Business documents are written or printed documents giving information or evidence with regard to your business, profession or trade. There are several well-known business documents such as delivery order, operating agreement and business plan.
Business form documents help owners and managers create standard, legal paperwork for specific business functions. Entrepreneurs often use standard documents to file for a business license, prepare a business plan and create accounting reports. Contracts are another type of form document to secure strategic business relationships.
Business documents are documents (on paper or electronic documents) that represent you in relation to external parties, such as letters, invoices, order sheets, credit notes and bills. Envelopes, advertising material and business cards are not deemed to be business documents.
Business documents that relate to sales of goods and services are called sales documents. They consist of invoices, notes and bills issued by the seller, and of contract notes and settlement notes, including when the documents were issued on behalf of the seller.
A company uses documents to communicate, transact business and analyze its productivity. Since documents provide proof of an organization’s dealings and may be referred to for years to come, it is important that they be well written. Business documents range from brief email messages to complex legal agreements. Some documents are prepared by employees and business owners, while others are drafted by professionals from outside of the company, such as accountants and lawyers.
Business Development Documents
When working to develop or grow a business, many companies both large and small use business development practices, coaching, and documents to put their management on the same page. Business development practices and ideas are the cornerstone of growth and success for any business. Business development refers to activities of idea formation, goal setting, and overcoming obstacles for the common good of the company. One of the best ways to promote business development practices and ideas is through adobe business development documents.
There are many advantages to using adobe business development documents. One of the most notable advantages to using adobe business development documents is the ability to lock some areas of the form, while allowing managers and leaders who use the adobe business development documents to manipulate, or input information, into other areas of the forms. Another advantage to using adobe business development documents is that they can be used online, on a server, or via another document sharing system. This allows for tighter security of confidential information that may exist on the adobe business development documents.
Another advantage to using adobe business development documents is the ease with which you can create adobe business development documents to suit any needs of your company or organization. With adobe, you can easily create assessments for business development activities using check boxes, radio buttons, fill in the blank, and other elements of traditional forms. These form features can be locked so that they cannot be altered, but answers can be given.
When you create an adobe business development document, you can do so using a document template or a scanned image of previous business development documents. You can easily add text, radio buttons, check boxes, and fill in the blank spaces. You can also easily manipulate the adobe business development documents for easy updating in order to keep up with current business development techniques.
Adobe document software now has additional features available. With the new adobe intelligent documents, a combination of pdf and xml is used to allow for more possibilities. This new intelligent document also allows your adobe business development documents to be filled out and utilized online, with no copies needed to be saved to individual computers. This gives added security to your adobe business development documents.
Creating adobe business development documents can be fairly simple. If you are not sure how to create adobe business development documents, simple classes in the use of the full Adobe package are available. Users of the adobe business development documents will not need this training, and will only need the newest adobe acrobat reader to view and fill out the adobe business development documents.
Additionally, security is easily added to adobe business development documents through password protection. The password can easily be set on the adobe business development document itself, or through the document sharing online service or server. This will prevent confidential information such as business plans, development ideas, and new product line ideas from entering the hands of competitors, or being lost to computer hackers and viruses.
A business plan is the first document a business owner writes prior to starting the business and offering services. A business plan document includes a description of the business, a list of services and products to be offered and a chart of the current management and departmental structures. In addition, it should also include a list of risks associated with running the business, a fully developed budget and sales forecasts. If the business is a wholesaler, a list of manufacturers and products should also be included. The business plan serves as a guide to starting and running the business, and is typically required if your business is seeking funding.
Whether you are starting up a new business or you already have an established company, the importance of a business plan may be over looked. Yes, they can take some time to draw up but just think of your business plan as a map of a country. Without the details and information on this map, trying to navigate yourself around a country will usually end up leaving you lost. Probably travelling the same routes over and over again, taking you 2-3 times longer to find your way(if you do every find your way).
A detailed business plan could mean your success in business. Consider this. How can you take your company in the right direction, developing the methods you need to succeed if you do not know what you are trying to accomplish. It would be like building a house with no plans and trying to put the roof on first. Yes, you may be successful in building the roof but your house will be missing some essential pieces. You may not miss these pieces at first, but down the line(especially when the winter comes) you are going to be wishing you built those walls too!
A business plan plots a course for your business to follow. It allows you to determine and realize your growth but more importantly what steps are needed to be token to achieve this. It helps you figure out the materials you need in place so that you can first build a strong infrastructure for your business. Another great thing about a business plan is that like any map it can be changed over time to represent the lay of the land. Which allows you to make any changes that need to be made to your route and to help you navigate them better.
While you are developing your business plan you will see that it will start to show you what you will need to do to be successful. Including such things as materials needed, your timeline and projected numbers for your business. It also will show your projected income and losses, as well as how your business will do in the first months and year(s) of operations. This information is priceless.
Another important factor of a business plan is that it will show you how you need to grow. You may wonder why this is so important? Simple. It falls right under you developing a marketing plan and picking out areas/markets for you to advertise in to grow your business. Without knowing where your business is going, there will be no way for you to develop an accurate marketing plan. These two things go hand and hand with each other.
So remember whether your business has been around for days, weeks months, years or is just an idea in your head. Develop a business plan which will help you develop a successful business.
Annual reports are financial documents written by the accounting or financial department of a business once per year. This type of business document is written for investors and includes details of revenues and expenses, plus the total assets and liabilities of the company. Other sections include operational budgets, predictions for the upcoming financial year and what changes the company seeks to make in the future to avoid financial downfalls. Not all companies create annual reports, but some are required to do so, including those with publicly traded stock.
Co-workers typically use email to convey information to each other. Before email became prevalent, memorandums were used for intraoffice messages. Memos are still used in situations where a message is meant to accompany a specific file and in cases that require more privacy than an email. Both a memo and an email identify the sender and recipient and contain a subject line. The text is formatted in one or more paragraphs.
Organizing Your Email
Keeping your email organized is imperative, especially in corporate or small business settings. When you use email for business purposes, you are essentially handling customer files. Because of the importance of this for even the smallest of businesses, those files should stay as organized as possible. You wouldn't just lump all of your paper customer files into a corner would you? Most of us wouldn't, so here are some ways to keep the email files (correspondence) organized as well.
If your business email inbox is currently cluttered with hundreds of old items, set aside some time to clear it out. This first clearance may take several hours, so you may want to delegate some weekend or evening time to tackle it.
Before starting the actual filing of the items, you'll need to brainstorm your organizational structure. You simply need to decide how you work, and what filing system will work best for you personally. If you need help coming up with filing and organizational ideas, here are a few popular ones:
- Customer Name Folders – Create email folders that are named the same as your customers. All email to or from a particular customer will be filed to that customer's individual email folder.
- Project Name Folders – If you work primarily with projects, you can create email folders that match past, existing or future project names. From there, you can file all email related to the project, regardless of who it is to or from, into the corresponding project folder.
- Month and Year Folders – Create email folders that are named for each month and year. Then file all email sent or received in that month/year into the matching folder.
- Print File Cabinet Mirror – Create email folders named to match your Print File Cabinet system. Then file email into the email folders in the same way that you file print papers into your hard copy system.
Once you have decided how you want to organize your email, set up the folders and then go through each and every item in your inbox. This is the part that may take hours so make sure you have set aside enough time to fully complete the job.
While you're sorting your messages, you may find several items that have not yet been addressed but need to be. Try to address these before filing them, or make a note on your calendar or to-do list. Alternatively, if your email system has the capability, you can mark them for completion later. Be aware however: If you file the messages away you are not likely to address them later unless you have something scheduled that reminds you to. So, if you can, it is better to address them now and get them out of the way.
If your email program has the ability to link messages to contacts, you must use this feature. All email messages sent or received can be filed into the history right along with the appointments, phone calls, faxes, project notes and any other correspondence you have accumulated.
By utilizing contact management software that files email according to the person whom the email is from or to, you do not have to continuously search through various email folders when trying to find a specific item.
Now, once you have spent the initial time needed to organize your inbox, it is fairly easy to keep it organized from that point forward. It may take a bit of effort to get into the habit in the first week or two, but usually the joy of having it all cleaned out helps to motivate you into keeping it cleaned.
Business letters are used to communicate with individuals outside of the office. Recipients may include customers, colleagues in other businesses, service providers, professionals who advise the business, government officials and job applicants. A business letter is usually formatted in block style, in which all of the elements of the letter, except the letterhead, are aligned with the left margin. It can be emailed or delivered by mail. If a letter is sent in the text of an email, the sender includes his name, job title and contact information at the bottom of the email.
Business reports convey information in a format that is more formal and usually longer than a letter. Reports cover a variety of topics, such as safety compliance, sales figures, financial data, feasibility studies and marketing plans. They may include statistics, charts, graphs, images, case studies and survey results. Some reports are published for the benefit of investors. If a report is periodic, such as a monthly sales report, a template is used for convenience and to enable comparison with previous reports.
A company uses documents to transact business with its clients. To save time, these documents may be formatted as a form, such as an order form, transmittal page, invoice or receipt. The types of transactional documents used vary somewhat by the nature of a business. An insurance agent, for example, generates insurance applications and policies, while a lender uses loan applications and mortgage documents. In some fields, businesses enter into agreements and contracts with others; these documents might be drafted by the company’s lawyer.
A business uses financial documents to stay within its budget, prepare budget proposals and file tax returns. These documents include receipt records, payroll reports, paid bills, bank statements, income statements, balance sheets and tax reporting forms. These documents may be prepared by the company’s accountant. A business owner uses these documents to determine the financial success of the company and to identify areas that are unproductive. A department head might use financial documents to prepare a budget proposal.
- Financials for last 3 years – balance sheet, profit and loss statements, cash flow statements
- Tax documents for last 3 years
- Any Outstanding taxes
- Creditor / payable list
- Debtor / receivable list
- Outstanding loans
- Operation manual
- Key vendor list
- Key vendor agreements
- Real estate lease agreements
- Equipment lease agreements
- Equipment service records
- Employee manual
- Employee records – payroll, W-4, etc.
- Corporate filings with the federal, state and local governments
- Partnership agreements
- Marketing plan
- Key customer list
- Key customer agreements
A Great Business did not happen by chance
It was planned that way
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