Written Communication
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Transcript of Written Communication
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WRITTEN COMMUNICATION
forLEADERS
Written Communication - 2
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Put it before them briefly so they will read it,Clearly so they will appreciate it,Picturesquely so they will remember it,And, Above all, accurately so they will be guided
by its light.
- Joseph Pultizer
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Writing Skills?
A career requirementMore than a “nice thing to have” – a necessity
Your Writing = Your PersonalityAs a professional, it is crucial to write well
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Writing Skills?
The ability to write does not require a unique talent or an outstanding mental ability
Everyone has the basic skills necessary to write well
A basic understanding of writing and a commitment to writing well in all situations is needed as a professional
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Types of WRITTEN COMMUNICATION
LetterMemoE-mailNoticeCircularReport
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Business Documents
A good business document should always answer the following
questions:
What is this document about?Why has it come to be?Who wrote it?How is it organized?What is it trying to accomplishWhat supports the conclusion?What problem or opportunity does it address?
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Letters and Memos
Letters and memos are the basic vehicles of business communication
They should be brief and make a single point (no more than 2 pages)
Letters are for external communicationsMemos are for internal communications
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Letters and Memos
Heading or Letterhead
DateInside address
Salutation
Subject line Body Closing and
Signature Enclosures or
‘CC’
All business letters should include:
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Letters and Memos
TO: (To whom is the memo directed?)FROM: (Who wrote the memo?)DATE:SUBJECT: or RE:
All business memos should include:
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Types of Letters and Memos
Letters of request Sales letters Response letters Cover letters, recommendations Letters of collection Letters to vendors and suppliers Memos that deal with employee issues Memos that make announcements Memos for policies and procedures
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Letter Writing
In order to achieve the definite purpose and the intended results, the business letters written to express facts and opinions clearly, concisely, completely and correctly.
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Types of Letters
Personal (to a friend or within the family)Social ( invitations, death notices, etc.)Official ( from government or its
corporations, etc.)Business (within business environment)Miscellaneous (letters to the editor, etc)
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Purposes
Giving or seeking informationMaking or answering an enquiryPlacing an orderDemanding or refusing creditMollifying the injured feeling of a customerSelling goods and servicesMaking, accepting or refusing a requestMaking or responding to complaints Creating goodwill etc.,
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Business Letters
To achieve a definite purpose of your organization
To sustain business relationship without personal contact
To create a friendly relationship with another organization to produce record for subsequent references
To create a good impression about the writer’s firm and also of the writer himself
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Importance / Advantages
Drafting at convenienceReaches far and wideA record for purpose of lawA record for referenceSolidifies a business brandHelps to expand businessSaves money in communicationConvenient for giving unpleasant news
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Questions a writer asks
How do I begin?What is my purpose?How do I make my point clear?How do I create a logical flow?How do I say what I mean?How do I avoid grammatical errors?How can I make my message brief?How can I create a visual effect?
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Essentials of a good letter
Correctness CompletenessClarityConcisenessCourtesyConsiderationConcretenessConvincing power
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Types of Business Letters
Letters of enquiryLetters of quotationLetters of orderLetters of acceptanceLetters of cancellationLetters regarding complaints and claimsAdjustment lettersCollection letters
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Components of Business Letter
Letter Head* ReferenceDateInside AddressSpecial MarkingsAttention LineSalutation Heading Subject Line
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The Writing Process
PlanningWritingQuality Control
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The Writing Process
Planning
Keep objectives in mind and research the topic
Think about the audienceOutlining helps organize thoughts
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The Writing Process
Writing
Follow your outline, use your handbookInspiration is acceptable but must be
carefully reviewedUse the interview approach to supplement
the outline (who, what, where, when, how)
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The Writing Process
Quality Control
Reread your workBe critical of your own work
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Considerations while writing
Who? What? When? Why? Where? How?
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Good Writing
Completeness: all information needed is provided
Correctness: relevant and precise informationCredibility: support your argumentClarity: should not be vague, confusing,
ambiguousConciseness: to the pointConsideration: anticipate the reader’s reactionVitality: use the active voice rather than the
passive voice
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Letterhead
Creates impression of the companyCompany’s nameFull postal addressContact numbers registered office and Registered Number
Website
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Reference No. Ref:T/23/19
Date 31st December,2010
Sender’s Address GMR Builders
Inside Address Mr. G.Reddy, Ramco Tiles, New Delhi.
Salutation Dear Sir,
Body Text We are pleased………..
Closing ‘call to Action’ Yours Sincerely
Signature Block Sd/-
Enclosures Carbon Copy Encl: cc to: bcc:
STRUCTURE
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Letter BodyOpening or Introduction Main Body (Central section)Future Action (or response)Special markingsContinuation of pagesClosing SectionEnclosuresSignatureCopies to be circulatedContinuation of PagesAddress on the Envelopes
STRUCTURE
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Planning a Letter
Select the Suitable ToneState the purposeAssemble Relevant InformationArrange the materialOpening the LetterAvoid Obvious Opening StatementsAvoid participial OpeningAvoid Trite ExpressionAvoid Personal Pronoun
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Layout
Neatly typed on the best stationery with proper punctuation and carefully laid out letter creates a good impression.
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Forms of Layout
Block FormSemi Block FormIndented FormNOMA Form
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The central Part
Referring to the reader’s problemTelling the reader what he wants to knowCreating the Hypothetical SituationUsing a subject LineOpen with a ‘Thank You’Begin with a courteous Request or CommandOpen with a pertinent name
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Closing the Letter
Use a provocative toneUse suggestionUse CommandOffer an incentiveRepeat the main pointUse the Reader’s Name Avoid Participial closings and indefinite closings
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Complimentary Close
Dear SirDear SirsDear MadamDear Sir/Madam
Yours faithfully Or Yours truly
Dear Ms. KranthiDear Mr. KiranDear Kalyan
Yours sincerely
Dear CustomerDear ReaderDear SubscriberDear ShareholderDear Member
Yours sincerely
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Name on the Letter Head
Ref: no. : Reg/01/002
21st October,2010
Mr. Ramesh DebrajGeneral Manager – FinanceThe School Book DepotNavi Mumbai – 400 707
Sub: Request for the rates
Dear Mr.Debraj,
We shall be really pleased to establish business contacts with you for the purchase of somePublications of Maharashtra. Kindly send the price list available with you and the terms and conditions of the business at he earliest, so that we can immediately place the order.
We look forward for your immediate positive action.
Thanking you,Yours sincerely,
Subhash ChandraG M – Marketing
SAMPLE LETTER
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Spelling and Grammar
It is important in all business communications to use proper grammar and correct spelling
What you write and how you write could reflect a positive or negative image
Sloppy and/or poorly written communications could be perceived as a lack of caring
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Spelling and Grammar Tips
Proofread communications before sendingUse spell and grammar check if availableMake sure to have subject, verb and tense
agreementEnsure proper word usage:
affect/effect there/theiramong/between shall/willcan/may than/then
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“THE GREATEST PROBLEM IN COMMUNICATION IS THE ILLUSION THAT IT
HAS BEEN ACCOMPLISHED.”
- George Bernard Shaw
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DON’TS
Avoid Trite ExpressionsAvoid Long PhrasesAvoid AdjectivesAvoid Cliches (indicates the natural way of presenting
ideas)Avoid redundancyAvoid Gobbledygook (refers to the kind of grandiose
writing)Avoid verbosityAvoid curtnessAvoid demanding toneAvoid bragging toneAvoid angry tone
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To give a letter the right look: we should pay attention to its structure, layout and to its form and punctuation.
It reflects the image of your organization. Since letters serve a permanent records and are a valuable repository of information, we have to use suitable and impressive layout. We should use suitable and widely accepted structure at work place.
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Have you hit your target?
In written communication most confusion & frustration are caused by failing to be specific
Make it clear, brief and concise
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E-Mails
E-mail is fast, convenient and easyEmail is now the dominant method of communicating
in business. Convenient for communicating with people in different
places and different time zonesEasier to communicate with people who understand
written English but don’t speak it wellExcellent mechanism for follow-up or action items after
a meetingMessages can be saved and retrieved easily
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E-Mails (Challenges)
USE WITH CARE….
Email is not always confidential -- emails can
sometime be obtained from central network even if deleted from personal
computers
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Watch Out!
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E-Mails (Challenges)
Email is often sent out without re-reading, proof-reading and other standards applied to written communications. We press the send button too soon!
Emails can be forwarded and sent to others without your approval or knowledge
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E-Mails
Many users do not realize the potential outcome of what is being sent through e-mails
Business e-mails should be concise and to the point
The language used in business e-mails should not be overly informal
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E-Mail Manners
Always include a subject or e-mail titleAvoid the “ready, aim, fire” approachAvoid “flaming”Don’t be too-casualConsider if e-mail is the appropriate toolMake one point per e-mailMake the font user-friendlyDon’t use all capital or lower-case letters
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Reports
Define the main pointDefine the goals and objectivesCollect the evidence needed to support the main point
Organize the reportState the conclusions and recommendations
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Organization of Reports
Title Executive summary Introduction Materials and methods Results and discussions Conclusions Recommendations
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Common Errors & Tips
Company name usageShortened words (thru, condn, mgmt, ref, lib)Repetition of words
Example: file the file in the file folder.Use of ampersand (&)Use of bold UPPER CASE
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Common Errors & Tips
Punctuation
Use commas to separate elements in a series, and to separate ideas or clauses.
Use correct punctuation in abbreviations; e.g., for example i.e., that is etc., et cetera
Do not use multiple punctuation marks, for example: !!! ... ???, etc.
Punctuation of lists and tables
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Common Errors & Tips
Hyphen and dash usage Confusion between its and it's Use of apostrophe Abbreviations and acronymsUse active voice Do not switch tenses very oftenProofread for accuracy
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10 Commandments
1. Know what you want to say before you say it. 2. Keep it simple.3. Use bullet points.4. WIIFM (What's in It For Me?)5. Don't get bogged down6. Call to action7. Edit8. Spell check9. Take 5 before hitting send10.Follow up
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AT A Company (IN GENERAL)
Communication with clients:
50% support, 35% sales, 15% developers
30% Emails 45% MSN Chats, 20% Phone Calls (in case of local/national customers, around 50% phone calls are used and developers are more involved in implementations)
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Conclusions
Utilize full potential of written communicationUse frequent e-mails as per your requirementWhat you write will ultimately define you as a
professional to your colleagues and superiorsMatch the appropriate communication method to
the recipientEliminating excessive or unnecessary
communication will improve your workflowMastering these skills will improve your ability and
enhance your career