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Certificate IV Marketing and Communication Unit to do BSBWRT411 Write

complex documents

Student's Name

Institution

Instructor's Name

Course

Date
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Certificate IV Marketing and Communication Unit to do BSBWRT411 Write

complex documents

Assessment 1: Short Answer Questions

Question 1

a) The font that style must be used for all documents produced.

General formatting

• Make use of capitalization on the following:

o Proper names, including department names, such as Operations Department.

o At the beginning of every sentence.

In between sentences, do not capitalize job roles/titles unless used as a form of address.

Instead, lowercase should be used.

• General text formatting:

o Font: Calibri

o Font Size: 10

o Font Color: Black (Auto)

o Paragraph Alignment: Justified

o Page Size: A4 (8.27" x 11.69")

b) Identify at least one type of document that is discussed in the style guide

you accessed.

Report

Your report should be typed on standard-sized paper (A4), single-spaced, with 4-point

spacing between paragraphs, 2.5 cm top margin, 3 cm on both sides, and 3 cm on the bottom.
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You should use the Calibri font at the 9.2-point size. At the top of each page, include a

page header. Insert page numbers flush right to make a page header. Then enter "Subject of

your Report" flush left in the title.

c) Outline the content that must be present in the identified document according

to the accessed style guide.

There should be four primary sections in every paper:

• Title Page

• Abstract Page

• Body paragraphs

• References

d) Identify the citation style that must be used for all references used.

Referencing

Harvard system referencing.

The style should have this format: Author Surname, Initials, Date of Publication, Title, Publisher,

Address (City, State)

Example: Stratford, SJ, 2009, Health Care, Infobase Publishing, 132 West 31st Street, 17th

Floor, New York, NY 10001

The following must be included in internet site references:

• Author (the person or organization responsible for the site)

• Year (date created or last updated)

• Title (in italics)

• Name of the sponsor of the site

• Accessed day month year

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• URL or Internet address (pointed brackets)

Question 2

a) Define formatting as used in documents.

1. The introduction should accomplish the following:

• Provide an overview of the subject

• Describe your research methodology

• Determine the findings (can use bullet points)

• List of suggestions (can use bullet points)

• Use language that is appropriate for the audience and the goal

2. Body text

Body text should be organized into distinct sections, with sub-sections where needed. The

text should include an analysis of the findings and be expressed in paragraphs.

3. Language employs simple English in the following ways:

• Present tense

• active verbs

• formal English tone

• accurate language with any jargon explained

• no contractions

b) Complete the table below

Well formatted document Badly formatted document

i. Readability Formatting can improve the
readability of finished work. A
properly structured page draws the
reader's attention to the content that
precedes a recently read piece. This
makes it easy for readers to grasp the
overall idea of the work.
It is difficult for readers to tell
which material comes after what
they have already read in a poorly
structured text. This makes it
difficult for readers to
comprehend what the document's
author was trying to express.
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ii. Cohesion The content is scannable once it has
been formatted. People skim material
rather than reading it thoroughly and
word by word. They search for bullet
points, bolded portions, call-outs, and
bite-sized morsels of information to
help enhance formatting styles.
Furthermore, formatting motivates
readers to proceed to the next level.
The readers will know precisely what
to do next after the document's
accessibility has been enhanced.
iii. Appearanc Formatting papers makes them more
e appealing to the eye. The layout is
capable of segmenting content into
several sections for easy reading. In
addition, formatting aids in
highlighting the most significant
aspects of a paper. Thanks to the
formatting, the reader can see what is
most important at a glance.
Various standards are used
for different areas of the text
in a badly designed
document.
Readers will have difficulty
determining if various parts are
still related if the layout becomes
too dissimilar.
A poorly formatted document
seems disorganized and
unprofessional. Readers have the
option of dismissing the paper
without reading it.

Question 3

Data Category Description of Data Under Each Category

a. Qualitative or categorical data
b. Quantitative or numerical data
The features or characteristics of anything
being discussed or seen would be described in
this area. This type of information is visible
and difficult to count or quantify precisely.
Color, quality, names, and sex are
all examples of this.
This kind of data would answer issues
involving detailed measurements or numbers.
Instruments that provide accurate
measurements, such as rulers, thermometers,
or questionnaires with rating scales, are
frequently used to gather and convey this
data.

Question 4

Data Sequence Method Brief Description of How Data is

Sequenced
a. Chronological The term "chronological sequence" refers to
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an order of time. This approach requires the

user first to decide how they want to show
data based on the time it occurred, from the
most recent to the oldest or the most recent to
the most recent. After you have decided, you
may sort the data by when it happened.
b. Order of importance The importance of the data to the reason for
its presentation determines how it is sorted
using this strategy. Data can be sorted by
priority, from most to least significant, or
by
importance, from least to most crucial.
c. Cause and effect The term "cause and effect" refers to a link
between two events in which one causes the
other (Salkind, 2010). This approach divides
data into two categories: data that occurred
initially and so created a change and data that
occurred due to the difference or the effect.
Data that made the change is frequently given
first to set the stage for analyzing information
that happened later.

Question 5

Uses of a full stop

i. The most common use of a full stop is to indicate the conclusion of a complete sentence.

It denotes a protracted pause before starting a new or fresh phrase.

ii. Full stops are used at the end of indirect question sentences.

Uses of an apostrophe mark

i. To denote the omission of letters or numbers.

ii. To indicate possession.

Instances when words must be capitalized in a sentence

i. The initial word of a sentence should be capitalized.

ii. Names and other proper nouns should be capitalized.

Uses of a comma in a sentence

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i. When a list is separated from a sentence.

ii. For separation between dependent and independent clauses.

iii. To separate opening words or short sentences

Question 6

Conventions Why Each Convention is Applied

Using correct end-of-sentence punctuation
Ensuring that all pronouns have
clear antecedents or nouns.
Using incorrect end-of-sentence punctuation
may send the wrong message to the readers.
Based on the punctuation employed,
sentences may lack the confidence that the
writer meant for their content.
Pronouns with ambiguous antecedents appear
in some sentences. This may make readers
unclear about what the following phrases are
about. Sentences link with one another and
assist readers in taking the writer's thoughts
by guaranteeing that each pronoun has a clear
antecedent.

Question 7

Common Functions in Microsoft Explanation of What Each Function Does

Word
a. Font This feature allows a user to modify the styles
(bold, italic, etc.) of the text in their document
and the layout and size. This tool also allows
the user to apply special effects to the reader
in their document (such as adding shadows or
embossing).
b. Bullets This function puts specified words, sentences,
or phrases in a list and precedes them with a
heavy dot or another symbol to emphasize or
highlight them.
c. Headers and Footers Allows text or even graphics to be added to
the top and lower margins of a page. This is
a popular way of indicating page numbers.
d. Spell- check Allows the user to identify spelling mistakes
in the text quickly.

Question 8
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Section Specific to an Email Information Present in Each Section

CC (Carbon Copy) field This section provides the email addresses of
people who will get the same email as the
primary recipients but are not the primary
recipients. These persons might be colleagues,
the user's boss, or even all email addresses
inside a particular team or department, based
on the subject of the email accounts ("What
Do CC and BCC Mean in Emails? " 2021).
File attachments Senders can use this area to attach files to
their emails. PDFs, Word documents,
photos, and even another email are among
the files. When the sender is transferring
resources, documents are added to offer the
receiver
extra information.
Subject line A summary of your email may be seen in this
section. In only a few short words, it tells the
recipient what your email is about.
Typically, subject headings merely clarify
the essential information in an email, such as
a proposal for a given project or information
about
specific organizational changes.

Question 9

Factor Identification of Application of each Factor

a. Definition
b. Frequency of Change
Is the document frequently
updated, or is it rarely
changed?
c. Condition Needed for Best
Implementation
What needs to occur for
these to be best
in
Procedure Documents
Policies and procedures guide the processes.
Policies are declarations that describe a set of
values that assist companies in achieving their
objectives. They are a detailed plan of action
that directs decisions and produces results.
They are comparable to a report and explicitly
outline the goals and criteria. They are also
written formally and may contain highly
technical vocabulary.
Once completed and executed, modifications
are rare. For continual development, it is
often altered and improved.
The requirements specified within it are best
executed when all employees completely
embrace them and when they are produced
and presented in a logical, easy-to-follow
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implemented? procedure.
d. Reflects Reflects and encourages an organization's
Information contained in mission statement to be fulfilled. Describes
each document is related to the valuable application of a policy
what? declaration.

Question 10

Section of a Business Letter Information Found in Each Section

a. Letterhead A letterhead is a stationery design that
connects your brand to your published
communication (Velarde, 2021). Letterheads
are typically located at the top of business
correspondence. They include the sender's
business logo, the firm name, and the
company's address. This might be a complete
address or a truncated address. Your contact
information should also be included on the
letterhead. Your name, job title, email
address, phone number, company name, and
return address can all be written here.
b. Salutation/Greeting Salutations appear before the body of the
message. This section indicates the letter's
addressee. The list of recipients might be
quite explicit, such as a single individual and
their position within their firm, a team, or a
department, or it can be left unclear if the
sender is uncertain about who to write the
letter.
c. Signature Signatures are inserted at the very end of a
letter to signal that it has come to a
conclusion. This generally includes the
sender's contact details for the recipient's
reaction, as well as information about the
sender's name and position. At the end of
your paper, do not forget to sign it. Use just
blue or black ink and four to five places for
your
signature.

Question 11

Section of the Meeting Specifications for Recording for Each

Agenda Template Section
of the agenda
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a. Meeting Title The meeting title should be succinct and

straightforward. This should clearly
state what will be presented throughout
the
discussion.
b. Agenda Each agenda item that will be discussed must
be put in the template's 'Agenda Item' column.
The meeting's flow must be reflected in the
list. If an agenda item has sub-topics, they
must be mentioned in the sequence in which
they will be addressed or displayed during the
meeting, using bullet points.
c. Presenter Individuals who will deliver each agenda item
must be clearly identified in the area adjacent
to their respective agenda topics.

Question 12

Factor Process for Checking Suitability of a

Document
Audience If possible, start the process by asking the
document's creator who the desired target
group is. The next step is to look over the
entire text to see if the tone, word choice,
sentence construction, and other elements are
acceptable for the target demographic. Based
on your observations, you may determine if
the work as a whole is appropriate for its
intended audience.
Purpose If you do not know what the paper is for, start
by asking what it is for. Then, based on the
document's goal, determine the document
type and determine if it is acceptable. The
following step is to read over the document to
determine the information it contains. Once
the material has been found, it may be
assessed to see if enough information was
supplied for the document to accomplish its
goal.
Format Determine the objective of the document first,
as the formatting employed will vary based
on the paper's goal. Scanning the contents of
the document after determining the
document's purpose, paying close attention to
font style, font size (where relevant, e.g. body
text), spacing, and other formatting
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characteristics. After scanning the document

and determining the format it was created in,
you may decide if the present format is
appropriate for the document's intended
usage.
Structure When examining your draft, make sure it
follows a logical and consistent framework.
This lets your readers read the content quickly
and make good use of the material. As a
result, the first step in reviewing any technical
document should be to ensure that it has a
logical and accessible structure. Determine
the document type that was utilized. After
you have determined this, go over the
document's content. Pay attention to how the
content is set up on the page and the order in
which information is presented to the reader
when
reading.

Question 13

a) Process used to review the grammar in a document

The final stage in examining your text is to look for grammatical issues. While these mistakes

are frequently avoided, they can have a significant impact on the way your message is

communicated in your writing. Examine your text for any issues with spelling, grammar, or

punctuation. The next subchapter goes into further information on this topic.

b) Process you can use to review that all words are spelled accurately

On the internet, using programs to check for grammatical problems. To automatically detect all

misspelled terms in a document, run it through a spellchecking tool (e.g. Grammarly, Microsoft

Word Spellchecker). Without having to read the entire paper, you may jump to all the

erroneous words and change their wording.

c) Process you can use to ensure that the writing style used in a document

is appropriate for its purposes.

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You might ask the help of a friend, colleague, or other someone who is willing to read the paper

for you. You may then ask them what writing style they found the text to be in once they have

finished reading it. You may then edit various areas of the text based on their suggestions to

improve the writing style for the document's desired uses.

Question 14

Text Element Reason Why Each Text Element is Used

in a
Document
Font size When composing papers, choosing the right
font style and size is crucial. Font styles can
be employed to reinforce the document's
overall tone. For papers created with a fun
purpose in mind, such as party invitations,
lively and quirky fonts with plenty of
decorations or patterns might be a better
choice. For academic or commercial needs, a
basic typeface like Calibri would be a
preferable choice to guarantee that readers
can understand the information clearly.
Table Always make sure to label all of the tables in
your document. Tables are used to show
numerical facts in a text. This enables the
writer to deliver enormous volumes of
numerical material in a simple and ordered
manner to their audience. Make use of lists
and tables if you are presenting a lot of
information. This lets you convey your data
without having to detail each item
separately.
Pictures Long blocks of text can be broken up by
images in the document. By presenting the
data required in a new manner, readers are
given something else to look at, either to
entertain them or to sustain their attention.
Headlines To split parts of a document based on
specified groups, such as categories or
discussion topics, headings can be added to
the content. The context of what the reader is
reading is then provided, which aids in
directing them to certain areas of the
document that they may be looking for.
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References

Salkind, N. J. (2010). Cause and effect - SAGE research methods. SAGE Research Methods:

Find resources to answer your research methods and statistics

questions. https://methods.sagepub.com/reference/encyc-of-research-design/n43.xml

Velarde, O. (2021, September 16). How to make a letterhead: Step-by-step guide (& templates).

Visme Blog. https://visme.co/blog/how-to-make-a-letterhead/

What Do CC and BCC Mean in Emails? (2021, December 8). Campaign

Monitor. https://www.campaignmonitor.com/resources/knowledge-base/what-do-cc-and-

bcc-mean-in-emails/