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Document Processing

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Definition

Documentation-: is a set of documents provided on paper, online, or on digital , such as audio tape or CDs.

Document Processing :-involves the conversion of typed and handwritten text on paper-based & electronic documents.

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Basic functions of Document processor(job)

• Performing evaluations and document audits in the whole company is one of the primary tasks of a document controller.

• To perform regular audit on corporate documents in order to ensure that all documents are properly submitted to other departments.

• Responsible for file validation and document controlling.

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Basic Business Documents

Business Letters.Memos

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Business Letters.

 Business Letter-: is usually a letter from one company to another, or between such organizations and their customers, clients and other external parties .

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Business Letters(formatting)

 

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Business Letters(formatting)

 

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complimentary closing

Examples of complimentary closing words:

(Yours sincerely )or (Sincerely)

-You should put comma after the complimentary closing.

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Comments

-Business letters should be typed and composed in a common font such as Arial or Times New Roman.

- Don't use colours other than black and white in a business letter.

-The body should be left justified.

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The Body

Time is money, as the saying goes, and most businesspeople hate to waste time. The tone of your letter, therefore, should be brief and professional. Make your letter a quick read by diving straight into the matter and keeping your comments brief in the first paragraph .

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The Body

In the last paragraph, summarize your points and clearly outline either your planned course of action or what you expect from the recipient. Note that the recipient may contact you with questions or concerns, and say thank you for his or her attention to the letter/matter at hand.

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The Body

Run spell check on your word processor, but also give the letter a thorough read before you send it.

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Memos

A memo is usually sent from one person to another in the same organization.

E-mail in recent years has replaced memos as an efficient means of interoffice communication in many offices. However, memos are better suited for detailed messages of a more formal nature.

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Memos

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Memos

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Heading

When constructing the heading, be sure to double space.

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Memo Body

-Introduce the problem.

-Suggest solutions.

-Close the memo with a friendly ending that restates what actions you want the reader to take.