Written Communication
Communication is what the receiver understands, not what the
sender says
Presentation by: Samastha Sunoj
Written Communication
THE ART OF WRITINGWriting is a mode of communicating a message
for a purpose. Writing reveals ones ability to think clearly and to
use language effectively.
IMPORTANCE OF SKILLS IN WRITTEN COMMUNICATIONEffective writing
does not come by chance, it does not just happen, it requires a set
of skills to write simply, clearly, accurately and briefly. Writing
reveals ones ability to think clearly and to use language
effectively
True ease in writing comes from art, not chance,As those move
easiest who have learned to dance - Alexander Pope
ADVANTAGES OF WRITTEN COMMUNICATION
It has an extremely wide reach.Can be well organised to convey
precise message.Can be effective as a stand alone medium.Can be
sent in a language that the receiver can read and understand.Can be
erased, revised and rewritten.When stored, can be exactly
reproduced or repeated.Very importantly creates records and
reference sources.
Written communication helps nurture business relationships
PURPOSE OF WRITINGThe first task for writing effectively is to
identify the purpose of the communication. There are mainly 2
purposes. Writing to inform When the writer seeks to give
information & offers to explain it, the writing is called
informative writing. It is also called expository writing because
it expounds or expresses ideas and facts.Informative writing
presents information not opinions. Its purpose is to inform and not
to persuade. It is therefore, written with maximum objectivity.
Writing to persuadePersuasive writing aims at convincing the
reader about a matter which is debatable; it expresses opinions
rather than facts. This is why the writing is also called
argumentative, for it supports and argues a certain viewpoint or
positionsPersuasive writing focuses on the reader. The writer
attempts to change the readers thinking and brings it closer to his
own way of thinking. Persuasive way of writing is often found in
opinion essays, editorials, reviews etc.
THE AUDIENCEThe second task for effective writing is to
recognise the needs, expectations, fears, and attitudes of the
audience/ receiver and the reader of the written message.Written
communication is one way-from the sender to the receiver. The
receiver cannot immediately clarify doubts in the case of an
unclear message. Therefore our most pressing concern as writer is
how to get our written communication right.
An effective business letter can act as your relationship
officer
ESSENTIALS OF A BUSINESS LETTERA business letters must conform
to certain minimum standards of writing. One can look at these
essentials from different angles- language, content, context,
length, structure, layout, taste, tone, impact and purpose
orientation. The following are the essentials of a good business
letter. 1. CLARITY A letter must have clarity. The underlying
message should be expressed in clear terms. Care should be taken in
order to avoid ambiguity. The purpose of communication should be
made clear. Whether it is to inform, invite, reiterate, emphasize,
remind, announce, seek participation or clarity and correct the
earlier message, the purpose should be clearly stated.
2. IMPACT The letter should create necessary impact. To create
this impact, it is often necessary to lay an emphasis. Emphasis can
be laid in many ways. It can be done by proper positioning placing
them in an important position. It can be done by repetition. It can
be done by underlining or using a larger type of font. A letter
succeeds in creating the desired impact when it ensures the
following.a)What is one trying to convey? (Purpose
Orientation)b)Which of these is really urgent? (Emphasis)c)Is it
too elementary or is it too overhead transmission?
(Wavelength)d)What is the sequence? (Coherence)
3. RELEVANT INFORMATION The letter should provide relevant
information forming part of the message. Facts, figures,
illustration and other such information which are both accurate and
reliable as well as relevant to the context of the communication
should be incorporated in the letter. A communication can said to
be complete only when it contains all the facts and details which
the receiver needs to know in order to respond or act on the basis
of that communication
4. SIMPLICITY Simplicity is the hallmark of any good
communication. Simplicity refers to ease of understanding.
Simplicity in writing does not, however, necessarily imply simple
or plain thoughts. The thoughts maybe complex and the subject quite
complicated, but the manner of expression or presentation is kept
simple.
5. TIMELINESS Business letters to be effective should have
proper timing. Letters should be written and despatched on time.
Sending letters too much in advance is also to be avoided because
unless there is a timely reminder , the message is likely to be
forgotten.
6. BREVITY Any good communication- oral or written- should
necessarily incorporate this essential feature. Brevity is a very
important attribute for any business letter. The receiver does not
have unlimited time to spare towards reading and re-reading the
letter therefore, whatever be the merits of long letter, they are
often kept aside for later reading Brevity in communication also
means CONCISENESS. It refers to the skill of conveying the message
in fewest possible words
7. LANGUAGE Language is an extremely important facet of business
communication. Choosing the appropriate language for a large multi
national or multi regional organisation is important not only for
furthering business interests, but also for ensuring that the
sensibilities of certain sections of people are not offended. A
good letter writer should know his grammar well and seek
appropriate reference when in doubt.
8. VOCABULORY/WORD POWER For the language to be effective, an
important prerequisite is abundant vocabulary or word power. Words
are the very essence of written communication. Words translate
thoughts and carry the message through to the reader. Words make
the letter therefore, a good letter writer should choose the words
with care.
9. APPEAL A good letter should appeal to the readers
sensibilities. It should go beyond the message it conveys and make
an overall good impression. It should have elegance, which means
taste, beauty and decency. Good letter also ensures certain
aesthetic appeal. No letter can be called elegant if it does not
give due attention to its appearance. Mistakes and corrections,
striking, overwriting, improper ink flow, unintended gaps and other
such deficiencies rob an otherwise good letter.
10. STYLE Style refers to the manner of writing . Style can be
associated with the person writing the letter and carries certain
distinctiveness. Style is also understood as Proper words in proper
places. A simple, informal, considerate and focused style of
writing scores high in building a rapport with the reader.
11. POSITIVE APPROACH It creates a friendly atmosphere. Thoughts
and words must synchronize. The basic objective should not be lost
sight of. Good letters cannot be written under extreme emotional
conditions such as sorrows, depression, anger, frustration or
shock. Similarly a good letter cannot be written in great hurry.
One must take adequate time to put the thoughts into words,
choosing the most appropriate ones for the context.
12. STRIVING FOR EXCELLENCE A good letter writer should try to
achieve a significantly high standard of letter writing and
endeavour to achieve excellence.
FORMS OF A BUSINESS LETTER
In order to make the letter attractive and readable it would be
necessary to arrange all these parts in an organised manner.
Suitable and correct layout enhances the overall effectiveness of
any letter. There are essentially 3 types of layout for any
business.
1. Full block layout This layout makes the letter look
attractive, elegant and efficient. In this form each part of the
letter- date, senders address, subject, salutation, complementary
closing begin at the margin of the page which saves key movements
for the typist as every line begins at the same point on the
left.
2. Modified block layout In this layout, various parts are
distributed on the page. Some are on the left, some in the middle
and some on the right. This method is considered conservative and
is not very popular
3. Modified block with indented layout Indenting refers to
setback or beginning the line farther from the margin to mark a new
paragraph. In this layout each paragraph starts a few spaces away
from the margin. This form makes the letter clumsy.
