Write Simple Documents (BSBWRT301A)
Write Simple Documents (BSBWRT301A)Business documentsPresentation No 1Steps for writing documentPlan documentDraft documentReview documentWrite final document
Things to consider.It is important that we control what we say and how we say itWe will look at:Types of documents you might writeThe audience who we are writing it toChanging the style depending on the audienceThe purpose of different documentsThe format of documents/organisation proceduresThe structure, grammar and language used
Student Activity 1Planning your document
See instructions on p. 4 of Student Resource Booklet
Types of Business DocumentsPre-prepared template or developed yourselfEach business document has a style and formality suited to a particular situationSMS, phone messages and e-mail are generally less formal and suited to short communicationsLetters, memos and reports can be more formal and provide more detail
Text messagingSMS = Short Message Service orMMS = Media Message ServiceRelatively new in businessInformal means of communicationUsed only for short messages orTo send photographs or other mediaGenerally used for reminders (for appointments or meetings) or To respond to a query also sent by SMS01/09/2012BSBWRT301A Write simple documents6Text messagingSome shortcuts in spelling and grammar are used in text messaging between friendsBut a business message should be clear and concise and readable even by someone not familiar with such termsAvoid use of smiley faces, abbreviations like LOLMake sure you indicate the senders business or functionKeep the message short and to the pointUsually only first names are used in these messages, and salutations (dear, yours sincerely) are left out01/09/2012BSBWRT301A Write simple documents7Student Activity 2Text (SMS)
See instructions on p. 4 of Student Resource BookletPhone messagesYou may answer a call when someone is out of the office and take a messageAlternatively, you may be given the task of clearing the voicemail on a regular basisWhen you take a phone message, you need to provide the intended recipient with all the information from the call, but in short formatA phone message is often written onto pre-printed notepads, making it easier to completeYou may also use the phone message function on your email software package01/09/2012BSBWRT301A Write simple documents9Phone messagesImportant things in a phone message:Who calledDate and time they calledWhere they are fromTheir contact numberWho they want to talk toThe nature of their callWhat is expected of the recipient of the message
01/09/2012BSBWRT301A Write simple documents10Student Activity 3Phone message
See instructions on p. 5 of Student Resource Booklet
E-mail (Or electronic mail)
Familiar communication tool in businessSave paperCan provide an electronic record of the messages being sentIt is quickHas an option of attachments for photographs, documents or even videoIt is a good business practice to use the reply function when responding to a message rather than creating a new messageThis gives recipients a link, called a thread than can be followed through subsequent communications01/09/2012BSBWRT301A Write simple documents12Hints to make email more effectiveWhen you know recipient is comfortable with the technologyImportant to take care what you write to prevent message being misconstruedInclude a clear and specific subject line if starting a new messageIf responding to specific queries, include excerpts with a > in frontFor example: >How does Friday suit? That will be OK with me01/09/2012soBSBWRT301A Write simple documents13Hints to make email more effectiveUse blind copy to address e-mails if you do not want all recipients to see the address of othersUse language that is suitable for your company and audienceMake sure you identify yourself with a name and position at the end of the message; add phone numbers if necessary; you can pre-set a signature on most e-mail programsProofread your message, checking layout; avoid fancy fonts and backgrounds that may detract from your message01/09/2012BSBWRT301A Write simple documents14Hints to make email more effectiveDo not assume that e-mails are private and confidentialNever send an angry message via emailDo not assume that everyone reads their email immediately; for an immediate response, it is better to use the telephone01/09/2012BSBWRT301A Write simple documents15E-mail (contd)Omits salutationsGenerally the first line of the message is straight to the pointSubject line should show what the message is aboutAnd your electronic signature at the end shows who it is fromWhat is cc and bcc?cc carbon copy ie you copy the message to someonebcc blind carbon copy ie you send a copy to someone but their name or email address does not show up on the primary recipients message. They will see the information but the primary recipient will not knowIf you choose to reply to all in an email, your reply will go to the addresses in the original message cc and bcc01/09/2012BSBWRT301A Write simple documents16Student Activity 4Email
See instructions on p. 6 of Student Resource Booklet
Memorandum (Memo)A memorandum (plural: memoranda) or memoInternal correspondenceUsed when it is necessary to have communication conveyed in writingUsed to request informationMake an announcementProvide instructions orGive a warningUsually done with a template
01/09/2012BSBWRT301A Write simple documents18Memorandum (contd)The difference between a memo and a letter is in the amount of information provided in the header sectionMemo does not include postal address but may include a department or section nameGenerally salutations are not used in memosIt is NOT essential that they are signed, though a name at the end can be added01/09/2012BSBWRT301A Write simple documents19
