Handout 3: Written communication methods

1. PowerPoint presentation Handout 3: Written communication methods Unit 222 (B&A 34): Communication in a business environment

2. Letters • Formal method communicating information. • Clearly structured and well-presented – reflect image of organisation. • Standard conventions exist. • Must be accurate.

3. Example letter

4. Email • Fast and cheap – needs a connection to the Internet and an email address. • Allows files to be attached. • Messages can be saved (and attachments) in and out. • Only efficient mode of communication if Inbox checked regularly.

5. email

6. Email etiquette Organisations usually monitor emails sent and received. Check the person you are sending the email to is correct. Placing all the text in capitals looks aggressive and is almost like SCREAMING at the recipient. Always put the subject or topic in the subject box. Never send confidential information by email.

7. Memos • Memos are internal, usually formal, documents that are sent to one or more members of staff. • Some staff are direct recipients of the correspondence while some are copied in. • Used in large organisations with many departments, eg civil service. • Standard conventions exist.

8. Facsimile – Fax • Standard conventions exist. • Usually a template or house style is used for format.

9. Text messaging Increasingly, organisations are using text messaging as a form of communication with customers. May be used to inform of promotions or to notify, for example, of delivery. Such communications should be written in Standard English, not using the text abbreviations common in social use.

10. Reports • Researched information. • Clear structure – introduction, main body, summary. • Main body contains the findings supported by the evidence. • Summary of recommendations. • References and sources of information.

11. Report structure