Week 2 Lesson 2 – Exploring formats &

Layouts of business documents

Learning Objective
By the end of this lesson, students should be able to:
1. Successfully know how to create a business document
2. Identify different formats of different documents
3. Identify the different layouts of different documents
4. Understand how to structure different business documents appropriately
 1. Identify the Need of the Document

Steps to 2. Find out Who’s Your Reader.

successfully
create a 3. Create An Outline

business 4. Keep It Concise

document
5. Proofread
Step 1. Identify the Need of the
Document

In a business, each business document has a

different purpose. If you want the document to
be effective, you must first identify the purpose
for creating the document.

So, the first and most important step is to

recognize the document's requirement and
purpose. Use this purpose as a guideline for
your writing so you don't get off track.
Step 2. Find out, Who’s Your Reader?

Now that you know why you need this business document, identify
who will be reading it. Employees, managers, investors, customers,
and even a specific department could be among the readers.

Once you have identified who will be reading this document, set an
appropriate tone throughout the document, whether it needs to be
authoritative or informal.

When you know who your audience is, you can address them better
and get the action you need from them.
Step 3. Create An Outline

Now that you have all of the You must realize that this is not just Begin by brainstorming ideas for It may appear difficult at first, but
requirements in place, it's time to another personal journal or blog how you want the document to once you've created a clear outline,
build an outline. post; a business document must be appear, and then organize them the writing process becomes a lot
properly formatted. into a logical structure. Use easier!
headings and subheadings to
indicate the sections of your
document in long documents.
 Step 4. Keep It Concise

• Now it's time to get to work on your writing. Make sure to keep it clear and
concise.
• Avoid using unnecessary words that may confuse the reader and avoid using too
much complicated words. You should get right to the point and make your
document understandable.
• To make your work interesting, use bullet points, tables, and other data. It's easier
to use and understand your content if it's well-organized.
Step 5. Proofread

Last but not the least, proofreading is a MUST!

Use a spell checker and grammar checker tools and look out for wrong spelling
and grammar mistakes.

If possible, go over everything again the next day with fresh eyes. You’ll be able
to discover any errors that you weren’t able to previously identify.
Note:
• Creating business documents can be time-
consuming and can often end up being sloppy and
inconsistent if you don’t pay proper attention to
them.

• Which is why when such documents are

successfully created, they are saved as templates
to avoid repeatedly creating the same type of
business documents, as mentioned in Week 1
Lesson 1 notes.
How to format
a business
document
Formatting basics
Simple and effective formatting begins with a few
key tips that can be applied to virtually any business
document:
1. Use traditional fonts, such as Times New
Roman or Arial.
2. Left-align the text.
3. Use single-spaced paragraphs.
Note: Different Types of Documents
Require Different Formatting
⮚ With several types of business documents out there,
remember that each one may have a unique formatting
layout.
⮚ For example:
• business reports may require page numbers or a cover
page
• a memo may require your company’s letterhead etc
⮚ Always keep the needs of your document type in mind as
you format, and you will better serve your audience.
⮚ The next slides will show examples of different documents
and their different formats.
 Example 1: A business email
When you start writing the main content of the email, there's a simple and effective
structure you can follow:
⮚ Greeting: Make it brief and friendly and address the recipient by name if you know
it.
• For instance, “Hi Jonathan” or “Greetings Ms. Jane” are both acceptable.
• The first name is preferable if you're more familiar with the recipient,
however you should use their last name if you want to be more formal.

⮚ Body: Start with your main point so no one has to look for it and keep your writing
concise and focused on the concerns of your audience. If you need a response
from the recipient, make sure to include a call to action so they know how and why
to respond. Also, if you've attached a file, be sure to mention it here.

⮚ Ending: Offer a quick farewell, such as “Thanks” or “Sincerely”, then give your
name and contact information in case they have questions.
Example 2: Business
Memos
⮚ Memos are usually more formal than emails and are often used when
you need to give your message a more official look. They can also be
printed and distributed wherever this message would have the most
impact.
⮚ Business memos usually begin with a header section that lists
recipients and other details in the following format:
• To: Include each recipient’s name and job title (for example,
Miranda Lawson, Director of Marketing). If you're addressing a
designated group, however, simply state the name of the group
(for example, Accounting Department).
• From: Include your name and title.
• Date: Write out the complete date (for example, June 30, 2017).
• Subject: Make the subject brief and descriptive.
⮚ Most business memos skip the greeting and generally, memos don’t
include a farewell.
Example 3: Business Report

The size of a report can range from one page to 100, structure is always important because it allows readers to navigate the
document easily. While this structure can vary due to report length or company standards, listed below is a general structure:
1. Front matter: List your name, job title, contact information, and the date of submission. You can also create a title for the
report.

2. Background: State the background of the topic you’ll be addressing, along with the purpose of the report itself.
3. Key findings: Provide facts, data, and key findings that are relevant to the purpose stated in the background. Be clear and
specific, especially because the entire report depends on the information in this section.
4. Conclusion: Summarize and interpret the key findings, identify issues found within the data, and answer questions raised by
the purpose.
5. Recommendations: Recommend solutions to any problems mentioned in the conclusion and summarize how these solutions
would work. Although you’re providing your own opinion in this section, avoid using personal pronouns and keep everything
framed through the company’s perspective.
6. References: List the sources for all the data you've cited throughout the report. This allows people to see where you got your
information and investigate these same sources.
• Example images are shown in the next slide
 Example of a
Business Report
Structure:
 ⮚ Whenever you need to communicate with another company or share important news, business
letters can present your message in a classic, polished style.
⮚ The business letter’s precise structure is crucial to its look and readability. As you write your
letter, you can follow the structure below to create an effective document.
• Opening: Include your mailing address, the full date (for example, July 30, 2017), and the
recipient’s name, company, and address. Skip one line between your address, the date, and
your recipient’s information. Don’t add your address if you’re using letterhead that already
contains it.
• Salutation: Address the recipient using “Dear,” along with their title and last name, such as

Example 4:
“Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their
full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the
salutation.

Business • Body: In the first paragraph, introduce yourself and the main point of your letter. Following
paragraphs should go into the details of your main point, while your final paragraph should
restate the letter’s purpose and provide a call to action, if necessary.

Letter • Closing: Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal
closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a
comma to the end of it.
• Signature: Skip four lines after the closing and type your name. Skip another line and type your
job title and company name. If you’re submitting a hard copy, sign your name in the empty
space using blue or black ink.
• Enclosures: If you’re including documents with this letter, list them here.
⮚ Another important part of the structure is the layout, which determines how the text is
formatted. The most common layout for a business letter is known as block format, which
keeps all text left-justified and single spaced, except for double spaces between the paragraphs.
This layout keeps the letter looking clean and easy to read.
Example of a
Business
Letter
Structure
Video Links
• Formatting a Business Document
https://www.youtube.com/watch?v=vO2Mbyu4NSM

• Writing an Effective Business Email

https://www.youtube.com/watch?v=amJZXjxnhTI

• Writing a Clear Business Memo

https://www.youtube.com/watch?v=eHZdnldGuls

• Writing a Powerful Business Report

https://www.youtube.com/watch?v=Sq2SDdz1i8U

• Writing a Formal Business Letter

https://www.youtube.com/watch?v=7xUTguLaaXI