3 writtencommunication-100626012735-phpapp01
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3 writtencommunication-100626012735-phpapp01 3 writtencommunication-100626012735-phpapp01 Presentation Transcript

  • CHAPTER 9  THE WRITTEN CHANNEL  PRINCIPLES OF EFFECTIVE WRITING  FORMS OF BUSINESS CORRESPONDENCE  CLEAR WRITING  TYPES OF BUSINESS MESSAGES WRITTEN COMMUNICATION (Objective : To help learner to acquire a performing knowledge of forms and methods of writing in order to handle business correspondence effectively)
  •  THE WRITTEN CHANNEL ◦ ITS IMPORTANCE  Formal communication sustains business operations.  Helps maintain external transaction  Helps prepare good promotional materials  Generates permanent records for legal defence. ◦ Advantages  Provides authentic records  Prompt and effective writing builds company’s image  Writing standardizes forms of correspondence  Can help to fix responsibility.
  •  LIMITATIONS ◦ Piling up of paper ◦ Time consuming ◦ Committing to black and white causes controversy ◦ Writing requires a high degree of competence and much training.
  •  PRINCIPLES OF EFFECTIVE WRITING ◦ Mutual and complete understanding of correspondents ◦ Business writing should evoke prompt action. ◦ Writing should encourage correspondence to think afresh for new ideas. ◦ Writing should be based on facts not on impressions and opinions that are vague. ◦ Brevity and precision essential ◦ Effective use of technology
  •  FORMS OF BUSINESS CORRESPONDENCE ◦ MEMO  “Work-horse” of internal communication  Format with four entries at the top : TO, FROM, DATE, SUBJECT LINE ◦ LETTER  For formal communication with the outside world  Forms and layouts  Parts of a letter
  •  PROCESS OF WRITING ◦ The Three-Step Process ◦ Analyze the purpose and choose the appropriate form of writing and medium ◦ Compose with coherence in order to communicate one idea at a time ◦ Complete and revise draft.
  •  CLEAR WRITING ◦ Style  The You – Attitude ◦ Linguistic precision, Brevity and Clarity  Coherence  Cohesion
  •  TIPS FOR BUSINESS CORRESPONDENCE ◦ Avoid unfamiliar words ◦ Avoid redundancies ◦ Avoid camouflaged vocabulary ◦ Avoid jargon & cliche ◦ Avoid hype ◦ Avoid abstract ideas : Keep them concrete ◦ Avoid Slang ◦ Avoid ambiguity ◦ Avoid an excessive use of adjectives ◦ Write short sentences ◦ Generally use active voice unless passive is required
  •  TYPES OF BUSINESS MESSAGES ◦ Good News / Goodwill Messages  Condolences  Congratulations  Encouraging Counsel ◦ Form  Memo  Letter  E-mail ◦ Structure  Statement of message  Compliment or statement of sympathy  Complimentary close
  • ◦ Bad News Messages  Essential : Sustain a positive tone  Approach  Direct approach when recipient would prefer the bad news outright  Indirect approach is followed otherwise ◦ Form  Direct Approach  Tactful statement of bad news  Clear and authentic reasons for ti  Positive forward – looking close  Indirect Approach  Buffer  Clear statement of reasons  Statement of bad news  A positive close
  • ◦ Persuasive Message  Purpose & Occasion  To convince by goodwill and reasoning – collection letters  Approach  Direct  Indirect  Formula  AIDA  Attention  Interest  Desire  Action (Read illustration on page 87)