BSBWRT311_TL_SW

Contents Getting started .................................................................................................................... 4 What will I learn by completing this workbook? .................................................................... 5 Icon legends ............................................................................................................................ 6 Topic 1: Plan simple document ............................................................................................ 7 Overview ................................................................................................................................. 8 Audience, purpose and requirements for document ............................................................. 8 Determine format, style and structure for document ......................................................... 11 Establish a method of communication ................................................................................. 14 Establish key points for inclusion ......................................................................................... 17 Topic 2: Draft simple documents ........................................................................................ 21 Overview ............................................................................................................................... 22 Draft document to communicate key points ........................................................................ 22 Check that draft meets document purposes and requirements .......................................... 23 Obtain and include additional required information ........................................................... 24 Topic 3: Finalise simple documents .................................................................................... 28 Overview ............................................................................................................................... 29 Ensure draft is proofread ...................................................................................................... 29 Make and proofread necessary changes .............................................................................. 30 Answers and feedback for practice activities ..................................................................... 35 Image attributions ............................................................................................................. 41 Appendix: Links ................................................................................................................. 42 Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Icon legends Table 1 – Icon legends Icon Description Practice activity Learning activities help you to gain a clear understanding of the content in this resource. It is important for you to complete these activities, as they will enhance your learning. The activities will prepare you for assessments. Self-check An activity that allows you to check your learning progress. The self-check activity gives you the opportunity to identify areas of learning where you could improve. If you identify these, you could review the relevant content or activities. Resources (required and suggested) Additional resources throughout this workbook, such as chapters from textbooks, online articles, videos, diagrams and infographics. These are supplementary resources, which will enhance your learning experience and may help you complete the unit. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Audience, purpose and requirements for document Business documentation Businesses use documents for a range of purposes, such as:  reports  letters  proposals  contracts  invoices  meeting agendas  minutes. Business documents can be created using a variety of software, including word processing, spreadsheets and presentation programmes, as well as bespoke software (designed specifically for a specific industry or sector), such as accounting software for invoices or a database for school reports. You may oversee planning, drafting and finalising a variety of simple documents for distribution to senior management, colleagues, suppliers, clients, or other external contacts. The following steps depict the writing process:  plan  draft  review  produce. In this topic we are looking at planning simple documents. The planning phase is important when developing a document. The planning phase will help you to decide: 1. The target audience - who will you communicate with? Who needs to know? 2. The timeline, deadline and how long you must complete the task. 3. Purpose - why are you communicating this information? 4. Topic - what do you want to communicate? 5. Context - what is the background? 6. Format and structure - how will you do it? 7. Key points - are they in logical order? 8. Requirements - what are they? Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Determine format, style and structure for document Format, style and structure It is important to understand the audience, purpose and requirements of the document so that you can determine:  the writing style you will use (for example, formal or informal, business)  the language to use (such as conversational, informative, or technical)  the format, structure and layout of the document  how it should be communicated. The format of a document is how it is presented. This can include:  how it looks on a page  the font style, size and colour  margins, line spacing and paragraph spacing  alignment, lists, tables and graphs  headers and footers, page numbers  titles, headings and subheadings. The structure refers to how the document is laid out, as well as how it is formatted. A document could be a newsletter, for example and the structure could be the way the columns are laid out on a page and where the images are placed. Or, in the case of an invoice, a list of figures aligned by decimal place. The format, style and structure are important for the readability of the document. Resources Additional resources The following links may assist in formatting various business documents: It helps with formatting formal and business letters . A summary of writing rules including outlines for cover letters and letters of enquiry and abbreviations used in letters. Read the article on Memo . Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Establish a method of communication Methods of communication There are a variety of communication methods to choose from and depending on the task's requirements, you may need to choose the best one. The following are some examples of written communication methods:  emails, letters and reports  social media posts  visual such as presentation slide shows  graphs and charts for numerical communication  video, podcasts, or webcasts. For example, you may have to distribute a blog post for approval to eight different managers for review. An email may be a good method of communication, or you may want to upload the document to a shared location so that everyone can review and edit the document. There may also be specific communication procedures, such as protocols or standards, that must be followed. Some companies, for example, have a specific format for writing letters, complete with formal protocols for addressing a person and concluding the letter: 1. Dear Sir/Madam. 2. Yours faithfully. Procedures could also include following a style guide, using templates, how to save files, copyright procedures or privacy and confidentiality procedures for storing documents. Resources Additional resources Read more on different methods of communication for correspondence, proposals, reports and different writing styles. The tone of the document The tone of the document is influenced by the audience, purpose and method of communication. The overall tone of a written message has an impact on the reader, just as Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Establish key points for inclusion When you are planning to write a simple document, there are a few things that you will need to address in relation to content. 1. What should be included? 2. How much should be included? 3. The important points for inclusion. For example, you might be given a lot of information for a newsletter, but all you need to do is include the most important points. Furthermore, you may have important points to convey to the audience. The date of the event, the name of the band, the location and the time, for example, would be important to include in a flyer for a music event. The rest of the information may or may not be relevant, or it may be left out if it does not fit the document's style, format, structure, or purpose. When planning a document, you can usually establish the key points for inclusion by making a list of bullet points. This can then be used as a guideline for writing the document's draft. Practice activity Activity 1: Plan a sale deed Read the question and scenario carefully. Your answer should be a minimum of 30 words but no longer than 150 words. As a lawyer at Apex Legal Services , your manager has asked you to draw up a sales deed for an agreement between two clients over a piece of land. The seller, Mr. Smith sold a 10-acre property to the buyer, Mr. Jones for $100,000. Read these reference documents to learn about the basic requirements of a sale deed Answer the following questions about the legal document that you will need to prepare: Document name: BSBWRT311_TL_SW © TAFE NSW 2022

# Choices Answer/s E. Social media post ☐ Self-check How did you go? You have completed the topic on planning simple documents. Check the boxes for the tasks you feel confident you can complete. ☐ I can identify the audience, purpose and requirements for a document. ☐ I can decide the required format, style and structure of my proposed document. ☐ I can establish a suitable method of communication for my document Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Topic 2: Draft simple documents Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Overview We'll go over how to draft simple documents in this lesson, including how to communicate key points, meet the document's purpose and requirements and include any additional information that's needed. In this topic you will learn about:  develop draft document to communicate key points according to purpose and requirements for document  check that draft meets document purposes and requirements  obtain and include additional required information. The activities throughout this resource will assist you in your learning. These activities do not form a part of your final assessment however they will contribute to your understanding of the topic area. Answers and feedback for the practice activities are provided at the end of this document. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Draft document to communicate key points Developing drafts You must first create a draft to ensure that you have created a document that meets the purpose and requirements for the tasks assigned. A draft is a first version of a document that you create and review before submitting. When drafting a document, you must address the task requirements as well as: 1. Communicating key points - this will be all the key points for inclusion that you established in the planning stage and will relate to the purpose of the communication. 2. Researching any further information or content required - you may need to find out the address of a client, figures needed for an invoice, meeting information not provided or ask a colleague for content that they need to provide. 3. Gathering any files needed - this could be images, company logos, templates. 4. Organise and structure the content on the page - if you are planning a letter, then this could be working out how the information will be structured. If it was for a newsletter, you may need to create an outline to show where content and images will be placed. 5. Write or include the content - when you type up or paste in the content, you can see how it will look, if it fits, how well the design works and the readability of the text. When you create a draft, you will need to organise your information in the order that it will appear in your document. It should be:  logical  clear  concise  relevant. It is always good to follow a process and stick to it so that you do not forget to include anything. The following is an example of a simple process: 1. Write down all the key points that you would like to include in the order that they should appear. 2. Check back to the plan and ensure you have included everything. 3. Check if any additional information is required. 4. Sort through any further information gathered and organise it into a logical order. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

5. Draft the text of the document. 6. Read your draft and check that the order is correct and that it is accurate. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Check that draft meets document purposes and requirements When you've finished writing your draft document, go over it again to make sure it meets all the requirements. If you've been given a task and have planned your document, you could create a checklist so you can go over it and make sure it's up to par. Checklists are a great way to make sure you haven't forgotten anything and to review a document. Any organisational policies and procedures, such as whether it follows style guidelines and is filed in the correct location, could be included. Other methods for document verification include: 1. Basic readability, sentence structure and paragraph sequencing - just skimming the document to see if it makes sense. You can also seek feedback from someone else, such as a co-worker or your boss. When writing or preparing a document, you may not be able to notice how it reads, so getting a second opinion is always a good idea. Another method of determining readability is to use a readability test. 2. Grammar and spelling - you can use spell check software and look to see if any words or sentences have been flagged by the application for review. This could be a red or blue underline. 3. Punctuation - you should have a reasonable level of punctuation knowledge to be able to read a document and check that it is correct. For example, where an apostrophe, comma, or full stop should be placed, or the use of capital letters. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Obtain and include additional required information It's possible that you'll need to obtain additional information for a business document at some point. If you've been asked to write an invoice, for example, you may need to determine whether or not the client should be charged GST (Goods and Services Tax). Alternatively, the task you've been given may not contain all the information you require, forcing you to seek assistance from a colleague or supervisor, or you may be required to conduct research. For example, you may have been asked to write a notice to a client explaining crime laws in a different state. Incorporating the information may necessitate rethinking the document's structure, format and style and you should double-check your plan to ensure that it still meets the document's purpose and requirements. Practice activity Activity 2: Obtaining additional information At some stage of document creation, you may be needed to obtain additional information related to the subject of the document. Read the question or scenario carefully. Your answer should be a minimum of 30 words but no longer than 150 words. Your manager at Vanity Records has asked you to carefully pack a classic Bryan Adams vinyl album for a returning customer. The manager has asked you to include some information on Bryan Adams as this was specifically asked for by the customer. Conduct some research on the internet for information on Bryan Adams and answer the following questions: Document name: BSBWRT311_TL_SW © TAFE NSW 2022

1. How many albums has Bryan Adams released? 2. How many Grammy awards does Bryan Adams have? 3. How many films has Bryan Adams appeared in? Check your knowledge Activity: Check your knowledge Read the following questions and select the correct answers. 1. Which of the following must be addressed as task requirements while drafting a document? Table 5 – Multiple choice # Choices Answer/s A. Communicating key points ☐ B. Researching any further information or content required ☐ C. Have at least three sources of information ☐ D. Leave content gaps to fill in later ☐ Document name: BSBWRT311_TL_SW © TAFE NSW 2022

# Choices Answer/s E. Write or include the content ☐ 2. Read the following questions then write true or false in the space provided. Table 6 – True or false Questions True or False 1. You can use word count dialogue box software to do the spell check and look to see if any words or sentences have been flagged by the application for review. This could be a red or blue underline. 2. When writing or preparing a document, you may not be able to notice how it reads, so getting a second opinion is always a good idea. Another method of determining readability is to use a readability test. 3. You should have a reasonable level of punctuation knowledge to be able to read a document and check that it is correct. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Self-check How did you go? You have completed the topic on drafting simple documents. Check the boxes for the tasks you feel confident you can complete. ☐ I can draft a document that communicates key points. ☐ I can obtain additional information required to draft a document. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Topic 3: Finalise simple documents Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Overview In this topic we will be covering how to finalise your documents so that they can be sent. This includes proofreading and making changes. In this topic you will learn about:  ensure draft is proofread, where appropriate, by supervisor or colleague  make and proofread necessary changes. The activities throughout this resource will assist you in your learning. These activities do not form a part of your final assessment however they will contribute to your understanding of the topic area. Answers and feedback for the practice activities are provided at the end of this document. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Ensure draft is proofread Even if you've gone over your draft several times, you should still have it proofread once it's finished. Proofreading and editing are crucial steps in the document creation process. A simple spelling or grammatical error can seriously undermine your document's credibility. This ensures that the document you're sending is up to professional standards. Normally, you will read your own document; however, it is critical that someone else read it as well. They are often able to spot errors or provide feedback on how the data is organized. If you ask a colleague, they can put themselves in the recipient's shoes and tell you if the letter is appropriate. With proofreading, you can be checking for any number of things such as: 1. mistakes 2. typos 3. accuracy of information 4. grammar 5. spelling 6. readability 7. consistency of style and layout. You can also double check that all organizational standards and task requirements are met. Steps you can take when proofreading: 1. Ask another person to look over the final draft for readability and presentation. 2. Ensure that the document matches the audience and purpose as originally determined. 3. Check that you have delivered the required outputs. Is everything included that was asked for? Document name: BSBWRT311_TL_SW © TAFE NSW 2022 Checking and proofreading are crucial because they help to ensure that professional, accurate, appealing and polished documents are produced, which represent the company. It's just as important to check that documents have the right format, presentation and facts as it is to check that the information and content within them are correct.

4. Pay attention to the organisation of the document including layout and structure. Is it logical, does it use appropriate titles and subheadings in a consistent and easily recognised manner? 5. Is the formatting and design consistent throughout? 6. Don't overlook grammar and spelling. 7. Take a step back look at the layout of the overall document. Check for readability and presentation. 8. Check if organisational requirements have been met such as including the right colours, insertion of a logo, headers and footers or naming conventions. 9. Confirm the accuracy of content. 10. Once you have gone through each section of the document closely and made any corrections that are needed, go through from start to finish it at least one more time. Document name: BSBWRT311_TL_SW © TAFE NSW 2022 It will be important for not only ensuring that your document reads well professionally but also will help you to improve any future document writing.

Make and proofread necessary changes After proofreading or receiving feedback from a colleague or supervisor, you'll need to go over what they said and make any changes that are necessary. What's more, if you've made any changes, guess what? Yes, you must proofread it once more! Resources Additional resources Proofreading means examining your text carefully to find and correct typographical errors and mistakes in grammar, style and spelling. Practice activity Activity 3: Proofreading “What makes a good song! This is also highly debatable but a question I’m more willing to take on. A good song in terms of content will depend on the listener and what they’re drawn to. It’s totally subjective. However, a good song in terms of craft can be identified more objectively and will usually have all the elements listed (that is, melody, harmony, rhythm, beginning, middle and end) and will be put together in a way that’s pleasantly recognizable while still being creative and true to the message of the music. When it comes to lyrics, I like to think of rhythmic patterns – how the lyrics and music work together to support each other. It is not enough to have good lyrics from a literary perspective. They also need to sound musical, but the singer sings them.” Read the essay question carefully. Your answer should be a minimum of 30 words but no longer than 150 words. 1. Proofread the passage and rewrite it without any errors. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Check your knowledge Activity: Check your knowledge Read the following questions and select the correct answers. 1. Select steps that you must take while proofreading a simple document. Table 7 – Multiple choice # Choices Answer/s A. Ask another person to look over the final draft for readability and presentation. ☐ B. Ensure that the document matches the audience and purpose as originally determined. ☐ C. Make sure the formatting and design is consistent throughout. ☐ D. Don't overlook grammar and spelling. ☐ E. Take a step back look at the layout of the overall document. Check for readability and presentation. ☐ F. Confirm the accuracy of content. ☐ Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Self-check How did you go? You have completed the topic on finalising simple documents. Check the boxes for the tasks you feel confident you can complete. ☐ I can ensure draft is proofread, where appropriate, by supervisor or colleague. ☐ I can make and proofread necessary changes. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Answers and feedback for practice activities Practice activity: Page: Activity 1: Plan a sale deed 18 Question: Who is the audience of the document? Answer: Apex Legal Services, the buyer (Mr. Smith), the seller (Mr. Jones) and the sub registrar’s office. Feedback: [Add feedback] Question: What is the purpose of the document? Answer: A sale deed is a legal document that showcases the transfer of title, rights and ownership of a property from a seller to a buyer. It is the most important document that legally reports the proof for the buyer and seller. It is an essential document for both the buyer or the transferee and the seller or the transferor. The purchase or sale of the property is not legally complete until a sale deed is signed between the buyer and the seller. Feedback: [Add feedback] Question: What are the key points for inclusion?What is the purpose of the document? Answer: The key points for inclusion are:  full name and address of the buyer and seller  exact address of the property  size and features of the property  encumbrance certificate from the seller Document name: BSBWRT311_TL_SW © TAFE NSW 2022

 details of payment made for the property  date of property takeover  indemnity provisions Feedback: [Add feedback] Practice activity: Page: Activity: Check your knowledge 20 Question: Select relevant design principles used to create simple documents. Answer: Table 8 – Multiple choice # Choices Answer/s A. Balance ☒ B. Consistency ☒ C. Accessibility ☐ D. Proximity ☒ E. Border thickness ☐ Feedback: [Add feedback] Question: Identify some examples of written communication methods used in the workplace. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Answer: Table 9 – Multiple choice # Choices Answer/s A. Emails ☒ B. Voice note ☐ C. Gesture ☐ D. Letter ☒ E. Social media post ☒ Feedback: [Add feedback] Practice activity: Page: Activity 2: Obtaining additional information 27 Question: How many albums has Bryan Adams released? Answer: 18 Feedback: [Add feedback] Question: How many Grammy awards does Bryan Adams have?How many albums has Bryan Adams released? Answer: 1 Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Feedback: [Add feedback] Question: How many films has Bryan Adams appeared in?How many albums has Bryan Adams released? Answer: 3 Feedback: [Add feedback] Practice activity: Page: Activity: Check your knowledge 28 Question: Which of the following must be addressed as task requirements while drafting a document? Answer: Table 10 – Multiple choice # Choices Answer/s A. Communicating key points ☒ B. Researching any further information or content required ☒ C. Have at least three sources of information ☐ D. Leave content gaps to fill in later ☐ E. Write or include the content ☒ Feedback: [Add feedback] Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Question: Read the following questions then write true or false in the space provided. Answer: Table 11 – True of false Questions True or False 1. You can use word count dialogue box software to do the spell check and look to see if any words or sentences have been flagged by the application for review. This could be a red or blue underline. False 2. When writing or preparing a document, you may not be able to notice how it reads, so getting a second opinion is always a good idea. Another method of determining readability is to use a readability test. True 3. You should have a reasonable level of punctuation knowledge to be able to read a document and check that it is correct. True Feedback: [Add feedback] Practice activity: Page: Activity 3: Proofreading 35 Question: Proofread the passage and rewrite it without any errors. Answer: What makes a good song? This is also highly debatable, but a question I’m more willing to take on. A good song in terms of content will depend on the listener and what they’re drawn to. It’s totally subjective. However, a good song in terms of craft can be identified more objectively and will usually have all the elements listed (i.e. melody, harmony, rhythm, beginning, middle and end) and will be put together in a way that’s pleasantly recognizable while still being creative and true to the message of the music. When it comes to lyrics, I like to think of prosody – how the lyrics and music work together to support each other. It’s not enough to have good lyrics from a literary perspective. They also need to sound musical when the singer sings them. Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Feedback: [Add feedback] Practice activity: Page: Activity: Check your knowledge 36 Question: Select steps that you must take while proofreading a simple document. Answer: Table 12 – Multiple choice # Choices Answer/s A. Ask another person to look over the final draft for readability and presentation. ☒ B. Ensure that the document matches the audience and purpose as originally determined. ☒ C. Make sure the formatting and design is consistent throughout. ☒ D. Don't overlook grammar and spelling. ☒ E. Take a step back look at the layout of the overall document. Check for readability and presentation. ☒ F. Confirm the accuracy of content. ☒ Feedback: [Add feedback] Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Image attributions Table 13 – Image attribution Title Page Creator Licence Modified/By Cover image – Pexels image 4476371 1 Karolina Grabowska © Pexels copied under licence N/A Topic 1: Plan simple document – Pexels Image 6457521 7 Alexander Suhorucov © Pexels copied under licence N/A Topic 2: Draft simple document – Pexels Image 8815849 21 Kampus Production © Pexels copied under licence N/A Topic 3: Finalise simple document – Pexels image 3756678 28 Andrea Piacquadio © Pexels copied under licence N/A Document name: BSBWRT311_TL_SW © TAFE NSW 2022

Below is a list of all URLs linked in this workbook. Table 14 – URLs Link title URL email http://writingcenter.unc.edu/handouts/effective-e-mail- communication/ Flesch Reading Ease formula https://nira.com/flesch-reading-ease/#:~:text=You'll%20need%20to %20know,the%20Flesch%20Reading%20Ease%20score.&text=For %20the%20first%20calculation%2C%20divide,multiply%20the %20answer%20by%201.015. formal and business letters https://www.usingenglish.com/resources/letter-writing.php Memo https://owl.purdue.edu/owl/subject_specific_writing/ professional_technical_writing/memos/sample_memo.html methods of communication https://grammar.yourdictionary.com/style-and-usage/types-of- business-communication-writing.html principles of document design https://maddisondesigns.com/2009/03/the-5-basic-principles-of- design/ Proofreading https://writing.wisc.edu/Handbook/Proofreading.html reference documents https://legaldesk.com/business/sale-deed-everything-you-need-to- know Reports http://grammar.yourdictionary.com/style-and-usage/report-writing- format.html Document name: BSBWRT311_TL_SW © TAFE NSW 2022 Appendix: Links