Topic 1:

Business Documentation
1.1 Introduction

 Statement/ information/ fact/ agreement

note
 Letter-in writing
 Form style (ready-made form are used
extensively when dealing with routine
thing)
 Between buyer and seller
 Format letter
Give three (3) reason why we used documentation
letter in business ?
• A business letter is more formal than a personal
letter.
• It should have a margin of at least one inch on all four
edges.
• It is always written on 8½"x11"
• There are seven parts to a business letter.

1. The Heading
2. The Inside Address
3. The Greeting
4. The Body
5. The Complimentary Close
6. The Signature Line
7. Enclosures
1. The Heading.

• This contains the return address (usually two or three)

• a phone number, fax number and E-mail address
• Sometimes it may be necessary to include a line
after the address
• Often a line is skipped between the address
• the return address usually imprinted. (letter-head)
• Example - ?
2. The Inside Address.

 This is the address you are sending your letter to.

 Make it as complete as possible. Include titles and
names if you know them.
 This is always on the left margin. If an 8½" x 11"
paper is folded in thirds to fit in a standard 9"
business envelope, the inside address can appear
through the window in the envelope.
 An inside address also helps the recipient route the
letter properly and can help should the envelope be
damaged and the address become unreadable.
 Example -?
3. The Greeting.

 Also called the salutation. The greeting in a

business letter is always formal. It normally begins
with the word “Tuan/Puan/Datuk/Datin
 It normally has a title. Use a first name only if the
title is unclear--for example, you are writing to
someone named "Leslie/Noor," but do not know
whether the person is male or female. For more on
the form of titles.
 Social titles: Mr. Master Mrs. Miss Ms.
4. The Body.
 The body is written as text.
 A business letter is never hand written. Depending
on the letter style you choose, paragraphs may be
indented.
 Used short /easy and polite words

5. The Complimentary Close.

 This short, polite closing ends with a comma. It is
either at the left margin or its left edge is in the
center.
 Example : We look forward…
Sekian, terima kasih.
6. The Signature Line.
 Skip two lines (unless you have unusually wide or
narrow lines) and type out the name to be signed.
This customarily includes a middle initial, but does
not have to. Women may indicate how they wish to
be addressed by placing Miss, Mrs., Ms. or similar
title in parentheses before their name.
 The signature line may include a second line for a
title, if appropriate. The term "By direction" in the
second line means that a superior is authorizing the
signer.
 The signature should start directly above the first
letter of the signature line in the space between the
close and the signature line. Use blue or black ink.
 Business letters should not contain postscripts.
7. Enclosures

 If you include other material in the letter, put

'Enclosure', 'Enc', or ' Encs ', as appropriate,
two lines below the last entry
 1.2 Business Letter Styles
 There are four accepted styles. The horizontal
lines represent lines of type.
a) Semiblock Style b) Block Style c) FullBlock Style d) Modifiedblock Style
Exercise

1.You just received phone call from your boss

Tn. Hj. Ali (CEO) that he asked you to make
modifiedblock styles format letter to sales
department, at klang branches to updated the
client system.

2.After meting, you are required to send letter

to Datuk Arif and congratulate him as new
board of director in fullblock styles.
3.
4.
1.2 Types of Business Document

a) Enquiry Letter
Before transaction
b) Quotation
c) Invoice
d) Debit note During transaction
e) Credit note
f) Receipt After transaction
a) Enquiry Letter
 May be sent to several supplier to provide the
buyer with a selection offers.
 The letter explain clearly type of goods/
services and other information that you need.
 Formal letter include:
i) types of goods v) Discount
ii) prices vi) Date-delivery goods
iii) terms
 Make your letter easy to read
 Example – distribute note
 OP ELECTRONICS SERVICES
PO Box 19 Bracknell Berks Singapore
Tel : 080-344 4555 Fax : 080-3448989 email : http://www.opelec.com

Ref no: EL004

Dates : 26 January 2007

System Furniture PLC

Brookfiled Industries Estate
56000 Klang

Dear Sirs,

We are interested in purchasing an executive desk and

3-drawer fixed pedestal. Please supply details of your price
including discount, delivery charges and term of payment.

An early reply would be appreciated.

Yours faithfully
J Edm
J Edmondson
Purchasing Executive
b) Quotation
• statement/ letter of price that asked by buyer
•More detail in items/ prices and terms
•The quotation is typed in duplicate with a copy
filed in the customer’s file in the sales dept.
•A follow up letter or phone call will be made to
customer asking they accepted the offering.
Example – note given
 QUOTATION
System Furniture PLC NO. 222
Brookfiled Industries Estate
56000 Klang
Tel/fax: 03-32332005

Bankers: Publicbank
OP ELECTRONICS SERVICES
PO Box 19 Bracknell Berks Singapore

In reply to your enquiry dated 26 January 2007 we have pleasure in quoting you
for the following:
Supplying one executive desk @RM 200.00 and 3-drawer fixed pedestal @ RM 350.00
(Offer valid for two month from this date)
Terms: Net cash within one month after delivery.
Prices includes delivery cost
Trade discount 10%
Delivery : 4 weeks on receipt of order
We look forward to receiving your instructions which will receiving our prompt
attention .

L.Scott
Sales Manager
c) Invoice

• Purpose- to inform the customer of goods /

services purchased and the amount charges in
a credits transaction

• Prepared by – sales department (invoice

section)

•Distributes – 1 customer
 INVOICE
System Furniture PLC NO. 1431
Brookfiled Industries Estate Date: 12 February 2007
56000 Klang
Tel/fax: 03-32332005

Bankers: Publicbank
OP ELECTRONICS SERVICES
PO Box 19 Bracknell Berks Singapore

QTTY DESCRIPTION CATAL. PRICE EACH AMOUNT(RM)

NO (RM)
10 EXECUTIVE DESK ED 011 200.00 2000.00

10 3-DRAWER PEDESTAL FD 024 350.00 3500.00

5500.00

LESS TRADE DISCOUNT 10% (550.00)

Deliver on April 2007 4950.00

By TY.Foo Transports Sdn. Bhd.
Question
d) Debit Note

• is a document sent to customer to inform the

account in debit.
• Customer have to make additional payment because
of error price in invoice. (price are too low)
• customer will be charge in transportation
• Example.?
 DEBIT NOTE

System Furniture PLC NO. 43

Brookfiled Industries Estate
56000 Klang
Tel/fax: 03-32332005

OP ELECTRONICS SERVICES Ref No : 1413

PO Box 19 Bracknell Berks Singapore Date : 12 February 2007
DESCRIPTION CATAL. NO AMOUNT
(RM)
Less payment for 10 ED 011 500.00
EXECUTIVE DESK
LESS TRADE DISCOUNT 10% (50.00)
450.00

How much actually OP ELECTRONIC HAVE TO PAY TOO SYSTEM FURNITE

FOR EXECUTIVE DESK.???
e) Credit Note

• is a document sent to customer to inform the

account in credit.
• to notify the customer of reduction in the amount
charge on invoice because:-
i) damaged goods ii) error in price (price too high)
iii) wrong quantity iv) wrong branding.
v) lost in transit
 CREDIT NOTE

System Furniture PLC NO. 23

Brookfiled Industries Estate
56000 Klang
Tel/fax: 03-32332005

OP ELECTRONICS SERVICES Ref No : 1413

PO Box 19 Bracknell Berks Singapore Date : 12 February 2007
DESCRIPTION CATAL. NO AMOUNT
(RM)
3-Drawer Pedestal – ED 024 700.00
damaged in transit (2 unit)
LESS TRADE DISCOUNT 10% (70.00)
630.00
f) Receipt
 the final document that supplier send to customer
 It as paid prove (make by customer )
 Duplicate-carbonize form
 Easy to supplier record in account book.
 Receipt must show:-
i) accept money from (name and address of
customer)
ii) receipt number
iii) dated of payment
iv) amount paid
v) signature
 RECEIPT

System Furniture PLC NO. S/505

Brookfiled Industries Estate DATE : 06 MAY 2007
56000 Klang
Tel/fax: 03-32332005

ACCEPT FROM OP ELECTRONICS SERVICES

PO Box 19 Bracknell Berks Singapore

AMOUNT RINGGIT MALAYSIA FIVE THOUSAND AND

SEVAN HUNDRED
RM 5 7 0 0 . 0 0

RECEIVER J Edsjam
SIGNATURE Account Executive