AAT Level 1Unit 2

Creating Business Documents

Ground Rules

• Don’t mess with your mobile during lesson, if you need to take a call politely ask to step outside

• Don’t eat or drink. Water’s OK• If you have something to say speak up, put

your hand up, don’t have private chats they’re distracting

Really Important Stuff

Breaks and The End

Fixed or Flexible?

What do YOU think?

Objectives

• To identify different types of business document

• To identify appropriate style and language within business documents

• To be able to produce routine business documents

Business Documentation

• What does it have to do with accounting?– Communication • Who with?

– Creating a positive, professional impression• Why?

What do you know?

• I know the different types of document I will be expected to use in a business setting

• I understand when to use each type of business document

• I understand the difference between formal and informal communications

• I know how to produce standard business documents• I understand why it’s important to check documents

for errors

Most Common Documents

• Letters• Memos• Reports• Emails

Which are used internally and which externally?Examples of when each might be used by an

accounts department?

Standard StructureSamuel Motors

Back Henry StreetThornbury

FY7 1XY Ref: 236 13 October 2013 S RobinsonAshdown TyresFlyde RoadMythop FY6 2DP Dear Sandra Re Cheque for £35.00 for invoice 236 Many thanks for your cheque which we received this morning. Yours sincerely Mr SmithAccounts Manager

Samuel MotorsBehind the ChippyOn the High Street

Cheers Sandra we got your money.

Love Tom x

MemoTo: John SmithFrom: Abdul MehmetDate: 10 August 2013Subject: Excel Training

Please remind your staff that the above is taking place at 10.30 in the ground floor training room.

Memo

John, tell your staff there’s some training going on in the morning, get them there for 10

Right Wrong

Report

Accounts 2012-13

Prepared for:Samuel Motors

Prepared by:JCS Accountancy

What it is Include Date

Who prepared itCan include

date

Who it is for

Email – How Not To

From: abc@net.comTo: samuel@grimsby.coCc: harry@grimsby.coBcc: patrick@cleethorpes.co; john@rentathug.coSubject: Invoice

You still owe us money. Pay it or we’ll take action.

Cheers xoxoxox

Email – much better

From: abc@net.comTo: samuel@grimsby.coCc:Bcc:Subject: Invoice number 134

Invoice number 134 is now overdue, please pay within 7 days to avoid late payment charges.

Kind regards

Activity

You are the accounts manager for a party venue Fun Guys Ltd

Fun Guys Ltd is based at: 110, Smooth StreetEasytown

Laydback FG1 2HP

Your email address is: acctsmngr@funguys.coYour phone number is: 0987654321

Task1. Prepare a cover for the Accounts

Report for year 2013-142. Write a letter to customer Mr A Smith,

12 High Street, Easytown, Laydback, FG2 3JU regarding account 3456 telling him that he has been given an additional 7 days to clear his account.

3. Send a memo to Clive Jones in the stores department asking him to remind all staff that they should have booked a training session on Cost Centres by the end of the week

4. Send an email to Chloe@netmail.co thanking her for her email informing you that she had paid her invoice number FG0012 by bank transfer today

You are the accounts manager for a party venue Fun Guys Ltd

Fun Guys Ltd is based at: 110, Smooth Street, Easytown, Laydback, FG1 2HP

Your email address is: acctsmngr@funguys.co

Your phone number is: 0987654321

Templates

• What are the benefits of templates?

Templates

• Save time• Reduce errors – don’t have to change or type

the whole thing• Make sure all company documentation is

consistent – branding, image• Require less training

Formal and Informal Communication

Discussion

Formal and Informal Communication

Formal

StructuredProfessional

No slangNo abbreviations

Spelling and Grammar

Informal

SlangTerms of endearment

How you talk to friends

House Styles

• Particular way a business likes its documents to be laid out

• Formal• How do they affect you?

Activity: Think about or look at documents you receive at home, from banks, college etc and how they may display a house style.

Cheking Documens for acuracy

• Especially with financial information – Why?

Activity

• Email to letter checking activity• Work alone or in small groups

Homework

• Look at your own documents for house styles, letters and statements from banks or utility companies

• Look at 3 different ways a company might communicate financial information and who its communicated to

• Think of how you feel when your name is spelled incorrectly or letters are not addressed properly. What might the consequences be?

Objectives

• To identify different types of business document

• To identify appropriate style and language within business documents

• To be able to produce routine business documents