Below this is the readers address position one line down from the logo and justified to the left. The reader’s address takes up 6 lines. On the top line off the address, justified to the right, is the date of the letter. All this text is placed in a times new roman font in 10-12pt. There is a one line, line spacing then a bold title in the same font and size but center justified.
Another single line spacing is then inserted followed by the opening of the main letter content.
The letter opens with dear… that then leads into the main text.
The main content of the letter consists of bullets and numbering, italic and bold fonts all formatted in 10-12pt font in times new roman. Important words and phrases are placed in a bold font whereas the subtitles are left justified and placed in an italic font and underlined. The letter is split up into several paragraphs each with a one line, line spacing from the above paragraph.
The letter in closed by “yours sincerely” and the writer signature. Followed by the writers name and position.
The TAG document
The main business logo is positioned in the top left hand corner of the page. The logo consists of large uppercase lettering with each letter having its own colored background and border. The letter “T” is positioned in a red square with a 2-line border. The second letter “A” is position in a green square with a 2-line border but 45º rotate the square it is positioned in. The logo finishes with the letter “G” formatted in the same way as the letter “T” only with a dark blue back ground.
The header then follows.
The header is split up into 2 columns. The first column houses a two-line header. The first line has the words “learning limited” in bold type in 14-16pt the second line has the words “at the leading edge of learning” which is formatted in a 12-14 pt font in italic. Both parts of this title are left justified and place in a times new roman font. The second column of the header contains the business address, which spans two lines; the telephone and fax numbers each on their own lines. And the email and web addresses on two separate lines.
Below the logo and header is a large bold title formatted in a bold 14-16pt font, justified to the right. The title spans two lines with the words “-30 day free trail” on the second line. And “unlock the potential of your student” on the first line.
Below this justified to the left is the readers address which spans 6 lines with all the text being formatted in 10-12pt text in times new roman.
There are several line spacings before the main content of the document is introduced. The document opens with “Dear…” before the main content of the document continues.
The document opens with a title, which is 'center justified' and positioned in a bold font. The main text consists of an opening paragraph with the word Inspiration’s formatted in an italic font. After this first paragraph is a selection of short statements each bullet pointed with important statements formatted in bold. Below this is a “paragraph, text box sandwich”, two paragraphs surround a text box that is center justified and filled light gray. Inside this text box are the words “save up to 10% if you order today”
In a large, bold 14-16pt font.
The document closes with “Yours sincerely”, the writers signature, the writers name and the writers position
The Letts document
The main business logo is positioned in the top left hand corner of the page. The logo consists of large italic lettering in 32-40pt texts in dark blue. Possible fonts for the logo could be Kristen ITC or Bradley hand ITC.
There is no header on this document.
Below the logo is the date in the format month/year in 10-12pt in times new roman, justified to the left.
Below this is the document introduction that opens “Dear ICT Coordinator”, followed by a center-justified title in bold type in 12-14pt text.
The main letter then continues in 10-12pt text. The document is broken up into many paragraphs. The third paragraph consists of four statements each bullet pointed and left justified. Below this are two comments, center justified and formatted in an italic font. Below this there is another bold 18-20pt heading “50% discount during mock exams”. Two more lines of center-justified text but in a smaller 14-18pt text then follow this. There is one final paragraph before the document is closed with “yours,“ followed by the writers signature their name and their job position.
At the bottom of the page is a substantial footer that consists of phone numbers, fax numbers, email addresses and internet addresses, each with it own blue, circular logo. The traditional footer style at the bottom of the page consists of the company’s address, registered number and the register office.
Order forms
The order form.
The main business logo is positioned in the top left hand corner of the page. The logo consists of the main business logo positioned at a 40º angle to the horizontal. The text is formatted in a two tones. The word “copy” is placed in a dark blue color with the word “boards” immediately following it in red. The font used in creating this part of the header could be something based on the “cooper black” font used in word 2000. Below this formatted in an Ariel black font is the word “direct” formatted in red type and widely spaced between each letter. The word “direct” is also positioned horizontally underneath the word “copy boards”. The words then have a corner border in the bottom left hand corner of the logo itself. This border only covers the right hand side and the bottom and is repeated 3 times. Each time it is repeated it is moved down and right while also being lightened in shade.
Below this is the readers address position one line down from the logo and justified to the left. The reader’s address takes up 6 lines. Below this is the letter date. All this text is placed in a times new roman font in 10-12pt.
The next line consists of a large bold title with the fax back number. The word “fax back” is formatted in a large bold 20-24pt font, with the number following in a smaller font. A subtitle is then shown on the line below giving the instruction to tick the appropriate box. Three lines then follow each with a different option and its each tick box. The document ends with the collection of the readers details such as telephone number, fax number and name. All the text in this document is in 18-20pt.
The TAG order form
This document is headed by a large bold title justified across the center of the page in 14-16pt text. Below this is a text box filled with a light gray background complete with two lines of text in bold text. Below this are five ways of placing your orders each on its own separate line with a small symbol related to it at the start of the line. Below this is the order form constructed out of 2 tables both 5 columns in width, the first of which is four rows deep, the second only three rows. In the first row of the first table are the column headers each center justified and positioned in the bottom of each cell. In the following three rows the text is left justified and important details are highlighted in bold type such as all the text in the 2nd column and the 3rd column and the save 5% and 10% in the 1st column. In the second table all the text in the first column is formatted in bold type the 2nd column and 3rd column also follow this style. At the far right of the second table there are another 5 rows on the bottom of the table for the data entry of sub totals, postage costs, net total, vat total and the total. Below this table is yet another table of four rows and four columns. All the text in this table is left justified and formatted in a small 8-10pt font. Below this is some bold text in a 10-12pt font ended by a tick box. Below this are the readers details in 12-14pt text in bold type, the titles customer account no, name, job title, school name, address, phone number, fax number and email address each have their own line with the details on the relevant line. Three more tick boxes are position after this with the options of payment methods. This text is formatted in small 10-12pt text and is again justified to the left. Below this are the spaces to enter card details in two lines. On the first line is a space for the card number with a line for writing on. On the second line are spaces and lines to write your signature, expiry date and name on credit card details. In the foot of the document is the small print that states the expiry date of the offer followed by a small tick box to be ticked if you don’t wish to receive any more information.
The Letts order form
The document is headed with a simple bold title in 16-18pt text. Below this the collection of the reader details is presented. Details include Name, position, school, address, postcode and telephone number, each need to be filled in but there are lines after each point to aid data entry. Below this are three tick boxes each with a different option printed next to it. Below this is a line of tick boxes for the entry of credit card details. Followed by this are two options to order and their order codes. The contact numbers to place your orders closes the document.
Common element in these three documents
Letters:
- Company/business logo.
The company or business logos commonly appear in the top left hand corner of the document usually in color and in a large size.
- Company/business address
These addresses commonly appear in the title header or footer, however they sometimes appear at the bottom of the document with fancy logs such as in the Letts document.
- Contact numbers
Contact numbers commonly appear in the title header or footer, however they sometimes appear at the bottom of the document with fancy logs such as in the Letts document.
- Headers and footers containing some business information.
All the documents contain headers and footers except the Letts document that only has footer. The most popular details contained in these headers and footers are business addresses registered numbers and registered office.
- A signature from the manager or other person from the business
All the documents have the writers signature closing the document.
- Persons job within the business e.g. General manager.
These also feature regularly in all three documents.
- Own address/readers address
Two of the three documents consist of the readers address. Both have the address justified to the left using the same layout. E.g. readers name, job title, address, city and the postcode. The copy boards document also has the area e.g. West Yorkshire on the same line as the postcode.
- Opening titles
All the documents have titles at the start of the document before the opening words. These titles are usually placed in a large bold font justified to the center of the page, except that is for the TAG document which has it opening title justified to the right.
- Letter dates
Two of the three documents are dated however the date formats are different. On the copy boards document the date is presented in the format day/month/year whereas the Letts document has the format month/year. The TAG document however does not have a date.
Order forms
- Company/business address
Not all the order forms I have collected have company or business addresses. Only the TAG and Letts order forms seem to include these.
- Contact numbers
Again only the TAG and Letts order forms have contact numbers whereas the copy boards order form only has a fax back number.
- Headers and footers containing some business information.
These don’t appear in the document I have analyzed however I believe they should be included in the documents.
- Adequate space for orders and Devices used top aided completion of form e.g. tick boxes
All the order forms consist of tick boxes and/or lines to write on for data entry and there is usually plenty of space for entering data. However the boxes for inputting credit card numbers on the Letts order form could by increased in size to allow easier data entry.
The purpose of each document
Letters:
The purpose of the letter is to sell an interactive white board to schools to aid lessons. The letter also advertises the business to the reader and any special offer available at the time of writing.
Letts
The purpose of the Letts letter is to advertise and sell revision guides to student and parents. It does not however advertise the business, as it does not give a company background like does. The document also advertises any special offers at the time of writing.
TAG
The purpose of the TAG letter is to sell visual planning software to aid teachers and lessons. The document also advertises any special offers at the time of writing.
Order forms
The purpose of the order form is to allow the reader to order further information or to arrange purchasing some equipment
Letts
The purpose of the Letts order form is to allow the reader to order a number of guides. It does not however allow them to request more information.
TAG
The purpose of the TAG order form is to allow the reader to order software and licenses. It also allows the reader to request further information.
Company 1 documents
Company 2 documents
Company 3 documents
Good and bad points of similar items
Letters:
-
Company/business logo - All three of the document I have analyzed seemed to have a company logo in the top left hand corner and in color.
Good points – Clearly identifies the companies letter among others
Bad points – The company logo is the first thing the reader may see so a lot of effort must be used in the appearance of the logo.
-
Company/business address - all the documents have a business address positioned somewhere on the page.
Good points – The reader of the document can easily contact the company if he/she has any quires etc.
Bad points – The address and other details must be visible to be of any use what so ever.
-
Contact numbers - all the documents have some form of contact number positioned on the page.
Good points – The reader of the document can easily contact the company if he/she has any quires etc.
Bad points – The address and other details must be visible to be of any use what so ever.
- Headers and footers containing some business information.
Good points – The use of headers and footer gives a more professional higher quality looking document.
Bad points – These play an important part in the appearance of the document so must be clear and effective.
- A signature from the manager or other person from the business
Good points – Signature show that managers and directors etc have taken time to check the document and ensure it is of a high quality.
Bad points – time must be taken when getting documents signed by directors and managers
- Own address/readers address
Good points – this gives a more personal approach to the document. All formal documents should include the reader’s address and the sender’s address. These document display this well.
Bad points – N/A
Order forms
- Company/business address
Good points – Allows the reader to send the order form back.
Bad points - None
- Contact numbers
Good points – Allows the reader to ring the company should they have any problems
Bad points – staff must be available to answer calls but it terms of the sheet there are none.
- Adequate space for orders
Good points – more space makes orders easier to make.
Bad points – the document must be laid out well to cater for the space.
- Devices used top aided completion of form e.g. tick boxes etc.
Good points – aids simplicity in the order form to avoid confusion in filling in the relevant parts.
Bad points – time must be taken when adding these to the structure of the document.
- Details of where to send information back to
Good points – orders can be made to the company.
Bad points – none.
Improvements that could be made to each collected document.
Letter
The document seems to use bold far to often and it begins to loose its impact on the reader. Some of the bold type should be removed to be less over powering on the document. The numbering on the bullet points would have been better suited to being stretched down the page instead of being placed in two separate columns. Also there seem to be far too much information contained on the page making it rather over crowded. Some of this irrelevant information should be removed.
Order form
The order form also seems disappointing. The headers and footers from the letter should be added to the order form while also changing the text format to something more interesting and less bland. The use of boxes and lines prove very useful in data entry.
TAG
Letter
The TAG letter seems to be absent of changes needed. The document possesses every thing a good document should. However the director’s signature spoils the appearance of the document and should be changed. The opening title should also be changed to be center justified across the page as being right justified spoils the appearance of the page. Also some of the information from the header should be placed in the footer such as the address, telephone number, fax number and Internet addresses.
Order form
The order form seems very fussy and cluttered. However it does include several pieces of useful information. The use of boxes and lines prove very useful in data entry. However time should be taken in simplifying the page. Adding the headers and footers from the letter would also be an improvement.
LETTS
Letter
This document would benefit from a more substantial header and also the input of the readers name and address. However the use of text formatting titles and subtitles is well used. The footer of the document is well design but is spoilt by the lack of a header. The document should also be closed “sincerely yours,” instead of “yours”. The margins of the document should also be reduced as they are greatly oversized.
Order form
If this document had been printed on a separate sheet it would have been nothing more the scrap paper! There is no company logo or headers and footers; the letter demonstrated a good use of design in these so they could have been carried over to the order form. The order form could also have been formatted to fit the whole page rather than being squashed up in the middle. The quality of the document as it is isn’t bad however it is spoilt by its appearance. The use of boxes and lines prove very useful in data entry.
