Writen Communication Unabridged

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    Written Communication

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    Basics of Written Communication -

    Adaptation

    Know the Audience

    Know their Level of Understanding

    Techniques of AdaptationTo less educated person than youTo highly educated person than you

    Adapting to Multipe Readers: To communicateto all the readers, right to the lowest person.

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    Basics of Written Communication

    Selecting Words

    SimplicityUse of

    familiarwords

    Selection ofwords with

    right strength

    Technicalwords

    Shorter words Slang caution

    Use concrete

    language

    Use active

    words

    Use of correct

    Idiom

    Use genderneutral words

    Emphasis onshort

    sentencesGrammar

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    7Cs of writtencommunication

    Clear

    Concise

    Concrete

    Correct

    Coherent

    Complete

    Courteous

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    Kinds of Business Letters

    Letter ofEnquiry

    Letter ofApplication

    Letter ofComplaint

    Letter ofRegret

    Thank YouLetter

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    Business Letter - Form

    Font that is easy to read

    1 to 1.5 inches left and right margins

    1 to 1.5 inches top and bottom margins

    Presentation InformationCompletely, Concisely,Professionally

    Be consistentblock or modified block

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    Parts of a Business Letter

    23 Seasame Street

    Manhattan, NY 06200

    May 25th, 2011

    ABC Company

    978 Carter Street

    Winding Roads, CA 049709

    Dear Mr. Fitzgerald,

    Insert the part of the body of the letter here. The body of the letter should tell something

    what you hope to convey.

    It should also have a closing paragraph in it. There should be atleast two sentences per paragraph.

    Sincerely,

    (space for hand-written signature)

    Mrs. XYZ, Chairperson

    Enclosure

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    Business Emails and Email Etiquette

    Email stands for Electronic Mail and it is a widely usedmeans of communication method in Business.

    Its quick, inexpensive and convenient.

    Professionalism - Proper email language conveys aprofessional image.

    Efficiency - Effectively worded emails show efficiency

    Prompt reply to emails

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    Contd

    DO NOT USE ALL CAPS!

    Use spell check and proof read the email

    Avoid using abbreviations

    Keep email concise

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    Effective Email Communication

    Basic EmailStructure

    Use SmartSubjectlines

    Write for ActionQuality

    communications

    General Tips Legal Issues

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    Sample Email To: [email protected]

    CC: Accounts PayableSubject: Request for copy of invoice

    Dear ABC,

    I'm LMN from the Accounts Payable department at GHI. Ltd. I understand that we have an invoice

    outstanding with your company since 07/01/2010. This email is to request you for a copy of the

    invoice, so that we can clear it for payment at the earliest.

    First of all, apologies for the delay in payment. The accounts team has been reshuffled and this case

    came to my notice just an hour ago and I am writing to you immediately. The invoice in question is

    invoice number 246849, for Mr. JKI who stayed at your hotel for a period of 4 days. That is, from

    06/28/2010 to 07/01/2010.

    We cannot seem to locate the invoice, so I request you to email me a copy of the invoice, so that I

    can issue the payment right away. Please send it to the email address mentioned below and mark it

    for my attention. Once again, sincere apologies for the delay.

    Thank you,

    LMN,

    Senior Executive

    Accounts Payable,

    GHI. Ltd

    email: [email protected]

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    What is a Memo?

    Memos areofficial internal

    notes in anorganization.

    A memo is ashort, to the

    point

    communicationconveying your

    thoughts,reactions oropinion onsomething.

    A memo is ashort, to the

    point

    communicationconveying your

    thoughts,reactions oropinion onsomething.

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    Purpose of a Memo

    to persuade

    to inform

    to request

    to express thanks

    to introduce a person or policy

    to recommend

    to apologize

    to remind something

    to reject/accept offer of a proposal.

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    Structure of a Memo

    Use a title that is intriguing or is something in response to aquestion you received, or a point you want to make.

    One page is the rule. Half a page is better. Two or three short

    sentences are best.

    Make sure you include your contact information in the memo sothat your colleague(s) can know(s) how to get back to you.

    End with a call to action:Cecilia, call me as soon as you have read the attached report

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    General Format

    Heading:

    TO:FROM:DATE:

    SUBJECT:

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    Format Guidelines

    Memos have one-inch margins around the page andare on plain paper.

    All lines of the memo should begin at the left margin.

    The text begins two spaces after the subject line.

    The body of the memo is single-spaced, with two

    spaces between paragraphs.

    The sender usually signs the Memo using initials,first name, or complete name.

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    Sample Memo

    MEMORANDUM

    TO: All Employees

    FROM: Thomas Alba

    DATE: December 2, 2003

    SUBJECT: New Procedures

    A new procedure will be implemented for a style of letter writing that will be take place

    immediately for Western Security Systems. An example of the new block style letter is enclosed.

    Enclosure

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    What is a business report?

    It is a standard form of written businesscommunication.

    It is used to analyze a situation, apply business

    theories to it and come up with multiple solutions.

    Basically, it is a document that presents data andinformation to specific readers.

    It should be objective and logically organized.

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    Types of Business Reports:

    FORMAL

    REPORT:Logically

    organized andobjective,

    written in detail

    and no personalpronouns used.

    INFORMALREPORT:

    Written innatural orpersonal

    language.

    INFORMATIONAL

    REPORT :Used to passinformation

    from one area oforganization to

    another.

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    Types of Business Reports:

    ANALYTICALREPORTS :Used topresent

    solutions toa problem.

    UPWARD-DIRECTEDREPORTS :Made by

    subordinatesfor

    superiors.

    DOWNWARD-

    DIRECTEDREPORTS:Made by

    superiors forsubordinates.

    INTERNALREPORTS:Travels

    within anorganization.

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    Types of Business Reports:

    EXTERNAL

    REPORTS:Prepared fordistributionoutside an

    organization.

    PERIODICREPORTS:Issued onregular

    intervals.

    FUNCTIONAL

    REPORTS:Serves aspecificpurpose

    within the

    organization.

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    Sample Format of a Business Report

    Name of business: ________________________________________ [mention the name of t he business firm]Address: _____________________________________ [give proper mailing address]Contact details: ____________________ [provide telephone and/or fax number and also the email address]

    Business Report prepared for: _____________ to _____________ [mention the dates and the exact span for which the report has b eenprepared]

    Business report prepared by: ________________________ [mention the name of the particular person or all team members who haveprepared the report]

    Purpose:

    ____________________________________________________________

    [mention the objective(s) of the business report template]

    Sl. No. Particulars[mention the relevant issues which formpart of the business report]

    Description[provide required details of theparticulars]

    Date[provide proper dates if operation]

    1.2.3.4.5.Financial aspects: ______________________________________[mention the amounts as gained or lost and give details of other issues that involve finance]

    Other details:____________________________________________________________ [mention other relevant points, if any, that wouldform part of the business report]

    Signature: ____________________________ [this portion is to be signed by the business head or representative]

    Date: _____________ [give proper date of report preparation]

    Place: ___________________ [mention the place where it has been framed]

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    Advantages of Written Communication

    Written communication helps in laying down apparent principles,policies and rules for running of an organization.

    It is a permanent means of communication. Thus, it is useful whererecord maintenance is required.

    It assists in proper delegation of responsibilities. While in case of oralcommunication, it is impossible to fix and delegate responsibilities on

    the grounds of speech as it can be taken back by the speaker or hemay refuse to acknowledge.

    Authority is transmitted more effectively with a written order thanwith an oral one.

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    Advantages of Written Communication

    Written communication is more precise and explicit.

    Effective written communication develops and enhances anorganizations image.

    Legal defenses can depend upon written communication as itprovides valid records

    There is a lesser chance for the message to be misunderstood.

    Written communication is good for complicated and vitalinstructions, which can be given in a precise and uniform manner.

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    Disadvantages of Written Communication

    Written communication does not save upon thecosts. It costs huge in terms of stationery and the

    manpower employed in writing/typing anddelivering letters.

    If the receivers of the written message are separatedby distance and if they need to clear their doubts,

    the response is not spontaneous.

    Written communication is time-consuming as thefeedback is not immediate. The encoding and

    sending of message takes time.

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    Disadvantages of Written Communication

    Effective written communication requires great skillsand competencies in language and vocabulary use.

    Poor writing skills and quality have a negativeimpact on organizations reputation.

    Too much paper work and e-mails burden isinvolved.

    Written communication also becomes meaninglessfor illiterate people. It can not be understood by the

    people of other language.

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    Thank You