Effective Written Communication
7Csof Business Writing
Clear Concise Correct Courteous Conversational Convincing Complete
Report Writing
Its a factual and systematic written account of a specific business or professional activity PURPOSE Presents data Describe problem and suggests solutions/ feedback as well Discuss and analyze the data Recording of event and important < professional and official> happenings
Types of Report
Informational Analytical Routine Special Oral Written Formal Informal
Criteria
Function
Periodicity Communicative form Nature, Scope and length
Minutes of Meeting
Purpose- Post meeting review and a written official record. Contents1. Kind of meeting with date, time place 2. Chairperson and other attendees and non attendees 3. What was discussed- brief of each point with heading if possible 4. Who said what- overall comment recording 5. What is the final outcome/decision/resolution
Principles of MOM
1. 2. 3. 4. 5. Brevity Clarity Self Containment Decisiveness Immediate Recording
Tips for Effective MOM
Always Hold the copy of agenda Clarify the points not clear or not covered during the discussion Set schedule can be executed well. Makes everything clear and well stated MOM should always highlight the further course of action clearly.
Commercial Letters
Purpose
Request for service or information Give information/ instructions/guidelines Letters reinforce and maintain personal and business relations Request for action Express an opinion Motivate and persuade people.
Letter Writing Process
STEP 1: Prewriting It Involves 1. Audience Analysis, 2. Purpose Identification, 3. Scope Determination 4. Action desired. STEP 2: Writing It involves 1. Brainstorming 2. Free writing 3. Mind Mapping
Letter Writing Process
STEP 3: Post Writing It involves 1. Revision 2. Editing 3. Evaluating
Email Etiquette
Avoid Capital Letters Greetings Signature Grammar and Punctuations SUBJECT- MOST IMPORTANT Brief always Attach only important documents Avoid discussing confidential and sensitive issues
Memo- Purpose
Describe problems Inform employees Request Information Explain actions and policies Provide direction Give feedback
Difference between Letter and Memo
Memos are only meant for internal use ,whereas letters can also be sent outside Memo has a specific format, different from the letter format. Memos are less formal and structured than letters Memo is more conversational than letter. Memo contain less background and information than letter
Proposals- Purpose
To initiate new projects Provide fresh ideas Solve problems Reinforce and prompt innovative strategies. Classification of Proposal - Content and format - Nature of Audience - Source of Origin
Essential Writing Tips
Pre- Writing Purpose Identification Audience and Project Analysis Scope Determination Writing Present data in the organized form as the first draft Post- Writing Revise, edit, and evaluate- all technical work
Types of Proposal
Non formal- short proposal for small projects Formal- Long with elaborations, description Internal- readers within the firm External- readers outside the firm Solicited- written in response to a request for the proposal Unsolicited- written without any request
Parts of Formal Proposal
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Title page Table of Contents List of figures Abstract or Summary Methodology Introduction Statement of Problem Proposed Plan and schedule Advantages/ Disadvantages Recommendations
Speech Writing
Understand the Occasion Purpose of Speech- to inform/persuade/encourage. Audience Research Effective Opening and Closing Phrases Clear Meaning Little and Related , non personal HUMOUR Use Quotations Rehearsal Time Management
Speech Writing- Structure
1. Introduction 2. Main Body - Be creative, message based approach. 1. Conclusion
Newsletter
Executive Summary of Documents
