Workplace Documents - reference PDF

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WORKP WORKPLACE LACE DO DOCUMENT CUMENT CUMENTS S 

A workplace document is any document that provides steps or gives instructions to carry out tasks that contains technical details. All workplaces use documents to record their business activities.

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Some documents need to be completed as part of government acts or regulations, while others are developed to ensure the efficient delivery of services and products to customers.

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It is important to know which workplace documents, records and forms you will be expected to complete as part of your job.

There are many different types of workplace documents. Some examples are: 

Messages

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Memorandum

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Business Letters

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Minutes from meetings

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Agenda

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Annual reports

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Presentations

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Diagrams

Messages, memorandum, minutes and agenda are usually workplace documents that are prepared for internal use. That is, these documents are only used and read by people inside your organization. MESSAGES

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Messages come in all sorts of formats. It can be a simple phone message to an email or a short message left for a work colleague.

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Whatever the format, it is important to be sure that people’s names are spelled correctly, that phone numbers or other figures are written down correctly.

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It is also important to mark on the “message” the time and date as well as who is leaving the message.

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Above all, it is vital that you use clear and neat handwriting.

MEMORANDUM 

Memorandum or memo is a workplace document that sends information to people in your organization about a work-related topic.

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Most messages of this type are sent by email, but in some instances a hard copy of a memorandum is distributed to staff members.

GUIDELINES IN WRITING A MEMORANDUM 1.

Choose a representative phrase that immediately tells the reader what the memo will be about.

2.

Use plain paper (not stationery) with one-inch margins around the page.

3.

Use a professional font and black color.

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Begin all the lines of the memo at the left margin, except the MEMO line which can be centered.

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Use single-spaced, with two spaces between paragraphs in the body of the memo.

6.

If your memo is more than 1 page long, use a subsequent page header that includes who the Memo is addressed to, the page number, and the

date. 7.

Sign the Memo next to the FROM line, using initials, first name, or complete name.

8.

Don’t add a greeting between the memo heading and body.

9.

Use declarative verbs, and simple sentence structure.

10.

Be specific and detailed without including unnecessary (i.e. time-wasting or confusing) information and without insulting reader’s intelligence.

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Use a more informal tone. Remember, however, that what counts as “formal” or “informal” is defined in terms of each organization’s culture.

12.

Pay attention to the intended audience and context. Be guided with the template below....