Group 5 (Four Seasons + Gin bilog)

Leader: Ong, Paula Mae

Assistant Leader: Balleta, Kyla P.

Members:

Dato, Jomar

Jaldo, Vina

Marino, Althea T.

Gloriane, Jeffrey

Otac, Leandro D.

Pajares, Marmar

Saldo, Ivan B.

Ab Public Administration 3-A

Office and System Management

Effective Business Writing

Ms. Catalina P. Garte

Special Lecturer
Introduction:

Business writing is a type of writing that is used in a professional setting. It is a purposeful piece
of writing that conveys relevant information to the reader in a clear, concise, and effective
manner. It includes client proposals, reports, memos, emails, and notices. Proficiency in
business writing is a critical aspect of effective communication in the workplace.

Balleta, Kyla P.

1. Oral vs. Written Communication

— Communication is a broad field that covers many different means of spreading and
transferring messages. There are many forms of communication that focus on a specific means
or aspect of communication. Two common forms that are often compared are oral
communication and written communication.

Oral communication refers to the communication that takes place by speaking. This includes
basic conversations, as well as speeches and meetings.

Written communication refers to the type of communication that uses the written word. This
can be typed on an electronic device, such as an email on a computer, or handwritten, such as a
note or a letter. Both oral communication and written communication are used on a daily basis.
While both may convey the same messages, they may be used for different purposes.

Written Communication Skills Examples

There are many forms of written communication. Some of the most common forms include:

•Email

•Text messages

•Cards and letters

•Newspapers

•Blogs

•Magazines
Ong, Paula Mae

2. How is Writing learned?

•READING

—Reading is one step many writers point to as an integral step in learning to write effectively.
You may like Harry Potter books or be a Twilight fan, but if you want to write effectively in
business, you need to read business-related documents. These can include letters, reports,
business proposals, and business plans. As you read similar documents, take notes on what you
observe. As you read several sales letters, you may observe several patterns that can serve you
well later on when it’s your turn. These patterns are often called conventions, or conventional
language patterns for a specific genre.

•WRITING

—Before you write an opening paragraph, or even the first sentence, it is important to consider
the overall goal of the assignment. The word assignment can apply equally to a written product
for class or for your employer. You might make a list of the main points and see how those
points may become the topic sentences in a series of paragraphs. You may also give
considerable thought to whether your word choice, your tone, your language, and what you
want to say is in line with your understanding of your audience. We briefly introduced the
writing process previously, and will visit it in depth later in our discussion, but for now writing
should about exploring your options. Authors rarely have a finished product in mind when they
start, but once you know what your goal is and how to reach it, your writing process will
become easier and more effective.

•CONSTRUCTIVE CRITICISM AND TARGETED PRACTICE

—Mentors can also be important in your growth as a writer. Your instructor can serve as a
mentor, offering constructive criticism, insights on what he or she has written, and life lessons
about writing for a purpose.

The key is to be open to criticism, keeping in mind that no one ever improved by repeating bad
habits over and over. Only when you know what your errors are—errors of grammar or
sentence structure, logic, format, and so on—can you correct your document and do a better
job next time. Learning to be a successful business writer comes with practice. Targeted
practice, which involves identifying your weak areas and specifically working to improve them,
is especially valuable. In addition to reading, make it a habit to write, even if it is not a specific
assignment. The more you practice writing the kinds of materials that are used in your line of
work, the more writing will come naturally and become an easier task—even on occasions
when you need to work under pressure.

•CRITICAL THINKING

-Critical thinking means becoming aware of your thinking process. It’s a human trait that allows
us to step outside what we read or write and ask ourselves, “Does this really make sense?” “Are
there other, perhaps better, ways to explain this idea?” Sometimes our thinking is very abstract
and becomes clear only through the process of getting thoughts down in words.

3. Principles of Good Written Communication and Writing Style

10 Principles of Written Communication:

Principles are tested guidelines for a course of action that assist in performing tasks correctly
and effectively. Principles of written communication also aid people in crafting communication
effectively and systematically.

Dato, Jomar

1. Principle of Objectivity

Every human action is goal-directed, with a specific objective in mind. Business communication
is a deliberate human action aimed at achieving a mutually understood meaning within a
message containing business content to attain economic gain.

2. Principle of Completeness

Business communication must be comprehensive in every sense. A business message is

3. Principle of Conciseness

Conciseness is essential for effective business communication. A concise message saves time
and resources for both the sender and the receiver, especially given the busy nature of business
executives. Conciseness means delivering a complete message without unnecessary wordiness.

4. Principle of Consideration

Consideration involves preparing every message with the recipient in mind. When encoding a
message, attempt to empathize with the recipients by considering their desires, problems,
circumstances, emotions, and probable reactions.

Jaldo, Vina

5. Principle of Concreteness

Concreteness entails being specific, definite, and vivid rather than vague and general in
communication. Business communication should employ concrete language to craft engaging
messages, using denotative words instead of connotative ones.

6. Principle of Clarity

Clarity is vital for ensuring that the intended meaning of business messages is accurately
received by the recipient. Individuals may interpret words differently based on their unique
experiences and perspectives.

Saldo, Ivan

7. Principle of Courtesy

Courtesy is a significant contributor to effective communication. It entails polite behavior and

8. Principle of Correctness

Communication must be correct in terms of proper grammar, punctuation, and spelling. This
principle also emphasizes using the appropriate level of language, ensuring the accuracy of
figures, facts, and words, and adhering to acceptable writing mechanics when crafting
messages.
Otac, Leandro D.

9. Principle of Simplicity

Business communication should employ simple language, familiar jargon, easily understandable
charts, and graphs. Expressing business subjects should involve simplified facts and information,
although it requires some knowledge of language.

10. Principle of Unity

Unity implies oneness. Effective communication must exhibit unity among ideas, sentences, and
facts. All parts of a sentence should combine to form one clear thought.

Barriers to Effective Communication

Communication is defined as the process by which information is exchanged between

The sender sends the message and the recipient is the receiver of the message. The process of
communication is never smooth as it is affected by the barriers of communication.

Barriers to effective communication can result in confusion which can lead to incorrect
information being conveyed or miscommunication which can lead to loss of business.

Following are some of the barriers to effective communication:

1. Semantic barriers: Semantic barriers are also known as language barriers. These barriers are
caused due to improper communication between the sender and the receiver. The following
instances of semantic barriers can be witnessed in communication.

 Poor quality of message: Message when communicated should be precise and easy to
understand, that makes it easy for the receiver to grasp the information conveyed.

Sometimes, due to the lack of clarity or complexity of the way of providing information from
the sender, there can be a case of semantic barriers.
  Technical language: Language barriers also arise when the sender of the message is
speaking in technical terms while the receiver is unaware of the terms. It creates
confusion and misunderstanding between the sender and receiver by acting as a barrier
to effective communication.

2. Psychological Barriers: Psychological barriers play an important role in interpersonal

Here are some instances where psychological barriers to communication can be seen.

1. Premature evaluation of information by the receiver even before it is transmitted can lead to
barriers in communication, as it will create premature conclusion to the message, which
withholds the original message.

2. Inadequate attention from the receiver’s end at the time of communication can lead to
barriers of communication as the information conveyed by the sender is not properly received
by the receiver.

3. When information is passed within multiple sources, the final information is distorted as the
receivers of the message are not able to retain everything that was conveyed. This can cause
communication barriers.

3. Organizational barriers: Organizational barriers are those barriers that are caused due to the
structure, rules and regulations present in the organization. The various types of barriers that
can be encountered due to superior subordinate relationships where the free flow of
communication is not possible.

Sometimes the complexity of organizational structure and multiple managers make it difficult to
convey information properly, and the information gets distorted leading to miscommunication.

4. Cultural barriers: Cultural barriers are those that arise due to lack of similarities among the
different cultures across the world. A term that can be harmless in one culture can be regarded
as a slang in another culture. Moreover, various beliefs can differ from one culture to another.
5. Physical barriers: Physical barriers to communication are those that arise due to certain
factors like faulty equipment, noise, closed doors and cabins that cause the information sent
from sender to receiver to become distorted, which results in improper communication.

6. Physiological barriers: Physiological barriers arise when a sender or the receiver of the
communication is not in a position to express or receive the message with clarity due to some
physiological issues like dyslexia, or nerve disorders that interfere with speech or hearing.

Pajares, Marmar

4. Overcoming Barriers to Effective Written Communication

• Do Sweat the Small Stuff

One significant barrier to effective written communication is failure to sweat the small stuff.
Spelling errors and incorrect grammar may be considered details, but they reflect poorly on you
and, in a business context, on your company. They imply either that you are not educated
enough to know you’ve made mistakes or that you are too careless to bother correcting them.
Making errors is human, but making a habit of producing error-filled written documents makes
negative consequences far more likely to occur. When you write, you have a responsibility to
self-edit and pay attention to detail. In the long run, correcting your mistakes before others see
them will take less time and effort than trying to make up for mistakes after the fact.

• Get the Target Meaning

Bypassing involves the misunderstanding that occurs when the receiver completely misses the
source’s intended meaning. Words mean different things to different people in different
contexts. All that difference allows for both source and receiver to completely miss one
another’s intended goal.

As writers, we need to keep in mind that words are simply a means of communication, and that
meanings are in people, not the words themselves. Knowing which words your audience
understands and anticipating how they will interpret them will help you prevent bypassing.
• Consider the Nonverbal Aspects of Your Message

Let’s return to the example at the beginning of this section of an e-mail from a student to an
instructor. As we noted, the student neglected to identify himself or herself and tell the
instructor which class the question referred to. Format is important, including headers, contact
information, and an informative subject line.

This is just one example of how the nonverbal aspects of a message can get in the way of
understanding. Other nonverbal expressions in your writing may include symbols, design, font,
and the timing of delivering your message.

• Review, Reflect, and Revise

Do you review what you write? Do you reflect on whether it serves its purpose? Where does it
miss the mark? If you can recognize it, then you have the opportunity to revise.

Writers are often under deadlines, and that can mean a rush job where not every last detail is
reviewed. A mental review of the task and your performance is often called reflection. When
you revise your document, you change one word for another, make subtle changes, and
improve it.

Gloriane, Jeffrey

5. Business Writing in Action

- Business communication in written form requires skill and expertise. From text messages to
reports, how you represent yourself with the written word counts. Writing in an online
environment requires tact and skill, and an awareness that what you write may be there
forever. From memos to letters, from business proposals to press releases, your written
business communication represents you and your company: your goal is to make it clear,
concise, and professional.
References

https://corporatefinanceinstitute.com/resources/career/business-writing/#:~:text=What%20is
%20Business%20Writing%3F,memos%2C%20emails%2C%20and%20notices.

https://study.com/academy/lesson/oral-vs-written-language-styles.html#:~:text=Written
%20communication%20is%20important%20to,as%20succinct%20conversation%20when
%20necessary.

https://open.lib.umn.edu/businesscommunication/chapter/4-2-how-is-writing-learned/

https://www.iedunote.com/written-communication

https://byjus.com/commerce/barriers-to-effective-communication/

https://pressbooks-dev.oer.hawaii.edu/cmchang/chapter/4-6-overcoming-barriers-to-effective-
written-communication/

https://open.lib.umn.edu/businesscommunication/part/chapter-9-business-writing-in-action/