SAMPLES OF THE
BUSINESS
CORRESPONDENCE
DOCUMENTS
Prepared by Viktoriia Kryshchuk and Kristina Zatkhei
Invoice document
An invoice is a document that maintains a record
of a transaction between a buyer and seller,
such as a paper receipt from a store or an online
record from an e-tailer. Invoices are a critical
element of accounting internal controls and
audits.
Structure
The sender's name and contact information. The
client's name and contact information. The
invoice number, the date it was issued and the
due date for payment. An itemized breakdown
of the services and/or products provided.
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Types of business letters
Sales letters
Order letters
Complaint letters
Adjustment letters
Inquiry letters
Follow-up letters
Letters of recommendation
Acknowledgement letters
Cover letters
Letters of resignation
Components of a business letter
Sender's address
Date
Recipient's address
Salutation: Use a formal greeting along
with the recipient's name.
Introduction
Body: The body paragraph or paragraphs
provide details about the letter's subject or
purpose.
Closing statement
Complimentary close: Use a professional
phrase along with your signature.
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Contracts and agreements
documentation
What is contract agreement document?
Commonly called a contract, a contractual
agreement between two or more parties allows or
restricts them from engaging in certain acts by
creating mutual obligations enforceable by law.
Contract Documentation means all documents which
form part of, constitute or evidence the Contract,
including these Conditions and any quotations, offers,
Orders, acknowledgements of order, acceptances and
specifications of the Purchaser or Seller and any
documents referred to in any of them.
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Structure
The contract documents will typically
comprise of the following:
1. The agreement
2. The particular conditions of contract
3. The general conditions of contract
4. The specification
5. The drawings
6. The bills of quantities
7. Any other documents
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Parts of business email
Subject line
Salutation/greeting
Purpose of the email
Details
Call to action/expectation from the reader
Closing and signature
Contact information
Business proposal document
A business proposal is a document that outlines a
proposed business plan, detailing the product or
services to be provided, the costs associated with
the project, and the expected outcomes.
Structure
Title
Table of contents
Executive summary
The problem statement
The proposed solution
Qualifications
The timeline
Pricing, billing, and legal
Terms and conditions
The acceptance
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What is a business memo?
A business memo is a short yet formal document used
for communication between employees. Memos are
brief, effective and easy to navigate. They can serve a
similar role as a press release, but the exception is the
document is primarily for internal use instead of for
local and national reporters.
Structure
Heading
Date
Recipient
Sender
Subject
Body
Closing and signature
What are the minutes of a
meeting document?
Minutes are a tangible record of the meeting
for its participants and a source of
information for members who were unable
to attend. In some cases, meeting minutes
can act as a reference point, for example:
when a meeting's outcomes impact other
collaborative activities or projects within the
organization
There are three standard
meeting minutes formats
1. Action minutes - decisions reached and the
actions to be taken, though not recording the
discussion that went into making the decisions.
2. Discussion minutes - contain everything action
minutes do as well as the discussion which
leads to the actions decided upon.
3. Verbatim minutes - a record of every single
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word said at a meeting.
Structure
8 basic elements of meeting minutes
These are the essential items to include in
your meeting minutes:
Date
Time
Location
Participants
Topics discussed
Motions
Voting outcomes
Next meeting date and place
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Business report
A business report can help executives and managers make
decisions in business. A business report is a formal document
used to communicate information in a systematic manner. The
information includes statistics, facts, research analysis,
arguments, recommendations, etc.
Structure
Heading
Date
Prepared by
Introduction/Objectives
Background information
Results / findings
Conclusion
Recomendations
THANK YOU
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