Bsbwrt301 Write Simple Documents Resource Flexlearn

Summary

Business
BSBWRT301 Write Simple
Documents - Resource
BSB30115 Certificate
III in Business
Developed by Flexlearn Institute 1
BSBWRT301 Write simple documents Version 8.18
BSB30115 Certificate III in Business
TABLE OF CONTENTS
TABLE OF CONTENTS........................................................................................................................................ 2
COURSE INTRODUCTION .................................................................................................................................. 3
ABOUT THIS GUIDE .................................................................................................................................................. 3
ABOUT ASSESSMENT ................................................................................................................................................ 3
ELEMENTS AND PERFORMANCE CRITERIA ....................................................................................................... 5
REQUIRED SKILLS AND KNOWLEDGE................................................................................................................ 6
REQUIRED KNOWLEDGE ............................................................................................................................................ 6
REQUIRED SKILLS ..................................................................................................................................................... 6
EVIDENCE GUIDE.............................................................................................................................................. 7
PRE-REQUISITES ............................................................................................................................................... 8
TOPIC 1 – PLAN DOCUMENT ............................................................................................................................ 9
DETERMINE AUDIENCE AND PURPOSE FOR THE DOCUMENT .......................................................................... 9
DETERMINE FORMAT AND STRUCTURE ......................................................................................................... 11
ESTABLISH KEY POINTS FOR INCLUSION AND IDENTIFY ORGANISATIONAL REQUIREMENTS ......................... 12
ESTABLISH METHOD AND MEANS OF COMMUNICATION .............................................................................. 15
TOPIC 2 - DRAFT DOCUMENT ......................................................................................................................... 18
DEVELOP DRAFT DOCUMENT TO COMMUNICATE KEY POINTS ...................................................................... 18
OBTAIN AND INCLUDE ANY REQUIRED ADDITIONAL INFORMATION ............................................................. 21
TOPIC 3 - REVIEW DOCUMENT ....................................................................................................................... 23
CHECK DRAFT FOR SUITABILITY OF TONE FOR AUDIENCE, PURPOSE, FORMAT AND COMMUNICATION STYLE
...................................................................................................................................................................... 23
CHECK DRAFT FOR READABILITY, GRAMMAR, SPELLING, AND SENTENCE AND PARAGRAPH CONSTRUCTION
...................................................................................................................................................................... 25
CHECK DRAFT FOR SEQUENCING AND STRUCTURE AND TO ENSURE IT MEETS ORGANISATIONAL
REQUIREMENTS ............................................................................................................................................. 27
ENSURE DRAFT IS PROOFREAD, WHERE APPROPRIATE, BY SUPERVISOR OR COLLEAGUE .............................. 29
TOPIC 4 - WRITE FINAL DOCUMENT ............................................................................................................... 31
MAKE AND PROOFREAD NECESSARY CHANGES AND ENSURE DOCUMENT IS SENT TO INTENDED RECIPIENT 31
FILE COPY OF DOCUMENT IN ACCORDANCE WITH ORGANISATIONAL POLICIES AND PROCEDURES .............. 33
SUMMARY ..................................................................................................................................................... 36
REFERENCES................................................................................................................................................... 37
Developed by Flexlearn Institute 2
BSBWRT301 Write simple documents Version 8.18
BSB30115 Certificate III in Business
COURSE INTRODUCTION
ABOUT THIS GUIDE
This learner guide covers one unit of competency that is part of the BSB30115
Certificate III in Business Training Package:
BSBWRT301A Write simple documents
This unit describes the performance outcomes, skills and knowledge required to plan,
draft and review a basic document before writing the final version

No licensing, legislative, regulatory or certification requirements apply to this unit at the
time of endorsement

This unit applies to individuals who are skilled operators and apply a broad range of
competencies in various work contexts. They may exercise discretion and judgement to
produce a range of basic workplace documentation

ABOUT ASSESSMENT
This guide contains a range of learning activities which support you in developing your
competence. To apply this knowledge to your assessment you will be required to
complete the assessment tools that are included in your program. The assessment is a
competency based assessment, which has no pass or fail; you are either competent or
not yet competent. This means that you still are in the process of understanding and
acquiring the skills and knowledge required to be marked competent

For valid and reliable assessment of this unit, a range of assessment methods will be
used to assess practical skills and knowledge

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BSBWRT301 Write simple documents Version 8.18
BSB30115 Certificate III in Business
Your assessment may be conducted through a combination of the following methods:
• Third-party reports from a supervisor
• Practical demonstration of your skills in a classroom situation
• Projects and assignments
• Portfolio of evidence
• Written or verbal questioning to assess knowledge and understanding
of business policies and procedures

• Oral presentation
• A combination of these methods
The assessment tool for this unit should be completed within the specified time period
following the delivery of the unit. If you feel you are not yet ready for assessment,
discuss this with your trainer

To be successful in this unit you will need to be able to join you’re learning to your work
place, this should be achievable for those who are employed and for those who are not
yet employed and you will be required to use observations of examples that can take
place in a workplace environment

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BSBWRT301 Write simple documents Version 8.18
BSB30115 Certificate III in Business
ELEMENTS AND PERFORMANCE
CRITERIA
1. Plan document 1.1. Determine audience and purpose for the document
1.2. Determine format and structure
1.3. Establish key points for inclusion
1.4. Identify organisational requirements
1.5. Establish method of communication
1.6. Establish means of communication
2. Draft document 2.1. Develop draft document to communicate key points
2.2. Obtain and include any required additional information
3. Review 3.1. Check draft for suitability of tone for audience, purpose,
document format and communication style
3.2. Check draft for readability, grammar, spelling, and
sentence and paragraph construction
3.3. Check draft for sequencing and structure
3.4. Check draft to ensure it meets organisational
requirements
3.5. Ensure draft is proofread, where appropriate, by
supervisor or colleague
4. Write final 4.1. Make and proofread necessary changes
document
4.2. Ensure document is sent to intended recipient
4.3. File copy of document in accordance with organisational
policies and procedures
Developed by Flexlearn Institute 5
BSBWRT301 Write simple documents Version 8.18
BSB30115 Certificate III in Business
REQUIRED SKILLS AND KNOWLEDGE
This describes the essential knowledge and skills and their level required for this unit

REQUIRED KNOWLEDGE
• Basic grammar, spelling and punctuation

• Communication protocols
• How audience, purpose and method of communication influence tone
• Organisational policies and procedures for document production
• Resources to assist in document production, such as dictionary, thesaurus,
templates, style sheets
REQUIRED SKILLS
• Literacy skills to read and understand a variety of texts; to prepare general
information and papers according to target audience; and to proofread and edit
documents to ensure clarity of meaning and conformity to organisational
requirements
• Problem-solving skills to determine document design and production processes
Developed by Flexlearn Institute 6
BSBWRT301 Write simple documents Version 8.18
BSB30115 Certificate III in Business
EVIDENCE GUIDE
The evidence guide provides advice on assessment and must be read in conjunction
with the performance criteria, required knowledge and skills, the range statement and
the assessment guidelines for this Training Package

Critical aspects for assessment Evidence of the following is essential:
and evidence required to
demonstrate competency in this • Producing a range of documents that
unit accurately convey required basic information
• Using formatting suitable for intended
audience
• Knowledge of organisational policies and
procedures for document production
Context of and specific resources Assessment must ensure:
for assessment
• Access to office equipment and resources
• Examples of documents
Method of assessment A range of assessment methods should be used to
assess practical skills and knowledge. The following
examples are appropriate for this unit:
• Direct questioning combined with review of
portfolios of evidence and third party
workplace reports of on-the-job performance
by the candidate
• Review of draft documents
• Analysis of responses to case studies and
scenarios
• Demonstration of techniques
• Oral or written questioning to assess
knowledge of communication protocols
• Review of final documents
Guidance information for Holistic assessment with other units relevant to the
assessment industry sector, workplace and job role is
recommended, for example:
• BSBITU303ADesign and produce text
documents
• Other general administration units
Developed by Flexlearn Institute 7
BSBWRT301 Write simple documents Version 8.18
BSB30115 Certificate III in Business
PRE-REQUISITES
This unit must be assessed after the following pre-requisite unit:
There are no pre-requisites for this unit

Developed by Flexlearn Institute 8
BSBWRT301 Write simple documents Version 8.18
BSB30115 Certificate III in Business
TOPIC 1 – PLAN DOCUMENT
DETERMINE AUDIENCE AND PURPOSE FOR THE DOCUMENT
You have to grab your reader's attention if you want to get your ideas across. No one
has time in the workplace to read long-winded, poorly spelt documents. When
preparing a document for others to read it is important to hold someone's attention so
you need to understand who they are and what they want to know. Put yourself in their
shoes and it will give you a new perspective

Tell your reader why the material is important to them. Say, "If you want to order extra
of that product, here’s what you have to do." Or, "If you want to receive an order outside
your regular delivery cycle here's what you should know." Or, "If you are planning to
apply for safety training, read this first."
Identifying your reader will do more than ensure that you write clearly. It will also help
you focus on their needs. Start out by thinking about what your reader knows about the
situation now. Then, think about how to guide them from their current knowledge to
what you need them to know. To help you do this, try answering the following
questions:
• Who am I writing to?
• What do they already know about the subject?
• What do they need to know?
• What questions will my reader have?
• Do they understand my industry jargon?
• Am I setting out my information clearly and in a logical order?
• Is my information accurate?
• Have I proof-read the document or had someone else do that for me?
• What's the best outcome for my organisation?
• What do I need to say to get this outcome?
• What's the best outcome for my reader?
• What do I need to say to get this outcome?
Consider the style of writing which already exists in your workplace. Some
organisations are very casual and accept emails, texts and even chat software to
communicate between departments but may have strict guidelines about who is
authorised to contact customers or clients

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BSBWRT301 Write simple documents Version 8.18
BSB30115 Certificate III in Business
There may be policies and procedures outlining the type of contact and how it is to be
conducted. For example you may be allowed to call a customer to arrange a delivery
time but text to that same number would be considered inappropriate

The higher up the organisational chain of command you go the more formal the style of
communication you need to use. Your writing style would be very different if you were
writing to the CEO compared to a peer or supervisor

Fortunately in most workplaces the mystery of how to prepare documents has been
resolved as there will be existing examples of various forms and emails received will
guide you in how to approach various levels of work colleagues. There should also be an
area on the staff server where templates are kept for producing electronic forms and
letters which you will simply have to fill in the details

It is important to spell correctly and be able to use the correct grammar and punctuation
in your document in order to avoid putting yourself at a disadvantage by appearing
careless in your writing style. There can also be a perception that those who cannot
spell or who cannot be bothered using spell check whilst composing a document have
lesser abilities in the workplace than might actually be the case. Most software has
spelling and grammar checking options and it makes sense to use them to help you
present in the most professional way you can. A small effort in this area can avoid a
false perception about you – lazy, uneducated, or sloppy – becoming a true reflection of
your working style

Self-Test 1.1
Identifying your reader will do more than ensure that you write clearly. It will also help you
focus on their needs

 True
 False
Self-Test 1.2
Fill the gaps with words from the list below:
Correctly, punctuation, grammar
It is important to spell ________________ and be able to use the correct _______________ and
_________________ in your document

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BSBWRT301 Write simple documents Version 8.18
BSB30115 Certificate III in Business
DETERMINE FORMAT AND STRUCTURE
Although it is unlikely, if you need to use a certain type of document in the workplace
and no such form exists, you many need to create one using a template. Before you let
your creative side run free, it is important to check with your supervisor or department
administrator if there is a template you can use

Templates are used by organisations to ensure all their documents look similar, use the
approved colours and logos and conform to any auditing or quality control
requirements. They provide a basic outline of a form or letter and you fill in the rest as
required. Unless you are working for a new company who may not have all the
documentation it requires yet, the chances of you having to create a document from
scratch are slim

Even emails in the workplace have a company signature which will appear
automatically when you open a new email. It should state your name, position, and
provide contact details such as your mobile, office number, webpage, physical location
and postal address. If you are not familiar with writing emails in the workplace, seek
guidance from your supervisor or mentor if you have not been given any instructions
during your orientation

The appearance of the document will change depending on what it is used for

Workplace policies and procedures will be contained as a hard copy in a folder and may
also be available on the company website in a section known as the intranet and will
require you to log on using a password or perhaps your staff number to access these
forms

Other documents such as invoices, order forms and timesheets will have spaces for you
to fill details in and may be paper-based. Some organisations use order books which
have carbonated paper which produces several copies – one for you, one for the office
and one for your supplier or customer. Computer generated forms are becoming
commonplace and you may simply need to move down the page filling in information as
you go

Self-Test 1.3
If your workplace has a set template for the document you are writing you should…
A. Write the document the way you want
B. Use the template provided
C. Use another company’s format
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BSBWRT301 Write simple documents Version 8.18
BSB30115 Certificate III in Business

2. Draft document 2.1. Develop draft document to communicate key points 2.2. Obtain and include any required additional information 3. Review document 3.1. Check draft for suitability of tone for audience, purpose, format and communication style 3.2. Check draft for readability, grammar, spelling, and sentence and paragraph construction

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Frequently Asked Questions

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