Module-3: Written Communication
Module-3: Written Communication
Module-3: Written Communication
Written Communication
INTRODUCTION
• Purpose of writing.
• Clarity in writing.
• Principles of effective writing.
• Systematic writing – 3x3 writing process.
• Specific features of writing.
• Electronic writing process.
• Conclusion.
Written communication
• Written communication involves any type of message that
makes use of the written word.
3. Costly - if the sender and receiver are sitting next to each other, you still have to
spend money on paper or Internet service. It costs huge in terms of stationery
and the manpower employed in writing/typing and delivering letters.
The Five Cs of Effective Written Communication
Zufishan Rehmani,MBA,Lecturer,VTU,Bgm.
Business Communication
1 2 3
Analyise Research Revise
Analyze
Anticipate
Adapt
Adapting to Task and Audience:
Spotlight audience benefits.
The warranty starts working for you
immediately.
Sender-Focused Receiver-Focused
We are requiring all staffers to Please complete these forms
complete these forms in so that you will be eligible for
compliance with company health and dental benefits.
policy.
Writing
Research
Organize
Compose
Organizing
Data:
Alphanumeri
c Outline
Writing With Teams: Phase 3
Phase 3: Revising
Team members work together to
synthesize, but one person may do
Revising final proofreading.
Edit
Proofread
Evaluate
Writing Task:
Reasons Why High School Students Choose OU
Step 1: Prewriting Step 2: Writing Step 3: Revising
Analyze Research Edit
Anticipate Organize Proofread
Adapt Compose Evaluate
It observed with deep concern about the irregularity in attendance to office work. The office staff is
directed to adhere to the laid down office timings and norms.
Signature ____________
( )
WARNING LETTER FOR PERFORMANCE
To,
Mr,Raghavendra
Mr, Raghavendra this is with reference to your counseling session with your immediate supervisor and written warnings for
improvement of your performance at work.
This is final warning and you are hereby directed to improve your performance up to satisfaction of your manager and team members
within one month starting from today.Failure to meet the performance expectations will result in to immediate termination of employment.
Name:Mr,Suresh
Date:-2/11/2015
Business Letters
• A business letter is a formal document often sent from one
company to another or from a company to its clients,
employees, and stakeholders.
• The last paragraph of your letter should reiterate the reason you are
writing and thank the reader for reviewing your request.
• Oscar Lee
Managing Editor
Acme Graphic & Design
123 Business Rd.
Business City, CA 54321
Dear Mr. Lee,
I would like to invite you to attend our upcoming Liberal Arts department job networking event. The event will
be held on the afternoon of May 1, 2020. We wish to provide our graduating seniors with an opportunity to
meet business leaders in the area who may be looking for new hires who hold degrees in the Liberal
Arts.The event will be held at the Cox Student Center at Northern State University and will last about two
to three hours. If you have an interest in attending or sending a company representative to meet with our
students, please let me know at your earliest convenience and I can reserve a table for you.
Thank for your time and I hope to hear from you soon.
• Respectfully,
• (signature hard copy letter)
• Linda Lau
Liberal Arts Department Chair
• Writing a thank-you letter or thank-you email
after an employment interview is a must.
• In fact, some employers even think less of
those interviewees who fail to follow up
promptly.
• It's critical that you take a moment to write a
simple note of appreciation to those who
interviewed you.
• David Smith
444 Green Street
City, State 55555
(555) 234-5678
September 1, 2018
Susan Brown
Marketing Director
Acme Corp.
222 Main Street
City, State 55555
Dear Susan,
• It was a pleasure to meet with you regarding the marketing manager position with your firm. After hearing
about the new direction you are planning to take with your marketing division, especially the plans to
incorporate more interactive media, I am even more confident that I would be very interested in joining
your group. My background includes strong experience in social media and web development, and I have
some great ideas already to help with the rebranding.
• Thank you for taking the time to meet with me. I’ll be in touch later this week to follow up with you, but
please don’t hesitate to contact me at your convenience with any additional questions. I look forward to
speaking with you soon.
Regards,
Signature
• David Smith
Formal letter Format
• Formal Letter Format
• A formal letter has a format which needs to be followed. A typical
formal letter format is
• Sender’s address
• Date
• Name / Designation of Addressee
• Address of the Addressee
• Salutation
• Subject
• Body – Introduction, Content, Conclusion
• Complimentary Close
• Signature / Name of the Sender
• Designation of the Sender
Complementary Closure in any formal letter
• Yours faithfully
• Yours truly
• With sincere appreciation
• Yours sincerely
• With sincere thanks
• Letter of Complaint
•
Suppose you placed an order of some items.
The quality promised and the quality of the
items received is not the same. What will you
do? You either want to replace them or want
your payment back. How can you do so?
• New Business World
16 Ring Road
Delhi – 01
November 30, 20xx
• The Manager
ABC Stationary King
35 Patel Street
Delhi − 18
Dear Sir,
• Sub.: Complaint against Order No. S/24-201S-1147.
This is with reference to the Order No. S/24-201S-1147 place on Nov 17, 20xx. The order consists of letterhead
and business cards. As per the agreement, we were promised of receiving the order latest by Nov 22, 20xx.
First of all the order did not reach in time. Also, the quality of the papers and design selected for business
cards is not matching with the selected one.
We have faced a lot of embarrassment and inconvenience and our reputation is at stake in the eyes of our
clients.
Kindly ensure that the order will be replaced latest by Dec 4, 20xx, failing which payment will be stopped or
the will be cancelled. I sincerely request you to look into the matter and do the needful as soon as possible.
Thanking you.
Yours truly
XYZ
General Manager
• Promotion Letter
• This type of letters mainly refers to the one of
promoting new developments and up-
gradation.
• The promotion can be of anything new
opening of a new branch or show-rooms, new
schemes, or any other promotional discounts.
ABC Group of Company
16 Ring Road
Delhi – 01
November 30, 20xx
The Manager
XYA Agency
35 Patel Street
Delhi − 18
Dear Sir,
We are glad to announce the grand opening of a new branch of our company in QPR Colony, Delhi on Dec 05,
20xx.
As a respected client, we are extremely delighted to inform you that this branch is also fully efficient. It offers
various solutions to your problems and anything that you would ask for. We are dedicated to providing you
with the best service that you deserve.
We would be very happy to have you as our guest in our branch and encourage you to find more of our
products.
Thanking you.
• What Are Proposals?
• A proposal can be defined as an offer document presented to
undertake work affecting the future of an organization.
• They do not just give the facts but also a probable solution to a
particular problem or situation.
• Solicited
• Proposals concern the future and play a major role in bringing about changes
in a setup.
• Proposals are classified into two types: sales proposals and research
proposals.
1. Sales proposals are written with the aim of bringing gains for the
proposing organisation. Such kind of proposals is also known as business
proposals.
Inspection Reports
Annual Reports
Audit Reports
Feasibility Reports
Progress Reports
White Papers
Difference from other forms of
communication?
Subjective in nature.
Reports and projects generally draw an outside source.
Reports have a highly structured format.
Each part is numbered and captioned.
Use concise and precise language.
Contain recommendations and conclusions.
Use tables and graphs.
Preceded by a summary.
Reports can also be oral.
Purpose of a Report?
Primary source of information to the management
to help decision making. Also be used to give a
solution to a business problem.
To give information about company’s activities, progress, plans and
problems.
To record events for future reference in decision making.
To recommend specific action.
To justify and persuade readers about the need for action in a
controversial situation.
To present facts to the management to help decide the course of action.
Types of Reports
summary.
1. Purpose
– What is the point of the document? Are you trying to influence management? Are you trying to
make a change in a hospital? Make sure you have a purpose when writing the summary.
2. Problem
– What issue needs addressing? Why is it an issue? Why are you where you are?
3. Problem Analysis
4. Results of analysis
– What did you find while researching the issue? What methods did you use? How do you know
5. Recommendations
– What can you do to address this issue? How will you achieve your recommendations? How will
1. What. To Study ……
2. Why. To determine ……
3. When. Present.
4. Where. At TELCO.
5. Who. Union …..
What Is Proactive Media Relations
• Media relations is a component of public relations that focuses
on activities between a business and media outlets --
newspapers, television and radio stations, magazines, and
online outlets.
• A business that invests in proactive media relations makes
relationships with these outlets a priority and an ongoing
effort.
• This helps to forestall having to react to media coverage that is
inaccurate or damaging.
• Press Release
• The press release is often your first step in proactive media
relations, detailing a newsworthy event about your business
that you send to media representatives on your list.
• Provide just the details: who, what, when, where and why.
• Put the key messages -- the most important points about your
business -- into every press release so they get placed in the
outlets every time.
• Follow up with reporters and editors to cultivate the
relationship; let them know you are available for any questions
• Events
• Events are also part of proactive media relations.
a satellite office.
• By having your media list ready, building your media relationships, and
because you already have a positive reputation that you have spent time
building.
Electronic Writing Processes
• Components of Writing
• Composition
• Transcription
History
Personal Computer (PC)
Types of written Communication in Business
1. Note-taking
2. Skeletonize the notes
3. PC, Laptop or PDA
4. Search and Replace features
Searching
• Searching Lengthy Research paper, Long-term project should
be stored in database in order to use it in future use as
reference. O Report Writing Software
• Search in the database
• Join data into one file
• Organize and Generate daily, weekly, monthly report
automatically.
Word-Polishing
Built in dictionary in word processor
“Wordhunter”- helps you to find right word when you are stumped.
• founder + of + facebook = Mark Zuckerburg right + side + ship
= Starboard
• Word pronunciation by computer
• Grammar checking
• Spelling Checking
• “Spell Checkers”
• Outlining
• Part of word-processing package or a
separate program
• Outline of thoughts quickly and rearrange the
sections rapidly, change levels and so on
• Import text from other files to the outliner to
other files vice versa
• Changing defaults
Templates
Change margin width, heading text, headers and footers, page
numbers, tables, font,
Correct typing errors: don ; t don’t
teh the
• Using multiscreens