Written Communication

Written communication involves any type of interaction that makes use of the
written word. Communication is a key to any endeavor involving more than one
person. Communicating through writing is essential in the modern world and is
becoming ever more so as we participate in what is now commonly called the
information age. In fact, written communication is the most common form of
business communication. It is essential for small business owners and managers to
develop effective written communication skills and to encourage the same in all
employees. The information age has altered the ways in which we communicate
and placed an increasing emphasis on written versus oral communications.
The ever-increasing use of computers and computer networks to organize and
transmit information means the need for competent writing skills is rising. Dr. Craig
Hogan, a former university professor who now heads an online school for business
writing, receives hundreds of inquiries each month from managers and executives
requesting help with improving their own and their employees' writing skills. Dr.
Hogan explains, in an article entitled "What Corporate America Can't Build: A
Sentence," that millions of people previously not required to do a lot of writing on
the job are now expected to write frequently and rapidly. According to Dr. Hogan,
many of them are not up to the task. "E-mail is a party to which English teachers
have not been invited. It has companies tearing their hair out." Survey results from
The National Commission on Writing study back up this assessment. They found
that a third of employees in the nation's "blue chip" companies write poorly and are
in need of remedial writing instruction.
The need to develop good writing skills is only highlighted by the fact that in the
information age, it is not uncommon to have business relationships with customers
and suppliers that are established and maintained exclusively through the use of
written communications. In this environment, "the words we write are very real
representations of our companies and ourselves. We must be sure that our e-mail
messages are sending the right messages about us," explained Janis Fisher Chan,
author of E-Mail: A Write It Well Guide-How to Write and Manage E-Mail in the
Workplace, in an article appearing in Broker Magazine. The key to communication,
of course, is to convey meaning in as accurate and concise a manner as possible.
People do not read business memoranda for the pleasure of reading. They do so in
order to receive instructions or information upon which to base decisions or take
action. Therefore, highly literary prose is not desirable in business writing. Overly
formal prose may also be counterproductive by seeming stand-offish or simply
wordy. A style of writing that is too informal can also convey an unintended
message, namely that the subject matter is not serious or not taken seriously by the
sender. A straightforward, courteous tone is usually the best choice but one that
may not come naturally without practice.
THE COMMUNICATION PROCESS

The basic process of communication begins when a fact or idea is observed by one
person. That person (the sender) may decide to translate the observation into a
message, and then transmit the message through some communication medium to
another person (the receiver). The receiver then must interpret the message and
provide feedback to the sender indicating that the message has been understood
and appropriate action taken.

As Herta A. Murphy and Herbert W. Hildebrandt observed in Effective Business

Communications, good communication should be complete, concise, clear,
concrete, correct, considerate, and courteous. More specifically, this means that
communication should: answer basic questions like who, what, when, where; be
relevant and not overly wordy; focus on the receiver and his or her interests; use
specific facts and figures and active verbs; use a conversational tone for readability;
include examples and visual aids when needed; be tactful and good-natured; and be
accurate and nondiscriminatory. Unclear, inaccurate, or inconsiderate business
communication can waste valuable time, alienate employees or customers, and
destroy goodwill toward management or the overall business.
ADVANTAGES AND DISADVANTAGES OF WRITTEN COMMUNICATION
One advantage to using written forms of communication is that written messages
do not have to be delivered on the spur of the moment; instead, they can be edited
and revised several times before they are sent so that the content can be shaped to
maximum effect. Another advantage is that written communication provides a
permanent record of the messages and can be saved for later study. Since they are
permanent, written forms of communication also enable recipients to take more
time in reviewing the message and providing appropriate feedback. For these
reasons, written forms of communication are often considered more appropriate for
complex business messages that include important facts and figures. Other benefits
commonly associated with good writing skills include increased customer/client
satisfaction; improved inter-organizational efficiency; and enhanced image in the
community and industry.

There are also several potential pitfalls associated with written communication,
however. For instance, unlike oral communication, wherein impressions and
reactions are exchanged instantaneously, the sender of written communication
does not generally receive immediate feedback to his or her message. This can be a
source of frustration and uncertainty in business situations in which a swift response
is desired. In addition, written messages often take more time to compose, both
because of their information-packed nature and the difficulty that many individuals
have in composing such correspondence. Many companies, however, have taken a
proactive stance in addressing the latter issue. Mindful of the large number of

workers who struggle with their writing abilities, some firms have begun to offer onsite writing courses or enrolled employees in business writing workshops offered by
professional training organizations, colleges, and community education programs.

business report

Note: for more on principles applicable to all types of report, see report.

Business reports are a type of assignment in which you analyse a situation (either a
real situation or a case study) and apply business theories to produce a range of
suggestions for improvement.

Business reports are typically assigned to enable you to:

Examine available and potential solutions to a problem, situation, or issue.
Apply business and management theory to a practical situation.
Demonstrate your analytical, reasoning, and evaluation skills in identifying and
weighing-up possible solutions and outcomes.
Reach conclusions about a problem or issue.
Provide recommendations for future action.
Show concise and clear communication skills.

Remember that with business reports, typically, there is no single correct answer
but several solutions, each with their own costs and benefits to an organisation. It is
these costs and benefits which you need to identify and weigh-up in your report.

Further, when writing the report, you need to consider the audience you are writing
for: is it the CEO or will the report be available to all staff concerned? It is vital that
you ensure an appropriate level of formality, sensitivity, fairness, and objectivity.

Business letter
A business letter is usually used when writing from one company to another, or for
correspondence between such organizations and their customers, clients and other
external parties. The overall style of letter depends on the relationship between the
parties concerned. Reasons to write a business letter include: to request direct
information or action from another party, to order supplies from a supplier, to
identify a mistake that was committed, to reply directly to a request, to apologize
for a wrong, or to convey goodwill. A business letter is useful because it produces a
permanent written record, is confidential, and formal.

GENERAL FORMAT
There are two main styles of business letters:
Full block style: Align all elements on the left margin.
Modified block style with other elements on the left page margin.
Margins
Side, top and bottom margins should be 1 to 1 1/4 inches (the typical default in
programs such as Microsoft Word). One-page letters and memos should be vertically
centered.
Font Formatting
No special character or font formatting is used, except for the subject line, which is
usually underlined.
Punctuation
The salutation/greeting is generally followed by a comma in British style, whereas in
the United States a colon is used. The valediction/closing is followed by a comma.
[SENDER'S ADDRESS]
(optional) [SENDER'S PHONE]
(optional) [THE SENDER'S E-MAIL]
[DATE];
[RECIPIENT W/O PREFIX]
[RECIPIENT'S COMPANY]

[RECIPIENT'S ADDRESS]
(Optional) Attention [DEPARTMENT/PERSON],
Dear [RECIPIENT W/ PREFIX]:
[First Salutation then Subject in Business letters]
[CONTENT.]

[CONTENT.]
[COMPLIMENTARY CLOSING (Sincerely, Respectfully, Regards, etc.)],
[SENDER]
[SENDER'S TITLE]
Enclosures ([NUMBER OF ENCLOSURES])
Indentation Formats[edit]
Business letters conform to generally one of six indentation formats: Standard,
Open, Block, Semi-Block, Modified Block, and Modified Semi-Block. Put simply,
"Semi-" means that the first lines of paragraphs are indented; "Modified" means
that the sender's address, date, and closing are significantly indented.
Standard
In a standard format letter, (1) uses a colon after the salutation, (2) uses a comma
after the complimentary closing.
Open
In an open format letter, (1) uses no punctuation after the salutation, (2) uses no
punctuation after the complimentary closing.
Block
In a Block format letter, (1) all text is aligned to the left margin, (2) paragraphs are
not indented.
Semi-Block
In a Semi-Block format letter (1) all text is aligned to the left margin, (2) paragraphs
are indented. (3) paragraphs are separated by double or triple spacing.
Modified Block

In a Modified Block format letter, (1) all text is aligned to the left margin, except for
the author's address, date, and closing; and (2) paragraphs are not indented. The
author's address, date, and closing begin at the center point.
Modified Semi-Block
In a Modified Semi-Block format letter, (1) all text is aligned to the left margin,
except for the author's address, date, and closing; and (2) paragraphs are indented.
The author's address, date, and closing are usually indented in same position

Memorandum
A memorandum (abbrev.: memo) was from the Latin verbal phrase memorandum
est, the gerundive form of the verb memoro, "to mention, call to mind, recount,
relate",[1] which means "It must be remembered (that)...". It is therefore a note,
document or other communication that helps the memory by recording events or
observations on a topic, such as may be used in a business office. The plural form of
the Latin noun memorandum so derived is properly memoranda, but if the word is
deemed to have become a word of the English language, the plural memorandums,
abbreviated to memos, may be used. (See also Agenda, Corrigenda, Addenda)
A memorandum can have only a certain amount of formats, it may have a format
specific to an office or institution. In law specifically, a memorandum is a record of
the terms of a transaction or contract, such as a policy memo, memorandum of
understanding, memorandum of agreement, or memorandum of association.
Alternative formats include memos, briefing notes, reports, letters or binders. They
could be one page long or many. They may be considered as grey literature. If the
user is a cabinet minister or a senior executive, the format might be rigidly defined
and limited to one or two pages. If the user is a colleague, the format is usually
much more flexible. At its most basic level, a memorandum can be a handwritten
note to one's supervisor. In business, a memo is typically used by firms for internal
communication, as opposed to letters which are typically for external
communication.[2]
Dean Acheson famously quipped that "A memorandum is not written to inform the
reader but to protect the writer". Charles Peters wrote that "bureaucrats write
memoranda both because they appear to be busy when they are writing and
because the memos, once written, immediately become proof that they were busy.

Minutes
Minutes, also known as protocols or, informally, notes, are the instant written record
of a meeting or hearing. They typically describe the events of the meeting, starting

with a list of attendees, a statement of the issues considered by the participants,

and related responses or decisions for the issues.
Minutes may be created during the meeting by a typist or court reporter, who may
use shorthand notation and then prepare the minutes and issue them to the
participants afterwards. Alternatively, the meeting can be audio recorded, video
recorded, or a group's appointed or informally assigned Secretary may take notes,
with minutes prepared later. Many government agencies use minutes recording
software to record and prepare all minutes in real-time.
For private organizations, it is usually important for the minutes to be terse and only
include a summary of discussion and decisions. A verbatim report is typically not
useful. The minutes of certain groups, such as a corporate board of directors, must
be kept on file and are important legal documents.

Application for employment

An application for employment, job application, or application form (often simply
called an application) is a form or collection of forms that an individual seeking
employment, called an applicant, must fill out as part of the process of informing an
employer of the applicant's availability and desire to be employed, and persuading
the employer to offer the applicant employment.
Definition
From the employer's perspective, the application serves a number of purposes.
These vary depending on the nature of the job and the preferences of the person
responsible for hiring, as "each organization should have an application form that
reflects its own environment".At a minimum, an application usually requires the
applicant to provide information sufficient to demonstrate that he or she is legally
permitted to be employed. The typical application also requires the applicant to
provide information regarding relevant skills, education, and previous employment.
The application itself is a minor test of the applicant's literacy, penmanship, and
communication skills - a careless job applicant might disqualify themselves with a
poorly filled-out application.
The application may also require the applicant to disclose any criminal record, and
to provide information sufficient to enable the employer to conduct an appropriate
background check. For a business that employs workers on a part-time basis, the
application may inquire as to the applicant's specific times and days of availability,
and preferences in this regard. It is important to note, however, that an employer
may be prohibited from asking applicants about characteristics that are not relevant
to the job, such as their political view or sexual orientation.

cv writing

When it comes to applying for a new job, your CV could be just the ticket to get you
that initial foot in the door and secure an interview but how do you ensure your CV
is added to the interview pile rather than thrown straight in the bin?

Putting together a successful CV is easy once you know how. It's a case of taking all
your skills and experience and tailoring them to the job you're applying for. But
what if you don't meet the right criteria? Well, I've put together the following tips to
help you get started in creating a successful CV and securing your first (or next) arts
job.

Get the basics right

There is no right or wrong way to write a CV but there are some common sections
you should cover. These include: personal and contact information; education and
qualifications; work history and/or experience; relevant skills to the job in question;
own interests, achievements or hobbies; and some references.

Presentation is key

A successful CV is always carefully and clearly presented, and printed on clean,

crisp white paper. The layout should always be clean and well structured and CVs
should never be crumpled or folded, so use an A4 envelope to post your
applications.

Always remember the CV hotspot the upper middle area of the first page is where
the recruiter's eye will naturally fall, so make sure you include your most important
information there.

Stick to no more than two pages of A4

A good CV is clear, concise and makes every point necessary without waffling. You
don't need pages and pages of paper you just keep things short and sweet. A CV is
a reassurance to a potential employer, it's a chance to tick the right boxes. And if
everything is satisfied, there's a better chance of a job interview. Also, employers
receive dozens of CVs all the time so it's unlikely they'll read each one cover to
cover. Most will make a judgment about a CV within sections, so stick to a maximum
of two pages of A4 paper.

Understand the job description

The clues are in the job application, so read the details from start to finish. Take
notes and create bullet points, highlighting everything you can satisfy and all the
bits you can't. With the areas where you're lacking, fill in the blanks by adapting the
skills you do have. For example, if the job in question requires someone with sales
experience, there's nothing stopping you from using any retail work you've
undertaken even if it was something to help pay the bills through university. It will
demonstrate the skills you do have and show how they're transferable.

Tailor the CV to the role

When you've established what the job entails and how you can match each
requirement, create a CV specifically for that role. Remember, there is no such thing
as a generic CV. Every CV you send to a potential employee should be tailored to
that role so don't be lazy and hope that a general CV will work because it won't.

Create a unique CV for every job you apply for. You don't have to re-write the whole
thing, just adapt the details so they're relevant.

Making the most of skills

Under the skills section of your CV don't forget to mention key skills that can help
you to stand out from the crowd. These could include: communication skills;
computer skills; team working; problem solving or even speaking a foreign
language. Skills can come out of the most unlikely places, so really think about what
you've done to grow your own skills, even if you take examples from being in a local
sports team or joining a voluntary group it's all relevant.

Making the most of interests

Under interests, highlight the things that show off skills you've gained and
employers look for. Describe any examples of positions of responsibility, working in
a team or anything that shows you can use your own initiative. For example, if you
ran your university's newspaper or if you started a weekend league football team
that became a success.

Include anything that shows how diverse, interested and skilled you are. Don't
include passive interests like watching TV, solitary hobbies that can be perceived as
you lacking in people skills. Make yourself sound really interesting.

Making the most of experience

Use assertive and positive language under the work history and experience
sections, such as "developed", "organised" or "achieved". Try to relate the skills you
have learned to the job role you're applying for. For example: "The work experience
involved working in a team," or "This position involved planning, organisation and
leadership as I was responsible for a team of people".

Really get to grips with the valuable skills and experience you have gained from
past work positions, even if it was just working in a restaurant every little helps.