Structured Business Letter Design and Development

The assignment content discusses designing and developing a structured business letter using Artisteer software. Additionally, it highlights the preparation of an expenses report using advanced excel tools such as drop-down lists. The expense report includes details such as date, department, expense type, description, client/project, GST amount, and receipt attachment. The report also provides a summary of various expenses incurred by the employee during March 2017.

Diploma of Business Administration - Document
Design

Table of Contents
Draft or Business Letter...............................................................................................................3
Taking feedback in relation to business template........................................................................4
Revised business letter format on the basis of feedback provided..............................................5
Reflection in relation to designing and development of structured business letter.....................6
Preparation of an expenses report................................................................................................7
REFERENCES................................................................................................................................8

Draft or Business Letter
Business Letter of Adept Owl
Adept Owl
Address:
Phone:
Main-id
Date
Name (Receiver)
Dear,
Main body
Thank You
Sincerely
Adept Owl
From assessment, it has been identified that standardized business letter must contain the
following aspects are as follows:
 Proper formatted: To build effectual image of business unit in the mind of client Adept
Owl is required to undertake highly structured which contain data, name of owner and
receiver. Along with this, letter must contain information regarding the address,
telephone or cell no, city, state, Zip code of both the entities such as writer and receiver.

Along with this, at the end of report Adept Owl is required to mention name along with
the signature.
 Professional language: It is the basic and prior requirement of a business or professional
letter. On the basis of this aspect, it can be stated that language of letter must be
professional and easily understandable. Moreover, clarity in terms of vocabulary and
meaning is highly required (Rodriguez, Soteri and Tobias, 2017). In the absence of
proper clarity business entity would not become able to convey message in an
appropriate manner.
 Sentence framing: In accordance with the requirements of audience sentences must be
neither too large nor too short (Felton, 2017). Hence, proper formation of sentences is
highly required to make the business letter highly attractive and effective.
 Size and font style: Standard font size of the text must be 12 and Adept Owl should
follow times new roman style. Moreover, use of other font style negatively affects the
professional aspect of letter (Wusteman, 2017). Hence, business entity should place
emphasis on undertaking suitable font style and size.
 Content: Main body of the report must contain highlights or information which business
entity wishes to provide to the reader or concerned authority.
Hence, by considering the above mentioned elements or aspects Adept Owl can present
letter to the concerned authority in an attractive manner and become able to meet the information
requirement of clients.
Taking feedback in relation to business template
With the motive to get information about the suitability of template on the basis of
appearance, readability and usability feedback has been taken by the manager of Adept Owl
from fellow learners. Moreover, feedback is the most effectual systems which in turn help in
assessing the deficiencies which are prevailed in existing letter. Further, feedback offers
opportunity to the individual to make suitable changes in the letter and thereby present
information in an effectual way. From feedback, Adept Owl has assessed following aspects:
 Readability: In feedback, fellow members said that letter is good in the context of
readability aspect. Font style and size used by Adept Owl is highly appropriate. However,
there are some issues which are present in such business letter. By considering the above

letter fellow members stated that information regarding the receiver’s address, city, state,
zip or code etc. is missing. Hence, all such are the main aspects which business letter
must contain. By including this information Adept Owl can include the feature of
professionalism in the letter. In addition to this, business letter of Adept owl has not
included the name of receiver along with dear word. Further, from feedback it has been
identified that subject is also missing in the existing letter. This in turn closely affects the
feature of readability in a negative manner. Moreover, subject is the key element which
provides deeper insight to the reader about the matter or core aspects of letter written by
business organization. Thus, to frame suitable letter Adept Owl is required to work on
such aspects.
 Appearance: Reviews of feedback also entails that appearance of business letter is
effective. All the elements are formatted in the suitable manner but Adept Owl should
add logo of company on business letter. This in turn helps firm in framing highly sound
business letter. In addition to this, there is the lack of the signature of higher authority
which is also highly required to make the letter highly valid and reliable. Along with this,
Adept Owl should also make focus on highlighting the main aspects of letter through
bold feature.
 Usability: By using usability test it has been assessed that business letter which is drawn
or framed by Adept Owl is good. Moreover, by including the main aspects in body reader
can easily understand the message conveyed via letter. Moreover, communication can
said to be completed only when reader understands the facts in the manner which is
considered by the firm at the time of writing or typing.
Revised business letter format on the basis of feedback provided
On the basis of feedback provided by fellow member following changes have been made by
Adept Owl in the letter are:
 Include logo
 Address, city, state name and Zip code
 Applying bold feature on text
 Subject
 Authorized signature

Adept Owl
Address:
Phone: , Mailid
Date
Name Recipient
Company’s name
Address
City, State with zip or pin code
Subject:
Dear (Receiver’s name),
Main body
Thank You
Sincerely
Adept Owl
(Signature)
Reflection in relation to designing and development of structured business letter
For designing and developing highly structured business letter I have reviewed most of
the business letters which are available on internet. Along with this, I also make assessment of
the secondary data sources to identify the content which must be included in the letter. Along
with this, I have used Artisteer software to design A4 size business letter. Further, to satisfy the

information need of audience I have included the name, address, telephone number and subject
matter etc. Further, layout of template is designed for the firm by taking into consideration the
professional needs and requirements. Along with this, for the preparation of expense report
highly advanced tools of excel have used by me such as drop-down list. Hence, by using
advanced excel options expense report has been prepared.
Preparation of an expenses report
Expense Report
Employee Name:
Date:
Expense report
Dat
e
Depart
ment
Expense
type Description
client /
project
G
S
T
Am
oun
t
Receipt
attatched
14/
3/1
7
Admini
stration Training
Organizing session for
photocopier and printers N/A 150 yes
16/
3/1
7
Admini
stration Training
Conducting program for Binder
and laminator N/A 120 yes
18/
3/1
Admini
stration
Training Training regarding shredder
machine
N/A 160 yes

7
20/
3/1
7
Admini
stration Training
Session for learning the functions
of telephone N/A 100 yes
22/
3/1
7
Admini
stration Training
providing learning to the
employees about use of fax
machines N/A 80 yes
24-
3-
17
Purchas
e
Transpo
rtation
Purchasing of dashboard and
other materials N/A
100
0 yes
26-
3-
17
Purchas
e others Replacement of consumables N/A 80 yes
28-
3-
17
Purchas
e Food Purchase of food and beverages N/A
150
0 yes
29/
3/1
7
Admini
stration
Commu
nication Maintenance of equipments N/A 180 yes
30/
3/1
7
Admini
stration others Miscellaneous expenses N/A 400 yes
To
tal
Employee Signature:
Authorized:

Employee Signature:
Authorized:

REFERENCES
Books and Journals
Felton, G. W., 2017. Letter from the Editor: A Daunting Task. Journal of Chemical Ecology.
pp.1-1.
Rodriguez, F., Soteri, S. and Tobias, S., 2017. E-Substitution and the Demand for Business Mail
in the UK: Trends and Prospects. In The Changing Postal and Delivery Sector (pp. 35-49).
Springer International Publishing.
Wusteman, J., 2017. Usability testing the Letters of 1916 Digital Edition. Library Hi Tech. 35(1).