a letter is sent in the text of an email, the sender includes his name, job title, and contact information at the bottom of the email. Business letters are used to communicate with individuals outside of the office. Recipients may include customers, colleagues in other businesses, service providers, professionals who advise the business, government officials, and job applicants.
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A business uses financial documents to stay within its budget, prepare budget proposals, and file tax returns. These documents include receipt records, payroll reports, paid bills, bank statements, income statements, balance sheets, and tax reporting forms. These documents may be prepared by the company’s accountant. A business owner uses these documents to determine the financial success of the company and to identify areas that are unproductive. A department head might use financial documents to prepare a budget proposal.
Reports cover a variety of topics, such as safety compliance, sales figures, financial data, feasibility studies, and marketing plans. They may include statistics, charts, graphs, images, case studies and survey results. Some reports are published for the benefit of investors. If a report is periodic, such as a monthly sales report, a template is used for convenience and to enable comparison with previous reports. Business reports convey information in a format that is more formal and usually longer than a letter.
Task 1.2 Compare the different formats that could be used within each of these documents, by selecting the most appropriate
One of the most popular and common document formats is the native format of Microsoft Word. Documents written and created in Word are typically saved as either DOC or DOCX depending on the Microsoft Office version you are using………..