Writing Ability and Drafting Clean

8/11/2019 Writing Ability and Drafting Clean

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Writing Abil ity & Drafting

Presented

ByAdvocate Bakul Pandya



Communication

Communication may be defined as “interchange of

thought, idea or information to bring about mutual

understanding and conf idence. I t is theinformation intercourse by words, letters, symbols

or messages. I t is the exchange of facts, feel ings,

ideas and viewpoints which bring about

commonness of interest, purpose and effort”



H igh Performing Organizations

& Communicatons• Communications professionals in high-

performing organizations play a strategic

role

• H igh-performing organizations do a better

job of explaining change

• H igh-performing organizations focus oncommunicating with and educating their

employees.



• H igh-performing organizations provide

channels for upward communication.

• Employees in high-per forming

organizations have a better under-standing

of organizational goals and their part in

achieving them.”



Guidel ines for Effective

Communication• Pay attention to the communication

• Pay special attention to the actual results

of your speaking and writing

• Read and listen to communication from

cultures and countr ies other than your

own

• Make sure that your communication

process is as eff icient and effective as

possible



Advantages of Oral

Communication• I nstantaneous

• Carry far more information than just

words can express

• Oral messages can be answered with

immediate feedback

• One can constantly adjust communication

based on listener’s response



Disadvantages of Oral

Communication• Impermanence

• Content is extraordinari ly dif f icul t to

search and retr ieve



Advantages of Wr itten

Communication• Permanence

• Always available for rechecking

• Can easily be skimmed or indexed



Components of Wr iting

• Competence

• Performance



Important Components Of

Performance• Confidence

• Process Knowledge

• Reinforcement



Basic Training

• Organize Your Thoughts

• Analyze Your Audience

• Be Clear and Concise

• Keep I t Simple

•

Accentuate the Positive• Avoid Certain Words

• Add a Personal Touch

• Tailor Your Content



Communication I n Business

Environment

• Business letters.

• Business Meetings

• Chairperson’s Speech

• Press Releases

• Corporate Announcements

• Business Reports



Parts of A Business Letter

1. Heading orLetterhead

2. Reference Number

3. Datel ine

4. I nside Address

5. Salutation

6. Body of the Letter

7. Complimentary Close

8. Enclosure L ine

9. Postscript10. Copies L ine



Business Meetings

A meeting is get-together of a group of

persons to discuss ways and means to deal

with a specific time-bound task assigned.The members of the group share common

exper ience, common concern and

common interest.



Procedure for Convening

Business Meetings• Notices

• Agenda

• M inutes & Resolutions



Circumstances in Which The I ssue

of Notice Becomes Necessary• Call ing or convening of a meeting (General,

Special, Extraordinary, Statutory, Board etc.);

• Making calls or for feiture of shares;• Notif ying declaration of dividends and issue of

dividend warrants;

•

Notifying loss of share certi f icates ordebentures;



• I nviting tenders for supply of some

commodities;

•

Notifying any change in internal businessarrangements;

• Notifying some administrative order or

instruction to the staff ; etc.



Guidelines for Drafting a Notice

• Need not be lengthy

• Language must be expl ici t, free from

ambigui ty and reasonably intel l igible tothe recipient.

• To be written in an impersonal tone and

in an indirect form of speech



Types of M inutes

1. M inutes of Narration

2. M inutes of Decisions



M inutes of a Meeting Must

Contain1. Date and the number of meeting.

2. A list of name of those who attended the meeting.

3. A list of those who did not attend and from whomapologies were received.

4. The record of conformation of the previous

minutes and any amendments agreed to by thecommittee.



M inutes of a Meeting Must

Contain5. The essential, relevant background to the topic

under discussions.

6. A clear and unambiguous record of the decisionreached/resolution, and if appropr iate, of those

individuals/bodies responsible for taking

subsequent action.

7. Where discussion of a specif ic case leads to a

policy issue, it is important that a separate

minute be written on the policy issue



Press Release

Press releases relates to the announcement

of the important message or development

concerning themselves that organizationwish to convey to the publ ic at large, through

the press and other media



Character istics of A Good Press

Release1. I t should be newsworthy

2. I t should be factually true

3. I t should be br ief and precise

4. I t should be drafted in a simple language and

conversational style

5. I t is suitable for publication6. Who, what, when, where, why



Types of press Releases

• Press Communiqués

• Press Notes

• Hand-outs,

• Un-off icial Stor ies or Un-off icial H and-outs



Business Report

A business report is an order ly and objective

communication of factual information that

serves a business purpose. To be classif ied asbusiness report, a report must serve a

business purpose.



Steps for Writing a Business

Report• Step-1: Pre-writing

• Step-2: Writing the f irst draft

• Step 3: Revising and Prepar ing the F inal

draft



Types of Business Report

1. Shorter Reports

2. Long and Analytical Reports.



Drafting Process of Legal

Documents• The formulation and preparation of

documents that def ine relationships and

set out procedures which govern atransaction

• The r ights, benef i ts, duties and liabi l i ties

which wil l , or may, ar ise from atransaction are set out in a definitive form

and the persons upon whom they are

conferred or imposed are identi f ied



Objective of Drafting

• Provide written evidence of transactions

• Prevent fraud

• Set out future r ights and obligations

• Record r ights and obligations already

conferred

• Set out the detai ls of complex transactions.



Reasons for Drafting

Inaccuracy• Impenetrable language

• Ambiguity

•

Omissions



Acquir ing Drafting Ski l ls

• Through articles or similar apprenticeship

• Learning on the job



THANK YOU

• Email : [email protected]