Planning and Selecting Appropriate Business Documents

Understanding the Need for Different Documents

The requirement for diverse business documents is dictated by the needs of the business situation. Communication may involve internal staff, other businesses, clients or customers.
Internal communication may involve memos, business emails, staff newsletters or reports.
For interaction with clients, businesses might use emails, letters, brochures, invoices or catalogues.
A solid understanding of different document formats and their advantages can help a company effectively communicate their message.

Understanding Types and Aims of Business Documents

Businesses use a range of documents to deliver a variety of objectives; to provide information, to request action, to record events, or to persuade.
Informational documents, like reports or brochures, provide detailed information about specific topics or events. Their aim is to inform the recipient about various aspects of the business.
Persuasive documents, such as promotional flyers or advertisements, aim to convince the reader to take a specific action, like buying a product or service.
Record-keeping documents such as invoices, purchase orders and delivery notes, serve as an official record of transactions between businesses or between a business and its customers.
Action-inducing documents, like customer surveys, feedback forms or job application forms, are designed to prompt an action from the recipient.

Selecting Appropriate Business Documents

The type of document chosen should be suitable for the recipient, the nature of the information being shared, and how urgently the information needs to be communicated.
Legal documents such as contracts or written agreements must be formal and can only be delivered using specific formats.
For instant communication, a business may opt for electronic means like emails or instant messaging.
In cases where visual, promotional or product information needs to be shared, brochures or catalogues can be effective.

Approaching Business Document Creation

Clarity is key when creating documents. The purpose of the document should be clear and content should be easily understandable and engaging.
The document design should be consistent with the company’s image or branding, containing the business logo where appropriate.
It’s important to ensure all essential details are included and that the document is legible, particularly for record-keeping documents, such as invoices.
Proofreading is a vital step. Errors or inaccuracies can lead to confusion, or give a poor impression of the business.