The Tone of a Document - Assignment Example

Name Course name Name of institution Instructor’s name Date Part A 1. Why is necessary to determine the audience and purpose of a document before sending? When preparing a document, it is important to think about two things that the document will reflect indirectly: The audience and purpose of the document. The audience is an important factor because of the different ways that one as an individual relates to the different kinds of people they interact with one a day to day basis(Fielding, 2006). For example at work, there are your peers and your superiors, who are the management. It is important to differentiate the two because one cannot address them the same way. The tone of a document which is the attitude towards the recipient and the details or content will also differ depending on the audience. The purpose of the document is also a critical thing to determine before sending a document. The reasons for which one sends a document are as many as they are variable. It could be a memo to his/her employees, it could be a response to a future client’s enquiry or it could be a condolence letter. These different circumstances call for different tone and content, and they illustrate why it is also important to determine the purpose of a document before sending it. 2. Why is it necessary to determine the format and structure of a document? A format is the way something is laid out or set. The format of a document is usually determined by preference of people, firms, industry or even in some cases legally by rules and regulations. It is important to determine this because credibility of documents is judged by the style of formatting and whether it is accurate or not. Knowledge of such details indicates competency and presents a good impression to whoever will be evaluating the document.(Gough, 2005) Determining the format and structure will also make it easier for one to know what they are going through in a document, which would save one’s time when reading it. 3. What organizational requirements may impact upon document you are preparing? Every firm or organization has rules and requirements that have to be followed in probably every procedure that is done within the firm. Without this, there would be anarchy, and differing methods of doing things by different people which in the end would be very confusing.(Alfred, 2011) One of the organizational requirements that would impact on document preparation is the Style requirements. Because every firm has an image it has to uphold, rules on document format such as fonts: style and color, templates commonly used in the firm, margins and paragraphing are placed as requirements before any document is approved. This is done to avoid situations that a document that is not considered up to standard is sent to any of their networks of clients, suppliers or any interested party. The Organization’s correspondence procedure: This is basically the steps that one should follow before communicating with each other, or clients, suppliers or inquiring clients. These rules are in place to control the correspondence of parties that are directly involved with the query. In this case, the document may have to include a CC (carbon copy) or BCC (blind carbon copy) Delegation: As part of delegation which is the giving powers and responsibility to others, certain documents prepared must have where signatories upon whom the powers of completing that task has been delegated on to sign against. This impacts the way the document has to be made in order to include that part. 4. Name 2 methods of communication Inclusive Communication: This type of communication is a way that aims to make all the workers/ employees that are affected by decisions made in an organization were part and parcel of this decision making process. Unilateral decision making in firms excludes people who are not management, which would lead to less job satisfaction and would have a negative effect on the human resource of an organization.(Harcourt, 1999) Use of active or passive voice: This is direct communication between people in the organization one a one to one basis. It could be between peer work groups or between an employee and the management. 5. Name 2 means of communication Means of communication in an organization could be through: 1. Using Computer Software 2. Through using the telephone 6. Who else in the organization might you ask to check the documents before sending? Before sending the documents, it would be prudent to let someone else to check the documents. First, I would my any of my peer workmates to check them just in case it may be relevant to what they do, maybe they can offer a good alternative or correction of the prepared documents. Finally I might ask my supervisor to check them as he is the one that gives authorization to send them in the first place. 7. How will you ensure it is being sent to the correct recipient? To ensure the document is being sent to the right recipient, I would double check the information of the address of the recipient is keyed in correctly in the “send to” box when I am about to send the document. 8. Name Two System to file or store company documents There are different systems that can be used to save or file company documents. Company documents can be stored on: The internal hard drives of the company computers CD ROM’S or DVD’s 9. Name 2 resources that would assist in document The resources would be: Microsoft Outlook Microsoft Word Part B-Written assessment A potential (kellieKishor) sends you an email enquiring about harbor cruise on Sydney Harbor. Friends have told her about a Captain Cook cruise which includes a seafood buffet lunch.As she will be staying in a city center hotel, she would prefer that they take the Circular Quay on the 11th of March next year. Prepare an e mail to Kellie (e mail address:kkishor@hotmail.com)outlining what you feel would be relevant information in regards to this enquiry. THE E-MAIL. Dear Kishor, we have received your inquiry about our upcoming Sydney Harbor cruise, and would like to appreciate your interest in our quality and value added services. We have also received your request that we take the circular Quay come the 11th of March next year because of your living arrangements there in the City Centre. We have decided to hold a meeting to discuss this request, the outcome of which shall be relayed to you in the next three days. In the meantime, we recommend that you confidently book your spot on our reputable cruise, and prepare to enjoy yourself, while we discuss this matter. We hope that we have assisted you, and we look forward to receiving you. Yours Sincerely William Mack Cruise Travels Manager. References Read More