Topic One (1.1): Types of Business Documents and Their Uses

Topics Icon.png Objectives for this topic

By the end of this topic, you should be able to: 

  • Recall the types of documents used in business 
  • Explain the purpose of different types of documents. 

You might also be able to: 

  • Explain how using different documents creates coherence in the business. 

Introduction

In business, various types of documents are used regularly and creating templates for these documents can significantly enhance efficiency, consistency and professionalism. 


Working through your course

Download your digital workbook. You can use Word or Google docs to complete the topic activities as well as your review notes in the workbook and practise your typing:

DOWNLOAD - Digital Workbook - Module One Download DOWNLOAD - Digital Workbook - Module One

There are many different types of documents that businesses use, both externally and internally. Let’s take a look at some of them and at what they are used for. 

Proposals 

A proposal often takes the form of a presentation, though it could also be a written document. The main purpose of a proposal is to present ideas. It could be delivered internally to a department within the business or externally in order to win new business.  

A well-designed template can streamline the process of creating proposals, ensuring a consistent format and helping to present information in a clear and compelling manner. 

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Meeting Agendas 

A meeting agenda helps you and your colleagues to prepare for a meeting and serves as a guide to the items to be discussed. Time spent planning an agenda will likely save time for all meeting participants by providing a clear set of topics, objectives and time frames.

Templates for meeting agendas help to standardise the information provided before, during and after meetings. This can improve organisation and communication within the team.

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Formal Email Letters 

Formal email letters in business serve various purposes and their specific goals can depend on the context and content of the message. Email letters should maintain a professional tone, follow proper etiquette and be clear and concise in conveying the intended message.

email format.png

Informal, Friendly Instant Messages 

Within a business setting, instant messages serve several purposes, contributing to a positive and efficient workplace communication culture.  

Instant messaging allows rapid communication and team collaboration, as well as providing a place for informal queries and clarification, quick project updates and celebrating achievements. 

Often, colleagues will use emojis in this setting. While the use of emojis can enhance communication in informal settings, it's essential to be careful in their use.

😍😭😄😂👍😁🙌❤️😒


Review

Reflect upon what you have just covered. In your notes, summarise: 

  • What you have learnt 
  • What you already knew 
  • What surprised you 
  • What you are curious to know more about.

 Support activity for this topic

If you need more support on business documents watch one (or all) of these YouTube videos: 

Meeting Agendas

Writing Emails (watch to 2.51)

Business Proposals

History of Emojis


Extension activity for this topic

If you would like to learn more about informal and formal communication watch this video and then write down all the people you communicate with in a week and whether that communication is formal or informal. Do you think you always get your tone right in communication?