Different types of business documents and communications

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Assignment 1.1- understanding the purpose of different document types

Tasks

1a) short formal documents

One example of a short formal document is a business card.

Structure

The structure of a business card is usually always the same. It will always display the company logo and company name, it will always have names addresses and contact numbers and will sometimes have a small piece of text information and/or list about the services the company provides.

Purpose

The purpose of a business card is that it can be shared during formal introductions as a convenience and as a memory aid. A business card typically includes the giver’s name, the company name (usually with logo) and contact information such as street addresses, telephone number(s), email addresses and website address. Business cards nearly always have an eye-catching image which would usually relate to the business criteria e.g. vets – dog, cat, and syringe.

Extended formal document

An example of an extended formal document is a business letter.

Purpose

 A business letter is written in a formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. Business letters are required in many other situations from applying for jobs to requesting and delivering information.

Structure

Sender’s address (top right)

Date (above senders address)

Receiver’s address (left and slightly lower)

Salutation or Greeting

Main text

Complimentary closing

Signature, printed name

Graphical document – illustration

Purpose

An illustration is visualization such as a photo, drawing or a painting that stresses the subject more than text form. The purpose of an illustration is to decorate a story, poem or piece of textual information (such as a newspaper article); usually providing a visualization of something described in the text e.g. “Sophie sat by the window reading a book”. 

StructureAn illustration is usually a drawn/painted/sketch that supports something that is being described in the text

Promotional document – leaflet

An example of a promotional document is a leaflet.

Purpose

Leaflets are often used for advertising e.g. a nightclub, event, service, or other activity.

Join now!

Leaflets are typically used by individuals or small businesses. Leaflets are handed out on the street, posted on bulletin boards, or are given away at events.

Structure

A leaflet may consist of a single sheet of paper that is printed on both sides and folded in half, in thirds, or in fourths or it may consist of a few pages that are folded in half and stapled at the crease to make a simple book. A leaflet is usually set out with small paragraphs and images that show/tell you about an up coming event or offer in a shop. The ...

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