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BSBWRT401 Write complex documents
(Release 1)
Learner Guide
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BSBWRT401 Learner Guide Write complex documents
© Copyright RTO Training Materials June 2017 Your RTO Name
A message from the CEO.
Take this opportunity to provide a personalised welcome
to your learners.
Thanks for choosing to complete your studies with RTO
NAME. All our learning materials are written in an easy to
use format to ensure that your learning experience with RTO NAME is simple,
straight forward and successful. We only use learning materials that are
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educational skills and knowledge in their subject area. I hope you find this
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point for your educational journey. At RTO NAME We pride ourselves at
providing support to all learners and welcome requests for assistance and
support.
Jane Trainer
CEO Training Company
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BSBWRT401 Learner Guide Write complex documents
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Contents
A message from the CEO. .......................................................................................................................... 2
Unit information. ........................................................................................................................................... 6
Element 1. Plan documents ....................................................................................................................... 8
1.1 Determine the purposes of documents .......................................................................................... 8
1.2 Choose appropriate formats for documents ............................................................................... 10
Document Formats ................................................................................................................................ 10
1.3 Establish means of communication ................................................Error! Bookmark not defined.
1.4 Determine requirements of documents .........................................Error! Bookmark not defined.
Source of information and data to determine document requirements ....... Error! Bookmark not
defined.
1.5 Determine categories and logical sequences of data, information and knowledge to
achieve document objectives ..............................................................Error! Bookmark not defined.
1.6 Develop overview of structure and content of documents ........Error! Bookmark not defined.
Element 2. Draft text .................................................................................................................................. 13
2.1 Review and organise available data, information and knowledge according to proposed
structure and content ........................................................................................................................... 13
Reviewing the data, information and knowledge ............................................................................ 14
Organising the data, information and knowledge ........................................................................... 15
2.2 Ensure data, information and knowledge is aggregated, interpreted and summarised to
prepare text that satisfies document purposes and objectives .......Error! Bookmark not defined.
Ensuring data, information and knowledge is interpreted and summarised . Error! Bookmark not
defined.
2.3 Include graphics as appropriate .....................................................Error! Bookmark not defined.
2.4 Identify gaps in required data and information, and collect additional material from
relevant enterprise personnel .................................................................Error! Bookmark not defined.
2.5 Draft text according to document requirements and genre .....Error! Bookmark not defined.
2.6 Use language appropriate to the audience ............................................................................... 16
Element 3. Prepare final text .................................................................................................................... 18
3.1 Review draft text to ensure document objectives are achieved and requirements are met
.................................................................................................................................................................. 18
3.2 Check grammar, spelling and style for accuracy and punctuation ........ Error! Bookmark not
defined.
3.3 Ensure draft text is approved by relevant enterprise personnel .Error! Bookmark not defined.
3.4 Incorporate revisions in final copy ...................................................Error! Bookmark not defined.
Element 4. Produce document .................................................................Error! Bookmark not defined.
4.1 Choose basic design elements for documents appropriate to audience and purpose Error!
Bookmark not defined.
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BSBWRT401 Learner Guide Write complex documents
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Enterprise / house style and guides .......................................................Error! Bookmark not defined.
Formatting styles and their impact on formatting, readability and appearance Error! Bookmark
not defined.
Rules and conventions for written English, as defined by general and specialist sources ..... Error!
Bookmark not defined.
Basic design elements .............................................................................Error! Bookmark not defined.
4.2 Use word processing software to apply basic design elements to text .... Error! Bookmark not
defined.
4.3 Check documents to ensure all requirements are met ...............Error! Bookmark not defined.
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BSBWRT401 Learner Guide Write complex documents
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Page Left Intentionally Blank
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BSBWRT401 Learner Guide Write complex documents
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Unit information.
Application
This unit describes the skills and knowledge required to plan documents, draft text, prepare final
text and produce documents of some complexity.
It applies to individuals who work in a range of business environments and are skilled in the
creation of reports, information and general promotion documents that are more complex than
basic correspondence, memos or forms and that require review and analysis of a range of
information sources.
No licensing, legislative or certification requirements apply to this unit at the time of publication.
Unit Sector
Communication – Writing
Unit Details
For further details relating to the content and requirements of this unit, please click on the
following link: https://training.gov.au/Training/Details/BSBWRT401
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BSBWRT401 Learner Guide Write complex documents
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Element 1. Plan documents
Performance Criteria.
1.1 Determine the purposes of documents
In the workplace there are many different types of documents that serve many different purposes.
There are the documents that you access from online sources, company intranet, those you
receive via email, given to you as a hard copy, those you purchase from others, those you sell
and of course, those you create yourself. Typical examples of the types of documents, of some
complexity, that we might receive and create during our work are:
• Resumes and Curriculum Vitae (CV)
• Employment contracts
• Quotations
• Website pages
• Presentations
• Catalogues
• Reports
• Project plans
• Detailed spreadsheets
• Policies and procedures
• Training manuals
• Instruction manuals
Please note that the creation of complex documentation for the purposes of this unit does not
include basic correspondence, memos or completing forms.
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BSBWRT401 Learner Guide Write complex documents
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All business documentation will have a purpose or objective. Examples of purposes or objectives
of documents may include:
• Providing information
• Proving instruction
• Conveying knowledge or skills
• Conveying research findings
• Documenting policies, procedures and processes
• Influencing attitudes, opinions, beliefs
• Meeting legal requirements
• Meeting other data, information or knowledge needs of an audience
• Proposing recommendations, options and actions
The purpose of a document is; what the document is designed to do. For example, a resume is
intended to promote you as a candidate for a position and present your skills, knowledge and
experience as a concise, easy to read, well-presented and targeted summary. A work instruction
or operating procedure is designed to lay out the steps of a task in logical or chronological order
so that they can be followed by a wide range of people and to list the hazards, risks,
organisational and legal requirements associated with performing that task. The purpose of a
research report is to present the detailed findings of methodical analysis of collected information
according to an established structure and format, to prove or disprove a theory or hypothesis or
to make a case for one course of action over another.
End of Learner Guide Section.
Please Complete Assessment Task 1.1
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BSBWRT401 Learner Guide Write complex documents
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Performance Criteria.
1.2 Choose appropriate formats for documents
Document Formats
The format of a document will be determined by its purpose and the type of information it is
intended to present. Matching the format to the document purpose and information type is
important to ensure that the information can be presented appropriately and according to the
purposes or objectives for which it is being created. Examples of formats that can be used are:
• Detailed business letters and documents
• Emails
• Instructions and procedures
• Manuals
• Publications, leaflets, brochures
• Reports
• Speeches and presentations
• Submissions, tender documentation and public notices
• Website text
It would appear strange to receive a report in the format of a promotional brochure or an
instruction manual in simple email format. Examples of the types of documents provided
previously and an appropriate format in which they may be created are provided below:
• Resumes and Curriculum Vitae (CV) – A detailed and structured business document,
usually no longer than four pages, presented either electronically or as a printed version
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BSBWRT401 Learner Guide Write complex documents
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• Employment contracts – A detailed, formal document, structured with clearly defined and
numbered headings and sections
• Quotations – A detailed business document containing clear sections relating to the
products and services being offered, a breakdown of fees and charges, total costs and
methods to proceed with orders and payment
• Website pages – Formal or informal text, laid out in a form suitable for reading online and
compliant with the requirements of the web design program being used. It is also
important that the format used is compatible with a number of devices such as computers,
smart phones and tablets
• Presentations – The most common format of a presentation is PowerPoint slides displayed
on a screen, accompanied by speaker’s notes, handouts and other information
• Catalogues – The most appropriate format for a catalogue is in book form that is structured
and indexed to easily allow the reader to locate the products and information required
• Reports – Reports can come in printed or electronic formats and will have very clear
sections which adhere to a set method of presenting information such as a scientific report
or a financial report
• Project plans – These may appear in the form of blue prints, booklets or reports style format
and can be electronic or hard copy
• Detailed spreadsheets – Spreadsheets can be electronic or printed but will generally be in
the format dictated by the operating system that was used to create them such as
Microsoft Excel and appear as a series of columns, rows and cells into which data is
inputted
• Policies and procedures – The format used to present policies and procedures is usually in
booklet form, indexed and set out according to sections and headings
• Training manuals – These will appear either electronically or in hard copy as booklets, often
with pictures to illustrate information and will be structured according to topic
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BSBWRT401 Learner Guide Write complex documents
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• Instruction manuals – Like training manuals, these will be either printed or electronic and
can include information in a logical or chronological order supported by pictures,
diagrams, charts and illustrations
End of Learner Guide Section.
Please Complete Assessment Task 1.2
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BSBWRT401 Learner Guide Write complex documents
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Element 2. Draft text
Performance Criteria.
2.1 Review and organise available data, information and knowledge
according to proposed structure and content
The information covered so far in this guide has enabled you to you understand the document
purpose, the format, the means of communication, the requirements including the audience
characteristics and to create a document plan which includes categorised and sequenced
organisation with an overview of the content. Now it is time to begin to create the content and
text that will populate the structure of your document.
Adding the content to the structure of your document or, the meat to the bones, will require you
to research the data, information and knowledge that you will be presenting or communicating
within your document. How much research and information gathering you will need to do will
depend on the complexity of the document you are producing. For example, an in-depth
scientific report will require hundreds of hours of research and analysis to create the content of
the report. Gathering, reviewing and organising the content for a promotional brochure, a
resume or a short procedure will take considerably less time but the content is no less important.
Data, information and knowledge can be gathered in many ways, for example by conducting
experiments, interviews, observations or surveys and documenting the outcomes. It could be
done by trialling a piece of equipment and taking notes of your experiences or by holding a
meeting and taking minutes. It could also be achieved by researching statistics or other
documents or online sources and selecting excerpts that will be included in your document
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BSBWRT401 Learner Guide Write complex documents
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Reviewing the data, information and knowledge
Reviewing the data, information and knowledge means to decide what will and will not be
included in your document. This could be based on research or extracting relevant information
based on the purpose and structure of your document to determine what is relevant and
appropriate for inclusion in your document. Simply put, reviewing the data, information and
knowledge is determining what will go into each section of your document. This can be achieved
by:
• Reading the information and highlighting the data, information and knowledge with a pen
or underlining it
• Editing a large block of text to remove any unwanted or irrelevant sections
• Discussing the information with others to determine which data, information and
knowledge is relevant and which isn’t
• Referring to previous documents to see what data, information and knowledge was
included
• Reviewing the structure in your document plan to see what data, information and
knowledge is required
• Using online sources of information, e.g. advice regarding the recommended content of
resumes, legal documents and employment contracts
• Referring to workplace policies and procedures which may dictate exactly what data,
information and knowledge should be included
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BSBWRT401 Learner Guide Write complex documents
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Organising the data, information and knowledge
If you have a good document plan in place which clearly details the structure and required
content for your document, organising the data will be relatively simple. This will enable you to
organise the data, information and knowledge according to the structure detailed in your plan.
You can do this by putting information into tables, sections of a word-processed document,
colour coding them, putting letters or numbers by them to indicate where they should appear,
grouping them by subject matter into separate folders or printing them off and putting them in
order in a pile. You may also choose to organise the information chronologically, e.g. when
presenting historical information or your own employment history for a resume.
By adhering to your document plan and gathering, reviewing and organising the data,
information and knowledge that will form the content of your document you can be assured that
the document will meet its purposes and objectives.
End of Learner Guide Section.
Please Complete Assessment Task 2.1
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BSBWRT401 Learner Guide Write complex documents
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Performance Criteria.
2.6 Use language appropriate to the audience
At all stages in the production of a document, the end user of the document, the audience,
should be considered. You must not assume that the reader will firstly understand the information
just because you do or that the they will infer the same meaning from it that you do. The
audience and the genre / theme should be considered to ensure that the language used is
appropriate.
The document content and language used should be appropriate to the reader and this may
require you to:
• Gather information on the characteristics of the document audience which may include:
o Language, literacy and numeracy skills
o Cultural information
o General educational level
o Age
o Gender
o Location
o Industry
o Preferences for how they prefer the information to be presented
• Refer back to the document requirements and objectives to determine the appropriate
language. For example, if you are selling, the language should be upbeat and positive
whereas writing a report on an incident or accident should be more serious in tone.
• Refer to organisational style guides that may dictate a specific type of language or tone
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• Refer to online sources of information which may dictate what language should be used,
e.g. writing in the first, second or third person or trying to sound too clever on a resume, or
not sounding clever enough.
• Decode and simplify complex or industry specific language such as jargon and technical
terms
• Ensure that the language is concise and unambiguous, for example in training and
instructional brochures so that the reader knows exactly what is meant
End of Learner Guide Section.
Please Complete Assessment Task 2.6
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BSBWRT401 Learner Guide Write complex documents
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Element 3. Prepare final text
Performance Criteria.
3.1 Review draft text to ensure document objectives are achieved and
requirements are met
Once the document text has been created and drafted as per the steps in the previous sections
of this guide, the draft must be reviewed to ensure that the document objectives are achieved
and requirements are met. At this point it is worthwhile to remind yourself of the objectives and
requirements of your document. Examples of these which were presented earlier in this guide are
given below:
Objectives
• Providing information
• Proving instruction
• Conveying knowledge or skills
• Conveying research findings
• Documenting policies, procedures and processes
• Influencing attitudes, opinions, beliefs
• Meeting legal requirements
• Meeting other data, information or knowledge needs of an audience
• Proposing recommendations, options and actions
Requirements
• Compliance with genre
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• Compliance with proformas, standardised reporting requirements or undertakings made by
the organisation about reporting
• File types and sizes for online documents
• Languages other than English requirements
• Legal or traditional requirements for the particular document format
• Organisational policy, procedures and guidelines applying to writing documents, including
house style
• Point numbering systems
• Requirements for illustrations, photographs, graphs, charts, maps and other illustrative
material to explain texts
• Standards for references, footnotes, citations, acknowledgements
• Time lines, including deadlines
• Word length
• Writing styles, including simplicity of English and use of technical language
Reviewing the draft text is important as writers of documents can sometimes stray from the original
intentions for a document, focus too heavily on one particular area, misinterpret information,
include irrelevant information or make mistakes. Reviewing the draft text can be conducted in
many ways, some examples of appropriate methods are provided below.
• Creating a checklist using the document objectives and requirements as the checklist items
and then reviewing the draft text to ensure that all boxes have been ticked
• Inviting colleagues and peers to proof read the draft text for you to ensure that the
language is appropriate and that information is clear
• Printing and reading the draft text yourself and making notes on changes and
amendments that could be made, as per the example below:
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• Reviewing the draft text and using the ‘review’ or comment functions in word processing
software function as per the example using Microsoft Word shown below:
End of Learner Guide Section.
Please Complete Assessment Task 3.1
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End of Learner Guide
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