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    Business and Technical Writing TYPES OF DOCUMENTS: A. Purpose of Memos

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    Nazia Gul
    1. The document discusses several types of business documents including resumes, CVs, cover letters, memos, minutes, proposals, memorandums of association, articles of association, prospectuses, vision statements, and mission statements. 2. A resume is a 1-2 page summary of skills and experience while a CV is a longer, more detailed summary of educational and professional backgrounds. Cover letters introduce applicants to potential employers. 3. Memos communicate internally to instruct or inform employees, minutes provide written records of meetings, and proposals offer solutions or plans of action to address needs.

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    Business and Technical Writing TYPES OF DOCUMENTS: A. Purpose of Memos

    Uploaded by

    Nazia Gul
    39 views3 pages
    1. The document discusses several types of business documents including resumes, CVs, cover letters, memos, minutes, proposals, memorandums of association, articles of association, prospectuses, vision statements, and mission statements. 2. A resume is a 1-2 page summary of skills and experience while a CV is a longer, more detailed summary of educational and professional backgrounds. Cover letters introduce applicants to potential employers. 3. Memos communicate internally to instruct or inform employees, minutes provide written records of meetings, and proposals offer solutions or plans of action to address needs.

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    types of documents in Business

    Original Title

    Types of Documents

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    1. The document discusses several types of business documents including resumes, CVs, cover letters, memos, minutes, proposals, memorandums of association, articles of association, prospectuses, vision statements, and mission statements. 2. A resume is a 1-2 page summary of skills and experience while a CV is a longer, more detailed summary of educational and professional backgrounds. Cover letters introduce applicants to potential employers. 3. Memos communicate internally to instruct or inform employees, minutes provide written records of meetings, and proposals offer solutions or plans of action to address needs.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    39 views3 pages

    Business and Technical Writing TYPES OF DOCUMENTS: A. Purpose of Memos

    Uploaded by

    Nazia Gul
    1. The document discusses several types of business documents including resumes, CVs, cover letters, memos, minutes, proposals, memorandums of association, articles of association, prospectuses, vision statements, and mission statements. 2. A resume is a 1-2 page summary of skills and experience while a CV is a longer, more detailed summary of educational and professional backgrounds. Cover letters introduce applicants to potential employers. 3. Memos communicate internally to instruct or inform employees, minutes provide written records of meetings, and proposals offer solutions or plans of action to address needs.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    of 3

    Page 1 of 3

    Business and Technical Writing…TYPES OF DOCUMENTS

    1. CV and Resume:

    The primary differences between a resume and curriculum vitae (CV) are the length, what is
    included and what each is used for. A resume is a one or two page summary of your skills,
    experience and education. While a resume is brief and concise - no more than a page or two, a
    curriculum vitae is a longer (at least two pages) and more detailed synopsis.

    Curriculum vitae [course of my life] includes a summary of your educational and academic
    backgrounds as well as teaching and research experience, publications, presentations, awards,
    honors, affiliations and other details. In Europe, the Middle East, Africa, or Asia, employers may
    expect to receive curriculum vitae.

    Resume is a French word meaning “summary”. In other words a RESUME is a career and
    educational summary meant to highlight your skills and experience and a C.V. is a list mean to
    document every job and degree you’ve ever received in your life.

    2. Cover Letter:

    It is a letter of introduction attached to, or accompanying another document such as


    a résumé or curriculum vitae.

    Job seekers frequently send a cover letter along with their curriculum vitae or application for
    employment as a way of introducing themselves to potential
    employers and explaining their suitability for the desired position.
    Employers may look for individualized and thoughtfully written
    cover letters as one method of screening out applicants who are not
    sufficiently interested in their position or who lack necessary basic skills. Cover letters are typically
    divided into three categories:

     The application letter or invited cover letter which responds to a known job opening
     The prospecting letter or uninvited cover letter which inquires about possible positions
     The networking letter which requests information and assistance in the sender's job
    search

    3. Memorandum:

    A short message or reminder used for internal communication in a business.

    a. Purpose of Memos:

    Memos are used within organizations to report results, instruct employees, announce
    policies, disseminate information, and delegate responsibilities. Whether sent on paper, as emails,
    or as attachments to emails, memos provide a record of decisions made and actions taken. They can
    Page 2 of 3

    also play a key role in the management of many organizations because managers use memos to
    inform and motivate employees.

    b. How to Organize a Memo:


    The following guidelines will help you structure a memo:
    - Use a clear subject line.
    - State your purpose in the first paragraph.
    - Summarize any potential objections.
    - Keep the paragraphs short.
    - Use subheads between paragraph groups.
    - Use bulleted and numbered lists.
    - Request action.

    4. Minutes:

    The official written record of a meeting is called minutes. Minutes may be kept by any
    individual in attendance at a meeting and are usually distributed to all members of the unit
    represented at the meeting.

    The Main Parts of Meeting Minutes:

    Many organizations use a standard template or a special format for keeping minutes, and the
    order of the parts may vary.

     Heading
    The name of the committee (or other unit) and the date, location, and starting time of
    the meeting.
     Participants The name of the person
    conducting the meeting along with the names of all those
    who attended the meeting (including guests) and
    those who were excused from attending.
     Approval of previous minutes
    A note on whether the minutes of the previous meeting were approved and whether
    any corrections were made.
     Action items (including unfinished business from the previous meeting)
    A report on each topic discussed at the meeting. (For each item, note the subject of the
    discussion, the name of the person who led the discussion, and any decisions that may
    have been reached.)
     Announcements
    A report on any announcements made by participants, including proposed agenda items
    for the next meeting.
     Next Meeting
    A note on where and when the next meeting will be held.
     Adjournment
    A note on the time the meeting ended.
     Signature line
    The name of the person who prepared the minutes and the date they were submitted.
    Page 3 of 3

    5. Proposal:
    A document that offers a solution to a problem or a course of action in response to a need.
    Types of proposals include internal proposals, external proposals, grant proposals, and sales
    proposals.
    A proposal offers a plan to fill a need, and readers will evaluate your plan based on how well
    you answer their questions about what you are proposing to do,
    how and when you plan to do it, and how much it will cost. As
    proposals often require more than one level of approval, take all
    your readers into account as you answer their questions. Consider
    especially their levels of technical knowledge of the subject.
    For example, if your primary reader is not an expert in your particular field, provide
    an executive summary written in nontechnical language. You might also include a glossary of terms
    used in the body of the proposal or an appendix that explains highly detailed information in
    nontechnical language.
    6. Memorandum of Association: MOA is the most important document of a company as it
    contains the name clause, situation clause (where the company is registered), object clause
    (goals and objectives of the company), liability clause (which states whether or not the
    shareholders are limited in their liability by the nominal value of their shares in case of
    liquidation of company), capital clause (how much capital the company has) and the
    subscription clause (which states how many people have subscribed to the company)
    7. Articles of Association: AOA contains company policy and code of conduct and can either be
    formulated completely by the company or by adopting Table A of Companies Ordinance
    1984.
    8. Prospectus: The document which contains the complete of securities (bonds, debentures
    and other certificates given to investors who give loans to companies) and shares that a
    company has on offer for potential investors is called a prospectus. It can be in the form of
    an advertisement in the newspaper.
    9. Vision Statement: Vision statement is a brief statement of the organization’s future goals.
    10. Mission statement: Mission statement is a longer statement stating how the organization
    plans to achieve those goals.

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