The document provides guidance for producing documents in a business environment. It outlines the importance of confirming the purpose, content, style, and deadlines for documents. It describes different types of documents that may be produced, such as letters, posters, and spreadsheets, and how style should be tailored based on the intended audience and purpose. The document also discusses resources and technology available for inputting, formatting, and editing text, as well as the importance of checking documents for accuracy and storing them securely and confidentially.

1. UNIT 212, Produce documents in a business environment,
INC UNITS 201, 202, 203 & 206
RECORD SHEET
Candidate: Tia Harvey Assessor: Hollie Young
Location: Rainbow Centre Date:
Observation Witness Testimony Overview Sheet Professional Discussion
File Name and Location: S:DIGITAL VOICE RECORDINGS AD&IT
KNOWLEDGE: complete the following questions generally, in relation to your workplace.
e.g. explain the importance of health and safety – health and safety is important to ensure that all employees
and visitors are safe while they are in the building, as well as adhering to the Health and Safety at Work Act.
1. Understand the purpose of producing high quality and attractive documents in a business
environment
1.1 Outline different types of documents that may be produced and the different styles that
could be used:
The different types of documents I produce at my workplace are letters, posters, leaflets and
spreadsheets.
The posters and leaflets that I create and to advertise sessions and play groups for children. So
these are more informal and I use a lot of colours and different features of Microsoft Word to make
them more eye-catching. Such as bold, underline and a large informal font for the title. A small,
colorful and informal font for the main text. I also insert images that are relevant to what I am
advertising from either Clipart or Google Images. These types of documents I produce would be
better informal as they are for the customers to look at and if they were formal they would not want to
read it.
The spreadsheet I am working on is for the ROSPA scheme. I have to input people’s information
such as addresses, telephone numbers and names. The style of this document is best professional
and formal as other admin staff can access it for the information they need and if the document is not
formal, it won’t look very professional. To make it professional I keep the people’s details the same
formal font and size, the titles for each section are bold and different colours so that each section is
understood better.
A letter that I have produced was for 5 people to inform them about interview details. This letter had
to be a formal letter as the person who would read it would know the organisation is also
professional. To make sure this letter was professional and formal I kept the font as Ariel and size
12. I made sure that the date and address was in the right place and I left the correct amount of
spaces in-between each line. I checked the spelling using spell check and I when I finished I asked
Wendy to check it.
The other types of documents that should be formal are reports and referrals. Someone may ask me
to produce a report for them and could also be for other people to see so it has to be professional
with all required information. Also have to be consistent with the same font size and font all the way
through it. These are best formal as these types of documents are what other people from outside
the organisation and form other organisations see, so they need to be professional so we keep up a
good reputation.
1.2 Describe different formats in which text may be presented:
Text can be presented in different ways such as columns, paragraphs, tables and bullet points.
Columns can be used in articles, newsletters, newspapers, brochures etc. Columns are useful for
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2. UNIT 212, Produce documents in a business environment,
INC UNITS 201, 202, 203 & 206
RECORD SHEET
these types of documents because it splits up the data/text and the shorter lines make it easier for
people to read. So then a wide range of people can read it without difficulty.
Paragraphs are used in reports, letters, e-mails etc. Each paragraph usually covers one topic or
which makes it easier for the reader to know how many topics there are and to find the topic they
want to read. Also they are used at a change of place/time or when someone’s speaking etc. so the
reader knows when the text is changing.
Tables can be commonly used in many different documents mainly to show a range of information
that may need to be split up into different sections like time (AM and PM), place/location, persons,
day/week/months etc. This would make it a lot easier to find and read to information without having
to read through a lot as the table separates the information.
Bullet points are also used in many different documents that may need to show only bits of
important, like leaflets, posters and flyers. These documents have limited text space, especially if
there are images on there. So the bullet points are very useful to get across the key points of
information that needs to be shown.
These ways of presenting information can be presented in different formats too. Like bold, underline
and italic, usually to show key information, Important notices and titles/subtitles. Colours and
different font styles mainly to attract attention to advertise/promote businesses or
sessions/playgroups.
1.3 Explain the purpose and benefits of producing high quality and attractive documents:
The purpose of producing attractive documents is so that it gives a good impression of the
organization and it catches the eye of our audience. It has to be colourful, eye catching and with all
required information because then it gets people’s attention and if it is not good it looks like our
organization does not care and does not put in effort. When I create leaflets/posters I make them as
good and interesting as I can because it does get people’s attention and promotes the organization,
it also shows other staff that I put effort into the leaflets and the organization reputation.
The benefits of creating these documents are that it gets people to attend the sessions and play
groups that we run. It also gives a good reputation of the organization as they aren’t ‘tacky’, and it
shows my manager and supervisor that I put effort into what I do. So it also gives me a good
reputation.
2. Know the resources and technology available and how to use them when producing
documents in a business environment
2.1 Describe the types of resources available for producing high quality and attractive
documents:
First of all, to create the document I could use Microsoft Publisher. I could use the features on that to
create my document, like bold, underline, italic, colours, shapes, different fonts, font sizes, images,
ClipArt, call outs, fill effects, highlighters, tables, textbox, bullet points, headers and footers, WordArt
etc.
When I have finished creating my document I would use the printer using high quality ink and paper.
I would also use the laminator to protect the documents from certain damages and to make it last
longer and appear more attractive.
A scanner is also available for me to use when I want to insert images or other printed documents
onto my current document. See 2.3
2.2 Outline ways of using different resources to produce documents:
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3. UNIT 212, Produce documents in a business environment,
INC UNITS 201, 202, 203 & 206
RECORD SHEET
To produce documents I mainly use a computer.
The features of the computer help me to create high quality, attractive documents. Features like
Publisher allow me to insert images and descriptive text which can be formatted, to make
posters/leaflets.
Word helps me to produce formal, professional letters by either creating a letterhead or inserting
one. Also features on Word like spell check, text alignment and show/hide help the letter or
document to be consistent by showing any hidden formatting and incorrect spelling.
The other type of resources that I could use is a photocopier. The scanner allows me to insert certain
images that I needed to put into a document. I can use the printer to print off the documents I have
created, either in colour or black and white or double sided or one sided, I can also chooses how
many copies of each document I want to print off.
2.3 Describe different types of technology available for inputting, formatting and editing text,
and their main features:
The standard technology used for inputting and editing text is a keyboard. This can be slow
depending on my typing skills and I could easily input the wrong letter, so it could take longer than
other resources.
I can also input text by using a voice recorder. This can be a fast way for inputting text as it doesn’t
require typing and I can just upload the information.
More recent technology available for inputting text faster than a keyboard is a scanner. A scanner
allows you to convert printed documents or image onto Microsoft Word so you can view and edit it on
the computer. This makes it quick and easy to input text without wasting time.
Other technology that is available for formatting and editing text are programs such as Notepad.
Notepad only has text editing and formatting to a low standard as this does not have any high
standard features like, bullet point, text alignment, text box, tables, colours etc.
A more advanced program is Microsoft Word. Microsoft Word has a lot of enhanced features to
create professional-quality documents. See 2.1
3. Understand the purpose of following procedures when producing documents in a business
environment
3.1 Explain the benefits of agreeing the purpose, content, style, and deadlines for producing
documents:
When I am creating a document, it is important to agree on the purpose, content, style and deadline
because if I create a document that is different to what my manager wanted, I would have to do it
again which would waste time so it is best to confirm this first. Agreeing a deadline is also very
important because my manager might ask me to produce a document for her and I could leave it a
few days, and she might need it before then. The benefits of agreeing a deadline is so that I know
when it needs to be completed by, we could also work around my schedule so I have enough time to
do other jobs.
The benefits of agreeing the style is so that we can decide what needs to be in the document and
who it is for.
3.2 Outline the different ways of organizing the content needed for your documents:
If I had to write a letter, I would make sure I had the correct date at the top, company name and logo.
Also I would make sure I had the relevant contact details such as clients name, address ect. Also, I
would make sure I used correct wording, for example if it was a letter to someone I don’t know, I
would end it ‘Yours sincerely’ and if it was to some one I do know, I would put ‘Yours faithfully’, and
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4. UNIT 212, Produce documents in a business environment,
INC UNITS 201, 202, 203 & 206
RECORD SHEET
use sophisticated language depending on the letter being formal or informal.
3.3 Outline the ways of integrating and laying out text and non-text:
Ways I can integrate text is by changing it to bold, italic or underline. Also by alignment, line spacing
and paragraphs. For non-text I could use things like colour and size, also placement and text
wrapping. The different ways I could layout text is by using a text box. This is useful because I can
also put a border around the text, I can also insert text box above an image or below an image. I
could also use text wrap so I can make the text fit around or next to the picture.
There are also different ways to layout images. When inputting images onto a document, I could
group the image together. I could also put it in or next to text.
3.4 Describe ways of checking finished documents for accuracy - including spelling, grammar
and punctuation - and correctness, and the purpose of doing so:
On Microsoft Word, when there is a spelling or grammar mistake the computer usually notifies you
with a red or green wavy line underneath the word/sentence. There is a tool on Microsoft Word
called spelling and grammar which can also find other mistakes on the document.
When creating the timetable I asked 2 members of Family Support and 2 members of Admin to
check if all the information was correct, like days and times etc. I also proof read it my self to check
for accuracy.
When I printed off the final copy of the timetable, I compared it to the old timetable. I did this because
it helps me to see if the images and textboxes etc. are in the right place. Also to see if things aren’t in
the right place so I can adjust it on the computer.
The purpose of doing this is so that the document would be consistent of spelling, grammar,
punctuation. So it gives a good impression for the organization.
3.5 Explain the purpose of storing documents safely and securely, and ways of doing this:
Any documentation of any importance should always be stored safely by either digital storage or
storage in a filing cabinet etc. as it may be needed in the future. Plus if it is confidential
documentation, the record(s) must be kept safe so we don’t violate the Data Protection act.
Ways of keeping confidential documents and records securely stored away is to file it in a filing
cabinet that Is lockable. This is so no-one other than staff can see the information. It is also best to
keep a digital copy of all files and records incase of damage to the originals, like water (flooding), fire
damage etc.
When creating the timetable I asked 2 members of Family Support and 2 members of Admin to
check if all the information was correct, like days and times etc. I also proof read it myself to check
for accuracy.
When I printed off the final copy of the timetable, I compared it to the old timetable. I did this because
it helps me to see if the images and textboxes etc. are in the right place. Also to see if things aren’t in
the right place so I can adjust it on the computer.
The purpose of doing this is so that the document would be consistent of spelling, grammar,
punctuation. So it gives a good impression for the organization.
3.6 Explain the purpose of confidentiality and data protection when preparing documents:
The purpose of confidentiality and data protection is so that people’s personal data is protected.
When they give us their information they trust us with that so we have to be extremely careful when
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5. UNIT 212, Produce documents in a business environment,
INC UNITS 201, 202, 203 & 206
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handling and storing confidential documents. If we weren’t careful or if someone got hold of
information like addresses and mobile telephone numbers that isn’t for them it could be minor and
major, maybe something like prank calls could be harmless but having hold of confidential
information could lead to identity theft etc.
3.7 Explain the purpose and benefits of meeting deadlines:
The purpose of deadlines is so that I can agree on a date and time to finish documents/work, so I
can plan when I will have time to do it and so I stick to the deadline so I don’t hand in work late.
The purpose of meeting deadlines is so that when I hand in my work early or on time, I start to create
a good reputation and seem trustworthy and responsible. The purpose of meeting deadlines is also
important because there is a reason why it needs to be completed by that time as it could be of high
importance and it could also be for someone else in the organisation, so this wouldn’t be good for me
or the person I’m doing it for.
The benefits of meeting deadlines are so that I can keep up with my schedule and workload. By
meeting deadlines I give myself extra time to complete other work. Also by meeting deadlines I give
a positive reputation of myself and I show people I am hard-working.
PERFORMANCE: you must answer the following giving a date, using an example and
showing evidence.
e.g. how did you meet the standards for the document – last week when I created a letter to go to all parents I
made sure that I sent a draft copy to my manager to check through (see evidence A). I made sure I proof-read
it for accuracy and I made sure I printed it onto headed paper (see evidence B). When I typed it I made sure I
used the house style of Ariel size 12.
4. Be able to prepare for tasks
4.1 Confirm the purpose, content, style and deadlines for your document(s):
The purpose of the Rainbow Babies leaflet was to inform people about a session that is held at the
Rainbow Centre and to persuade more people to come. The style was colorful and attractive to the
eye so it would make people read it, by making the leaflet fun and colorful, it could imply that’s how
the session would be. The purpose of making a deadline in this case was because this session
started on 12th
of January so I had to create it before then, and give time for a lot of people to see it.
5. Be able to produce documents to agreed specifications
5.1 How did you prepare the resources needed to produce the document(s):
When I produce any document, I always make sure that the printer is turned on. I also make sure
that the paper tray is full to prevent time wasting. On the 5th
April I was asked to change all the
display boards on the stairs. I had to change them all and advertise something else, like sessions,
groups and different schemes. I decided that when I print these documents I would laminate them to
make them look better and last longer. Before creating any posters and printing them off, I turned on
the laminator so it would have time to warm up. I did this so it would ready by the time I would want
to laminate my resources.
5.2 How did you organize the content required to produce the document(s):
On the 9th
January when I was typing up a letter, I used a formal letter template so the letters I
produced would look professional and all the information was in the correct place.
5.3 How did you make use of technology:
On 28th
May I was asked to make a poster advertising the Jubilee party. I opened up Microsoft
Publisher and then I went on Google Images to find a nice background for the poster. When I found
one, I copied it and then pasted it onto Microsoft Publisher.
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6. UNIT 212, Produce documents in a business environment,
INC UNITS 201, 202, 203 & 206
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5.4 How did you format and produce document(s) to an agreed style:
On Tuesday 31st
July, I was talking to my supervisor about a leaflet I was making for the
photographer session. We discussed who the leaflet would be aimed at and agreed on the format to
be bright with lots of colours and images to catch people’s attention. We agreed that the layout
should be a simple leaflet layout with a title at the top, images at the side and texts in the middle.
5.5 How did you integrate non-text objects into an agreed layout, if required:
On Tuesday 26th
June when I was asked to make some leaflets for the summer sessions, I decided
to insert some pictures relevant to the advertisement. I found these pictures on Google Images and
me and my supervisor agreed where to put them on the leaflet.
5.6 How did you check text for accuracy:
On Thursday 21st
June, I finished a leaflet advertising a princess and pirate session. To make sure
all the words were spelt correctly, I used the spell checker tool. I also asked three other collegues t
check it for grammar and punctuation.
5.7 How did you edit and correct text, as required:
On Tuesday 19th
June, I was asked to make some leaflets for summer sessions. One of the sessions
was one that we held before, so I opened up the document and edited the information and inputted
the correct date and time.
5.8 How did you clarify document(s) requirements, when necessary:
On Thursday 21st
June I was asked to make 3 invites for the summer trips. I had to put in some
information about when you had to book by, I didn’t know what the dates was so I asked my
manager and she clarified them.
5.9 How did you store document(s) safely and securely following organisational procedures:
When I am finished using the spreadsheet, I save it in the Y drive so everyone in the office can
access it if necessary. It is also password protected so no one else can access the information.
5.10 Was the document(s) presented to the required format and within the agreed deadlines:
Friday 29th
June I had finished the invites for the summer trips. The deadline was by the end of that
week so I showed her the finished document and she clarified that it wad finished and that the
information was correct.
I confirm that the evidence provided is the result of my own work
Candidate signature Date
Assessor signature Date
Witness signature Date
Assessor/Witness Comments for above piece of work
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7. UNIT 212, Produce documents in a business environment,
INC UNITS 201, 202, 203 & 206
RECORD SHEET
Oral Questions and Answers
Business and Administration Level 2 – Qualification Accreditation Number 500/9645/X 7