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3 Written Communication


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Deepak Tiwari

Published in: Education, Business
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3 Written Communication

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