Producing Business Documents: Analysis for Premier Inn, Semester 1

This report examines business documents within the context of Premier Inn, a luxury hotel chain. It begins with an introduction to business documents and their role in organizational communication. Task 1 compares various document types, including printed, electronic, formal, and informal documents, highlighting their differences. Task 2 delves into the purpose, content, style, and deadlines for a specific formal document, emphasizing the importance of research and content development. It also explores different technologies used in document preparation. Task 3 focuses on the appropriate format, structure, and layout for each document, as well as proofreading to eliminate errors. The report concludes with a summary of the key findings and references used.

Producing document in a
business environment

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Comparison of various document to communicate information in organisation..................1
1,2 Comparison between different documents............................................................................2
TASK 2............................................................................................................................................4
2.1Purpose, content, style and deadline for a specific document................................................4
2.2Research for required content................................................................................................5
2.3 Different types of technology which is used to prepare documents.....................................5
TASK 3............................................................................................................................................6
3.1 Appropriate format for each document.................................................................................6
3.2 Structure and layout for each document................................................................................7
3.3 Formulation of documents....................................................................................................7
3.4 Proofread of documents to remove errors.............................................................................9
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11
.......................................................................................................................................................12

INTRODUCTION
Business documents can be defined as the method by which all the departments of the
firm exchange essential and necessary information. The main agenda to formulate business
documents for the organisation is to increase their productivity by transacting business
information to all the employees. Business documents consider a wide range of methods to
interact with the stakeholders of the organisation. This report is written from the perspective of
Premier inn which is a luxury and well-known British hotel chain which control more than 800
hotels. Along, with this highlights on the various types of documents and the formats that is used
by organisation to design a document. The present also undertakes purpose and content for each
document and comparison of technology to prepare an effective documents (Fleisch,
Weinberger and Wortmann, 2015). At last, the current report undertakes effectual training
session to improve employee importance by moving increasing their professional aspects.
TASK 1
1.1 Comparison of various document to communicate information in organisation
Business documents are an essential part of the organisation which leads them to achieve
top position in market by communicating information to its staff. Human resource is a crucial
part for the organisation that increases the productivity of employee's by providing them training
(Gerard and et. al, 2014). Some of the major documents which is used by human resource
manager of Premier Inn to transfer information is mention as follow:
Printed documents- Printed documents refers to a process which share and transfer information
by using more text. To print papers, printers are the most effective tool which is used to
formulate them in effective manner. Type of printed documents are as follow:
Memo- It is a type of document that is used to share information with in the similar
organisation. This documents are useful for sharing short and fair message in the organisation in
an effective format.
Electronic documents- The electronic documents refers to the content that is present and written
in electronic form. In electronic document information is collected and recorded through using
electronic devices.
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PDF- It is defined as the portable format document that is useful for the HR department
in order to share information within all departments of organisation. PDF is favourable for
organisation because it helps them to share information without making modifications in it.
DOC- Digital document circulation is a method that is utilised to transfer information in
organisation by using electronic devices. In context of premier hotel it is mandatory to trained
their employee's to behave as professional (Kiedrowicz and Koszela, 2016). So the organisation
productivity will be increased by improving employee's performance.
Formal documents- It is a essential aspect for the organisation that undertakes all mandatory
information to record business's process for completing their work effectively.
Reports- Reports are the most effective method that is used to convey essential
information in a organised and systematic way. Training of employee's is a mandatory part of the
organisation. Therefore, it is important for human resource officer to ensure that all information
transferred to employee's in a formal way.
Letters- In a hospitality organisation, there are large number of employee's work together
at different time or in shifts. So business letters are most suitable methods for organisation to
transfer information outside the organisation.
Informal documents- This types of documents are used by organisation to create an
understanding about the possible experiences in order to find out the solution to complete daily
operations.
Emails - Human resource departments utilise the e-mails to engage employee's in order
to provide effective training. This method helps them to transfer essential information to all
colleague in minimum time period (Lecerf and Chidlovskii, 2014).
Papers- Informal documents are those which share information in a general way. In
context of human resource it works as an effective method for employee's in order to convince
employee's to participate in training classes.
1,2 Comparison between different documents
All the documents that are prepared by the organisation are totally from each other. So
the comparison between all of them are mention as follow:
Printed Electronic Formal Informal
Printed documents are This documents are Formal reports are This information is
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prepared by the
organisation in text
and word format. They
mainly prepare to
present data in
effectual manners by
using word formats.
prepared by the
organisation or
departments through
using electronic
devices. Such as by
using computers and
laptops.
those which is
formulated by
organisation to
exchange information
in organised manner. It
relates with sharing
information in
systematic manner.
selected by the
organisation through
analysing various
aspects for completing
their work by applying
various methods to
engage employee's
effectively.
Printed documents are
prepare by the
organisation with the
purpose of academic
and business's
information. This
determines that they
share information with
top authority of the
organisation.
The purpose of
electronic devices
documents is to
transfer the essential
information among
overall employee's that
are engage in business
process within and
outside the firm.
Formal documents are
designed with the
purpose of sharing
information in
organised manner. The
main motive of them is
to share information in
systematic manner by
formulating rules and
policies for the
business's.
Informal documents
are formulated by the
HR department of an
organisation. They
work with purpose of
completing their work
through using cliches
and abbreviated words
to complete their work
in effective manner.
In printed documents
most of the
organisation uses text,
facts and long
paragraph to transfer
information with
employee's of the
corporation.
Electronic documents
are also similar to
transfer information in
completion of their
work in minimum time
period by using
documents, text and
graphs.
Formal organisation
share the necessary
information by using
text, graphs, images
and various
presentation methods
to share all necessary
information within the
organisation.
Informal reports are
prepared by the
organisation to
complete their work
through utilising
various techniques.
They use cliches,
abbreviates, articles
etc. to transfer
essential information.
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TASK 2
2.1Purpose, content, style and deadline for a specific document
In present scenario, it is mandatory for the organisation to formulate an effective report,
document and policy for enhancing the performance of employee's. In these the main motive of
an organisation is to share and transfer essential information with the employee's and other
workforce to complete their work in a professional way (Leyer and Hollmann 2014). For better
understanding of this task, formal document is chosen. The purpose, content, deadline and style
of this is mention as follow:
Purpose- Formal documents are those that is presented by the organisation in an official
manner. This statement states that it leads the HR officer of Premier inn to complete their work
with more efficiency by delegating its steps in systematic and sequential manner. The main focus
of them is to increase their work capability by minimising their needs. The main agenda to
implement formal report in the premier inn is to provide detail information and research for
making effective business's decisions in order to solve effective problems of the organisation.
Moreover, the detailed information leads the organisation and its employee's for completion of
their work in effective manner. Like, the business document that is presented and formulated by
HR department of Premier inn is used to enhance the performance of employee's by providing
them training and sharing information.
Style- In this the main motive of an organisation is to present the organisational culture at the
time of formatting of various documents. In this they work for enhancing the performance of
organisation through writing their document in a professional manner (Marsh, 2016). Some of
the guidelines that show style of formal document are mention as follow: Culture- The organisation culture plays an essential role in making the firm to achieve a
top position in the industry. Premier hotel is operating their business's at global level in
the hospitality organisation. Therefore, it is important for HR manager to increase their
employee's performance in order to increase their productivity.
 Positive language- Most of the organisation such as Premier hotel need to enhance their
employee's performance. To implement this effectively in the organisation, employee's
need to motivate their employee's through using positive language.
Content- Formal writing style introduces by the organisation for accomplishing their goals and
objectives in appropriate manner. Premier hotel is controlling more than 800 hotels among
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overall world. Therefore, formal documents assist the organisation for completing their work in
effective manner. In formal report an organisation uses various techniques which helps them to
complete their work by undertaking its aspects to complete their work in elaborated and
concluded manner (Rahaman and et. al, 2014). This determines an organisation must includes all
points in order to make outcome meaningful information from various points of organisation.
Deadline- In the present scenario, there are large number of operations and functions are
performed by an organisation. So it is important for them to delegate several task due to which
organisational efficiency will be increased to complete their work before their deadlines.
2.2Research for required content
Hospitality organisation is performing their business's in a competitive industry. So it is
important for them to enhance their performance for completing their work by analysing all
aspects that are related with the hospitality industry. In present scenario, Premier Inn is operating
their business's at global level. So all the work that is performed by them need to include all
essential steps which leads the firm to generate positive results by determining all essential
aspects such as rules, policies and procedure in effective manner. This results employee's need to
increase their capabilities for completing their work through providing them effective training for
increasing the professional behaviour in their work.
2.3 Different types of technology which is used to prepare documents
Technology is expanding its utilisation and implementation in most of the operations and
functions of the organisation (Sekharan, 2017). Their are various Computer software such as
Adobe reader are present due to which they print, view and modify an effective documents. So
the comparison between different uses of technology is mention as follow:
Particular Software
documentation tools
Managing
requirements
Software
documentation tools
Manual To complete a task, it
is essential for
organisation to
complete them in
effective manner. So
tools for document
To gather all the
essential information
is a major task for an
organisation which
leads them to complete
their work in effective
This system is most
effective for
organisation because it
leads them to
undertake those steps
that stands on various
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software guides them
through providing
manual aspects.
manner by executing
all steps that is
required to enhance
employee's
performance.
software in order to
complete their work
with logic.
Uses of language Software tools is used
by organisation to
complete their work.
The main advantage of
this function is that
they are supported by
all types of languages.
It works as a positive
factor for them.
The organisation
perform their work in
minimum time with
more efficiency by
selecting an
appropriate language
to complete their
work. This leads them
to enhance their
performance.
Their are various tools
are present in
organisation. It leads
HR of Premier inn to
complete their work
by managing several
task to enhance their
performance by
undertaking several
aspects to increase
their productivity.
TASK 3
3.1 Appropriate format for each document
MEMORANDUM- It is easy for small organisation to communicate with in all the departments.
But in context of Premier inn there are large number of employee's are engage in organisation.
So it is difficult for them to communicate with each other. So they made memorandum for
sharing essential information with all employee's (Seubert and et. al ., 2014).
 A memo is written in a business's tone that is used for internal communications in order
to develop healthy relationship with stakeholders of the organisation. Memorandum considers exclamation points to make effective communication with
employee's by using straight forward language in the memo.
Mails- An electronic mail is consider in the organisation for transferring essential information at
global level. Mails that are written for the purpose of business's document need to be written in
formal language. Some points for writing an effective mail is as follow:
 Be specific with the subject so it is easy for receiver to understand their meaning.
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 The body text and content for the mail must considers all possible outcomes. It results
this is easy for organisation to explain the meaning of their work (Sharma, Bhatia and
Biswas, 2014).
Letter- The format of a letter is various and its depends on the size and the person to whom the
letter is written. Business's document used by HR officer relates with the organisation to
complete their work in formal way. Some points which are needed to consider to write is
mention as follow:
 The letter must written in formal language and need to precise in proper manner by
using proper way for information.
 Sender as well as receiver needs to write their letter in professional way with
mentioning their whole information on it.
3.2 Structure and layout for each document
Memorandum- The address of the receiver need to be written in capital letters and at the top of
the page. Whereas, receiver address is also written in capital letters just below the address of the
receiver. While the date need to be included just below the senders name and in the last subject is
mention on which topic is written (Walther, Gavrysh and Chaudhari, 2014).
Mail- Structure of the mail is written in three different parts which is header, subject and
message. Further, the header contains a set of information and sender message. On other side
subject consider specific area to provide necessary information.
Letter- The letter starts with Address heading for the beginning of formal letter of the sender.
Another aspect relates with Date factor and after that it includes recipient name and address.
Whereas, it includes full name of address to attention and in last it includes greetings and subject
line and in last it ends with body, closing and signature with an effective notation in the
industry .
3.3 Formulation of documents
Structure of a letter
15, North Street,
England, UK
East junction
7

11/65,
United Kingdom
Respected Sir/Ma'am
This is informed to all employee's of the Premier Inn that management is organising the training
program for employee's. It is held between 20-09-2019 to 23-09-2019 that is a three day
orientation. Timing for the program is 8:00 am to 5:00 pm.
Signature
Assistant human resource manager
John Rowling
Structure of memorandum
MEMORANDUM
To: GST Sale Staff
From: Nick Moore
cc: Mr. Karen Sakazaki
Date: September 19, 2019
Subject: Employee's performance
HR team of the Premier Inn is introducing and implementing new methods for increasing the
performance of employee's. To implement this an training program is organised by management
to enhance their professional productivity.
Kindly all participate in the training program. Schedule will be distributed next week in all
departments.
My sincere congratulations to all of you.
Structure of a mail
To- Anna<[e-mail]>
Respected Anna,
This is informed to you and all other staff members that training program is organised in
all departments for all employee's. All of you are cardinally invited to complete the work.
Warm Regards
Brown James and HR team
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3.4 Proofread of documents to remove errors
Structure of a letter
15, North Street,
England, UK
20-09-2019
East junction
11/65, England
United Kingdom
Respected Sir/Ma'am
This is informed to all employee's of the Premier Inn that management is organising the training
program for employee's. It is held between 20-09-2019 to 23-09-2019 that is a three day
orientation. Timing for the program is 8:00 am to 5:00 pm.
Signature
Assistant human resource manager
John Rowling
Structure of memorandum
MEMORANDUM
TO: GST Sale Staff
FROM: Nick Moore
CC: Mr. Karen Sakazaki
DATE: September 19, 2019
SUBJECT: Employee's performance
HR team of the Premier Inn is introducing and implementing new methods for increasing the
performance of employee's. To implement this an training program is organised by management
to enhance their professional productivity.
Kindly all participate in the training program. Schedule will be distributed next week in all
departments.
My sincere congratulations to all of you.
Structure of a mail
9