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CHAPTER 9
 THE WRITTEN CHANNEL
 PRINCIPLES OF EFFECTIVE WRITING
 FORMS OF BUSINESS CORRESPONDENCE
 CLEAR WRITING
 TYP...
 THE WRITTEN CHANNEL
◦ ITS IMPORTANCE
 Formal communication sustains business
operations.
 Helps maintain external tran...
 LIMITATIONS
◦ Piling up of paper
◦ Time consuming
◦ Committing to black and white
causes controversy
◦ Writing requires ...
 PRINCIPLES OF EFFECTIVE
WRITING
◦ Mutual and complete understanding of
correspondents
◦ Business writing should evoke pr...
 FORMS OF BUSINESS
CORRESPONDENCE
◦ MEMO
 “Work-horse” of internal communication
 Format with four entries at the top :...
 PROCESS OF WRITING
◦ The Three-Step Process
◦ Analyze the purpose and choose the
appropriate form of writing and
medium
...
 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 ja...
 TYPES OF BUSINESS MESSAGES
◦ Good News / Goodwill Messages
 Condolences
 Congratulations
 Encouraging Counsel
◦ Form
...
◦ Bad News Messages
 Essential : Sustain a positive tone
 Approach
 Direct approach when recipient would prefer the bad...
◦ Persuasive Message
 Purpose & Occasion
 To convince by goodwill and reasoning –
collection letters
 Approach
 Direct...
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3 writtencommunication-100626012735-phpapp01

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3 writtencommunication-100626012735-phpapp01

  1. 1. 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)
  2. 2.  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.
  3. 3.  LIMITATIONS ◦ Piling up of paper ◦ Time consuming ◦ Committing to black and white causes controversy ◦ Writing requires a high degree of competence and much training.
  4. 4.  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
  5. 5.  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
  6. 6.  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.
  7. 7.  CLEAR WRITING ◦ Style  The You – Attitude ◦ Linguistic precision, Brevity and Clarity  Coherence  Cohesion
  8. 8.  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
  9. 9.  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
  10. 10. ◦ 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
  11. 11. ◦ 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)

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