UCS 3122

CHAPTER 4:
TYPES:
1.Instruction
2.Minutes
3.Sales Document
4.Information Sheet
5.News Release
6.Article
7.Form
8.Questionnaire
• Basic command.
• Guidelines, rules or regulations.
• Direction or order.
• Purpose – to follow an action to get desired outcome.
1. Be well-versed (experienced) in the task.
– Know how and where to begin.

– Materials, supplies or work area.

– Know what the end result looks like.

2. Plan how to write in order.
– Tasks should be manageable.

– Simple and short sentences.

– Know what is the first, second

and third tasks.

3. Begin instruction with a verb.
4. Include warnings as pre-step. (as a precaution steps)

5. Write in logical order.

6. Review and edit the instructions.
7. Use ‘positive’ language.
8. No opinions or personal thoughts.
9. Use pictures or illustrations to promote
better understanding.
 What is (meeting) Minutes?
• short notes taken to provide a record of a
conference or a meeting
• permanent and formal record of what happened
for future reference
• Include an overview of the structure of the meeting
 Elements in Minutes
• Key points of discussions
• Actions to be taken
• Assignments given
• Deadlines
 Importance of Minutes
• Confirm any decisions made
• Record any agreed actions to be taken
• Record of who has been allocated any tasks or
responsibilities
• Provide details of the meeting to anyone unable
to attend
• Serve as a record of the meeting’s procedure
and outcome
Forms of recording minutes

• Video recording
• Audio recording
• Hand recording
 The Body of Minutes
• Name of the organization
• Date and time the meeting
• Those present and those who could not attend
• A list of agenda items/topics
• Summary of discussion for each agenda item
• The actions people committed to
• Summary of any decision made
 What is a Sales Document
• Business documents that relate to sales of goods and
services are called sales documents.
• For examples, invoices, notes, bills, receipts, purchase
orders, contract notes, etc.
 Must Have-s
• Date of issue of the document.
• Computer-generated or pre-printed number.
(reference no.)
• Seller’s name and organization number.
• Buyer’s name, address or organization number.
 Must Have-s

• A clear description of the goods or service.

• Nature and scope of the goods or service provided.
• Time and place of delivery of the goods or service.
• Remuneration (payment, fee) and due date for payment.
 Examples
1. Invoice
 Used for accounting purposes
 Individual A bills individual B.

2. Cash-Invoice or Receipt
 Transactions done after sales.
 Examples
3. Layaway
 States only booking items from stock.
 Goods are set aside after booking.

4. Order
 Identical to Layaway.
 Goods are NOT set aside once confirmed.
 What is an Information Sheet?

• A at-a-glance tool used to provide an overview of

a long, lengthy document.

• Can be a stand alone document.

 Purpose of Information Sheet

• To complement a news release, attach a press kit

or replace a brochure.

• Ensures sufficient information to make an

informed decision.
 Elements of Information Sheet

• Name, address and phone number – upper left.

• Contact name, title, and phone number should be on
the upper right.
• Subject should in the centre.
• If the document is longer than one page, type “-more-”
at the centre of the bottom of the first page.
 Good Information Sheet
• ONE page only.
• Make it readable – font size 12.
• Brief text – better understanding.
• Important information comes in n the first paragraph.
• Leave a lot of white space.
 What is a News Release?

• A tool used to notify the public regarding an issue

or event.
• Tell a story at a glance.
• Good news release ensures the publication of an issue.
 Purpose of News Release
• Announce an event or subject that has already occurred.
• Provide specific details.
• Announce forthcoming events or subjects
and what to be expected.
 Timetable for News Releases

• New release should be sent out:

– 48 – 72 hours before an event (upcoming event)
– Within 24 hours after an event (past event)

• Delaying a release may jeopardize the chance of

publication.
 How to Submit a News Release?
• News director – local newspaper, local radio,
TV station, etc.
• Find out the preferred format.
• Get to know the appropriate time of submission.
• Fax machines, emails, in-person, etc.
 Introduction
When researching a topic, you may be asked to find both
scholarly and popular articles. These articles will be found in
either scholarly journals or popular magazines depending

on the type of information you are looking for.

 Scholarly Journal Article

• Scholarly usually refers to journals such as:

 Characteristics of Scholarly
Journal Articles
• They are written by someone who is an expert or has
done research on the subject
• They are written for scholars
• They do not have many pictures, but may include
tables and graphs
• They often include abstract and citation information
• References or a bibliography are usually included
at the end of the article.
 Popular Magazine Article
• Popular usually refers to magazines such as:
 Characteristics of
Magazines Articles
• Written for the general public
• Written by a journalist or reporter
• Contain extensive advertising, graphics,
and photographs
• Published daily, weekly, or monthly
• Rarely include references or citations
• Include current events, trends, opinions
and topics of popular interest
 “Peer Reviewed”
• A peer reviewed article has been reviewed for publication
by a group of experts. These experts are called “peers”
and are highly specialized professionals or scholars
in that field of expertise.
• Many articles in scholarly journals, but not all, have been
peer reviewed.
 What is a form?

• A document containing • Electronic form – fill in by selecting

blank fields that users can
fill in with data.
• Data will be transferred to a
computer database for
analysis.
options or typing in text from the
computer keyboard.
• Data is then sent directly into a
database.
• List of a research or survey questions asked to respondents,
and designed to extract specific information.

Purposes of
questionnaire

Make questions
Compare and Minimize bias
Collect data engaging and
amend data questions
varied
• Questions are concise and pre-planned.
• Questions are designed to meet a particular need.

Advantages Disadvantages
Respondent’s motivation is difficult to
Economy – expense and time saving.
assess, affecting the validity of
response.
Uniformity of questions – each Closed or restricted form – “yes” or
respondent receives the same set of “no” answer, easy to tabulate,
questions. insufficient data.
Open or unrestricted form – difficult
Standardization – no biasness. to interpret, tabulate, and
summarize.
Covers a large crowd. Forms might not be returned
• Significance is clearly stated. • Each question deals with

• Short and neatly arranged. a single idea.

• Clear directions. • No leading suggestions

• Important terms are defined. to the desired response.

• Easy to tabulate and interpret.