Business Papers are the most main tools to do their dealings and give useful business contact. There are complex legal papers and some simple email messages every business has to prepare in its existence. Business owners or workers prepare some documents, but some are prepared by the professionals hired to do this job including accountants, lawyers, and typists. In the future, these documents provide a valid proof of business existence and transactions. Let us explore how many types of business documents exist out there.
Business documents hold a legal position in the business, they maybe most important while documenting the company success; as the business grows, it becomes important for the managers and employees to devise a system of effective business communication that differs from the informal communication. These documents help the business owners to grow the business and save themselves from burnout.
Why Business Writing is Needed
In the modern world of business and communication, one of the primary needs of human beings is to make the communication convenient, warm and friendly. Since business communication is different from informal or family communication, the writing is done in many forms in business to enable communication between organizations and its employees. Therefore business writing is crucial for informing someone about something inside or outside the organization. Business writings are used to convey the message or advice more pleasantly and effectively. In the age of computers, the information technology is used widely to prepare and print the business documents.
Emails And Memos
To communicate information to each other, co-workers typically use email messages. Memorandums were also used extensively in an office environment before the widespread popularity of emails for intra-office communication. Memos are still a part of office communication where a file is required to be sent with the message. The purpose of sending the file through memo is to provide privacy to the file.
The recipients of these business letters may be customers and colleagues in other organizations. Business letters are also sent to government officials and advisors who give advisory service. A block style is usually used to format a business letter; a letter head is used with the business letters which can be delivered through snail mail or electronic mail. The name of the sender and his designation is also included on the envelope.
Business reports are a way of doing business communication with the senior executives or higher officials in a more formal manner. Reports are usually longer documents as compared to business letters, they cover the wide range of topics such as safety compliance issues, ethical dilemmas, financial data of the business, marketing studies of feasibility plans for the business. Business reports also contain helpful materials like charts, graphs, images, statistics and case studies. A separate template can also be used to format the report for a specific department.
Transactional documents are documents that business uses to do business with its clients. These documents can be formatted as a form, receipt or an invoice. As the nature of business varies the types of transactional documents also vary; for example, an insurance agent generates insurance policies and applications while a lender uses loan applications. When business organizations enter into a contract with one another, the lawyers of the company are called to draft these documents.
To reports its financial position and stay within its budget, a business organization uses financial documents. These documents can contain budget proposal writing or a payroll report; bank statements and income statements are also under the category of financial documents. To prepare the budget proposals, a CEO or head of business may use financial documents as well.
One of the most important and complicated document is the business plan or proposal; the writers who write business proposals need proper training in learning the basics of proposal writing. They are essential to creating an appeal for the customers and provide services to the organization by promoting a product to the potential clients. When there is a marketing campaign run to convince the customers who have not responded. Either way, the business proposal is the complicated document that needs research and planning to create. A business proposal can easily convince customers, but some customers can still ignore your proposal even if it is written well.
Therefore the principle of good business communication is to prepare a business proposal that is written in a clear and concise way; the proposal must be to the point and simple.