Unit 4 – P7
Description Internal Examples External Examples
Letter A letter is a written or printed A letter would be used internally as a A letter would be used externally as a
communication addressed to a formal way to provide information to formal way to provide information to
person or organisation. people like employees. For example, people such as students, parents, or
informing employees of pension external organisations.
schemes.
Memorandum A memorandum is a short note A memorandum would be used A memorandum would not be used
designating something to be internally to communicate a short note externally another form of communication
remembered. They are also known form one department in a business to such as email would be used instead.
as a memo. another.
Fax Fax is an exact copy of a document Fax would be used internally to send a Fax would be used externally to send a
made by electronic scanning and copy of a document electronically. For copy of a document electronically. For
transmitted as data by example, a document from one office in example, a document from one
telecommunication links. a company to another. organisation to another.
Flow Charts A flow chart is a detailed diagram or Flow charts would be used internally to Flow charts would be used externally when
chart of the operations and would be used to present information to a report is being sent however they would
equipment through which material a team or department. not be used on their own.
passes, for example a manufacturing
process.
Invoice An invoice is an itemised bill for An invoice would be used internally as An invoice would be used externally to
goods sold or services provided, different departments have separate provide a customer with details of the
containing individual prices, the budgets, if for example the marketing breakdown of the amount they have paid
total charges, and the terms. department done some marketing for for a product or service.
another department they would then
send an invoice of the price to the
department they marketed for.
Publicity Material Publicity material is information Publicity material would be used Publicity material would be used externally
broadcasted to news media by a internally to advertise things like a trip to advertise things like college or school
company or its agency to generate in a college. open days.
unpaid media exposure.
Email Email is an electronic system for Email would be used internally as an Email would be used externally to send
sending a message from one informal way to send a message from customers a message, for example when an
individual to another. one employee to one or more order has been placed online to keep the
employees. customer updated on the delivery status.
Description Internal Examples External Examples
Letter A letter is a written or printed A letter would be used internally as a A letter would be used externally as a
communication addressed to a formal way to provide information to formal way to provide information to
person or organisation. people like employees. For example, people such as students, parents, or
informing employees of pension external organisations.
schemes.
Memorandum A memorandum is a short note A memorandum would be used A memorandum would not be used
designating something to be internally to communicate a short note externally another form of communication
remembered. They are also known form one department in a business to such as email would be used instead.
as a memo. another.
Fax Fax is an exact copy of a document Fax would be used internally to send a Fax would be used externally to send a
made by electronic scanning and copy of a document electronically. For copy of a document electronically. For
transmitted as data by example, a document from one office in example, a document from one
telecommunication links. a company to another. organisation to another.
Flow Charts A flow chart is a detailed diagram or Flow charts would be used internally to Flow charts would be used externally when
chart of the operations and would be used to present information to a report is being sent however they would
equipment through which material a team or department. not be used on their own.
passes, for example a manufacturing
process.
Invoice An invoice is an itemised bill for An invoice would be used internally as An invoice would be used externally to
goods sold or services provided, different departments have separate provide a customer with details of the
containing individual prices, the budgets, if for example the marketing breakdown of the amount they have paid
total charges, and the terms. department done some marketing for for a product or service.
another department they would then
send an invoice of the price to the
department they marketed for.
Publicity Material Publicity material is information Publicity material would be used Publicity material would be used externally
broadcasted to news media by a internally to advertise things like a trip to advertise things like college or school
company or its agency to generate in a college. open days.
unpaid media exposure.
Email Email is an electronic system for Email would be used internally as an Email would be used externally to send
sending a message from one informal way to send a message from customers a message, for example when an
individual to another. one employee to one or more order has been placed online to keep the
employees. customer updated on the delivery status.
