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Handout 2: Written communications

PowerPoint presentation. Handout 2: Written communications. Communication in a business environment. Uses of different written communications – external. Letters – formal communication; when information is complicated or technical; as confirmation or for later reference.

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Handout 2: Written communications

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  1. PowerPoint presentation Handout 2: Written communications Communication in a business environment

  2. Uses of different written communications – external • Letters – formal communication; when information is complicated or technical; as confirmation or for later reference. • Fax – used to send copies of documents instantly; useful when a signature is required; original document is retained by sender.

  3. Uses of different written communications – internal Reports – used to document researched information. Memos – usually formal communication. Email – can be internal or external communication; less formal, quick to send to many recipients, with or without attached documents; can be used for confirmation or urgent written communication.

  4. A set format for documents used by an organisation. Any documents produced by an organisation will conform to its image, eg: they will all show the logo be of same colour of paper same font set document layout. House styles

  5. Font style and colour Size of font Style and position of headings Spacing Justification of the text Size of the margins Position of date, references and addressee’s details on letters. Summary of house style factors

  6. Your written communication must be suitable for the intended nature, purpose, reader type of information to be communicated. Fit for purpose

  7. Every written communication should … be presented in the format required adhere to agreed business conventions have the correct degree of formality be unambiguous in meaning be accurate in terms of grammar and spelling and details included. be completed by the required deadline.

  8. Accuracy Correct grammar Sentence structure Punctuation Spelling. This is important for: Understanding Impression Liability.

  9. General rule for structuring communications • Introduction • Main content • Summary.

  10. Methods to structure information Paragraphs • to separate the text into readable chunks. Headings • to group information according to topic and indicate to the reader in advance the subject of the text.

  11. Readability Ensure communications are written in such a way as to be easy to understand for the reader Do not using technical jargon or over-complicated sentences. Keep sentences concise – to the point.

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