Purposes and Formats of Different Types of Business Documents

Purposes of Different Types of Business Documents

To record and communicate important information widely used in executive decisions.
To provide a legal record of business transactions and activities.
To promote the company’s products and services through marketing materials.
To educate both employees and customers about policies, products or services.
To analyse performance and determine areas of improvement in the business operation.
To aid in financial management and control of the business.

Are typically very formal in nature and are often used to communicate with outside entities.
Include a sender’s address, recipient’s address, date, salutation, body, closing and signature.
Are written with clear, precise language and appropriate tone.

Are structured documents that present organized and objective information, analysis, or recommendations.
Consist of sections including cover page, contents page, introduction, main body, conclusion, recommendations, appendices and references.
Are often used for decision making.

Are detail itemized lists of goods sold or services provided, along with prices, discounts, taxes, and total amounts due.
Include seller and buyer details, date, invoice number, description of goods or services, amount, tax details, total amount payable, payment terms and due date.
Are used for financial control and also serve as a legal document in case of disputes.

Record the decisions made and actions agreed upon during a meeting.
Include the date and time of the meeting, attendees, apologies, agenda items, decisions, actions, and time of next meeting.
Are used for reference to what was discussed during the meeting and who has been assigned a task.

Are used for speedy communication, both internal and external, are more informal, and can be sent instantly.
Include sender, recipient, subject, body, and attachments.
Are usually brief and focused.

Outline objectives and the actions needed to achieve them.
Include executive summary, business description, market analysis, organization management, sales strategies, funding requirements, financial projections.
Are used to guide the business’ actions and attract investors or lenders.