WRITTEN COMMUNICATION

Our journey goes through

1. Objectives of Written communication
2. Essentials of effective written communication
3. Merits
4. Demerits
5. Business letters
6. Report writing
7. Memorandums

Objectives of effective written communication

1. Future reference
2. Record of evidence
3. Measurement of progress
4. Avoiding mistakes
5. Effective decision making
6. Legal requirements

Objectives of effective written communication

1. FUTURE REFERENCE
2. Record of evidence
3. Measurement of progress
4. Avoiding mistakes
5. Effective decision making
6. Legal requirements

The limitation of human

mind and poor memory cannot be
overlooked. The written messages
can be preserved as records and
reference source.

Objectives of effective written communication

1. Future Reference
2. RECORD OF EVIDENCE
3. Measurement of progress
4. Avoiding mistakes
5. Effective decision making
6. Legal requirements

In
case
of
oral
communication , the words are not
believable and messages have no
legal
sanction.
In
written
communication the records can be
used as a evidence.

Objectives of effective written communication

1. Future Reference
2. Record Of Evidence
3. MEASUREMENT OF PROGRESS
4. Avoiding mistakes
5. Effective decision making
6. Legal requirements

With the proper record of

evidence we are able to know the
current
progress
of
the
organization. For example if we
compare the current year sales with
the last year sales (last year
record).

Objectives of effective written communication

1. Future Reference
2. Record Of Evidence
3. Measurement Of Progress
4. AVOIDING MISTAKES
5. Effective decision making
6. Legal requirements

By comparing with the

previous records we can avoid
mistakes.

Objectives of effective written communication

2. Record Of Evidence

Decision-making
process
will
become easy if old records are
available.
With
the
existing
information we can take decisions
easily.

3. Measurement Of Progress

Ex: Court (Law)

1. Future Reference

4. Avoiding Mistakes
5. EFFECTIVE DECISION MAKING
6. Legal requirements

Objectives of effective written communication

1. Future Reference
2. Record Of Evidence
3. Measurement Of Progress
4. Avoiding Mistakes
5. Effective Decision Making
6. LEGAL REQUIREMENTS

To
meet
the
legal
requirements,
the
documents
should be preserved. For example
the maintenance of certain records
and books are compulsory under
Indian Companies Act, 1956 and
Banking Regulation Act, 1949.

Essentials of effective written communication

1. Clarity
2. Completeness
3. Courtesy
4. Sequence
5. Avoid jargon
6. Brevity
7. Accuracy
8. Strength
9. Readability
Contd.

Essentials of effective written communication

1. CLARITY
2. Completeness
3. Courtesy
4. Sequence
5. Avoid jargon
6. Brevity
7. Accuracy
8. Strength
Description:

9. Readability

Clarity of the message is the first and foremost. It is a good

manner not to give unnecessary trouble in finding out the meaning.
Write to serve the purpose but not to impress others.

Essentials of effective written communication

1. Clarity
2. COMPLETENESS
3. Courtesy
4. Sequence
5. Avoid jargon
6. Brevity
7. Accuracy
8. Strength
Description:

9. Readability

While writing a message you have to write the whole

message as required. An incomplete message leads to side track,
misunderstanding, seeking clarifications etc.

Essentials of effective written communication

1. Clarity
2. Completeness
3. COURTESY
4. Sequence
5. Avoid jargon
6. Brevity
7. Accuracy
8. Strength
Description:

9. Readability

The best principle of writing a report is the quality of courtesy.

It indicates politeness & respectfulness in writing. Whether a message
is positive / negative, it should courteously be conveyed.

Essentials of effective written communication

1. Clarity
2. Completeness
3. Courtesy
4. SEQUENCE
5. Avoid jargon
6. Brevity
7. Accuracy
8. Strength
Description:

9. Readability

The manner and the way in which something presented is

more important. The report has to be arranged in a form that will
attract the attention of the reader.

Essentials of effective written communication

1. Clarity
2. Completeness
3. Courtesy
4. Sequence
5. AVOID JARGON
6. Brevity
7. Accuracy
8. Strength
Description:

9. Readability

The writer should avoid jargon. It is a language which is

special to specific subject. The persons who are familiar with the
subject can only understand.

Essentials of effective written communication

1. Clarity
2. Completeness
3. Courtesy
4. Sequence
5. Avoid Jargon
6. BREVITY
7. Accuracy
8. Strength
9. Readability
The time of the writer and reader is limited and valuable. Hence,
time should not be wasted on unnecessary details. A writer should be
shorter by using few words for many. If one takes care to write in short,
the style will take care of itself.

Description:

Essentials of effective written communication

1. Clarity
2. Completeness
3. Courtesy
4. Sequence
5. Avoid Jargon
6. Brevity
7. ACCURACY
8. Strength
Description:

9. Readability

The subject matter of communication must be correct & accurate.

The manner in which the message is transmitted must be correct &
accurate. Writer must avoid overwriting, strikeovers, wrong spelling etc

Essentials of effective written communication

1. Clarity
2. Completeness
3. Courtesy
4. Sequence
5. Avoid Jargon
6. Brevity
7. Accuracy
8. STRENGTH
Description:

9. Readability

Clarity will give strength, because it ensures the other to

understand easily and quickly. Correctness and completeness, too, add
strength.

Essentials of effective written communication

1. Clarity
2. Completeness
3. Courtesy
4. Sequence
5. Avoid Jargon
6. Brevity
7. Accuracy

Lack of readability quality in writing

leads to not reading the message. Readers do
not have time to read involving trouble in
understanding. The following are the factors
which can show the effect on readability,

8. Strength

1. Sentence length

9. READABILITY

2. Simple sentences
3. Familiar words
4. Small paragraphs.

Merits of written communication

1. It will provide records, references etc.

2. Written communication promotes
uniformity in policy and procedure.
3. Reliable (trustworthy)
4. No distortion (deformation)
5. Suitable for lengthy matter
6. No rumor or Gossip.

De Merits of written communication

1. Confusion and misinterpretation

2. Lack of personal touch
3. One-way channel
4. Slow movement
5. No immediate feedback

Business Letter

First impression is the

best
impression
While writing a business letter, we must
remember that the Opening and Closing sentences are
very important to impress the reader.
Opening sentences
Closing sentences

Contd.

Business Letter
Opening sentences
1. To create feeling and rapport, for creating a
favorable and positive response.
2. To indicate the subject matter.
3. To refer to any previous communication on the
subject
Ex:

We are glad to say that we can deliver products

a month earlier as you have requested in your letter on
10th of last month.
Contd.

Business Letter
Closing sentences
1. To tell what is the next action to be taken and who
is to take it. (Writer or Reader)
2. To win the favorable response for whatever you has
been said in the letter.
Ex:

We are sure you will take advantage of this offer

and place your order before 9th of October.
Contd.

Business Letter
Appearance of letter
1. Paragraphing
2. Reference number
3. Attention line
4. Subject line
5. Salutation
6. Reference section
7. Letterheads
8. Continuation sheets
9. Signature.

Contd.

Business Letter
Appearance of letter
1. Paragraphing
(a)Short opening paragraph
(b)Large middle paragraph
(c) Short closing paragraph

2. Reference number ( Below the date / along with the date)

This will appear in the letter as Ref.no. and it will
provide file number for ease in searching reference.
Contd.

Business Letter
Appearance of letter
3. Attention line
It appears below the inside address. This line is useful
when the letter is addressed to the company but directed to an
individual, by name, so that the letter is sent to him with out
any delay.

4. Subject line
It is placed at the center, either before/after the
salutation. It will start with the word Subject or Re.
Ex

Subject: Requesting for the entry into the cricket tournament

Contd.

Business Letter
Appearance of letter
5. Salutation
It is the greeting of the addressee..
Ex:

Sir / Dear sir,

Madam / Dear madam,

6. Reference section
Enclosures
Carbon copy

You have to name the list of documents which

you are sending along with the letter.. Like
1.__________ 2. ___________ 3. ___________

Name the list of people for whom you are

sending

Contd.

Business Letter
Appearance of letter
7. Letterheads
There are two sizes in the letterheads, one is the
standard 8 ll X 11ll for the most letters, and the smaller 5ll X 8ll
for short messages.

8. Continuation sheets
It must be same type like first sheet except address and
salutation.

9. Signature
Signature along with the designation and name of the company.
Contd.

Company name
(Address of the company)

Ref. No: .

Name & address

(to whom we are sending )

Attention: ..
Salutation,
Subject: .

Encl: 1. --------------

Signature

MODEL OF BUSINESS LETTER

MODEL OF BUSINESS LETTER

Date: .

2. -------------CC To : ------------------------------

Contd.

Planning Business Correspondence

Correspondence means to keep oneself in touch with those

separated by distance

There are THREE KINDS of business correspondence, They are

1. Initiative letters
(i) The letter must arouse the interest of the reader.
(ii) It should mention clearly what action the writer wishes
the reader to take.
2. Reply letters : The sender must ensure that every point raised by
the correspondent is covered.
3. Follow-up letters
(i) To confirm a telephonic or messages.
(ii) To remind the correspondent about something on Contd.

Types of Business Letter

Business Letter

Information Letters

Enquiries

Sales Letters

Goodwill Letters

Complaints

Greetings

Quotations

Concessions

Thanks

Orders

Overdue

Congratulations

Payment

Offers

Problem Letters

Sympathy
Condolence

Report writing

The report is ultimate outcome of investigation effort.

Report writing makes the complex things simple. Suggestions
given in the report forms action plan.

Ex:
Every executive like employee of investigation department,
Market researchers etc. are supposed to submit a report to their
superiors in scheduled time.

Report writing
1. Preliminary pages
(i) Title page showing the heading
(ii) Contents along with chapter heading and page numbers

Outline of Report

(iii) Preface and acknowledgement

(iv) Foreword
(v) List of tables
(vi) List of graphs and diagrams
(vii) Abbreviations
2. Main text
Summary
(i) Introduction
(ii) Main findings
(iii) Conclusion & Recommendations
Introduction
(i) Introducing the theme
(ii) Review of related literature
(iii) Methodology

Contd.

Report writing

Outline of Report

3. End matter
(i) Annexure
(ii) Bibliography
(iii) Questionnaire
(iv) Indexing
(v) Appendices

Report writing
Guidelines for writing report
1. Develop thinking
2. Divide narrations into paragraphs
3. Use present tense
4. Minimize technical jargons
5. Use visual aids
6. Objectivity
7. Rough draft
Comprehensive drafts
Improvement in language, form and style of the draft.
Accurate and authentic draft.

Report writing
Report writing process
1. The subject matter should be analyzed
2. Final out come is assessed.
3. A rough draft for the final outcome is prepared
4. Rewriting and polishing rough draft
5. Final bibliography be prepared
6. Final draft preparation.