The Purpose of Producing Documents in a Business Environment

CU685 Produce Documents in a Business Environment

1 Understand the purpose of producing high quality and attractive documents in a business environment

1.1 Outline different types of documents that may be produced and the different styles that could be used

A document is information produced in either printed or electronic format and may be one of many types such as: -

• Letter - A formal form of communication and record consisting of a standard structured format and should include the senders details and address, the recipients address, the date written, any reference details e.g. order number etc finally ending with a signature. • Email - These are replacing letters and faxes within the business environment and can be …show more content…

An example recently was a unit sent out had two valves and the actuator on the second valve had to be turned 90( for packaging purposes. A document was produced with text and photographs instructing the installer to return the actuator to its correct position once unpackaged.

3 Understand the purpose of following procedures when producing documents in a business environment

3.1 Explain the benefits of agreeing the purpose, content, style, and deadlines for producing documents

It is important to agree the purpose, content, style and deadline for any document, this is so the intended recipient will be able to understand the message they have received, and it must be produced in a acceptable timetable.
Recently at Thermaplate International Ltd I produced a new document, “Econoplate Specification Sheet For Sales Enquiry”. This has become necessary, as sales staff were not giving the complete information regarding our units on a sales enquiry, thus when a sales member now telephones a Specification Sheet has to be filled out. When I constructed this sheet it needed to contain all the technical information about the Econoplate but remain simple enough for all our staff to fill out.

3.2 Outline different ways of organising content needed for documents

There are many ways of presenting a document and the appropriate method will depend whom the document is produced for. Such ways of presentation may include:-

• Text –