Writing reveals one’s ability to think clearly and to use language effectively. Is a mode of communicating a message for a specific purpose. Includes : Replies to client, enquires, memos , contracts, reports etc. Introduction to Written Communication
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Business communication module 2 - Kerala University
Unit II Written communication, Principles of effective writing; business letters - types, layout, Application letter - resume - references; Appointment orders. Letter of resignation; Business enquiries - offers and quotations, Order - execution and cancellation of orders; Letters of complaint; Case Analysis.
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Writing reveals one’s ability to think clearly and to use
language effectively.
Is a mode of communicating a message for a specific
purpose.
Includes : Replies to client, enquires, memos , contracts,
reports etc.
Introduction to Written Communication
We write to : (a) inform (b) persuade.
Writing To Inform :
To provide & explain information
-Also called informative writing
-Found in accounts of facts, scientific data, technical & business
reports etc
Writing To Persuade:
Aims at convincing the reader about a matter that is debatable.
Focus on reader.
Found in opinion essays, editorials, business & research proposals,
religious books, etc
The Purpose of Writing
Accuracy /Correctness of Statement:
A message should be communicated correctly in terms of
grammar, punctuation & spelling.
Check all facts & figures
Check the choice of words
Check the language and tone.
Follow the rules of grammar
Pay attenuation to punctuation marks
Check usage for spelling & usage.
Principles of Effective Writing
Briefness/Brevity:
Means short/lasts for only a short time.
Lies in saying only what needs to be said and leaving out
unnecessary words or details.
Clarity
Matter should be written in correct manner so that the reader
understands the matter in the first reading itself.
Words & phrases with double meaning should be avoided
Principles of Effective Writing
Why Structuring Information so important in Business
CommunicationChoosing an
appropriate writing style
Structuring the document and organizing the
information
Deciding on the layout and document design
Good News Letter : Letters that please the receiver.
Routine Letters :Letters that neither please nor displease but are
receive with interest.
Business Letters
Pleasant news or idea
Details or Explanations
Closing messages or thoughts
Major Ideas Details or Explanations Closing thoughts
Layout of Business Letters
The Full-Block
Style
• Every line begins at the same distance from the left
margin, which results in each paragraph looking like a
distant block.
The Semi-Block
Style
• The beginning of the paragraph is not left aligned;
only the lines are left aligned. The first line of each
paragraph is indented. The date, closing, signature,
name & title are indented to the right half of the page.
The Simplified
Style
• The letter has neither a salutation nor a closing. A
subject line takes place of the salutation.
Business Letter Layouts
The Full-Block Style
The Semi-Block Style
The Simplified Style
Also called as Cover letter , can be considered as a sales
letter.
If he/she is able to write an application well , it has a
possible chance he/she may be considered for the job.
A letter of application must be so effective that it impress
the reader into granting interview.
The job seeker must first know to whom to write an