3 writtencommunication-100626012735-phpapp01
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Transcript of 3 writtencommunication-100626012735-phpapp01
CHAPTER 9
THE WRITTEN CHANNEL PRINCIPLES OF EFFECTIVE WRITING FORMS OF BUSINESS CORRESPONDENCE CLEAR WRITING TYPES OF BUSINESS MESSAGES
WRITTEN COMMUNICATION(Objective : To help learner to acquire a performing knowledge of forms and methods of writing in order to handle business correspondence effectively)
THE WRITTEN CHANNEL
◦ ITS IMPORTANCE Formal communication sustains business
operations. Helps maintain external transaction Helps prepare good promotional materials Generates permanent records for legal
defence.
◦ Advantages Provides authentic records Prompt and effective writing builds
company’s image Writing standardizes forms of correspondence Can help to fix responsibility.
LIMITATIONS
◦Piling up of paper◦Time consuming◦Committing to black and white
causes controversy◦Writing requires a high degree of
competence and much training.
PRINCIPLES OF EFFECTIVE WRITING
◦Mutual and complete understanding of correspondents
◦Business writing should evoke prompt action.
◦Writing should encourage correspondence to think afresh for new ideas.
◦Writing should be based on facts not on impressions and opinions that are vague.
◦Brevity and precision essential◦Effective use of technology
FORMS OF BUSINESS CORRESPONDENCE◦MEMO
“Work-horse” of internal communication
Format with four entries at the top : TO, FROM, DATE, SUBJECT LINE
◦LETTER For formal communication with the
outside world Forms and layouts Parts of a letter
PROCESS OF WRITING
◦The Three-Step Process◦Analyze the purpose and
choose the appropriate form of writing and medium
◦Compose with coherence in order to communicate one idea at a time
◦Complete and revise draft.
CLEAR WRITING◦Style
The You – Attitude
◦Linguistic precision, Brevity and Clarity Coherence Cohesion
TIPS FOR BUSINESS CORRESPONDENCE
◦ Avoid unfamiliar words◦ Avoid redundancies◦ Avoid camouflaged vocabulary◦ Avoid jargon & cliche◦ Avoid hype◦ Avoid abstract ideas : Keep them concrete◦ Avoid Slang◦ Avoid ambiguity◦ Avoid an excessive use of adjectives◦ Write short sentences ◦ Generally use active voice unless passive is
required
TYPES OF BUSINESS MESSAGES◦ Good News / Goodwill Messages
Condolences Congratulations Encouraging Counsel
◦ Form Memo Letter E-mail
◦Structure Statement of message Compliment or statement of sympathy Complimentary close
◦ Bad News Messages Essential : Sustain a positive tone Approach
Direct approach when recipient would prefer the bad news outright
Indirect approach is followed otherwise
◦ Form Direct Approach
Tactful statement of bad news Clear and authentic reasons for ti Positive forward – looking close
Indirect Approach Buffer Clear statement of reasons Statement of bad news A positive close
◦Persuasive Message Purpose & Occasion
To convince by goodwill and reasoning – collection letters
Approach Direct Indirect
Formula AIDA Attention Interest Desire Action(Read illustration on page 87)