This document provides guidance on writing simple business documents. It discusses planning a document by determining the audience, purpose, format, and key points. Documents are either for communicating information, like letters and emails, or for storing information, like reports and forms. The document also covers drafting the content, reviewing for clarity and accuracy, and finalizing the document for distribution. Business documents should be clear, concise, correct, and courteous. Documents need an introduction, body, and conclusion and should use active voice when possible.

1. BSBWRT301A
Write simple
documents

2. Planning your document

3.  In this section you will learn about:
– determining the document’s audience and purpose
– planning the format and structure of your document
– establishing the key points you wish to make
– identifying organisational requirements
– identifying the most appropriate method of communication
– identifying the most appropriate means of communication.

4.  Key questions to ask when preparing to produce a
document are:
– What is the purpose of the document?
– What type of information does it contain?
– Is it formal or informal?

5.  Who is the document for?
– Is it for one person?
– Is it for a few people?
– Is it for a lot of people?
– Is it internal documentation?
– Is it for external use?
 The answers to these questions will determine the
type and style of document you use.

6.  Business documents can be divided into two
categories:
– Those that communicate information
– Those that store information

7.  Documents that communicate information include:
– business letters and faxes
– memos and emails
– briefing papers
– meeting documents
– reports; for example, financial reports, research reports,
progress reports
– tables; for example, schedules, financial spreadsheets
– forms; for example, questionnaires, surveys.

8.  Documents that store information include:
– reports from databases; for example, client lists
– responses to questionnaires
– product records.

9.  Business letter contents can be defined loosely into a
number of categories:
– Good news
– Bad news
– Informative
– Promotional
– Confirmative

10.  There are two basic business letter styles, which
follow one of two punctuation styles:
– fully blocked with open punctuation
– blocked with mixed punctuation.

11.  To decide on the content of your documentation:
– Define the key points
– What does the reader need to know?
– How much does the reader need to know?
– Put yourself ‘in the reader’s shoes’
– What is the aim of the documentation?

12. Developing your draft

13.  In this section you will learn about:
– drafting a document using the key points of your message
– obtaining and including other required information.

14.  All documents should have:
– a start
– a middle
– an end
 Or in more formal words:
– Introduction
– Body (main text)
– Conclusion

15.  When you have completed your rough draft, ask
yourself the following questions:
– Have you included all relevant information?
– Is there other information you could include to support the
documentation?
– Is the information correct?
– Is the information current?
– Is the information related to the topic?
– Can graphs, tables, pictures etc. enhance your
documentation?
– Is the formatting consistent?

16. Reviewing your
document

17.  In this section you will learn about:
– reviewing the tone of the document
– checking the document is clear and accurate
– reviewing the sequence and structure
– checking the draft meets organisational requirements
– proofreading the document.

18.  Always remember the four C’s:
– Clear
– Concise
– Correct
– Courteous

19.  Readability is easier when:
– sentences vary in length but are mainly short
– words are simple where possible
– prose is active.
 Active voice, the subject of the sentence acts on the
verb
– The cashier counted the money
 Passive voice, the verb acts on the subject
– The money was counted by the cashier

20.  Always check through your work to note such errors
as the following:
– Mixed up tenses
– Verbs that don’t agree with their subjects
– Use of ‘a’ instead of ‘an’ and vice versa
– Words that are misused
– Incorrect use or overuse of commas
– Incorrect use of commas around defining phrases and
clauses
– Missing question marks at the end of questions and missing
full stops at the end of sentences
– Turning verbs into nouns

21. Writing the final
document

22.  In this section you will learn about:
– making and proofreading the changes to your work
– sending the document to the appropriate people
– filing the document.

23.  Possible kinds of corrections include:
– corrections to grammar, spelling, punctuation
– changes to how ideas or opinions are expressed
– the need to gather more information.

24.  Organisations file their hard-copy documents in
different ways:
– Minutes of meetings, letters, memos and copies of emails
are usually filed in date order, with the most recent
documents on the top or at the front of the file.
– Customer or supplier records may be filed alphabetically.
– Letters to and from clients may also be filed under the
client’s name.
– Reports may be filed under key words that indicate the
subject matter, or under categories, such as annual reports
or marketing reports.