Creating Business Documents

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.

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.

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.