The document discusses different types of business communications including newsletters, reports, factsheets, press releases, and leaflets. It provides definitions and descriptions of each type of document, including their purpose, typical structure, and key elements. Guidelines are given for writing each type of document effectively, such as including an attention-grabbing headline, clear and concise paragraphs, and contact information.

1. Newsletter, Report, Factsheet, Press
Release, Folders
BY:- Archi jain
ABM 505
mmunications For Management and Bu

2. •A newsletter is a
regularly distributed
publication that is
generally about one
main topic of
interest to
its subscribers.
•Newspapers and
leaflets are types of
newsletters.

3. • Some newsletters are created as money-making
ventures and sold directly to subscribers.
• Sending newsletters to customers and prospects is a
common marketing strategy, which can have
benefits and drawbacks.
• Public organisations emit newsletters in order to
improve or maintain their reputation in the society.
• General attributes of newsletters include news and
upcoming events of the related organization, as well
as contact information.

5. • Be consistant in the design
• Be conservative in the design
• Use contrast in the news letter design

6. • A report is a statement
of the results of an
investigation or of any
matter on which
definite information is
required-Oxford English
Dictionary
• Reports are highly
structured form of
writing

8. • Report writing is an essential skill for professionals
in almost every field; accountants, teachers, graphic
designers, information scientist, students.
• It aims to inform, as clearly and succinctly as
possible.
• It should be easy to read
• It should be professional in presentation

9. • To present the findings and results.
• To keep records.
• To tell about failures and successes.
• To tell the progress of the project/research.

10. • Informational
• Analytical
• Routine
• Special
• Formal
• Informal

11. • Information report. it is a factual text, which means it
provides information about something. An
information report is used as a way to gain a better
understanding about a living or non-living subject.
• Anlytical report. Analysis of anything is a thorough
study of its component parts, leading to a complete
understanding of a problem or subject. An analytical
report requires the study of a problem and usually
makes a recommendation on solving it

12. • Special reports. Such a type of report is specially
required to be prepared and submitted on matters of
special nature. These reports contain not only facts
and details but they may contain suggestion,
comments and explanations as well.
• Routine reports. These reports are required to be
prepared and submitted periodically on matters
required by the organization so as to help the
management of the organization to take decisions in
the matters relating to day to day affairs.

13. • Formal reports. These reports contain facts which
have been determined up to the time of
publication.
• Informal reports are project reports, but in letter or
memo format . Two to five pages long these have
more substance than routine report but less than a
semi-formal or formal report.

14. • Meet the needs of the reader.
• Answer the questions
• At the right level for reader.
• Clear logical structure.

15. • Title
• Terms of Reference
• Summary
• Introduction
• Body
• Conclusion
• Recommendations
• Appendices

16. A fact
sheet, factsheet or
(in some
industries) one-
sheet is a
presentation
of data in a format
which emphasizes
key points concisely.
The layout is simple
and often
standardized

17. The point of a fact sheet or action alert is to get the
reader to do something. This can be done by :-
• One page is best
• Make it readable - use at least 12 point font
• Keep the text brief - no one wants to read tons of
information in small font
• Keep the most important information in the first
paragraph - what the issue is, what action is
needed, and label the main message(s)

18. • Give references for more information - in electronic
communications you can offer links
• The fact sheet must be self-contained - do not refer
to previous documents or assume that they
remember the information
• Use bullets when you can
• Leave lots of white space
• Make it very clear what you want them to do - Bold,
text boxes, and graphics add emphasis

20. A press release, news
release, media
release, press
statement or video
release is a written or
recorded communication
directed at members of
the news media for the
purpose of announcing
something ostensibly
newsworthy

21. A Press Release;
Is an interesting way to announce a
product or service and gain exposure
online by capturing the attention of the
target audience.
Educates people about your product or
service with the legitimate
information possible.
Gains visibility for a company by
resonating the message with
journalists, customers and strategic
partners.

22. It includes the following;
• Headline
• Summary
• Date Line
• PR Body
• About US
• Contact Information

23. Headline should be strong to reflect the news angle
and captivate the readers to read the full release.
• Format Is NOT MORE THAN 100 Characters with spaces
• Capitalize Each Word in the Headline
• Include Keywords Only If Possible
• Keep a Specific Headline Limit (since search engines use
different limits for displaying)
X Wrong:
Atlanta Dentist Provides Teeth Whitening
 Right:
Atlanta Dentist Now Offering $199 Teeth Whitening Special
Through July 2013

24. A Press Release summary is a short paragraph that
follows headline and summarizes the content of the
PR Body. Adding a summary increases the
effectiveness of your press release.
• Format Is 2-3 strong statements that keeps the
readers interested
• It Should be Italicized
• Keep it Simple

25. Add a date line just below the summary in a format
as given below;
[Place, Date]
Example: [Atlanta, CA, 25th July 2013]

26. The PR body is the important part of the press release. It
needs to be clear, crisp paragraphs explaining the information
provided in the headline and summary.
• Length – 300-350 words
• PR body should start in the same line as that of the date line
• A strong introductory paragraph that covers all the questions including
who, what, when, where, why and how
• Should contain a minimum of 3-4 paragraphs
• Each paragraph should focus on a single idea expressed in a third
person tone
• Include quotes from key staff or experts, statistics, survey results, etc
• Final paragraph should restate the key points of the press release

27. This is the place where you can add some
information about the company and their services.
Make sure to include a few keywords if possible.
– Example: XYZ Company is a leading distributor
of widgets and has been in the business of
building widgets since 2 decades. For more
details, visit www.xyz.com

28. Contact information of the company which includes
their address, phone number, email, etc.
Example:
Contact Person
XYZ Company
Address details
City and country
T: +971-4-555-6666 (include country and city code in contact
numbers)
F: +971-4-555-6667
http://www.YourWebAddress.com (if applicable)
Contact e-mail address

30. • Leaflets are a type
of open letter which
is designed to be
handed out to the
people through
different mediums
(like newspapers) to
grab their attention.

31. • To advertise a product
• To provide information about important issues and
events
• To draw attention to any organisation, cause or
event.
It spurs someone to take an action

32. STRUCTURAL FEATURES:
1) Title & a slogan
2) Introduction
3) Subheadings
4) Attractive illustrations and photographs
5) Include contact information, and where to get
further details

33. GET ATTENTION
Grab the reader’s attention
Start with a catchy heading, or Rhetorical questions
Catchy Slogans:
‘Saving you money every day.’
‘Every little helps!’
‘Try something new every day.’
Fancy a great holiday break?
Are you interested in
our maritime history?

34. • Write the history, mission or vision of the
organisation here.
• Example:
The Humanitarian Reform Organisation was
introduced in 2008. It aims to make humanitarian
response more expected and develop harmony
among humanitarians. The objective is also to
inculcate leadership qualities, improved planning
and enhanced accountability.

35. Give informative heading for different sections.
Sections provide information and facts about the topic.
BE LUCID:
 Give a clear idea of what the reader is expected to do
 Keep that idea in the reader's mind
 Persuade the reader to take action.

36. BE PERSUASIVE:
1) Give a solution to the problem
2) Be specific, state the benefit clearly in
the leaflet
3) Use compelling language that makes
people think
4) Tell people why this event is good for
them.
5) Be clear what the promotion is about,
stating what the event is, when and
where it is taking place and how much it
costs. If it’s free, say so!
Give-
away
and
offer:
Buy one,
get one
free

38. GRAMMATICAL FEATURES:
1) A range of different tenses
They are usually written in the present tense,
employing emotive language and often using
metaphors and similes.
2) Simple and direct language
3) Use of positive words
4) Use of non- discriminatory language

39. Use Superlatives
Biggest, brightest, tastiest, creamiest, freshest,
quickest etc.
Use Imperative
‘You must buy this...’
‘Don’t miss this great offer...’
‘Don’t delay, buy today!’

40. • Include contact information, and where to get further
details ( phone/ cell number, email address etc)

41. REFERENCES
• www.wikipedia.org/wiki/newsletter
• www.wikipedia.org/wiki/report
• www.wikipedia.org/wiki/press_release
• www.wikipedia.org/wiki/fact_sheet
• www.dictionary.com
• www.youtube.com
• www.ehow.com/info_8708712_analytical-
report.html