Week 4:

Word Processing
for Business
Practical Session

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 Types of Business Documents

Importance of Business Documents

Business Letters

Business Memos
Agenda Business Reports

Formatting Business Documents

Printing and Sharing Documents

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 Types of Business Documents

Business Letters Memos Reports

Business letters is a Memos are short, Reports are Detailed,

formal communication internal communication structured documents used to
sent to external within a business used to analyze specific business issues
stakeholders, such as share information quickly and present findings, such as
clients, suppliers, or with employees or financial performance, project
business partners. departments. outcomes, or market research.

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 • Clear Communication: Ensures messages are conveyed
Importance of effectively and professionally.

Business • Professionalism: A well-structured document reflects

the professionalism of a business.
Documents • Record Keeping: Business letters, memos, and reports
are essential for maintaining official records for legal,
financial, or operational purposes.

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 • Business Letter is a formal written communication sent from one
company or individual to another, typically used for external
communication.

• Key Elements of a Business Letter:

Creating • Header: Contains the sender’s contact information, including

name, address, and email. This is followed by the date.

Business • Recipient’s Address: The contact details of the person or

organization you are addressing.
Letters • Salutation: A polite greeting, usually starting with "Dear"
followed by the recipient's title and name.

• Body: The main content of the letter where the message is

communicated clearly and professionally.

• Closing: A respectful sign-off, such as “Sincerely” or “Best

regards,” followed by the sender’s signature and printed
name.

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 Header

Recipient’s Address
Business
Letter Salutation

Format
Body

Closing

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 Types of
Business Letters

Complaint Thank You

Inquiry Letter Sales Letter
Letter Letter

Requests A formal Used to promote Shows

information or complaint products or services appreciation for a
clarification on a regarding services to potential client, partner, or
business matter. or products. customers. supplier.

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 • Memo is a short, formal document used for internal communication
within an organization, focusing on a single subject or issue.

• Key Components of a Memo:

• Heading: Includes the sender’s and recipient’s names, the date,

and the subject of the memo. Example:
Creating • To: [Recipient Name/Department]
• From: [Sender Name/Position]
Memos • Date: [Date]
• Subject: [Topic of the memo]

• Opening Statement: The first sentence should clearly state the

purpose of the memo.

• Body: Provides additional details or explanations related to the

memo’s subject.

• Closing Statement: A final sentence that summarizes the

memo.

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 Heading

Memo
Opening
Format Statement

Body

Closing
Statement

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 • A structured document that presents and analyzes information on a
particular subject to support decision-making in a business context.

• Key Sections of a Report:

• Title Page: Includes the title of the report, the name of the author or
department, and the date.

Creating • Table of Contents: Lists the sections of the report for easy navigation.

Reports • Executive Summary: A brief overview of the report’s objectives, key

findings, and recommendations.

• Introduction: Outlines the purpose, scope, and methodology of the

report.

• Body: Contains detailed information, analysis, charts, and findings.

• Conclusion and Recommendations: Summarizes key points.

• References/Appendix: Lists any sources or additional information

used in the report.

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 Report Format

Title Report
Page components

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 Types of Business Reports

Informational Analytical Progress

Reports Reports Reports

Present data Show the progress

Include analysis,
without any analysis of ongoing projects
interpretations, and
or or tasks in the
recommendations.
recommendations. business.

For example, market

research reports or
For example, sales
business
reports.
performance
analysis.

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 • Purpose of formatting is to ensures documents are professional,
organized, and easy to read.

• Consistent formatting creates a cohesive and polished appearance

in business communications.

Formatting • Consistency:
• Maintain consistent formatting (e.g., font, size, spacing)
throughout the document to make it look unified.
Business • Use templates for creating documents with the same structure

Documents for recurring needs (e.g., reports, letters).

• Examples of Good Formatting:

• Business Letter:
• Proper margins, professional font, aligned text, and well-
spaced paragraphs.

• Memo:
• Use of headings for sections (e.g., To, From, Subject), and
bullet points to summarize key points.

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 • Font:
• Choose a professional font (e.g., Times New Roman, Arial).
Key • Keep the font size between 10 and 12 points for readability.

• Headings and Subheadings:

Formatting • Use clear and bold headings to organize sections.
• Subheadings should be used for detailed categorization within sections.

Elements • Margins:
• Use standard 1-inch margins on all sides to maintain proper spacing.

• Alignment:
• Left-align text for easier reading.
• Center-align headings to make them stand out.

• Line Spacing:
• Use 1.15 or 1.5 line spacing for better readability.
• Maintain adequate spacing between sections to avoid clutter.

• Bullet Points and Numbering:

• Utilize bullet points or numbering for lists to make them easier to follow.
• Keep lists concise and to the point.

• Tables and Charts:

• Use tables or charts to present data clearly and concisely.
• Ensure all visuals are labeled properly for clarity.

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 Printing and Sharing Documents
• Printing Documents:
• Choose appropriate settings like page size, orientation (portrait/landscape), and number of copies.
• Preview the document before printing using the print preview feature.
• Adjust margins, headers, and footers as necessary to ensure the document prints cleanly.
• Select the right printer and paper type if needed.

• Sharing Documents Digitally:

• Email: Attach the document in the required format (e.g., PDF, Word).
• Cloud Services: Upload documents to services like Google Drive, OneDrive, or Dropbox for easy sharing and
collaboration.
• Link Sharing: Generate a link for others to view or edit the document via cloud platforms.
• Use version control to track changes made by collaborators.

• File Formats for Sharing:

• PDF: Ideal for non-editable sharing; ensures the document appears the same on all devices.
• DOCX: For collaborative editing, allowing others to suggest changes.

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• Learned essential skills for creating business documents, including letters, memos, and reports.

• Emphasis was placed on using styles, templates, and formatting tools to ensure a professional appearance.

• The importance of structuring documents with headers, footers, and tables was reinforced.

• Attention to consistent formatting and avoiding overuse of fonts ensures clean, professional documents.

• hands-on practice, students applied these techniques to real-world business scenarios.

Summary
 • https://gallaudet.edu/student-
success/tutorial-center/english-
center/writing/how-to-write-
Study Links letters/business-letter-formats-everyone-
should-know/
and • https://youtu.be/egeyiUpFsaw?si=mdOCw
Resources FGuE1DMEbQn
• https://www.tutorialspoint.com/business_
writing_skills/business_letter_writing.htm

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 Task Creating Professional Business Documents by applying the skills learned in the practical session to
create three different types of business documents.

Business Letter Business Memo Business Report

Write a formal business Create a memo to inform Develop a short report

letter addressing a employees about an on a relevant business
fictional company or upcoming company topic (e.g., market
individual. Include the event. Ensure it includes: trends, performance
following elements: analysis). The report
• To: (Recipient(s)) should contain:
• Sender's address • From: (Your Name and • Title Page
• Date Position) • Table of Contents
• Recipient's address • Date: • Introduction
• Salutation • Subject: • Body (subheadings to
• Body (introduction, • Body (purpose, details organize information)
main message, of the event, and any • Conclusion
conclusion) action required) • References (if
• Closing and signature applicable)

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 Research
• Research the different types of business
letters, such as inquiry letters, complaint
letters, or thank-you letters.
• Choose one type and create a professional
letter using the appropriate format and tone.
Ensure that your letter clearly communicates
your purpose and follows business letter
conventions.

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 Thank
You

Any Questions

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