Unit 3 Produces documents in a business environment
Task 1.1 Compares the different types of documents that could be used to present information (by selecting the most appropriate)
Information transfer is very important for the marketer to communicate with their stakeholders. To present various information to the delegates of a meeting the marketer uses several types of documents like printed, electronic, social, business letter, memo, cash-flow charts, pie charts, etc. The proper format of documentation is very important to represent the business company and its brand name. Some of the different types of documents are here below to show:
Letters need to show the address of the sender and the recipient, the date, a salutation (a ‘hello’ to the recipient), paragraphs with the content of the letter, and a close and signature. Most business letters will be printed on headed paper that will already have the business’s name and address on it. Letters are usually used to communicate with people or organizations outside the business, though sometimes formal internal matters – such as staff disciplinary proceedings – might be communicated by letter. Before email came into use, letters were the main way for businesses to communicate with customers and suppliers when they wanted to put something in writing, and some businesses still use letters for issues such as complaints and legal matters.
Many businesses use forms as an organized way to gather information. You have probably filled in a form at some time. This might have been an order form for something you wanted to buy or an application form for a job or a passport or driving license. Businesses use forms so that they can collect the same type of information from lots of different individuals or organizations.
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- An order form will collect the name and address details of the customer and details about the type and quantity of goods they want to order. This enables the business to send the customer the goods they want.
- A job application form will collect details about a job application such as name, address, qualifications, and previous experience. This enables the business to compare applicants and see who is best for the job.
Business reports are used as a formal way to present information to people within the business, or to clients/customers of the business. A business report sets out information in a logical way. Reports can often be the result of research projects and draw conclusions, present findings, and make recommendations.
Emails have probably become one of the main ways of communicating in business. The format is partly dictated by the email software used in that you must complete the recipient’s email address, the sender’s address (this might be completed automatically) and there is usually a line for a subject. Unfortunately, business emails are sometimes too informal when it is not appropriate. Unless you are writing to a colleague or customer that you know very well, it is best to be quite formal and follow business email rules…….