u19 Changed Ppt 2

UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

BTEC LEVEL 1

CREDIT

VALU

E: 3

CREATING

BUSINESS

DOCUMENTS U

NIT

19

UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

C/W BUSINESS DOCUMENTATION - INTRODUCTION 19/11/12

Lesson Objectives: to know the assessment criteria for he unit; to become familiar with the key words for the unit; to be know the difference between internal and external

communication.

Starter: Match the key words with the definitions.

Homework Learn the spellings of the key words. Due 20/11/12

Assessment CriteriaLearning outcomes Assessment criteria

1 Know that there are different types of business document

1.1 identify different types of business document and when they might be used

1.2 state why templates are used for some business documents

2 Know why it is important to use the right communication style in business documents

2.1 give examples of when to use a formal or informal communication style

2.2 state why some businesses adopt a ‘house style’ for certain documents

3 Be able to produce routine business documents

3.1 produce routine business documents using the appropriate communication style

1 3.2 check documents for accuracy

CREATING BUSINESS DOCUMENTS – KEY WORDS

documents either in paper or electronic form that are used in business for a number of different purposes. for the document to be useful, it must be completed with accuracy.

each type of document performs a specific function. it is important that the correct document is used for the correct process if an administrative system is to work efficiently.

something that remains the same or largely unchanged. communication which uses 'everyday' language and is

not kept on record for future reference. communication which uses professional language and

where a record is kept for future reference.

business documents

purpose of document

consistent

informal communication

formal communication


a person with an interest or concern in a business. if the business us run badly that person will lose.

a small design that is the official sign of a company or organization

to read through something that is written or printed in order to correct any mistakes in it

a computer document containing some basic information that you use as a model for writing other documents, such as business letters, envelopes etc.

a company’s preferred manner of presentation and layout of written material:

stakeholder

logo

proofread

template

House style

WHAT IS THE PURPOSE OF BUSINESS COMUNICATION?

Business communication is somewhat different and unique from other types of communication since the purpose of business is to _________________. Thus, to develop profitability, the communicator should develop good communication skills. Knowing the importance of communication, many organizations train their employees in communication techniques.

make money

DIFFERENT REASONS FOR BUSINESS COMMUNICATION

Sales related communication

To record decisions

promotions Advertise products

WAYS IN WHICH DOCUMENTS CAN BE DELIVERED

CASE STUDY THE MOORCROFT HOTEL P80

The Moorcroft is an exclusive 5-star hotel in Leeds that boasts an 18-hole championship golf course and a luxury health spa. It opened in 1990. In late 2009 it became clear that membership numbers had almost halved and hotel room bookings had reduced by 35 per cent.

Director of Operations Charlie Statham took on the task of uncovering the reasons for the decline. She found that instead of membership subscription reminders being sent out by letter, they were using email to save postage costs. However, many of the customers' email addresses were wrong or out of date, and the reminders were getting caught in customers' junk mail filters.

GROUP DISCUSSION

1.What you think Charlie Statham should do to solve the problems at The Moorcroft Hotel?

2.How longstanding members may have felt if they believed the business had just ignored them?

3.How might this have affected the business?

4.How could Charlie ensure this would never happen again?

INTERNAL COMMUNICATION

Internal communication denotes a type of communication __________ the organisation.within

The communication ____________ the organisation and the outsiders is called external communication. External communication is needed for smooth conduct and the progress of the business.

between

EXTERNAL AND INTERNAL COMMUNICATION

External Communication Internal Communication

advertising

letters

fax

internet

website

memo

Team briefings

notices

reports

email

Both

Internal communication denotes a type of communication within the organisation. This is also known as inter-communication. When the inter-communication takes place between the employees of the same department, it is called inter-departmental communication and when it takes place between the employees of different departments of the same organisation, it is called infra-departmental communication. The internal communications, includes letters, memos, notices, instructions and orders.

The communication between the organisation and the outsiders is called external communication. External communication is needed for smooth conduct and the progress of the business. This form of communication takes place through personal visits, telephones and postal services. The external communication includes acknowledgement, enquires, tenders, meetings, conferences and notices. Source: http://www.preservearticles.com/201101133253/difference-between-internal-and-external-communication.html

INTERNAL AND EXTERNAL COMMUNICATION

UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

C/W TYPES OF BUSINESS DOCUMENTATION 20/11/12

Lesson Objectives: to be able to identify different types of business

documentation .

Starter: Spelling test.

Homework . Due

SPELLING TEST

1. Business documents

2. Proofread

3. Consistent

4. Purpose

5. Template

6. Communication

7. Stakeholder

8. House style

9. Logo

10.informal

DOCUMENTS TYPES

fax memo

letter e-mail

Document type

Features and purpose of a document

letter • Letters are usually _____________.• Letters are used to communicate with people

and organisations ___________ your business. Letters can have many purposes. Their main

purpose is normally to _________ a business, customer, supplier or business contact that an event has happened or is about to happen or to ___________ agreements and contracts.

memo • A memo [full name memorandum) is a document used ___________ a business to inform employees that an event is about to happen.

• Memos are usually ______ formal than letters.

outside

formal

advise

confirm

within

less

Document type

Features of a document

email • Email is a now very popular because it is _________ and __________ to send documents than traditional 'snail' mail (i.e. letters).

• It is now one of the most ___________ methods of business communication.

• Email can be used to communicate with colleagues (____________ communication) or they can used to communicate with customers, suppliers, and other business contacts (_________ communication).

faxes • Faxes were a popular method of communication

______ email became widely used.• Faxes are still in use today and have the benefit

of letting ________ copies of documents (handwritten) be sent to another person in a different place.

quickercheaper

common

internal

external

before

exact

CHECK

• It is important to think about how business documents will be sent. How can you make sure the information gets to the right person?

• Some business documents are only used within an organisation, while others can be used for colleagues, customers, suppliers, etc.

Feature

letter memo email fax

Informal

Formal

Internal communication

External communication

FORMAL A

ND INFO

RMAL

LANGUAGE

RE

CO

GN

I SI N

G T

HE

DI F

FE

RE

NC

ES

What language would you use in these situations and why?

IN WHICH SITUATIONS DO YOU USE MORE FORMAL LANGUAGE?

Job interviews

Job Application Forms and CV’s

At work

In a Court of Law

Business transactions

Contact with the local council

Complaints

Contact with the police

On the phone

WOULD YOU EMPLOY THAT PERSON? WHY? WHY NOT?Hi,

Heard about the job, reckon I would be great at it! I’ve done that kind of work before, working in my local and fink pub work is buzzing. They even trusted me with the readies, like. I was a cleaner before that, but that was gross and I don’t wanna do that again! Give us a chance, ring me on 01709 245 6789.

Cheers!

Sam

Hi,

Heard about the job, reckon I would be great at it! I’ve done that kind of work before, working in my local and fink pub work is buzzing. They even trusted me with the readies, like. I was a cleaner before that, but that was gross and I don’t wanna do that again! Give us a chance, ring me on 01709 245 6789.

Cheers!

Sam

The short form is

informal- use I have

think

Want to

Dear Sir/ Madam is more formal

Sign off more formally using Yours faithfully or Yours sincerely Put your

full name including your surname

Write the purpose for writing in your first

sentence. For example -I am writing to inform/ I am writing to enquire....

Too negative for a cover letter, think how the skills could be

transferred

! Is more informal and looks as if you are shouting

Instead of give us a chance, sign off with Thank you for taking the time to read my letter.

Would you employ that person? Why? Why not?

UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

C/W LETTER OF APPLICATIONS 29/11/12

Lesson Objectives: to be able to identify different types of business

documentation .

Starter: How can we say in a more formal way..

Homework Complete the sheet. Due 3/12.

LETS MAKE IT MORE FORMAL!

I am writing to ask........ I am writing to enquire....

Let you know.....

Inform....

Ask for..... Request......

Bye.... Yours Faithfully/ Yours Sincerely....

FORMAL /INFORMAL CARD SORT

http://www2.elc.polyu.edu.hk/cill/eap/matching-errors-formality.htm

HOW TO WRITE A LETTER

Writing a letter can be easy if you follow a few simple rules.

Take your time and think carefully about WHO you are writing to.

LAYOUT OF THE FORMAL LETTER

Conclusions

Date

Introduction

Main body of letter

Sir or Madam,

Their title and address

Your address

Your signature

Yours faithfully,

What do you need to include in a letter?

Conclusions

Your address

Date

Their titleand address

Dear Sir or Madam,

Introduction

Main body

Yours faithfully,

Your signature

STARTING OFF…..

Correct addresses: YOUR address (right)

Their address (left - but only if it is an official letter, not personal)

Date

Dear Sir or Madam ( or their actual name…Jim, Anne, Mr.Jones, Miss.Peters, etc..)

1ST PARAGRAPH…. INTRODUCTION

Engaging opening – start with something grabbing the reader’s attention

Explain why are you writing

Explain who YOU are….

2ND – 4TH PARAGRAPHS…..THIS IS THE BODY OF YOUR LETTER

Write 3 paragraphs

Don’t make one enormous paragraph- it looks boring!

Make sure that you write each point in a separate paragraph.

Use connectives (firstly, secondly, next,…)

LAST PARAGRAPH…CONCLUSIONS

You need to have a clear ending.

In the closing paragraph you should:restate the purpose of the letter you can request some type of action

SIGNING OFF…..

If you don’t know them –

• RE-READ YOUR WHOLE LETTER!!!!

Yours faithfully,Nicole Josiah

UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

C/W LETTER OF APPLICATIONS 3/12/12

Lesson Objectives: to be able to write a good letter of application.

Starter: If you start the letter with Dear Sir/Madam

how should you finish it?

Homework Complete the sheet. Due 4/12.

A LETTER OF APPLICATION

What are the key words?

Identify the TAP.

Write a letter of application to the Central Tourist Office. Say why you think you could do the job well.

THINK ABOUT YOUR READER

BRAINSTORM THE TOPIC

COMPARE TWO MODEL TEXTS

b Which letter will have a more positive effect on the employer because of the way it is written?

THINK ABOUT STYLE

received

enjoyableWas impressed by

fluently

5 I am willing to work

6 I am availableattend

considerable

Paragraph

Main topic Details1 Purpose for writing Information officer, Daily News

2 Why interested in job? Help with studies, experience, career

3 Previous experience Like people, guide, knowledge

4 conclusion Contact details

THINK ABOUT YOUR GRAMMAR

1. I went to America last summer, where I improved my English a lot.

2. I worked with Mr Andrews, who taught me how to use a computer.

3. I am studying French, which I enjoy very much.

4. I enclose the names of two people who can give you reference for me.

5. I work in an office where there are many foreign visitors..

LETTER OF APPLICATION

Use the following outline for your letter:

• State your reason for writing.

• State the scholarship you are applying for.

• Say where you saw the advertisement.

• Write in which area would you like the scholarship.

• Why should you receive it?

• In the main paragraphs of the letter, use a new paragraph each time you start to write about a new topic.

• In the last paragraph, say you are looking forward to the reply.

THIS YEAR, the school is offering a travel and study scholarship to all students who have attendance above 95%. You will travel to United States and have work experience for three weeks connected with your option choices. All expenses paid.Please apply in writing, saying why you deserve this scholarship, to Ms Thomas.

You are going to write a letter on the topic below. Do the tasks which follow.You have just read the advertisement which appears opposite on the notice board in your school.You have decided to apply for the scholarship. Write your letter of application (120-180 words). Think about

• your reader

• the correct greeting and ending for your letter

• paragraphing

• your style.

Remember

• to use formal vocabulary and expressions.

• To check your writing for errors when you have finished.

I am writing to apply for …..

I would like a scholarship connected with __________ because I am studying it as my option. Explain why the scholarship would be good for you.

Why the school should give it you. You need to be convincing. You need to persuade Ms Thomas why you are the perfect student for this scholarship.

WRITING – REMEMBER- KEEP THE LAYOUT OF THE LETTER Your Address

Date

Their title/roleand address

Salutation - Dear Ms Thomas

Introduction

Body – three paragraphs

Conclusions

Yours sincerely,

Your signature

UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

C/W USES OF BUSINESS DOCUMENTS 13/12/12

Lesson Objectives: to complete the first draft of the letter of application; to become familiar with different uses of business

documents.

Starter: Name as many as you can business

documents.

Homework To choose 4 different documents and prepare a

ppt presentation. Due 17/12/12

BUSINESS DOCUMENTS

agenda

minutes

reports

promotional flyers

order forms

delivery notes

invoices

AGENDA

An agenda is a document that is used to ________ workers what is going to be ___________ at a meeting.

advise

discussed

An agenda needs to include the following:• Name of the _____________ who called the

meeting;• _________ of meeting;• Time, __________ and venue of meeting;• List of _________________ ;• Apologies for _________ (list of people who

cannot attend);• Matters arising from ________________ meeting;• Items to be _________________ ;• Any other ________________ (A0B);• Date and time of next ___________.

person

Typedate

attendees

absence

previous

discussed

business

meeting

MINUTESMinutes are a formal record of what has been __________ at a meeting. Normally a ___________ or nominated person will be asked to attend and write up the minutes of a meeting.

discussed

Writing Minutes tips: • Listen ______________to the discussion• Don’t try to write _____________down.• Concentrate on writing down ________has been

decided and _________ is going to do it.• Give each item a separate_____________ .• Write your rough notes up _________after the

meeting.

secretary

carefully

everything

whowhat

heading

soon

REPORTSReports are formal documents which bring together and ____________the findings of research or information that is important for a business. Reports are often used to present information on _______ figures.

summarise

Writing reports tips: • Reports should be ____________ and factual.• Use ______________ and _________ .• You need introduction: This section gives

background information on the reason for the report.

• Findings- The findings point out ____________ made during the course of the report investigation.

• Recommendations- state ________ that the writer of the report feels need to be _____________ based on the findings.

sales

concise

statistics

discoveries

graphs

actions

taken

PROMOTIONAL FLYERSPromotional flyers are used to ____________ a product, service or event. Flyers come in many designs and sizes but are usually bold and ____________designed. A flyer will contain _______ and __________of what is being advertised.

advertise

Promotional flyers : • Promotional flyers are a great way to get your

message out or promote a special deal without breaking the_________ .

• Make sure you consider your _____________ when planning the flyer.

• Have a nice logo,___________ , the right tagline and fonts that ___________your company.

• Be careful to __________looking cheesy in your flyers.

• Find a way to deliver your message through an _________.

colourfully

logos images

colours

bank

represent

avoid

image

audience

ORDER FORMSAn order form is a document that is used to _____________ items from a business or supplier. Order forms are laid out in a very _________manner.

order

Information to include in order forms:• ______________ of item needed• __________of items ordered• ____________ cost of order• VAT• Total cost of order including VAT.• Address of _______________• ___________ of order• Order ____________• _______________of item• Item ____________

clear

Quantity

Cost(s)

date

Total

number

code

description

supplier

DELIVERY NOTEA delivery note is a document that is usually _________to an item when it is in the process of being delivered. The delivery note contains ____________about what the package_____________. It is useful for warehouse workers so they can ___________off the items that have been sent against what is in the package.

attached

information

contains

check

INVOICEAn invoice is a __________for payment that is usually sent out between 30 and ____ days after an order has been sent.

request

Invoices contain the following information: • Invoice_____________• Name and _________of customer• Description and __________of items being invoiced for• __________ invoice amount• VAT• Total invoice amount ___________ VAT• Payment____________ .

90

number

address

including

quantity

terms

Total

BINGO – BUSINESS DOCUMENTS

Email, formal letter, informal letter, memo, agenda, minutes, delivery notes, reports, faxes,order forms, promotional flyers, invoices,

BINGO – BUSINESS DOCUMENTS

Email; formal letter, informal letter, memo, agenda, minutes, delivery notes, reports, faxes,order forms, promotional flyers, invoices,

H/W

You need choose 4 different business documents and prepare a power point presentation .

Due 17/12/12 You need to: explain what that business document is; state whether it is formal/ informal; state whether it is external/ internal; write what should be included in that document; you can include an example of that document.

CHECK

• Business documents help businesses operate ________ as they each have a specific purpose.

• Using the correct type of document avoids________.

• Business documentation must have a clear and appropriate______, otherwise it is easy for the user to make mistakes.

efficiently

confusion

layout

PRESENTATION TIME

Show your presentations to the class.

When showing your presentation remember about:

• Body Language• Eye contact• Big voice• Don’t read word by word from the

slides – add information from yourself

UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

C/W WRITING A MEMO 18/12/12

Lesson Objectives: to be able to produce a memo

Starter: What does memo mean? Is it a

formal/informal , internal/external document?

Homework

COMPLETE THE TABLE. CHOOSE ANY FOUR BUSINESS DOCUMENTS.

Name of the document

Why do we us e it/what it is

Informal/formal

Internal/external

Email, memo, agenda, minutes, delivery notes, reports, faxes, order forms, promotional flyers, invoices,

MEMORANDA (MEMOS)

Features:1. Short and informal, a little

more than a short note.2. For internal

communication among the staff of the same organisation.

3. Following a pattern with the following headings:To: / From: / Date: / Re:

4. Short, concise and including only relevant information.

5. Points arranged in logical order and may be numbered.

6. Objective language used.7. Common to end with

sender’s initials rather than a signature.(Refer to the sample below)

COMPONENTS CHECK-LIST

1) Name of the company/ organisationOptional – As memo is for internal use

2) Title: MEMORANDUMCentredHead of the page

3) To: Name of recipient, (position – optional)

4) From:Name of sender, (position – optional)

5) Date: Day, Month, Year6) Subject: RE:

Briefly states the essence of the message

MEMOTo: All department heads

From: Patricia Marchand,

General Manager

Date: 18 December. 20012

Re: Visit to German agent

Please note that Katya Schmidt, our German agent will be visiting the company on Friday 21 December.

There will be a meeting on that day at 11:30 am in the Boardroom, which you should all attend. Ms Schmidt will be presenting her marketing plan for expanding sales in the German market.

If you wish to join us for lunch at a local restaurant,

PM (initials)

The heading segment follows this general format:

TO: (readers' names and job titles)CC: (any people you are copying the memo to) FROM: (your name and job title)DATE: (complete and current date)SUBJECT: (what the memo is about, highlighted in some way)

Make sure you address the reader by his or her correct name and job title.

Be specific and concise in your subject line.

Scenario

Businesses need to use arrange of documents in their day to day life. Some documents are used just within the business whilst others are sent to customers or other companies.

In this unit you will look at some different businesses and decide which types of communication are suitable for different tasks. You will prepare some documents of your own and make sure they are of a professional standard.

COMPANY NAME : Tropical Fruit Punch

Their address is 36 Raven Way Industrial EstateIslington N19 3EU

This company makes different types of soft drinks which are based on a tropical theme.

They have a head office in Islington. They sell the drinks to small shops and to big supermarkets.

Structure of the organisation These are the roles and staff within the company

Managing Director

Accountants - 2

Manager – human

resources

Manager – promotions

Manager – research and development

Manager – Finance and

ICT

Data processing -2

Admin - 6

HR Administrator

Recruitment officer

Employee officer

Clerical support -4

Advertising & packaging officers -2

Promotions officer

E-marketing officers -2

Telephone/Admin - 4

ICT technicians - 2

Technical support officers -2

Consumer liaison officer

Scientific research officers

- 4

Research liaison officers - 2

There is also an Office manager,2 receptionists and 2 secretaries

Manager – technical & distribution

Supplies and delivery officers -

6

Health and safety officer

Buyer - 2

Warehouse manager

MEMOWrite a memo to the staff in your department to let them know when the office will be closed and open over the Christmas holiday.

Include the relevant dates.

MEMODear Lucy,

Please could you send me another copy of the annual report?

The General Manager has asked for another copy for the meeting tonight. I will be in the office later this afternoon and I could pick it up then. Thanks,Maria

USEFUL WORDS:Christmas Opening Times

To all staff

http://bizcardcreator.com/cgi-bin/letterhead_creator.pl

http://bizcardcreator.com/letterhead_style1.htm

http://bizcardcreator.com/cgi-bin/letterhead_creator.pl

http://bizcardcreator.com/letterhead_style1.htm

CREATE LOGO

CREATING A LOGO

Go to the website:

http://bizcardcreator.com/free_logo_generator.htm

Click on the logo generator



Write the name of the company here

You can choose the size

You can choose colour

Click on preview

UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

C/W DOCUMENT TEMPLATES 10/1/13

Lesson Objectives: to know why businesses use templates

Starter: Go back to the key words. What does

template mean?

Homework Complete the Order Form. Due 18/12/12

TEMPLATES

Templates are ____________ documents that are saved on a business's computer network. Each document has areas that are______ . This means that there are sections which cannot be _________ and so they stay _________ and _________every time the document is printed out.

ready-made

protected

changed

accurate consistent

The benefits of using templates

The benefits of

using templates

Time saving_______________________________________________________________

Consistency_____________________

_______________________

_______________________

__

Clarity _____________________

___ _____________________

___ _____________________

___

all documents look similar, making them

more professional

employees can create business documents quickly

we can ensure all important

information is included

The benefits of

using templates

Time saving_______________________________________________________________

Consistency_____________________

_______________________

_______________________

__

Clarity _____________________

___ _____________________

___ _____________________

___

The benefits of using

templates

Time saving- employees can create business

documents quickly

Consistency - all look similar, making them

more professional

Clarity – we can ensure all important

information is included

COMPLETE THE TEMPLATE

You need to log in to Fronter.

10D/Bd1 > Resources > 02 Unit 19 Creating Business Documents

Download the Order Form to your area.

Complete the order form.

Your task is to order some dictionaries.

Shops you can order from:

A - Amazon

B – Grant and Cutler

C - Waterstones

Order from one shop only!

You need dictionaries from those languages:

Turkish, Bengali, Spanish, Romanian, French, Congolese.

You need to order at least three different types of dictionaries.

http://fronter.com/islington/prjframe/chp.phtml?edit=1730688704&add2trail=2&community_nochange=1

http://fronter.com/islington/links/top_frame.phtml?treeid=268748&elementid=268748



UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

C/W HOUSE STYLE 14/1/13

Lesson Objectives: to know why business employ house style

Starter: Go back to the key words. What does house

style mean? What are the colours used on Mount Carmel documents?

Homework Annotate two business documents. Due

HOUSE STYLE

What is a house style?

Why we have a house style?

LO2 House style A house style is a set of guidelines produced by a business for the ________________ of its documents. It might include the following:• Rules for how the company should use

its______________• Guidelines on which _____________ should be

used in documents• Notes on how employees should spell certain

words.The house style helps keep the style of an organisation's documents ______________ (even though employees will be creating many different documents) and presents a more consistent, _______________________ A good house style should be well thought out and will reflect the type of organisation it is being used for. For example, many water utility companies use the colour _________ in their logos and communications.

appearance

logos

fonts

consistent

professional image.

blue

LO2 House style A house style is a set of guidelines produced by a business for the appearance of its documents. It might include the following:• Rules for how the company should use its logos• Guidelines on which fonts should be used in

documents• Notes on how employees should spell certain words.The house style helps keep the style of an organisation's documents consistent (even though employees will be creating many different documents) and presents a more consistent, professional image. A good house style should be well thought out and will reflect the type of organisation it is being used for. For example, many water utility companies use the colour blue in their logos and communications.

LO2 House style A house style is a set of guidelines produced by a business for the ________________ of its documents. It might include the following:• Rules for how the company should use its______________• Guidelines on which _____________ should be used in

documents• Notes on how employees should spell certain words.The house style helps keep the style of an organisation's documents ______________ (even though employees will be creating many different documents) and presents a more consistent, _______________________ A good house style should be well thought out and will reflect the type of organisation it is being used for. For example, many water utility companies use the colour _________ in their logos and communications.

ASSESSMENT CRITERIA

Learning outcomes Assessment criteria


3.1 produce routine business documents using the appropriate communication styleFormal Letter

3.2 check documents for accuracy

Formal Letter- what are the characteristics?

UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

C/W WRITING A FORMAL LETTER 14/1/13

Lesson Objectives: to be able to produce a formal letter

Starter: In which situations we should use formal

letter?

HomeworkComplete the prize letter – due 15/1/13

LETTER

Success Criteria:•Correct layout and convections of a formal letter•Paragraphing•Formal language•Appropriate content

Write a letter informing a customer that they have won a competition. The prize is a luxury cruise to the Caribbean.

Content – You need to include:• details of the destination of the cruise• the date and duration of the cruise• what is included– flights to the ship, meals, drinks,

entertainment?

LAYOUT OF THE FORMAL LETTER

Conclusions

Date

Introduction

Main body of letter

Sir or Madam,

Their title and address

Your address

Your signature

Yours faithfully,

What do you need to include in a letter?

Conclusions

Your address

Date

Their titleand address

Dear Sir or Madam,

Introduction

Main body

Yours faithfully,

Your signature

COMPANY NAME : Tropical Fruit PunchThis company make different types of soft drinks all based on a tropical theme.

Company address 36 Raven Way Industrial Estate, Islington N19 3EU

Introduction I am pleased to inform you

Your company address (right)

Date

Their address – winnerMake up the address of the winner

Dear Sir or Madam (Mr Jones, Miss Peters, etc..)

Body Details of the cruise

Conclusions

Yours faithfully/ Yours sincerely

1ST PARAGRAPH…. INTRODUCTION

Engaging opening – start with something grabbing the reader’s attention

Explain why are you writingI am pleased to inform you that you are the winner of ……Congratulation! You have won the first prize in ………Explain who YOU are….You are the Promotions Manager of Tropical Fruit Punch (a sparkling soft drink)

2ND AND 3RD PARAGRAPH…. BODY

Give details of the cruise:destinationdateswhat is included

Explain how they can get the tickets.

4TH PARAGRAPH…. CONCLUSIONS

I am looking forward to seeing you on board of our luxury cruise.

SIGN OFF AND SIGNATURE

Yours sincerely/Yours faithfully,

Liz Smith

Ms Liz SmithPromotions ManagerTropical Fruit Punch

NOW, I’LL CHECK YOUR LETTER- YOU WILL COMPLETE THE ORDER FORM.

COMPLETE THE TEMPLATE

You need to log in to Fronter.

10D/Bd1 > Resources > 02 Unit 19 Creating Business Documents

Download the Order Form to your area.

Complete the order form.

Your task is to order some dictionaries.

Shops you can order from:

A - Amazon

B – Grant and Cutler

C - Waterstones

Order from one shop only!

You need dictionaries from those languages:

Turkish, Bengali, Spanish, Romanian, French, Congolese.

You need to order at least three different types of dictionaries.





AFTER YOUR LETTER HAVE BEEN CHECKED, YOU CAN TYPE IT. – UPLOAD IT TO 10D/BD1 > HAND-IN > PRIZE LETTER

1. While you typing your letter, print screen showing your that you are proofreading your letter. You need to have at least 5 of those.

2. Save your print screen in a separate document.

3. Name it : Prize letter evidence of proofreading.

4. Upload it to Fronter.


http://fronter.com/islington/links/top_frame.phtml

http://fronter.com/islington/links/top_frame.phtml

UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

C/W MEETING – SUCCESS INGREDIENTS 15/1/13

Lesson Objectives: to identify what makes a meeting successful to be able to produce an agenda to be able to work in a team

Starter: Are meeting important for the development

of the companies?

HomeworkMake sure your prize letter is uploaded by Wed p4.

If not – detention on Wed in ICT 2. 30 minutes.

HTTP://WWW.YOUTUBE.COM/WATCH?V=7I18HAPE5V8&SAFE=ACTIVE

MeetingCompanies often have meetings.What is necessary for a meeting to go smoothly?You will watch a short clip showing a meeting.Identify what makes it a good meeting.What are its weaknesses?



3.1 produce routine business documents using the appropriate communication styleAgenda


ASSESSMENT CRITERIA

Agenda

An agenda is a list of meeting activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes specific items of business to be considered.

THE MEETINGWhat is an Agenda?a list of things to be discussed during a meeting.

http://www.youtube.com/watch?v=Y7i-WgIqLuA

http://australianetwork.com/businessenglish/stories/ep04.htm


AGENDAS – WHY ARE THEY USEFUL?Agendas can be useful tools for any business meeting, committee meeting or presentation.

They tell people:________ and when the meeting will take place;what to ____________from a meeting, how _________ the meeting will last,what will be _____________ during the meeting,and ________ will speak during the meeting. They also help _______meetings to their assigned times, and help the speaker stay ________ and on topic.Read more: How to Write Agendas | eHow.com http://www.ehow.com/how_4796722_write-agendas.html#ixzz2Hu5yGWwy

expectlong

discussedwho

where

limitorganized

http://www.ehow.com/how_4796722_write-agendas.html


AGENDAS – WHY ARE THEY USEFUL?

Agendas can be useful tools for any business meeting, committee meeting or presentation.

They tell people:________ and when the meeting will take place;what to ____________from a meeting, how _________ the meeting will last,what will be _____________ during the meeting,and ________ will speak during the meeting. They also help _______meetings to their assigned times, and help the speaker stay ________ and on topic.

THE MEETINGYour task is to write an agenda for the school council meeting.

Appoint a minute taker and the chair of the meeting

Decide on the agenda – You can choose from the topics listed below or you can have invent some.

You need to include the red items. You need to add between 5-8 items to your agenda.

• Apologies for absence• Issues arising from the previous meeting• trips• toilets• canteen• training on the new photocopying system• recycling • reducing carbon footprint• uniform• fire regulations and procedures• assemblies• raising money for charity• AOB

http://www.youtube.com/watch?v=Y7i-WgIqLuAhttp://australianetwork.com/businessenglish/stories/ep04.htm


Notice the layout.What are the headings?

What information is included?

Why are the items on the agenda double spaced?

What is written next to the items 3 and 4? What does it mean?

What does AOB mean?

UNIT 1

9: CREAT

ING B

USINESS

DOCUMENTS

C/W SCHOOL COUNCIL MEETING – 24/1/13

Lesson Objectives: to be able to contribute to a meeting to be able to work in a team to be able to write informative minutes

Starter: What are the rules of a good meeting?

HomeworkComplete the minutes and upload to Fronter

Due Mon 28 Jan 2013

MINUTES – THE RULES OF CONDUCT

• What are the rules of the meeting?

• Respect each other• Speak on the issues listed in the agenda• keep the order of the Agenda• Don’t go off the topic• If you want to discuss something not

listed on the Agenda, wait for AOB• Don’t interrupt others• Remember to make notes

Please pick up your identification badge and your hand-outs. You will need your agenda from the last lesson

Meeting Rules

• Please conduct yourself in a professional manner at all times

• The agenda will be followed in the order, and with the timings, listed

• The Chair – Ms Halat– will guide the meeting. • Hands must be raised for any questions or to make

points. You will be asked to wait until the chair chooses a suitable point in the meeting for it to be addressed

• Any points not covered in the meeting can be raised under ‘Any Other Business’

• The Managing Director will take the minutes and email to all at the meeting. You will need to share this information with the staff in your department

• You may wish to make brief notes on your agenda to raise with your teams

PREPARATION FOR THE MEETING Look at the items on the

agenda. Which one would you like to

discuss? Choose two you would like

speak about. Think what do you want to talk about. What can be changed, what can be improved in our school.

Your suggestion will be given to Ms Mimnagh.

AS A COUNCIL REPRESENTATIVE YOU NEED TO BE, OR BE READY TO BECOME:Reliable- do the things you promise and remember to go to meetings Fair and impartial- represent views clearly, even those you don’t agree with Thoughtful and truthful- think about feelings and thoughts before you speak A good listener- really listen to both sides of a debate A good speaker- take an active and effective part in discussions Accurate and efficient- make notes and report back to the form

SCHOOL COUNCIL MEETING24 JANUARY 2013

LS1

Meeting tips: • Listen carefully to the discussion.• Stay on the topic.• Make brief notes on what has been decided.• Use initials instead of the full names.



3.1 produce routine business documents using the appropriate communication styleMinutes


ASSESSMENT CRITERIA

What are minutes

Minutes are a formal record of what has been discussed at a meeting.

SCHOOL COUNCIL MEETING24 JANUARY 2013

LS1

Minutes tips:

• Use initials instead of the full names.• Give each item a separate heading. • Leave spaces between items.• Write two –three sentences per each

item.• Useful words: • Circulated• Suggested• proposed

MINUTESMinutes are a formal record of what has been __________ at a meeting. Normally a ___________ or nominated person will be asked to attend and write up the minutes of a meeting.

discussed

Writing Minutes tips: • Listen ______________to the discussion• Don’t try to write _____________down.• Concentrate on writing down ________has been

decided and _________ is going to do it.• Give each item a separate_____________ .• Write your rough notes up _________after the

meeting.

secretary

carefully

everything

whowhat

heading

soon

Businesses need to use arrange of documents in their day to day life. Some documents are used just within the business whilst others are sent to customers or other companies.

How many different types of business document can you name?

Memo

Notice

Notes

Agenda

Reports

Email, Order forms

Promotional flyers,

Faxes

Minutes

Letter

MEETING - AGENDA

http://budtoboss.wordpress.com/2012/11/08/how-to-write-an-agenda/

http://www.wikihow.com/Write-an-Agenda-for-a-Meeting


http://www.dalyconsulting.net/PPT%20Meeting.htm

http://themeetingminutes.com/how-to-write-a-good-meeting-agenda/

http://www.flinders.edu.au/profdev/committee_support/examples.cfm



http://www.wikihow.com/Write-an-Agenda-for-a-Meeting


http://www.dalyconsulting.net/PPT%20Meeting.htm





MEETING

Meeting - a formally arranged gathering Agenda - An agenda is a list of meeting

activities in the order in which they are to be taken up, beginning with the call to order and ending with adjournment. It usually includes specific items of business to be considered. ...

Minutes - a written account of what was discussed at a meeting

MEETI NG AGENDA Agenda for the committee meeting Tuesday J uly, 18, at 9.00 am London office Present Apologies

1. Opening/Welcome (9.00 - 9.05) 2. Announcements and documents received (9.05 -

9.20) 3. Approval of minutes of meeting held May 12, , as

well as action list (9.20 - 9.35) 4. Evaluation information programme. Mr. J ohnson

has prepared the evaluation of this programme, and asks input from the heads before publishing (9.35 - 9.45)

5. Proposal for changing the packaging. Mrs. Leeson has made a first proposal, and wants to discuss this in the meeting (9.45 - 10.15)

6. Financial report of 2nd quarter. Mr. Mills, approval (10.15 - 10.25)

7. Any other business (10.25 - 10.40)

Structure of Minutes

Discuss the items on the agenda Write up the minutes

Learning Objectives - Understand the role of an agenda and the rules of a formal meeting

Unit 19 Assessment criteria

1.1 identify different types of business document and when they might be used 3.1 produce routine business documents using the appropriate communication style

Please pick up your identification badge and your hand-outs. You will need your agenda from the last lesson

Meeting Rules

• Please conduct yourself in a professional manner at all times• The agenda will be followed in the order, and with the timings, listed• The Chair – Ms Duffy – will guide the meeting. • Hands must be raised for any questions or to make points. You will be asked to

wait until the chair chooses a suitable point in the meeting for it to be addressed• Any points not covered in the meeting can be raised under ‘any other business’• The Managing Director will take the minutes and email to all at the meeting. You

will need to share this information with the staff in your department• You may wish to make brief notes on your agenda to raise with your teams

Learning Objectives - Understand the role of an agenda and minutes of a formal business meeting

Unit 19 Assessment criteria

1.1 identify different types of business document and when they might be used 3.1 produce routine business documents using the appropriate communication style

MINUTES

Minutes - a written account of what was discussed at a meeting.

MINUTES

You need to write up the minutes of the meeting

Open your agenda and change the top to ‘Minutes of the meeting….’. Save as ‘minutes’ Add in the initials of who was present

Under the first item write 2 sentences about the first report. ‘SK presented the ideas for the new Mango drink. We decided to go with Justin Bieber for the campaign

Do the same for the others

You may want to have ‘action points’ where you will follow up on somethingItem re new labels ; action could be – We will have a further meeting to discuss this

Task 4

What is a house style?________________________________________________

What advantages are there for businesses to use a clear house style?Give at least 2 reasons________________________________________________

Add some examples to show a house style for an existing business.

Mount Carmel and / or another business (for example a large company such as Apple)

2.2 state why some businesses adopt a ‘house style’ for certain documents

Letter

Email

Memo

Agenda

Minutes

Invoice

Purchase Order

Formal/Informal

Convention

Layout

Format

Internal/External

DOCUMENTS

Tropical Fruit Punch

This company make different types of soft drinks all based on a tropical theme. They have a head office in Islington. They sell the drinks to small stores and to big supermarkets.

Agenda

You need to have a meeting with the other managers of the companyFrom the list choose at least 5 topics that will be agenda items

• Promoting the new Mango Magic drink• Use of the staff room• Nutritional labels for the drinks• Displays for the summer promotions• Advertising for the new managers and job description• Training day on the new computer system• Recycling • Staff discounts• Fire regulations and procedures• Choose one to write about and present at the meeting

MEMORANDUM (MEMO)

a short note serving as a reminder; a written business communication

More informal in tone and organisation than a letter, memos are generally used to provide or ask for information, announce a new policy, update on personnel transfers, or for any other internal issues.

An effective memo:grabs the reader's attention

provides information, makes a recommendation, or asks for action

supports your position or explains benefits to reader

mentions next steps and deadlines

NOTICE

Create a notice to inform people that there a staff Christmas party. It will take place at The Royal Hotel on Bath Street

Things to include:

Date, Time, Address of venue

Cost per ticket

What is included in the ticket price

That there are limited tickets available

Any other useful information

an announcement containing information about an event

Assessment

To achieve assessment criterion 1.1 learners need to identify which business documents would be used for which purpose. At least four documents should be included..

To achieve 1.2 learners need to state why templates are used for some business documents. Use the spreadsheet proforma

To achieve 2.1, learners must give at least two examples of situations where a formal communication style should be used and at least two examples of when an informal communication style should be used.

To achieve 2.2, learners should give at least two reasons why businesses adopt a house style. This can be evidenced through a question and answer session with the tutor, or through written responses.

To achieve 3.1, learners must produce at least three routine business documents, including two different types of document. Letter Report Agenda Notice Memo To achieve 3.2, learners will need to check their documents for accuracy. A checklist giving a clear indication that the learner has checked the document for clarity, grammar, spelling and punctuation could be used as evidence.

A formal document would be the type a professional would send in the course of doing business.

Informal would be they type you would send to a friend or relative.

1. It would have less rigid structure, focusing more on the content.

2. Also an informal document such as a text message or email does not have a layout but formal documents such as a letter or a newspaper article do

AGENDA – 7/02/2013

Complete the booklet

Redraft pieces:

1.1 Power point: business documents

1.2 Order form

2.1 memo – informal document

2.1 scholarship letter - Formal document

2.2 Annotated house style

3.1 Cruise letter

3.1 Agenda

3.1 Minutes

3.2 Print Screens showing that you have corrected a document

u19 Changed Ppt 2

Documents

Transcript of u19 Changed Ppt 2