Importance of Audience, Purpose, Format and Structure in Business Documents

BUSINESS DOCUMENT
Business Document 0

Business Document 1
Table of Contents
Part A – Written or Oral questions..................................................................................................2
Why is it necessary to determine the audience and purpose of a document before sending?.........2
Why is it necessary to determine the format and structure of a document?....................................2
What organizational requirements may affect upon documents you are preparing?.......................3
Name two (2) methods of communication......................................................................................3
Name two (2) means of communication..........................................................................................3
Whom else in the organization might you ask to check the documents before sending?................3
How will you ensure it is being sent to the correct recipient?.........................................................4
Name two (2) systems to file or store document of the company...................................................4
Name two (2) resources that would assist in document production................................................4
Part B – Document Processing........................................................................................................5
Part C – Case Study.........................................................................................................................7

Business Document 2
Part A – Written or Oral questions
Why is it necessary to determine the audience and
purpose of a document before sending?
Knowing the audience is the most important part of the document. Knowing the audience is a
part of clear communicates about the organization. For example, casual language or formal
language depends on the age of the audience and it will be different if we send an email to our
workmate or client. This is a good way to support the proposal and make it supporting with
information about the organization (Heaps, 2016). Purpose of the document helps to generate a
combination of factual and personal information. This fact clearly communicates a proposal to
the audience to developing understanding. Knowledge of the audience about the topic has to be
considered. If the audience has a piece of good knowledge about the topic than more technical
language will be more specific (Gvozdikov & Shutterstock, 2016).
Why is it necessary to determine the format and structure
of a document?
Structure and format of the document help to summarize the proposal of the organization in an
easy way. Structure and format of the document generate a strong reason to appeal to readers to
read. This presents the reasons with supporting information on a common ground of documents
of an organization. Format and structure of the document present the logical manner of
organization. This develops an interesting way for proposal (Graham, 2016).