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Business Communication

This document discusses various types of written communication used in business. It begins by defining written communication and explaining the communication process. It then describes different types of written communication used, including emails, letters, memos, reports, promotional materials, and academic documents. For each type, it provides details on what they are, how they are structured, and tips for effective use. It concludes by noting that while written communication has disadvantages like being time-consuming, the ability to communicate clearly in writing remains important for business success.

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Rohit Jain
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337 views25 pages

Business Communication

This document discusses various types of written communication used in business. It begins by defining written communication and explaining the communication process. It then describes different types of written communication used, including emails, letters, memos, reports, promotional materials, and academic documents. For each type, it provides details on what they are, how they are structured, and tips for effective use. It concludes by noting that while written communication has disadvantages like being time-consuming, the ability to communicate clearly in writing remains important for business success.

Uploaded by

Rohit Jain
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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WRITTEN COMMUNICATION

BUSINESS COMMUNICATION PROJECT

INTRODUCTION
Written Communication is communication by means of written symbols that is communicated by or to or between people or groups. The meaning of
communication is in the way that it is received.

Communication through words maybe in writing or oral. It mainly consists of diagrams, pictures, graphs, etc. Reports, orders, etc have to be conveyed in written form Written communication guarantees that everyone concerned has the same information. It provides a long-lasting record of communication for future.

The Communication Process


Source
Channel Receiver

Message

Message

Message

Message

Encoding

Decoding

Feedback

TYPES OF WRITTEN COMMUNICATION


E-mails Letters and Memos Letters and Memos Agendas Reports Agendas Promotional ReportsMaterial Academic Documents Promotional Material Research (scientific) manuscripts Academic Documents White Papers Research (scientific) manuscripts White Papers
E-mails

E-Mails
E-mail is fast, convenient and easy.
Email is now the dominant method of communicating in business.

Convenient for communicating with people in different places and different time zones. Easier to communicate with people who understand written English but dont speak it well.
Excellent mechanism for follow-up or action items after a meeting. Messages can be saved and retrieved easily.

E-Mails (Challenges)

Email is not always confidential -- emails can sometime be obtained from central network even if deleted from personal computers

USE WITH CARE.

Email is often sent out without re-reading, proof-reading and other standards applied to written communications. We press the send button too soon! Emails can be forwarded and sent to others without your approval or knowledge.

LETTERS AND MEMOS


Letters and memos are the basic vehicles of business communication. They should be brief and make a single point (no more than 2 pages). Letters are for external communications.

Memos are for internal communications.

All Business Letters Should Include:


Heading Or Letterhead

Date

Inside Address
Body

Salutation

Subject line

Closing and Signature

Enclosures or CC

TO: (To whom is the memo directed?) FROM: (Who wrote the memo?) DATE: SUBJECT: or RE:

Types Of Letters & Memos


Letters of request Sales letters Response letters Cover letters, recommendations Letters of collection Letters to vendors and suppliers Memos that deal with employee issues Memos that make announcements Memos for policies and procedures

Reports
Define the main point Define the goals and objectives Collect the evidence needed to support the main point Organize the report

State the conclusions and recommendations

Organization of Reports
Title Executive summary Introduction

Materials and methods

Results and discussions

Conclusions

Recommendations

Written communication helps

in laying down apparent principles, policies and rules for running of an organization.
It is a permanent means of

communication. Thus, it is useful where record maintenance is required.


It assists in proper delegation

of responsibilities on the grounds of speech as it cannot be taken back by the speaker or he cannot refuse to acknowledge.

Effective written communication

develops and enhances an organizations image. It provides ready records and references. Legal defences can depend upon written communication as it provides valid records. Legal defences can depend upon written communication as it provides valid records. It tends to be comprehensive, obvious and accurate. It is well suited to express messages to a large number of persons at the same time.

Disadvantages Of Written Communication

Written Communication is a time consuming process. It takes time to reach the recipient and for him to read it.
It is an expensive mode of transfer as well as the stationery used involves money. Secret or sensitive messages can never be transferred as the information may reach the wrong hands. Its inability to get immediate feedback. Both encoding and transmission of the message take time, resulting in immediate delays.

Written Language Communication is communication by means of written symbols that is communicated by or to or between people or groups.

Immediate clarification is not possible in exchange of written communication.

Written communication creates mountains of paper cluttered around the premises of the organization.

At times its tough to communicate when the writers are poor in grammar and in the choice of words.

Tips For Effective Of Written Communication

Use Of Simple Language Use Active Verbs To Give Life

Write Briefly

Effective Communicati on

Using The Right Tone

Avoid Long Sentences

Conclusion

Conclusion
Ironically, the importance of good writing skills in the business world has become more evident even as companies rely increasingly on computers and other new technologies to meet their obligations. Indeed, business experts warn that any business's positive qualitiesfrom dedication to customer service to high-tech expertisewill be blunted to some degree if they are unable to transfer that dedication and knowledge to the printed page. "Whether you are pitching a business case or justifying a budget, the quality of your writing can determine success or failure," wrote Paula Jacobs in InfoWorld. "Writing ability is especially important in customer communication. Business proposals, status reports, customer documentation, technical support, or even e-mail replies all depend on clear written communication."

Done By :
Ankita 241 Tanisa Sanghavi 242 Mitesh Jain Aakash Panjabi 244 Abhishekh - 245

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