03-09-2014, 02:39 PM
WRITTEN COMMUNICATION
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THE WRITTEN CHANNEL
ITS IMPORTANCE
Formal communication sustains business operations.
Helps maintain external transaction
Helps prepare good promotional materials
Generates permanent records for legal defence.
Advantages
Provides authentic records
Prompt and effective writing builds company’s image
Writing standardizes forms of correspondence
Can help to fix responsibility.
LIMITATIONS
Piling up of paper
Time consuming
Committing to black and white causes controversy
Writing requires a high degree of competence and much training.
PRINCIPLES OF EFFECTIVE WRITING
Mutual and complete understanding of correspondents
Business writing should evoke prompt action.
Writing should encourage correspondence to think afresh for new ideas.
Writing should be based on facts not on impressions and opinions that are vague.
Brevity and precision essential
Effective use of technology
FORMS OF BUSINESS CORRESPONDENCE
MEMO
“Work-horse” of internal communication
Format with four entries at the top : TO, FROM, DATE, SUBJECT LINE
LETTER
For formal communication with the outside world
Forms and layouts
Parts of a letter
PROCESS OF WRITING
The Three-Step Process
Analyze the purpose and choose the appropriate form of writing and medium
Compose with coherence in order to communicate one idea at a time
Complete and revise draft.