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Purposes for the elaboration of

different documents
Seidy María Alanis Balladares
What is a document?

In general, a document (noun) is a record or the capturing of some event or thing so that the information will not be

lost. Usually, a document is written, but a document can also be made with pictures and sound.
Purposes

Why are you writing? For example, the purpose may be to:

 Inform

 Persuade

 Present a point of view

 Propose ideas

 Report findings

 Recommend a course of action.


Types of documents
Agenda Meeting minutes

Documents for
meeting Reports
Agenda
• Is a schedule or list of items to be attended to in a meeting.…

• An agenda gives the person conducting the meeting control


over the flow of discussions, the issues covered and the
attendees responsible for reporting specific information at the
meeting.
Agenda

• …The agenda is often sent out in advance of the meeting so


attendees know what to expect and have time to prepare
their view points on action points.
Reports A report is a structured written document in which a specific issue is
examined for the purpose of conveying information, in order to report
findings, to answer a request, to put forward ideas and make
recommendations or offer solutions.
Reports A report is a structured written document in which a specific issue is
examined for the purpose of conveying information, in order to report
findings, to answer a request, to put forward ideas and make
recommendations or offer solutions.

Types of Reports

There are numerous types of reports that are widely used in business:

 short informal

 semi-formal

 longer formal
Meeting minutes
They should include:

• type of meeting;

They keep an official account of what was done or • time and place of meeting;
talked about at formal meetings, including any
• detailed attendance;
decisions made or actions taken. They can help settle
a dispute about what happened or didn’t happen in a • all actions taken (purchases, elections, etc.);

past meeting. • as well as any votes including how everyone voted and
who abstained.
They should include:

• type of meeting;

• time and place of meeting;

• detailed attendance;

• all actions taken (purchases, elections, etc.);

• as well as any votes including how everyone voted and


who abstained.
Company bylaws
• Are the rules of a corporation, established by the board of
directors during the process of starting a corporation.

• …they are still a good idea as they spell out your business’
structure, individual roles, and governance issues.
Company bylaws

• For example, bylaws can help settle a dispute on the length of


a director’s term or define if you need a simple majority to
approve a decision.
Employment agreement

• This contract sets the obligations and expectations of the


company and employee in order to minimize future disputes.

https://images.sampletemplates.com/wp-content/uploads/2017/02/17181128/Contract-Employee-Employment-Agreement.jpg
Employment agreement

• Not every hire requires an employment agreement, but the


document can be a useful if you want to:

https://images.sampletemplates.com/wp-content/uploads/2017/02/17181128/Contract-Employee-Employment-Agreement.jpg
Employment agreement

• Not every hire requires an employment agreement, but the


document can be a useful if you want to:

 disclosing confidential information about your business,

 or going to work at a competitor.

https://images.sampletemplates.com/wp-content/uploads/2017/02/17181128/Contract-Employee-Employment-Agreement.jpg
Email

Emails have quickly become the communication mode of


choice as it is quick, reliable and you have the ability to
send attachments and/or links to documents.
In-office memorandums
• Is a piece of correspondence used within an organisation
or among various branches or divisions of the same
organisation. A memo is usually sent through internal mail
or via e-mail.
In-office memorandums

• Memos can be written on almost any subject, ranging


from dress code additions to serious employee
infractions.
Circular letter

• Is so named because it is circulated to a large audience.

• Are a highly effective way to communicate with employees or


customers.
Circular letter

• Many companies use circulars as notices in business


communication to enforce dress codes and policies or invite
employees to meetings or luncheons.

• While most letters are private correspondence between two or


more parties, a circular is distributed to huge groups at once.
Financial Documents

• A business uses financial documents to stay within its


budget, prepare budget proposals and file tax returns.
Financial Documents

• A business uses financial documents to stay within its


budget, prepare budget proposals and file tax returns.

• A business owner uses these documents to determine the


financial success of the company and to identify areas that
are unproductive.
Business letter for outside
communication

• Business letters are used to communicate with individuals


outside of the office.
Business letter for outside
communication

• Business letters are used to communicate with individuals


outside of the office.

• Recipients may include customers, colleagues in other


businesses, service providers, professionals who advise
the business, government officials and job applicants.
Transactional documents

• A company uses documents to transact business with


its clients.

• …The types of transactional documents used vary


somewhat by the nature of a business.
Types
Types

• The invoice – used when demanding or requesting for payment.


Types

• The invoice – used when demanding or requesting for payment.

• Receipts of monies - written for the purposes of acknowledging payment.


Types

• The invoice – used when demanding or requesting for payment.

• Receipts of monies - written for the purposes of acknowledging payment.

• Delivery note – it is like an invoice but is send when goods are being
delivered to the customer.
Types

• The invoice – used when demanding or requesting for payment.

• Receipts of monies - written for the purposes of acknowledging payment.

• Delivery note – it is like an invoice but is send when goods are being
delivered to the customer.

• Credit Note - shows the amount of money that is supposed to be returned


to the customer for damaged goods.
Types

• The invoice – used when demanding or requesting for payment.

• Receipts of monies - written for the purposes of acknowledging payment.

• Delivery note – it is like an invoice but is send when goods are being
delivered to the customer.

• Credit Note - shows the amount of money that is supposed to be returned


to the customer for damaged goods.

• Cheque - shows the amount of money that a bank is supposed to be paid.


Use manual
• A guide focused on allowing the customer to use a
product.

• Effective user manuals are crucial to a good user


experience and a happy customer.

• User manuals are often considered part of technical


writing, which is closely related to business writing.
References
Rouse, M. (n.d.). What is document? - definition from WhatIs.com. Retrieved from https://whatis.techtarget.com/definition/document
Hattangadi, V. (2014). Importance of agenda and minutes in meeting. Retrieved from https://drvidyahattangadi.com/importance-of-agenda-and-minutes-in-
meeting/
Alessandra, T., & Hunsaker, P. L. (2006). Writing skills for business E-report. Boston, USA: Acanthus Publishing. Retrieved
from http://www.csu.edu.au/__data/assets/pdf_file/0004/51934/Business-Report-Writing-Skills.pdf
Akalp, N. (2014). The 10 key legal documents for your business. Retrieved
from https://www.entrepreneur.com/article/236967
Murray, J. (2019). What are bylaws for a corporation and what should you include in them? Retrieved from https://www.thebalancesmb.com/what-are-bylaws-for-
a-corporation-398148
Doyle, A. (2019). What is included in an employment contract? Retrieved from https://www.thebalancecareers.com/what-is-an-employment-contract-2061985
Thompson, J. (2019). Advantages & disadvantages of the use of email as a business communications tool. Retrieved
from https://smallbusiness.chron.com/advantages-disadvantages-use-email-business-communications-tool-21193.html
Suttle, R. (2019). Circulars in business communication. Retrieved from https://smallbusiness.chron.com/circulars-business-communication-2808.html
Harness, J. (2018). 10 types of business letters. Retrieved from https://bizfluent.com/list-7535468-10-types-business-letters.html
Tingum, J. (2019). 5 types of business documents. Retrieved from https://smallbusiness.chron.com/5-types-business-documents-22842.html
Nyakang'i, E. (2013). Documents used in business transactions. Retrieved from https://kenyayote.com/documents-used-in-business-transactions/
DuPuis, T. (2017). 4 types of business writing [and when to use them]. Retrieved from https://www.instructionalsolutions.com/blog/types-business-writing
ACTIVITY
• The game consist in dividing the group in
two teams. • Each team has to choose one of their members to
deliver the paper in front of the class while the
other ones should decide the answer.
• I’ll show some concepts, questions and
images of the previous performance, and • They will have to change positions as the game goes
assign an envelopment with all the names of on.
the documents inside.
• • The winners will be the team which has more
correct answers.

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