DOCUMENTS USED IN HOME TRADE - ourladygayaza.sc.ug€¦ · Carbon copy (c.c) Frame Logo A BUSINESS LETTER USING BLOKED FORMAT / STYLE KWATA TRADERS’ASSOCIATION P.O.BOX 2222 Kampala

© MR.SEKYONDA FRED MATOVU, 0772632998

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DOCUMENTS USED IN HOME TRADE LETTERS CONTENTS

Name of the business and its address

Date

Reference number

Inside address

Salutation.

Subject line RE……….

Body

Complimentary (signature, name, title)

Enclosure (enc)

Carbon copy (c.c)

Frame

Logo

A BUSINESS LETTER USING BLOKED FORMAT / STYLE

KWATA TRADERS’ASSOCIATION

P.O.BOX 2222

Kampala.

Tel: 0772-632998

SM / F / 12 / 02 / 2012

12, February, 2012.

The Marketing Officer,

Musoke stationeries Ltd,

P.O.BOX 3333,

Kampala.

Dear Sir / madam,

RE: REAMS OF PAPER SUPPLIED.

I wish to inform you that the reams, which you supplied to us on Friday, were poorly

packed and as a result, most of them got spoilt.

You will recall that we have on the past occasions sent you our communication on the same

issue a copy of which is here by enclosed for ease of reference.

This is therefore a request you to maintain high quality packing standards so that we can

receive the reams when they are in good state, which our customers treasure most. Other

wise, we will be forced to review our business relationship with you.

Your faithfully,

…………………………… KATO WASSWA

Procurement officer.

ENC.


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A BUSINESS LETTER USING SEMI-BLOCKED FORMAT / STYLE

KWATA TRADER’S ASSOCIATION,

P.O.BOX 2222

Kampala,

Tel: 0772-632998

SF/ M / 12 / 02 / 2011

12 February 2013

The Marketing Officer,

Musoke stationers Ltd,

P.O.BOX 3333

Kampala.

Dear Sir / madam,


I wish to inform you that the reams, which you supplied to us on Friday, were poorly

packed and as a result, most of them got spoilt.

You will recall that we have on past occasions sent you our communication on this same

issue a copy of which is here by enclosed for ease of reference.

This is therefore to request you to maintain high quality packing standards so that we can

receive the reams when they are in good state, which our customers treasure most.

Otherwise, we will be forced to receive to review our business relationship with you.

Your faithfully,

……………………….

NAKATO BABIRYE



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A BUSINESS LETTER USING INDENTED FORMAT / STYLE.

KWATA TRADES’ ASSOCIATION

P.O.BOX 2222

Kampala,

Tel: 0772-632998

Our Ref: KW / TA / 20 / 02 / 2011 20TH , February, 2013

The marketing officer,

Musoke stationers Ltd,

P.O.BOX 3333

Kampala

Dear Sir / Madam,


I wish to inform you that the reams, which you supplied to us on Friday, were

poorly packed and as a result, most of them got spoilt.

You will recall that we have on past occasions sent you our communication on the

same issue and a copy is hereby enclosed for ease of reference.

This is therefore to request you to maintain the high quality packing; so that we can

receive the reams when they are in a good state, which our customers treasure most.

Other wise, we will be forced to review our business relationship.

Yours faithfully,

……………………….. SALONGO KATO


ENC

C.C


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JOB ADVERT / VACCANCY ANNOUNCEMENT CONTENTS

Name and address of the business

Job title

Reference number

Job summary

Duties and responsibilities

Qualifications

Reporting line

Working experience

Age limit

Duty station

Special skills

Procedure of application

Deadline for submission

Frame

Remunerations / salaries

APPOINTMENT LETTER CONTENTS


Date

Reference number

Na me and address of the recruitment person

Salutation line

Subject line RE……

Body

→ Post

→Date of appointment

→Minute number

→Appointment authority

→ Date of assumption of duty

→Terms of employment

→Salary scale

→ Duty station

Complementary

Carbon copy

Enclosure (c.c)

Statement concerning the acceptance of the appointment


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PROGRAMES CONTENTS


The document identity ( Programe for ……)

Time frame/period

Activities to be done

Person in charge

Remarks / comments

Time / period Activities to be done Person in charge Remarks / comments

EMPLOYEES’ PERSONAL RECORD CARD CONTENTS


Name of the employee

Date of birth

Marital status

Medical history

Reference given

N.S.S.F number

Salary scale

Department to work under

Date of appointment

Training records

AN EMPLOYEES PAY SLIP CONTENTS

Name of the business and address of the business

Name of the document (pay slip)


Date

Bank code

Bank name

Account number of the employee

Taxable amount, free pay, gross pay

Net pay

Prepared by:

→Name

→Signature

→Title

Frame


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MENU CONTENTS


Name of the document (MENU)

Business logo

Items prepared

Price per item

Seducing phrases

Telephone number

Frame

BUSINESS CARD CONTENTS


Telephone number of the business

Business logo

Business location

Products dealt in

Illustration (pictures regarding the product)

Name of the officer

Title

Telephone contact of the officer

Any appealing address

Frame

BUDGET CONTENTS


Document identity Budget for ………..

NO ITEMS QUANTITY UNIT PRICE (Shs) AMOUNT (Shs)

1 Plates 12 30,000 360,000

2 Cups 12 20,000 240,000

3 Spones 12 10,000 120,000

4 Folks 12 5,000 60,000

Total amount 780,000


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MEMO A memo is used in the internal communication of the organization / it is a written

communication with in the same organization. CONTENTS

Business name and address

Document name (MEMO)

Business logo

Reference: number

From (the person writing)

To (those to receive the message)

Subject line RE………

Body

Complementary

Enclosure(encl)

Carbon copy( c.c)

Frame

KWATA SENIOR SECONDARY SCHOOL

P.O. BOX 33333

KAMPALA

DATE………………….

TO THE TEACHING STAFF

FROM THE HEAD TEACHER

REFERENCE NO ; KSSS/04/11

RE; STAFF PARTY

All the teachers are informed and invited to attend the staff party that will be held on the

02 / 04 / 2011 at Coline hotel Mukono starting at 2:00 pm.

Please do not miss.

…………………..

WASSWA KATO

HEAD TEACHERS

Cc the school director

Cc the school bursar

Encl the day’s programme


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DELIVERY NOTE CONTENTS


Document identity / name (delivery note)

Business logo

Document number

Date

Customer’s name and address (delivered to…. & address)

Purchase order number

Item name

Quantity

Delivered by………

Received by………

Descriptions / particulars / details

Statement about the conditions of the goods

Frame

BROCHURE CONTENTS


Business logo

Telephone and other contacts

Business location

Back ground information about the business

Mission statement

Products offered

Illustration

Appealing words / uniqueness of the product

Current product prices

Promotion offers in place

Frame


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INQUIRY CONTENTS


Date

Business logo

Name of the document (inquiry letter)

Document number

Inside address

Salutation

Body

→Items you are inquiring about

→The items you are inquiring about

Complementary

Frame

PURCHASE ORDER CONTENTS


Date

Document name

Purchase order number

Inside address

Body

→Quantity

→Description

→Unit price

→Total

Delivery items

Logo

Complementary

Frame


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A PURCHASE ORDER

KWATA TRADER’S ASSOCIATION

P.O.BOX 2222

KAMPALA

0382-632998

PURCHASE ORDER

PURCHASE ORDER NO …888….. DATE………………

TO SALES MANAGER

TALENTS COLLEGE MUKONO

P O BOX 33333

MUKONO

Please supply and deliver the following items

Description Quantity Unit price Amount

IBM laptops with

all their accessories

10 600,000 6.000,000

Tropix laptops 5 1,000,000 5,000,0000

Total 11,000,000

Delivery ; this order is only valid for three weeks

Packing ;separate

Signature; WASSWA KATO WASSWA KATO

Procurement officer

With designing spaces are left blank, preparing spaces are filled


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PAYMENT VOURCHER CONTENTS


Date

Document name

Document number

The name of the person to be paid

Reason for payment

Amount to be paid ( figures and words )

The person preparing the document; prepared by……………..

Authorized by

Received by

Frame

ADVERTISING A PRODUCT CONTENTS


Business location

Contact of the business

Product (s) being advertised

Benefits of the products to the customers

Business logo

Persuasive / appealing phrases

Illustrations / drawings of the product

Frame

INVOICE CONTENTS


Business logo

Date

Document name / identity

Document number ( invoice number)

Customer’s name and address

Quantity, description, unit price, amount

Terms of delivery

Prepared by

Received by


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CASH SALES SLIP

KWATA ZONE WHOLE SALERS LTD

P,O,BOX 222

WANDEGEYA

0392-632998

DATE…………………

M/S------------------------------------------------------------

---------------------------------------------------------------

-------------------------------------------------------------- PARTICULARS QUANTITY UNIT –PRICE. (shs) AMOUNT (shs)

SUGAR

SALT

KIMBO

7KGS

2KGS

1TIN

4,000

500

1,000

28,000

1,000

1,000

30,000

Goods once sold should not be returned


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ADELIVERY NOTE

KWATA TRADER’S ASSOCIATION

P.O.BOX 222

WANDEGEYA

039-632998

DELIVERY NOTE

Delivery note number…………….. Date………………….

M/s……………………………………………

……………………………………………….

……………………………………………….

Details Quantity Unit price (shs) Amount (shs)

Total

Goods have been received in good order

Delivered by; Received by;

Signature……………….. Signature…………………….

Name ……………………. Name……………………….

Title…............................... Title……………………


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INVOICE

KWATA TRADER’S ASSOCIETION

P.O.BOX 222

WANDEGEYA

0392-632998

INVOICE

Invoice number………………. Date ……………………….

Your order number………………. Our delivery note number………

M/s……………………………………

…………………………………….

…………………………………….

Particulars Quantity Unit price (shs) Amount (shs)

Entre text books

Commerce text bks

Biology text books

10

5

5

10,000

10,000

20,000

Gross total

Less discount

Net amount

100,000

50,000

100,000

250,000

10,000

240,000

E&OE

If it is to prepare fill in and if you are asked to design leave the spaces blank

(this one is just an example which involves both)


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ACTION PLAN

ACTIVITIES TIME ;FRAME PERSON RESPONSIBLE

Selecting of business site 3months Entrepreneur

Recruitment of workers 1 month Human resource manager

Installation of machines 1 month Production manager

CREDIT NOTE

KWATA TRADER’S ASSOCIETION

P.O.BOX 222

WANDEGEYA

A CREDIT NOTE

CREDIT NOTE NUMBER………….. DATE………………………..

M/S…………………………………………..

……………………………………………..

…………………………………………….

We have credited you account as follows

Description Quantity Amount

Invoice number………

Returns advice note no…...

Total

Prepared by;

Sign………………………

Name ……………………

Post……………………

The document number is predetermined


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LOAN REPAYMENT SCHEDULE

PERIOD LOAN GRACE

PRIOD

PRINCIPLE

REPAYMENT

INTEREST

REPAYMENT

TOTAL

AMOUNT TO

BE PAID

TOTAL


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WORK ORDER FORM

KWATA TRADERS’ ASSOCIATION

P.O.BOX 222

KAMPALA

WORK ORDER FORM WORK ORDER NO…………

DATE ………. Customer’s

particulars

Work

order

no

Services

required

What to

be

worked

on

Responsible

employee

Starting

time

Ending

time

Total

job

cost

remarks

Submitted by

Signature………………….

Name ……………………

Approved / received by

Signature……………………

Name……………………………

Title ……………………………


The document identity (Employee’s pay role)

Employee’

s name

Employee

no

Basic pay Allowance Gross

pay

Deductions Net

pay

housing transport NSSF PAYES


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WEEKLY WORK SCHEDULE

Name and address of the business with the document identity (weekly work schedule)

DAY EMPLOYEE’S

NAME

EMLOYEE’S

NO

WORK TO

BE DONE

START

TIME

END TIME

MOND DESERTER 01 COOKING 0600 AM 0600PM

DURTY ROSTER

CONTENTS


Document identity

Day/ date/ period


Description of work/ activity

Place of work

TRAVEL SCHEDULE

Contents


Document identity

Period / day /time

Route

Car/bus no

Time of departure

Time of arrival

Costs

Driver in charge

VISITOR’S BOOK

Contents

Name and address of the business with the word Visitor’s name

Date

Name of the visitor

Visitors contact /address / phone no

Person / office to visit

Reason for the visit

Time in

Time out

Signature


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SAMPLE OF A STOCK CARD

KWATA ZONE TRADER’S ASSOCIATION

P.O.BOX 2669

KAMPALA

TEL, 041477632998

STOCK CARD

Name of item…………………………….. Item no…………………..

Card no…………………

Date

received

Quantity

received

Date of

issue

Amount

issued

Issued to Balance Authorized

by

SAMPLE OF A STOCK REQUISITION FORM

KWATA ZONE TRADER’S ASSOCIETION

P.O.BOX 2669

KAMPALA

TEL, 041477263998

STOCK REQUISITION FORM

Date……………

Number………….

Department……………………..

Description Quantity Rate Amount

Authorized…………………….supplied from bin no………………………………

Received by…………………….Prepared by………………………………………


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Documents

DOCUMENTS USED IN HOME TRADE - ourladygayaza.sc.ug€¦ · Carbon copy (c.c) Frame Logo A BUSINESS LETTER USING BLOKED FORMAT / STYLE KWATA TRADERS’ASSOCIATION P.O.BOX 2222 Kampala