Unit 3 Produces documents in a business environment


LO 1

Task 1.1 Compares the different types of documents that could be used to present information (by selecting the most appropriate)

Nowadays every activity performs by the marketer in a business environment brings about it in a scientific way. 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.

Business Emails: Business email is simply the email that you use specifically for your business. Normally, your business email address includes your company name within it such as yourname@companyname.com and your colleagues will have their email address formatted in the same way. This professional way of sending a business email will also serve as a form of advertising as your business name will be visible with every communication.

Each time you send an email, the recipient will be reminded who you are and will immediately know which company you represent, even if they have never met you, which is great news for a small business that is trying to build brand awareness. Business email software can greatly enhance a large or a small business giving your business email extra functionality.

Business Reports: Business reports convey information in a format that is more formal and usually longer than a letter. 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.

Memorandums: Co-workers typically use email to convey information to each other. Before email became prevalent, memorandums were used for intra-office messages. 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.

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Produces Documents in a Business Environment Sample Assignment

Unit 1 – Business Culture and Responsibilities

Business Letters: 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. 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.

Transactional Documents: A company uses documents to transact business with its clients. To save time, these documents may be formatted as a form, such as an order form, transmittal page, invoice, or receipt. The types of transactional documents used vary somewhat by the nature of business. An insurance agent, for example, generates insurance applications and policies, while a lender uses loan applications and mortgage documents. In some fields, businesses enter into agreements and contracts with others; these documents might be drafted by the company’s lawyer.

Financial Documents: 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.

Task 1.2 Compares the different formats that could be used within each of these documents (by selecting the most appropriate)

Business Emails

As with any email, a business email should include a brief but descriptive subject line, one or more recipients, and an attachment if needed. If you are including multiple recipients, consider using the CC (carbon copy) field to keep the extra recipients in the loop without requiring them to respond. To learn more about the basic parts of an email, take a look at our lesson on common email features……….


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