Written Business Communication
Introduction
Introduction
•Writing is a mode of communication
for specific purpose.
•It also shows one’s ability to use
language effectively
•Written communication involves
writing replies to clients, inquiries, memos recording agreements, proposals
for contracts, formal and informal reports
•The main objective however is to
understand the particular document and how to communication the purpose in a
simple and concise manner.
The purpose of writing
•Writing to inform
When
the writer intends to inform through his/her writing it is called
informative writing or expository
writing.
•Writing to persuade
Persuasive
writing is aimed at convincing the readers of debatable opinion rather than
facts. It is also called argumentative as it presents a viewpoint.
Clarity in writing
•One of the effective ways of
communicating through writing is to do it with clarity.
•Learn to plan written communication
by paying special heed to to the
expectations of the prospective readers.
Principles of effective writing
1.Accuracy
2.Brevity
3.Language, Tone, and Level of
Formality
4.Natural Language
5.Use Active voice
6.Avoid sexist language
1.Accuracy
A writer should always ascertain
the accuracy of:
Facts
and figures
The
choice of words
The
language and tone
One
must be sure to follow the rules of grammar, pay attention to punctuation,
spellings, etc.
2. Brevity
It means leaving out the
unnecessary
Leave
out redundant words.
3. Language,
Tone, and Level of Formality
Ensure
that you use standard English.
Tone
should be in accordance to the business requirements
Informal
(Colloquialism, slang, regional words etc)
Semi-formal
(lies in between Informal and academic)
Strictly
formal (It is the scholarly writings that are long and not frequently used in
everyday speech)
4. Natural
Language
Letters
and memos should be written in the language of everyday speech. Avoid jargon,
acronyms, etc
5. Use
Active voice
6. Avoid
sexist language
Such languages should be avoided as
it shows bias against women.
Source: Business Communication, concepts cases and Applications.
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