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Overview

Framework:
RQF
Level:
Level 1
Unit No:
Y/504/7828
Credits:
3
Guided learning hours:
30 hours

Assessment Guidance

Portfolio of Evidence

Aim

The aim of this unit it to know the purpose of different business documents and be able to produce documents that give accurate information using a suitable communication style.

Unit Learning Outcomes

1

Know about types of business document.

Additional details

Examples of business documents may include:

  • business policies and procedures
  • electronic messaging e.g. email
  • meeting agenda, minutes, papers
  • stationery e.g. forms, invoices, business letters

The business documents may be used to:

  • give employees information about the organisation, how to behave and work in the business
  • send messages, share information and copies of documents using attachments to colleagues or external customers quickly 
  • let members know when the meeting is taking place, what was discussed at the previous meeting and what will be discussed at the meeting
  • give a formal record of business transactions with internal and external customers

Possible reasons for using templates may include:

  • consistency in teams and across teams
  • make sure all required information is given
  • key elements already checked and agreed (e.g. standard wording for contracts already signed off by lawyers)

Assessment Criteria

  • 1.1
    Identify different types of business document and when they might be used.
  • 1.2
    State why templates are used for some business documents.

2

Know why it is important to use the right communication style in business documents.

Additional details

Formal communication styles may include:

  • letters
  • business policies and procedures
  • documents for meetings
  • stationery

Formal styles may be used if the document is used for

  • legal purposes
  • keeping records
  • corresponding with customers

Informal communication styles may include emails, marketing materials

Examples may include:

  • sending information to colleagues
  • using an informal style to attract readers 

Learners will need to know what is meant by the term ‘house style’ for example it is a guide that all employees use when:

  • writing documents; or
  • using illustrations or diagrams in documents

Learners could consider some of the following reasons for businesses using a house style.

  • It gives consistency across the business.
  • Customers recognise the business.

Assessment Criteria

  • 2.1

    Give examples of when to use a formal or informal communication style.

  • 2.2

    State why some businesses adopt a ‘house style’ for certain documents.


3

Be able to produce business documents.

Additional details

Before producing a business document learners may consider:

  • the information they want to share
  • who they are sharing the information with
  • how quickly they need to share the information
  • the best document for the purpose
  • if they need to use a formal or informal communication style

The learner may check the following.

  • The document makes sense. For example there are no missing or additional words.
  • The information is accurate
  • Spelling, punctuation and grammar are correct

Assessment Criteria

  • 3.1
    Produce routine business documents using the appropriate communication style.
  • 3.2
    Check documents for accuracy.

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