Business Documents Assessment - Accounting and Bookkeeping Coursework

This document provides a comprehensive solution to a Business Documents assignment for the FNS40217 Certificate IV in Accounting and Bookkeeping course. The assignment is divided into three parts: Part A consists of written or oral questions exploring topics such as audience and purpose, document format, organizational requirements, and methods/means of communication. Part B focuses on document processing, using a scenario involving a Christmas festival promotion. Part C presents a case study involving a fax communication between two companies. The solution provides detailed answers to the questions, including examples and references, and demonstrates the practical application of document creation and communication principles. The document also includes a sample email and fax, showcasing real-world business communication scenarios. This assignment covers key aspects of business writing, document design, and effective communication strategies.

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

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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).

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What organizational requirements may affect upon
documents you are preparing?
Organization standards and structures have an impact on the document. Documents of an
organization present an image of the organization. It is necessary to make surety about the
quality of the document for the organization to create a good image. Requirements of an
organization affect the look of the report, source of saving the file, conventions of document. The
standard of the organization creates by every employee by using the proper documentation of the
report. The appearance of the document is the way of presentation by using the logo. A
requirement of the organization, the format will be different depending on the receiver (Kraus,
2019).
Name two (2) methods of communication.
Two methods of communication are written and verbal (Richards, 2019).
Name two (2) means of communication.
Two means of communication are newspaper and television (Mehta, 2019).
Whom else in the organization might you ask to check the
documents before sending?
Before sending, the supervisor can verify a document, to confirm, as the information in the
document is correct, or there is a requirement of clarification regarding the document. Supervisor
or manager can give clarification. The manager helps to create the document more meaningful

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and improve the way of the present. The attractive report can be made by the suggestion of the
manager as they have better knowledge about the document presentation (Christensen, 2011).
How will you ensure it is being sent to the correct
recipient?
By checking the details of department, title, etc. of the recipient in the address book of outlook.
By turning off the auto-complete feature of outlook.
Checking the address book of outlook twice for duplicate or similar contacts (Searcy, 2017).
Name two (2) systems to file or store document of the
company.
USB, Cloud.
Name two (2) resources that would assist in document
production.
Software and Internet

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Part B – Document Processing
To Ms. Kellie Kishor,
Subject Premium of Festivals
Hi,
There is a special party in Amazon private ltd on Christmas. This party will be held between 22-
29 December 2019. Cost of attending the party will be $30 per person. This is the biggest festival
around the world. Amazon private ltd is proud to be a participant with the special festival
premium lunch, afternoon tea, and harbor story premium morning throughout the festival in
December. I have attached the options with the different price that we have:
 Christmas festival morning premium 22-29 December 2019 from $30 per person - A
Christmas premium morning premium includes morning tea, main and commentary
dishes.
 A premium Christmas festival lunch 22-29 December 2019 from $30 per person - This
organization featuring a cold and hot buffet of seafood, non-seafood dishes, cheese,
vegetarian and desserts.
 Premium of Christmas festival afternoon tea 22-29 December 2019 from $30 per person -
This organization featuring an afternoon tea with many options of snacks with unique
taste.
 How to book Christmas festival premiums - For booking online, please use promotional
code EAN-NET. This will reduce the total cost of booking premium. This is your
responsibility to check the price is correct prior to enter your credit card payment details.
Payments are non-refundable and final. Discount can be applied in terms of before

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booking. After booking, there is no procedure of refund. If there is need of any
clarification please call + 91-3-7896 5566
Looking forward to hear from you.
Kind regards

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Part C – Case Study
FAX
Company Name: Australian Pacific Travel
Phone: [phone]
FAX: [phone]
Address: 189 Kent St
Sydney NSW 2000
TO: Ken Wright
Warner Bros
FROM: David Duran
FAX
#:
07 3276 9563 FAX #: [phone]
DATE: 21 Nov 12 DATE: 21 Nov 12

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Message:
Hi Ken,
This is David Duran from Australian Pacific Travel.
Warner Bros theme park is a good park. We have heard good thing about this park. It would be
a pleasure to have you in our recreational activities. Our organization is one of the fastest
growing organization in Australia. Here you can enjoy many activities in the gold coast; this
would be a pleasure to have you in.
Brochure space of four pages should provide you for advertising the product. For this, we will
charge the $80 per hour of work we do on your accounts.
I will be in the Gold coast around the first week of December. It would be a pleasure to make a
meeting to discuss the terms.
Looking forward to hear from you.
Kind regards,
David Duran
Australian Pacific Travel
References
Christensen, M., 2011. Business Document. [Online]
Available at: https://smallbusiness.chron.com/proofing-checking-business-document-39389.html
[Accessed 05 23 2019].
Graham, N., 2016. The Importance of Document. [Online]
Available at: http://bauhiniasolutions.com/importance-formatting-structuring/
[Accessed 23 05 2019].

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Gvozdikov, A. & Shutterstock, A., 2016. Audience and Purpose. [Online]
Available at: https://www.nature.com/scitable/topicpage/audience-and-purpose-13952663
[Accessed 23 05 2019].
Heaps, S., 2016. Effective Business Document. [Online]
Available at: https://www.writeexpress.com/writing-business.html
[Accessed 23 05 2019].
Kraus, W., 2019. Technology. Organizational Requirements, X(52), pp. 89-169.
Mehta, P., 2019. Communication. Means of Communication, I(12), pp. 22-25.
Richards, L., 2019. Methods of Communication. [Online]
Available at: https://smallbusiness.chron.com/methods-communication-within-business-
2931.html
[Accessed 23 05 2019].
Searcy, T., 2017. Ensurity of Document. [Online]
Available at: https://www.inc.com/tom-searcy/ways-to-ensure-your-emails-get-read.html
[Accessed 23 05 2019].