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© MR.SEKYONDA FRED MATOVU, 0772632998
1
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.
© MR.SEKYONDA FRED MATOVU, 0772632998
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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,
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 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
Procurement officer.
© MR.SEKYONDA FRED MATOVU, 0772632998
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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,
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 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
Procurement officer.
ENC
C.C
© MR.SEKYONDA FRED MATOVU, 0772632998
4
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
Name and address of the business
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
© MR.SEKYONDA FRED MATOVU, 0772632998
5
PROGRAMES CONTENTS
Name and address of the business
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 and address of the business
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)
Name of the employee
Date
Bank code
Bank name
Account number of the employee
Taxable amount, free pay, gross pay
Net pay
Prepared by:
→Name
→Signature
→Title
Frame
© MR.SEKYONDA FRED MATOVU, 0772632998
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MENU CONTENTS
Name and address of the business
Name of the document (MENU)
Business logo
Items prepared
Price per item
Seducing phrases
Telephone number
Frame
BUSINESS CARD CONTENTS
Name and address of the business
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
Name and address of the business
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
© MR.SEKYONDA FRED MATOVU, 0772632998
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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
© MR.SEKYONDA FRED MATOVU, 0772632998
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DELIVERY NOTE CONTENTS
Name and address of the business
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
Name and address of the business
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
© MR.SEKYONDA FRED MATOVU, 0772632998
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INQUIRY CONTENTS
Name and address of the business
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
Name and address of the business
Date
Document name
Purchase order number
Inside address
Body
→Quantity
→Description
→Unit price
→Total
Delivery items
Logo
Complementary
Frame
© MR.SEKYONDA FRED MATOVU, 0772632998
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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
© MR.SEKYONDA FRED MATOVU, 0772632998
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PAYMENT VOURCHER CONTENTS
Name and address of the business
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
Name and address of the business
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
Name and address of the business
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
© MR.SEKYONDA FRED MATOVU, 0772632998
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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
© MR.SEKYONDA FRED MATOVU, 0772632998
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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……………………
© MR.SEKYONDA FRED MATOVU, 0772632998
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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)
© MR.SEKYONDA FRED MATOVU, 0772632998
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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
© MR.SEKYONDA FRED MATOVU, 0772632998
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LOAN REPAYMENT SCHEDULE
PERIOD LOAN GRACE
PRIOD
PRINCIPLE
REPAYMENT
INTEREST
REPAYMENT
TOTAL
AMOUNT TO
BE PAID
TOTAL
© MR.SEKYONDA FRED MATOVU, 0772632998
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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 ……………………………
Name and address of the business
The document identity (Employee’s pay role)
Employee’
s name
Employee
no
Basic pay Allowance Gross
pay
Deductions Net
pay
housing transport NSSF PAYES
© MR.SEKYONDA FRED MATOVU, 0772632998
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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
Name and address of the business
Document identity
Day/ date/ period
Name of the employee
Description of work/ activity
Place of work
TRAVEL SCHEDULE
Contents
Name and address of the business
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
© MR.SEKYONDA FRED MATOVU, 0772632998
19
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………………………………………
© MR.SEKYONDA FRED MATOVU, 0772632998
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