Download VTU (Visvesvaraya Technological University) MBA 1st Semester (First Semester) 17MBA16-Managerial Communication MC Unit 3 Important Lecture Notes (MBA Study Material Notes)
WRITTEN
COMMUNICATION
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
iii) Evaluating
Good way is through feedback. So encourage the receiver to
respond to your message.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
iii) Evaluating
Good way is through feedback. So encourage the receiver to
respond to your message.
TIME REQUIRED FOR 3X3 WRITING PROCESS
25% worrying an planning (PHASE I)
25% writing (PHASE II)
45% revising PHASE III
5% proof reading
Much depends on the individual project, its importance and the
author?s familiarity with it.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
iii) Evaluating
Good way is through feedback. So encourage the receiver to
respond to your message.
TIME REQUIRED FOR 3X3 WRITING PROCESS
25% worrying an planning (PHASE I)
25% writing (PHASE II)
45% revising PHASE III
5% proof reading
Much depends on the individual project, its importance and the
author?s familiarity with it.
PRINCIPLES OF EFFECTIVE WRITING
1. Accuracy
2. Brevity
3. Clarity
4. Language, tone and level of formality
5. Positive language
6. YOU-attitude
7. Natural language
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
iii) Evaluating
Good way is through feedback. So encourage the receiver to
respond to your message.
TIME REQUIRED FOR 3X3 WRITING PROCESS
25% worrying an planning (PHASE I)
25% writing (PHASE II)
45% revising PHASE III
5% proof reading
Much depends on the individual project, its importance and the
author?s familiarity with it.
PRINCIPLES OF EFFECTIVE WRITING
1. Accuracy
2. Brevity
3. Clarity
4. Language, tone and level of formality
5. Positive language
6. YOU-attitude
7. Natural language
1. ACCURACY
The writer should check and double-check
i. All facts and figures
ii. The choice of words
iii. The language and tone
Eg.: ?Between you and me? and not ?Between you and I?
a) Follow the rules of grammar
b) Pay attention to punctuation marks
c) Check words for spellings and usage
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
iii) Evaluating
Good way is through feedback. So encourage the receiver to
respond to your message.
TIME REQUIRED FOR 3X3 WRITING PROCESS
25% worrying an planning (PHASE I)
25% writing (PHASE II)
45% revising PHASE III
5% proof reading
Much depends on the individual project, its importance and the
author?s familiarity with it.
PRINCIPLES OF EFFECTIVE WRITING
1. Accuracy
2. Brevity
3. Clarity
4. Language, tone and level of formality
5. Positive language
6. YOU-attitude
7. Natural language
1. ACCURACY
The writer should check and double-check
i. All facts and figures
ii. The choice of words
iii. The language and tone
Eg.: ?Between you and me? and not ?Between you and I?
a) Follow the rules of grammar
b) Pay attention to punctuation marks
c) Check words for spellings and usage
2. BREVITY
Avoid wordiness.
Say only what needs to be said.
Leave out the unnecessary details.
Instead of long phrases
use familiar single words.
Eg: ?in consideration of? ? ?considering?
?worldwide recognition by all? ? ?worldwide? OR ?by all?
?with regard to? ? ?about?
Brevity should not be at the cost of clarity.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
iii) Evaluating
Good way is through feedback. So encourage the receiver to
respond to your message.
TIME REQUIRED FOR 3X3 WRITING PROCESS
25% worrying an planning (PHASE I)
25% writing (PHASE II)
45% revising PHASE III
5% proof reading
Much depends on the individual project, its importance and the
author?s familiarity with it.
PRINCIPLES OF EFFECTIVE WRITING
1. Accuracy
2. Brevity
3. Clarity
4. Language, tone and level of formality
5. Positive language
6. YOU-attitude
7. Natural language
1. ACCURACY
The writer should check and double-check
i. All facts and figures
ii. The choice of words
iii. The language and tone
Eg.: ?Between you and me? and not ?Between you and I?
a) Follow the rules of grammar
b) Pay attention to punctuation marks
c) Check words for spellings and usage
2. BREVITY
Avoid wordiness.
Say only what needs to be said.
Leave out the unnecessary details.
Instead of long phrases
use familiar single words.
Eg: ?in consideration of? ? ?considering?
?worldwide recognition by all? ? ?worldwide? OR ?by all?
?with regard to? ? ?about?
Brevity should not be at the cost of clarity.
3. CLARITY
Needs to recognize the needs, expectations and attitudes of the
receiver.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
iii) Evaluating
Good way is through feedback. So encourage the receiver to
respond to your message.
TIME REQUIRED FOR 3X3 WRITING PROCESS
25% worrying an planning (PHASE I)
25% writing (PHASE II)
45% revising PHASE III
5% proof reading
Much depends on the individual project, its importance and the
author?s familiarity with it.
PRINCIPLES OF EFFECTIVE WRITING
1. Accuracy
2. Brevity
3. Clarity
4. Language, tone and level of formality
5. Positive language
6. YOU-attitude
7. Natural language
1. ACCURACY
The writer should check and double-check
i. All facts and figures
ii. The choice of words
iii. The language and tone
Eg.: ?Between you and me? and not ?Between you and I?
a) Follow the rules of grammar
b) Pay attention to punctuation marks
c) Check words for spellings and usage
2. BREVITY
Avoid wordiness.
Say only what needs to be said.
Leave out the unnecessary details.
Instead of long phrases
use familiar single words.
Eg: ?in consideration of? ? ?considering?
?worldwide recognition by all? ? ?worldwide? OR ?by all?
?with regard to? ? ?about?
Brevity should not be at the cost of clarity.
3. CLARITY
Needs to recognize the needs, expectations and attitudes of the
receiver.
4. LANGUAGE, TONE AND LEVEL OF FORMALITY
Language: ?Standard English? includes most commonly used and
accepted words.
Tone: tone refers to feelings created by words used to communicate a
message.
According to Muriel Harris, ?the level of formality is the tone in writing
and reflects the attitude of the writer toward the subject and the
audience.?
The tone can be : informal, semi-formal, strictly formal.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
iii) Evaluating
Good way is through feedback. So encourage the receiver to
respond to your message.
TIME REQUIRED FOR 3X3 WRITING PROCESS
25% worrying an planning (PHASE I)
25% writing (PHASE II)
45% revising PHASE III
5% proof reading
Much depends on the individual project, its importance and the
author?s familiarity with it.
PRINCIPLES OF EFFECTIVE WRITING
1. Accuracy
2. Brevity
3. Clarity
4. Language, tone and level of formality
5. Positive language
6. YOU-attitude
7. Natural language
1. ACCURACY
The writer should check and double-check
i. All facts and figures
ii. The choice of words
iii. The language and tone
Eg.: ?Between you and me? and not ?Between you and I?
a) Follow the rules of grammar
b) Pay attention to punctuation marks
c) Check words for spellings and usage
2. BREVITY
Avoid wordiness.
Say only what needs to be said.
Leave out the unnecessary details.
Instead of long phrases
use familiar single words.
Eg: ?in consideration of? ? ?considering?
?worldwide recognition by all? ? ?worldwide? OR ?by all?
?with regard to? ? ?about?
Brevity should not be at the cost of clarity.
3. CLARITY
Needs to recognize the needs, expectations and attitudes of the
receiver.
4. LANGUAGE, TONE AND LEVEL OF FORMALITY
Language: ?Standard English? includes most commonly used and
accepted words.
Tone: tone refers to feelings created by words used to communicate a
message.
According to Muriel Harris, ?the level of formality is the tone in writing
and reflects the attitude of the writer toward the subject and the
audience.?
The tone can be : informal, semi-formal, strictly formal.
5. POSITIVE LANGUAGE
One that promotes positive thoughts and expressions.
6. YOU ? ATTITUDE
This refers to the reader?s point of view.
7. NATURAL LANGUAGE
Letter must have the quality of living speech.
.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
iii) Evaluating
Good way is through feedback. So encourage the receiver to
respond to your message.
TIME REQUIRED FOR 3X3 WRITING PROCESS
25% worrying an planning (PHASE I)
25% writing (PHASE II)
45% revising PHASE III
5% proof reading
Much depends on the individual project, its importance and the
author?s familiarity with it.
PRINCIPLES OF EFFECTIVE WRITING
1. Accuracy
2. Brevity
3. Clarity
4. Language, tone and level of formality
5. Positive language
6. YOU-attitude
7. Natural language
1. ACCURACY
The writer should check and double-check
i. All facts and figures
ii. The choice of words
iii. The language and tone
Eg.: ?Between you and me? and not ?Between you and I?
a) Follow the rules of grammar
b) Pay attention to punctuation marks
c) Check words for spellings and usage
2. BREVITY
Avoid wordiness.
Say only what needs to be said.
Leave out the unnecessary details.
Instead of long phrases
use familiar single words.
Eg: ?in consideration of? ? ?considering?
?worldwide recognition by all? ? ?worldwide? OR ?by all?
?with regard to? ? ?about?
Brevity should not be at the cost of clarity.
3. CLARITY
Needs to recognize the needs, expectations and attitudes of the
receiver.
4. LANGUAGE, TONE AND LEVEL OF FORMALITY
Language: ?Standard English? includes most commonly used and
accepted words.
Tone: tone refers to feelings created by words used to communicate a
message.
According to Muriel Harris, ?the level of formality is the tone in writing
and reflects the attitude of the writer toward the subject and the
audience.?
The tone can be : informal, semi-formal, strictly formal.
5. POSITIVE LANGUAGE
One that promotes positive thoughts and expressions.
6. YOU ? ATTITUDE
This refers to the reader?s point of view.
7. NATURAL LANGUAGE
Letter must have the quality of living speech.
.
CLARITY IN WRITING
Requirements of effective writing are to recognize the
1. needs,
2. expectations,
3. fears and
4. attitudes of the audience or receiver and the reader.
If the message is unclear, the receiver cannot immediately clarify the doubts or
confusion.
1. To ensure clarity, choose precise, concrete and fully familiar words.
2. Construct effective sentences and paragraphs.
i) L ength: generally, short sentences are preferred. Average sentence length :
17 to 20 words.
ii) Unity: one sentence must have one main idea only.
iii) Coherence: in a coherent sentence, words are correctly arranged to express
the intended idea clearly.
iv) Emphasis: most often, put main ideas upfront within a sentence.
FirstRanker.com - FirstRanker's Choice
MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
iii) Evaluating
Good way is through feedback. So encourage the receiver to
respond to your message.
TIME REQUIRED FOR 3X3 WRITING PROCESS
25% worrying an planning (PHASE I)
25% writing (PHASE II)
45% revising PHASE III
5% proof reading
Much depends on the individual project, its importance and the
author?s familiarity with it.
PRINCIPLES OF EFFECTIVE WRITING
1. Accuracy
2. Brevity
3. Clarity
4. Language, tone and level of formality
5. Positive language
6. YOU-attitude
7. Natural language
1. ACCURACY
The writer should check and double-check
i. All facts and figures
ii. The choice of words
iii. The language and tone
Eg.: ?Between you and me? and not ?Between you and I?
a) Follow the rules of grammar
b) Pay attention to punctuation marks
c) Check words for spellings and usage
2. BREVITY
Avoid wordiness.
Say only what needs to be said.
Leave out the unnecessary details.
Instead of long phrases
use familiar single words.
Eg: ?in consideration of? ? ?considering?
?worldwide recognition by all? ? ?worldwide? OR ?by all?
?with regard to? ? ?about?
Brevity should not be at the cost of clarity.
3. CLARITY
Needs to recognize the needs, expectations and attitudes of the
receiver.
4. LANGUAGE, TONE AND LEVEL OF FORMALITY
Language: ?Standard English? includes most commonly used and
accepted words.
Tone: tone refers to feelings created by words used to communicate a
message.
According to Muriel Harris, ?the level of formality is the tone in writing
and reflects the attitude of the writer toward the subject and the
audience.?
The tone can be : informal, semi-formal, strictly formal.
5. POSITIVE LANGUAGE
One that promotes positive thoughts and expressions.
6. YOU ? ATTITUDE
This refers to the reader?s point of view.
7. NATURAL LANGUAGE
Letter must have the quality of living speech.
.
CLARITY IN WRITING
Requirements of effective writing are to recognize the
1. needs,
2. expectations,
3. fears and
4. attitudes of the audience or receiver and the reader.
If the message is unclear, the receiver cannot immediately clarify the doubts or
confusion.
1. To ensure clarity, choose precise, concrete and fully familiar words.
2. Construct effective sentences and paragraphs.
i) L ength: generally, short sentences are preferred. Average sentence length :
17 to 20 words.
ii) Unity: one sentence must have one main idea only.
iii) Coherence: in a coherent sentence, words are correctly arranged to express
the intended idea clearly.
iv) Emphasis: most often, put main ideas upfront within a sentence.
RULES FOR CLARITY
1. Choose as precise or as concrete a word as possible.
2. Select words that have high sense of appropriateness for
the reader.
3. Opt for familiar word, the one that is not pretentious.
4. Limit average sentence to 17 to 20 words.
5. Insert no more than one main idea in a sentence.
6. Arrange words so that the main idea occurs early in a
sentence.
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MODULE ? 3
WRITTEN
COMMUNICATION
? Purpose of writing
? Clarity in writing ?
? Principles of effective writing
? Approaching the writing process systematically:
The 3X3 writing process for business
communication:
? Pre writing ? Writing ? Revising
? Specific writing features
? Coherence
? Electronic writing process.
OUTLINE:
??written?communication?is?the?most?common?form?of?business?communication.?It?is?
essential?for?small?business?owners?and?managers?to?develop?effective?written?
communication?skills?and?to?encourage?the?same?in?all?employees.
Examples?of?written?communications?generally?used?with?clients?or?other?businesses?
include:
? Internet?websites
? Letters
? Proposals
? Telegrams,
? Faxes
? Postcards
? Contracts
? Advertisements
? Brochures?and
? News?releases.
INTRODUCTION:
qExternal written communication
qInternal written communication
Types of written communication
? It is for the receiver outside the organization.
? Examples: business letters, recruitment and
employment correspondence, e-mail messages,
proposals, technical articles, fax, telegrams, leaflets,
press release, advertisement
EXTERNAL WRITTEN COMMUNICATION
? Limit of authority and responsibility of the employees
within the organization.
? Examples: circulars, notices, business memos,
complaints.
INTERNAL WRITTEN COMMUNICATION
ADVANTAGES OF WRITTEN COMMUNICATION
?Documentation of knowledge and experience facilitates
institutionalization of individual wisdom?
1. Ready reference
2. Legal defense
3. Promotes uniformity:- In policy and procedure
4. Mass access
5. Suitable for distance communication:-when the receivers are
spread over large geographical areas.
6. Image building
7. Accurate and unambiguous
8. Permanent in nature
9. Facilitates in order to assign responsibility
10. Permits substitution and revision
DISADVANTAGES OF WRITTEN COMMUNICATION
1. Limited to the literate world
2. Time consuming
3. Lot of paper work
4. Needs expertise in expression
5. Lack of immediate feedback
6. Very formal
7. No immediate clarification
PURPOSE OF WRITING
There are mainly 2 purposes-
i) To inform
ii) To persuade
1. Writing to Inform OR Informative Writing
It presents information and not opinion.
It is always an account of facts, statistics, scientific data and technical and
business reports.
Essentials of informative writing
? Must focus on the subject under discussion.
? Must simply provide information to the reader and no persuasion.
? Must offer complete and exact information.
? Must present the information logically and clearly.
2. Writing to Persuade OR Persuasive Writing
Persuasive writing aims at convincing the reader about a matter,
which is debatable.
It expresses opinion rather than facts.
Hence, it is also called argumentative as it argues certain view-point of
position.
Essentials of persuasive writing
? Focuses on the reader.
? Seeks to convince rather than inform.
? Supports its viewpoint by giving information/valid reasons.
? Follows a logical arrangement of thought and reasoning.
? Finally invokes the intended response from the reader.
Sources of persuasive writing
1. Opinion essays
2. Letters to the editors
3. Editorials
4. Business and research proposals
5. Reviews
6. Religions
7. Literature of a political party or a social organization.
? Easily understandable
? Short and complete
? Grammatically correct
? Authentic
? Courteous tone
? systematically
PRINCIPLES OF EFFECTIVE WRITING
3x3 WRITING PROCESS FOR
BUSINESS COMMUNICATION
Mary Ellen Guffey divides the writing process into 3 distinct processes.
1. PRE-WRITING: analyze ? anticipate ? adapt
2. WRITING: research ? organize- compose
3. REVISING: revise ? proof reading ? evaluate
3x3 writing process has the following two important characteristics.
1. It involves systematic plans.
From simple memos, informational reports to corporate proposals and oral
presentations.
2. Variation in time spent on each phase.
The time spent on each phase varies with the deadline, purpose and audience
for the message.
1. PREWRITING PHASE
a) For proper analysis, focus on:
i)Identifying your purpose
ii)Selecting the best channel of communication. It depends on-
a)Importance of the message
b)Amount and speed of feedback required
c)Necessity of a permanent record
d)Cost of the channel
e)Degree of formality desired
b)A good writer anticipates his audience
for a message. By profiling the audience
before writing, he can identify the
appropriate tone, language and channel.
c) Adapting to the task and audience
Adaptation is the process of creating a message that suits the audience.
There are 6 specific techniques-
a) spotlight reader benefits
b) look at the message from the receiver's perspective ( the ?YOU?
view )
c) use sensitive language that avoids gender, racial, ethnic and
disability bias.
d)state ideas positively
e) show courtesy
f) use short, familiar and precise words.
2. WRITING PHASE
It involves researching, organizing and then composing the
message.
i) Researching data and generating ideas:
Gather the necessary data in order to make truthful post.
In this pattern, the main idea will not be revealed until the
explanation/evidence is offered. It suits
i) Bad message
ii) Idea that requires persuasion
iii) Sensitive news; especially when being transmitted to
superiors.
Advantages of indirect pattern
a) It respects the feelings of the audience.
b) It ensures a fair hearing.
c) It minimizes the negative reaction.
iii) Composing data
This is composing the first draft. Experts suggest to get the
thoughts written down quickly and refine them in later
versions. Sentences should be short ( less than 20 words ).
Effective sentences are those which use active words. Well -
constructed paragraphs discuss only one thought.
3. REVISING PHASE
This phase involves revising, proof-reading and evaluating the
letter.
i) Revise
Revise the message for clarity, conciseness, tone and readability.
Proof-reading to ensure correct spelling, grammar, punctuation
and format.
Finally evaluate the message to see whether it serves the purpose.
ii) proof-reading
Essentials for light proof
reading
? Spelling
? Grammar
? Punctuation
? Names and numbers
Essentials for careful proof
reading
? Print a copy, preferably double-spaced.
? Allot adequate time to proofread naturally.
? Be prepared to find errors.
? Read the message at least twice - once for
word meaning, and once for grammar.
? Reduce your reading speed.
? Read the message aloud. Spell names and
different words.
? Use standard proof-reading marks.
iii) Evaluating
Good way is through feedback. So encourage the receiver to
respond to your message.
TIME REQUIRED FOR 3X3 WRITING PROCESS
25% worrying an planning (PHASE I)
25% writing (PHASE II)
45% revising PHASE III
5% proof reading
Much depends on the individual project, its importance and the
author?s familiarity with it.
PRINCIPLES OF EFFECTIVE WRITING
1. Accuracy
2. Brevity
3. Clarity
4. Language, tone and level of formality
5. Positive language
6. YOU-attitude
7. Natural language
1. ACCURACY
The writer should check and double-check
i. All facts and figures
ii. The choice of words
iii. The language and tone
Eg.: ?Between you and me? and not ?Between you and I?
a) Follow the rules of grammar
b) Pay attention to punctuation marks
c) Check words for spellings and usage
2. BREVITY
Avoid wordiness.
Say only what needs to be said.
Leave out the unnecessary details.
Instead of long phrases
use familiar single words.
Eg: ?in consideration of? ? ?considering?
?worldwide recognition by all? ? ?worldwide? OR ?by all?
?with regard to? ? ?about?
Brevity should not be at the cost of clarity.
3. CLARITY
Needs to recognize the needs, expectations and attitudes of the
receiver.
4. LANGUAGE, TONE AND LEVEL OF FORMALITY
Language: ?Standard English? includes most commonly used and
accepted words.
Tone: tone refers to feelings created by words used to communicate a
message.
According to Muriel Harris, ?the level of formality is the tone in writing
and reflects the attitude of the writer toward the subject and the
audience.?
The tone can be : informal, semi-formal, strictly formal.
5. POSITIVE LANGUAGE
One that promotes positive thoughts and expressions.
6. YOU ? ATTITUDE
This refers to the reader?s point of view.
7. NATURAL LANGUAGE
Letter must have the quality of living speech.
.
CLARITY IN WRITING
Requirements of effective writing are to recognize the
1. needs,
2. expectations,
3. fears and
4. attitudes of the audience or receiver and the reader.
If the message is unclear, the receiver cannot immediately clarify the doubts or
confusion.
1. To ensure clarity, choose precise, concrete and fully familiar words.
2. Construct effective sentences and paragraphs.
i) L ength: generally, short sentences are preferred. Average sentence length :
17 to 20 words.
ii) Unity: one sentence must have one main idea only.
iii) Coherence: in a coherent sentence, words are correctly arranged to express
the intended idea clearly.
iv) Emphasis: most often, put main ideas upfront within a sentence.
RULES FOR CLARITY
1. Choose as precise or as concrete a word as possible.
2. Select words that have high sense of appropriateness for
the reader.
3. Opt for familiar word, the one that is not pretentious.
4. Limit average sentence to 17 to 20 words.
5. Insert no more than one main idea in a sentence.
6. Arrange words so that the main idea occurs early in a
sentence.
1. What is Non Verbal Communication?
2. What is written communication?
3. Discuss the 3*3 writing process for business communication.
4. Illustrate the principles of effective writing.
5. What is Email?
6. Mention the different modes of oral communication.
7. Distinguish between oral and written communication.
8. ?Effective listening is the key to good communication?.
Discuss.
9.As a business manager, how can you make use of computers in
?Electronic writing??
10.What is the purpose of writing?
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This post was last modified on 18 February 2020