The Purpose of Producing Documents in a Business Environment

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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 either formal or informal depending on the recipient and internal or external. • Memo - A memo is a short formal message used within an organisation to pass on information. • Fax - A fax is a paper document sent using a fax machine and telephone line, these have now mainly been replaced by Email but are still used by some businesses. • Invoice - An invoice is a formal request for payment sent out by businesses to customers to confirm exactly how much to pay and when payment should be received. • Purchase orders - A purchase order is a document produced by a person or company to buy items or services required by that person, department or company. • Spreadsheet - A spreadsheet is usually a numerical document created on a computer used for calculating, sales, accounts creating graphs etc.

There are other forms of documents such as reports, leaflets, flyers, posters, presentations and brochures but at Thermaplate International Ltd the main forms of communication used are the list above.

1.2 Describe different formats in which text may be presented

The format of a document is dependant on the recipient and the purpose of the document. This consists of font, font size, font colour, italic, bulleted list, left aligned, right aligned, or centred. At Thermaplate International Ltd the majority of our documents are formatted using a spreadsheet, as the columns are best suited for the technical information used by our business 1.3 Explain the purpose and benefits of producing high quality and attractive documents

All the documents I have to produce at Thermaplate International Ltd must be of a high quality, this is not only to present the company in a good image to our customers and suppliers but they usually contain larger amounts of technical data which much be accurate and easily read. If the documents were not of a high standard it could lead to delays in deliveries and production, which would mean dissatisfied customers and lower profitability.

2 Know the resources and technology available and how to use them when producing documents in a business environment

2.1 Describe the types of resources available for producing high quality and attractive documents

At Thermaplate International Ltd the resources we use to produce high quality documents are: -

• A computer
• Updated software
• A high quality printer
• Good quality paper
• The internet

I use all the above tools to help me produce high quality attractive documents.

2.2 Outline ways of using different resources to produce documents

Whist at work I tend to use my hands to plan and outline a new document. This means I still use a pen and paper or notepad before I finalise a document on my computer. Once I’m happy with the structure of the document or the design I will then use the appropriate software to produce the document. The three main programs I use are Microsoft word, Microsoft excel and Autosketch.

2.3 Describe different types of technology available for inputting, formatting and editing text and their main features

At Thermaplate International Ltd the main forms of technology used for inputting, formatting and editing text are a computer keyboard and...
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