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Effective Written Communication

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Bhavin Mehta
Bhavin Mehta

The document summarizes the key aspects of effective written communication. It discusses the 7 C's of effective communication - clarity, conciseness, concreteness, correctness, courtesy, consideration and completeness. It then provides examples and guidelines for different types of written communication used in business including letters, memorandums, emails, notices and circulars. Key points about the format, elements, and purpose of each type of document are outlined. The document aims to teach best practices for business writing to ensure communication is clear, concise and effective.

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Presented by: Rasika Patil- 117; Bhavin Mehta- 90; Shailey Khare- 72; Tanusri Pardeshi- 108; Sonali Kadam- 63; Srushti More- 99; Mihir Labde- 81 Effective Written Communication
How often do you communicate? ALL THE TIME!
7 Cs of Effective Communication Letters Memorandum E-Mails Notice Circulars
7 Cs of Effective Communication Clarity Conciseness Concreteness Correctness Courtesy Consideration Completeness
Clarity Minimize the ideas in each sentence Easy for your reader to understand No reading between the lines
Conciseness Eliminate wordy expressions Include only relevant material Avoid unnecessary repetition
Concreteness Use specific facts and figures Put action in your verbs Choose vivid, image building words
Correctness Grammatic and spelling correctness Correct titles, names, dates, numbers etc. Speak the truth and be transparent Error-free message, proof read it
Courtesy Friendly, open and honest Use expressions that show respect Omit expressions that hurt Helps to strengthen relations
Consideration Open to clarification and questions Simple and clear answers Look from receiver's point of view
Completeness All communication should be complete No important information is left out Action oriented 5 Ws and 1 H- Who, what, where, when, why and how
Hi Jeff, I wanted to write you a quick note to ask a favor. During our weekly meetings, your team does an excellent job of highlighting their progress. But this uses some of the time available for my team to highlight theirs. I'd really appreciate it if you could give my team a little extra time to cover their progress reports. Thanks so much, and please let me know if there's anything I can do for you! Regards, Phil
LETTERS
Business letter What is a business letter ? The purpose of business letter ? It is written in a formal language It is the senders representative to the receiver It is permanent record and are confidential To enquire To persuade To answer a query to complain To answer a complaint To gather information To inform
The effective business letter should ? Command attention , get results Easy to read and comprehend Have right style and tone Employ Cs of communication Keep reader in mind / use correct language Accurate , brief , clear Legible ,logically presented
The parts of business letter ?
Forms of layout ? Full Block form Semi block form Modified block form
Effective Written Communication
Effective Written Communication
Memorandum
What is a Memo? Internal communication A brief official note Used to assist memory Serves as a written record Very direct and brief in nature Used only for internal communication
Purposes A Memo Serves Seeking explanation from subordinates Granting/withholding permission Confirming unrecorded decisions Issuing instructions Requesting help Communicating policy changes
Format Of A Memo Heading To (who gets it) From (who sent it) Subject (what its about) Date (when it was sent) CC (Carbon Copy) Body (conveys message) Introduction Main points Close
Let Us Have A Look At An Example
Memo To: John Smith, Department Head From: Jane Summers, CEO Subject: New Creative Strategy Date: 17th October 2015 CC: Lucy Wilde, Studio Head It has come to my notice that the levels of creativity and project completion have dropped in comparison to our performance to this time last year. Therefore to ensure that the business gets back on track, I shall be holding a divisional meeting. The points under discussion would be as follows. 1. Sticking to timescales and achieving all set deadlines 2. Holding monthly, bi-annual and quarterly review sessions with all your teams 3. Revision and adjustment of current targets to face the challenges which the industry faces We are optimistic that these measures when implemented will lead to grater future business and productivity and client satisfaction. Thank you for your cooperation and commitment to the project. Refer to memo number 211 for the dates, timing, expected attendees and venue of the said meeting.
E-MAIL
What is E-Mail E-Mail It is One-to-Many and almost Free 金Writing, the art of communicating thoughts to the mind through the eye, is the great invention of the worldenabling us to converse at all distances of time and space-Abraham Lincoln
Addressing To: Cc: Bcc: Greeting Using a name in the greeting Is a social nicety Develops rapport & connection Professional impression Mr. John Parts of E-Mail Mr. John John John Smith
Precise headline for the message Avoid sending e-mail with No subject Subject Keep the message focused and readable Keep it short Use paragraphs Avoid fancy typefaces Message Text
Use an appropriate signature Informative I. Provide all contact information Professional I. Do not include pictures, quotes, animations. II. Whenever a piece of contact information changes, make sure your signature updated accordingly. E-mail Signature
Cut and paste relevant parts Use URL links instead. Compress large attachments Reply Two ways to reply: Maintain the thread Create a new message 2 Reply Buttons: Attachments Reply Reply All
Aspects of Effective E-mail
NOTICE
What is Notice ? Notice is formal written information, notification or warning about a fact or an invitation to the concerned person for attending the meeting.
Signature Proper time Time date and place Unconditional Agenda Conciseness Essential elements of valid Notice
Format of notice
It should be Eye catching Precise Concrete attractive
CIRCULARS
CIRCULAR LETTERS CIRCULARS Announce opening of a new office/branch Inform staff of new policy Introduce new product lines Announce Restructuring Advertise Special Offers Circular letter is one that is sent out to many people at the same time. Circular letters may be sent for many reasons
CIRCULAR LETTERS A circular letter is prepared once only Names, addresses, individual salutations may be inserted after duplication Give personal touch Be brief
CIRCULAR LETTERS Remember the following rules: Use Dear Mr. Kapoor instead of Dear Reader, Dear Subscriber or Dear Customer instead of Dear Sir or Madam. Never use plural form of the salutation remember one recipient will read each individual letter. Create impression of personal interest by using you never our customers, all customers, our clients, everyone.
CIRCULAR LETTERS Instead of - Our customers will appreciate - We are pleased to inform our clients /everyone will be interested to learn. Say - You will appreciate - We are pleased to inform you - You will interested be interested learn
CIRCULARS ANNOUNCING CHANGES IN BUSINESS ORGANISATION Changes in a firm's business arrangements may be announced by circular letters. Establishment of new branch Opening of new business Expansion of existing business Change in Business partnerships Death of a colleague
Establishment of a New Branch Dear Owing to the large increase in the volume of our trade with India, we have decided to open a branch in Mumbai. Mr. Rohit Kapoor has been appointed as manager. Although we hope we have provided you with an efficient service in the past, this new Branch in country will result in your orders and enquiries being dealt with more promptly. This new branch will open on 1st November and from that date all orders and enquiries should be sent to Mr. Rohit Kapoor, Manager Tyler & Co Ltd One BKC Bandra East Mumbai - 400050 Tel: (022)26-212421 Fax: (022)26-212422 We take this opportunity to express our thanks for your custom in the past. We hope these new arrangements will lead to even higher standards in the service we provide. Yours sincerely
CIRCULARS ANNOUNCING CHANGES IN BUSINESS PARTNERSHIPS Change in the membership of partnership Put the correct signature
Retirement of a partner Dear We regret to inform you that our senior partner, Mr. Harold West, has decided to retire on 31 October due to recent extended ill-health. The withdrawal of Mr. West's capital will be made good by contributions from the remaining partners, and the value of the firm's capital will therefore remain unchanged. We will continue to trade under the name of West, Webb & Co, and there will be no change in policy. We trust that the confidence you have shown in our company in the past will continue and that we may rely on your continued custom. We shall certainly do everything possible to ensure that our present standards of service are maintained. Yours sincerely West, Webb & Co.
INTERNAL CIRCULARS TO STAFF Many circulars are written to staff regarding various matters concerning : The general running of business Safety and Security Administrative matters
Announcement about new working hours NEW WORKING HOURS With effect from 1 November 2015 working hours will be amended to 0930 to 1730 Monday to Friday instead of present working hours of 0900 to 1700. I hope you will find these new hours convenient. If you anticipate experiencing any difficulties please let me know before 28 October. Head, Administration
CIRCULARS WITH REPLY FORMS Tear-off slip The important points to remember with such reply sections are: Always begin with 'Please return by (date) to (Name) Mention to whom the form should be returned: Internal forms - name/title only External forms - name/title/company name and address Use double spacing Leave sufficient space Use continuous dots Use options/boxes where appropriate Ensure the form contains everything you need to know
EXAMPLE OF TEAR-OFF SLIP 10TH ANNIVERSARY CELEBRATION Omega International is celebrating its 10th year of providing quality communications equipment. Approximately 50 representatives from Omega clients are expected to attend a special 10th Anniversary Celebration on Tuesday 10 November 2015. The directors have decided to invite all employees who have been with Omega for at least 5 years to attend this special function. I am pleased to extend to you invitation to join us at Omegas 10th Anniversary Celebration. Cocktails and a buffet supper will be provided. This special function will take place from 1800 to 2300 hours at The Mandarin Suite, Oriental Hotel, West Street, London. Please let me know whether you will be attending by returning the tear-off portion before 31 October.
EXAMPLE OF TEAR-OFF SLIP cut here..... Please return to Mrs. Judy Brown, Administration Manager, before 31 October 10th Anniversary Celebration I shall/shall not* be attending the 10th Anniversary celebration on Tuesday 10 November. Name .......................................................................... Designation/Department .................................................................................... Signature .................................................................................... Date ......................................... *Please delete as applicable.
Effective Written Communication

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Effective Written Communication

  • 1. Presented by: Rasika Patil- 117; Bhavin Mehta- 90; Shailey Khare- 72; Tanusri Pardeshi- 108; Sonali Kadam- 63; Srushti More- 99; Mihir Labde- 81 Effective Written Communication
  • 2. How often do you communicate? ALL THE TIME!
  • 3. 7 Cs of Effective Communication Letters Memorandum E-Mails Notice Circulars
  • 4. 7 Cs of Effective Communication Clarity Conciseness Concreteness Correctness Courtesy Consideration Completeness
  • 5. Clarity Minimize the ideas in each sentence Easy for your reader to understand No reading between the lines
  • 6. Conciseness Eliminate wordy expressions Include only relevant material Avoid unnecessary repetition
  • 7. Concreteness Use specific facts and figures Put action in your verbs Choose vivid, image building words
  • 8. Correctness Grammatic and spelling correctness Correct titles, names, dates, numbers etc. Speak the truth and be transparent Error-free message, proof read it
  • 9. Courtesy Friendly, open and honest Use expressions that show respect Omit expressions that hurt Helps to strengthen relations
  • 10. Consideration Open to clarification and questions Simple and clear answers Look from receiver's point of view
  • 11. Completeness All communication should be complete No important information is left out Action oriented 5 Ws and 1 H- Who, what, where, when, why and how
  • 12. Hi Jeff, I wanted to write you a quick note to ask a favor. During our weekly meetings, your team does an excellent job of highlighting their progress. But this uses some of the time available for my team to highlight theirs. I'd really appreciate it if you could give my team a little extra time to cover their progress reports. Thanks so much, and please let me know if there's anything I can do for you! Regards, Phil
  • 14. Business letter What is a business letter ? The purpose of business letter ? It is written in a formal language It is the senders representative to the receiver It is permanent record and are confidential To enquire To persuade To answer a query to complain To answer a complaint To gather information To inform
  • 15. The effective business letter should ? Command attention , get results Easy to read and comprehend Have right style and tone Employ Cs of communication Keep reader in mind / use correct language Accurate , brief , clear Legible ,logically presented
  • 16. The parts of business letter ?
  • 17. Forms of layout ? Full Block form Semi block form Modified block form
  • 21. What is a Memo? Internal communication A brief official note Used to assist memory Serves as a written record Very direct and brief in nature Used only for internal communication
  • 22. Purposes A Memo Serves Seeking explanation from subordinates Granting/withholding permission Confirming unrecorded decisions Issuing instructions Requesting help Communicating policy changes
  • 23. Format Of A Memo Heading To (who gets it) From (who sent it) Subject (what its about) Date (when it was sent) CC (Carbon Copy) Body (conveys message) Introduction Main points Close
  • 24. Let Us Have A Look At An Example
  • 25. Memo To: John Smith, Department Head From: Jane Summers, CEO Subject: New Creative Strategy Date: 17th October 2015 CC: Lucy Wilde, Studio Head It has come to my notice that the levels of creativity and project completion have dropped in comparison to our performance to this time last year. Therefore to ensure that the business gets back on track, I shall be holding a divisional meeting. The points under discussion would be as follows. 1. Sticking to timescales and achieving all set deadlines 2. Holding monthly, bi-annual and quarterly review sessions with all your teams 3. Revision and adjustment of current targets to face the challenges which the industry faces We are optimistic that these measures when implemented will lead to grater future business and productivity and client satisfaction. Thank you for your cooperation and commitment to the project. Refer to memo number 211 for the dates, timing, expected attendees and venue of the said meeting.
  • 27. What is E-Mail E-Mail It is One-to-Many and almost Free 金Writing, the art of communicating thoughts to the mind through the eye, is the great invention of the worldenabling us to converse at all distances of time and space-Abraham Lincoln
  • 28. Addressing To: Cc: Bcc: Greeting Using a name in the greeting Is a social nicety Develops rapport & connection Professional impression Mr. John Parts of E-Mail Mr. John John John Smith
  • 29. Precise headline for the message Avoid sending e-mail with No subject Subject Keep the message focused and readable Keep it short Use paragraphs Avoid fancy typefaces Message Text
  • 30. Use an appropriate signature Informative I. Provide all contact information Professional I. Do not include pictures, quotes, animations. II. Whenever a piece of contact information changes, make sure your signature updated accordingly. E-mail Signature
  • 31. Cut and paste relevant parts Use URL links instead. Compress large attachments Reply Two ways to reply: Maintain the thread Create a new message 2 Reply Buttons: Attachments Reply Reply All
  • 34. What is Notice ? Notice is formal written information, notification or warning about a fact or an invitation to the concerned person for attending the meeting.
  • 35. Signature Proper time Time date and place Unconditional Agenda Conciseness Essential elements of valid Notice
  • 37. It should be Eye catching Precise Concrete attractive
  • 39. CIRCULAR LETTERS CIRCULARS Announce opening of a new office/branch Inform staff of new policy Introduce new product lines Announce Restructuring Advertise Special Offers Circular letter is one that is sent out to many people at the same time. Circular letters may be sent for many reasons
  • 40. CIRCULAR LETTERS A circular letter is prepared once only Names, addresses, individual salutations may be inserted after duplication Give personal touch Be brief
  • 41. CIRCULAR LETTERS Remember the following rules: Use Dear Mr. Kapoor instead of Dear Reader, Dear Subscriber or Dear Customer instead of Dear Sir or Madam. Never use plural form of the salutation remember one recipient will read each individual letter. Create impression of personal interest by using you never our customers, all customers, our clients, everyone.
  • 42. CIRCULAR LETTERS Instead of - Our customers will appreciate - We are pleased to inform our clients /everyone will be interested to learn. Say - You will appreciate - We are pleased to inform you - You will interested be interested learn
  • 43. CIRCULARS ANNOUNCING CHANGES IN BUSINESS ORGANISATION Changes in a firm's business arrangements may be announced by circular letters. Establishment of new branch Opening of new business Expansion of existing business Change in Business partnerships Death of a colleague
  • 44. Establishment of a New Branch Dear Owing to the large increase in the volume of our trade with India, we have decided to open a branch in Mumbai. Mr. Rohit Kapoor has been appointed as manager. Although we hope we have provided you with an efficient service in the past, this new Branch in country will result in your orders and enquiries being dealt with more promptly. This new branch will open on 1st November and from that date all orders and enquiries should be sent to Mr. Rohit Kapoor, Manager Tyler & Co Ltd One BKC Bandra East Mumbai - 400050 Tel: (022)26-212421 Fax: (022)26-212422 We take this opportunity to express our thanks for your custom in the past. We hope these new arrangements will lead to even higher standards in the service we provide. Yours sincerely
  • 45. CIRCULARS ANNOUNCING CHANGES IN BUSINESS PARTNERSHIPS Change in the membership of partnership Put the correct signature
  • 46. Retirement of a partner Dear We regret to inform you that our senior partner, Mr. Harold West, has decided to retire on 31 October due to recent extended ill-health. The withdrawal of Mr. West's capital will be made good by contributions from the remaining partners, and the value of the firm's capital will therefore remain unchanged. We will continue to trade under the name of West, Webb & Co, and there will be no change in policy. We trust that the confidence you have shown in our company in the past will continue and that we may rely on your continued custom. We shall certainly do everything possible to ensure that our present standards of service are maintained. Yours sincerely West, Webb & Co.
  • 47. INTERNAL CIRCULARS TO STAFF Many circulars are written to staff regarding various matters concerning : The general running of business Safety and Security Administrative matters
  • 48. Announcement about new working hours NEW WORKING HOURS With effect from 1 November 2015 working hours will be amended to 0930 to 1730 Monday to Friday instead of present working hours of 0900 to 1700. I hope you will find these new hours convenient. If you anticipate experiencing any difficulties please let me know before 28 October. Head, Administration
  • 49. CIRCULARS WITH REPLY FORMS Tear-off slip The important points to remember with such reply sections are: Always begin with 'Please return by (date) to (Name) Mention to whom the form should be returned: Internal forms - name/title only External forms - name/title/company name and address Use double spacing Leave sufficient space Use continuous dots Use options/boxes where appropriate Ensure the form contains everything you need to know
  • 50. EXAMPLE OF TEAR-OFF SLIP 10TH ANNIVERSARY CELEBRATION Omega International is celebrating its 10th year of providing quality communications equipment. Approximately 50 representatives from Omega clients are expected to attend a special 10th Anniversary Celebration on Tuesday 10 November 2015. The directors have decided to invite all employees who have been with Omega for at least 5 years to attend this special function. I am pleased to extend to you invitation to join us at Omegas 10th Anniversary Celebration. Cocktails and a buffet supper will be provided. This special function will take place from 1800 to 2300 hours at The Mandarin Suite, Oriental Hotel, West Street, London. Please let me know whether you will be attending by returning the tear-off portion before 31 October.
  • 51. EXAMPLE OF TEAR-OFF SLIP cut here..... Please return to Mrs. Judy Brown, Administration Manager, before 31 October 10th Anniversary Celebration I shall/shall not* be attending the 10th Anniversary celebration on Tuesday 10 November. Name .......................................................................... Designation/Department .................................................................................... Signature .................................................................................... Date ......................................... *Please delete as applicable.