Purposes and Formats of Different Types of Business Documents

Purposes of Different Types of Business Documents

Business Letters: An formal way of communicating between businesses and people. Used for job applications, making enquiries, setting appointments or dealing with complaints.
Reports: These provide detailed information and analysis about a particular subject or area of business, such as financial reports or market research reports.
Emails: Fast, easy and cheap form of communication. Can be formal or informal, used for quick updates, questions or sharing documents.
Memorandums (Memos): Brief messages or reports shared within a business to communicate rules, procedures, or information about specific issues.
Flyers and Brochures: Used for promotional or advertising purposes to provide information about products or services.
Invoices: List of goods or services provided with the total amount to be paid.
Purchase Orders: Sent by the buyer to the seller detailing the type, quantity and price of goods or services ordered.

Formats of Different Types of Business Documents

Letters: Start with the sender’s address, date, receiver’s address, salutation, body, closing, signature, and enclosures if any.
Reports: Includes a title page, abstract, table of contents, introduction, body, conclusion, and references.
Emails: Have a subject line, greeting, body, closing and signature. Attachments can be included if necessary.
Memorandums (Memos): Feature a subject line, sender, date, recipient and message body.
Flyers and Brochures: Need to be visually appealing and must include important details such as name of product/service, price, and contact details.
Invoices: Should contain the business name and details, customer name and details, invoice number, invoice date, products or services with prices, total amount due, payment and due date.
Purchase Orders: Include the name of the buyer and seller, delivery date, payment terms, and details about the goods or services ordered.