1. Written
Communication
By-
Anuj Singh
Hemant Sharma
Lokesh Khandelwal
Kapil Dev Aggarwal
Swati Sharma

2. Flow of the presentation
• Communication
• Essence of Communication
• Way of Communication
• Written Communication
• Advantage and Disadvantage of Written Communication
• Way of written communication
• Business Writing-Circular and Memos, Writing Business Letter,
Complaint Letter, Response Letter
• Resume Writing- Formats
• Email Etiquettes-Rules and Need
• Report Writing
• Message Writing and Types

3. Communication
 COMMUNICATION IS THE ART OF TRANSMITTING
INFORMATION, IDEAS AND ATTITUDES FROM ONE PERSON
TO ANOTHER.
 PROCESS OF MEANINGFUL INTERACTION AMONG HUMAN
BEINGS.

4. Communication Essence
 Personal process
 Occurs between people
 Involves change in behavior
 Means to influence others
 Expression of thoughts and emotions through words & actions.
 Tools for controlling and motivating people.
 It is a social and emotional process

5. Ways of Communication
Written Word

7. Written Communication
 Written communication is essential for preparing worthy promotional materials
for business development.
 Effective writing involves careful choice of words, their organization in correct
order in sentences formation as well as cohesive composition of sentences
 Entails transmission of message in
black and white.
 Consists of diagrams, pictures, graphs,
etc. Reports, policies, rules, orders,
instructions, agreements, etc.
 It provides a long-lasting record of
communication for future.

8. Written communication
Advantage Disadvantage
 It ensures transmission of information in • It is costly and time consuming.
uniform manner.
• It becomes difficult to maintain privacy
 It provides a permanent record of about written communication.
communication for future reference.
• It is rigid and doesn‟t provide any scope
 It is an idealistic way of conveying long for making changes for inaccuracies that
Messages might have crept in.
 It ensures little risk of unauthorized • It is very formal and lacks personal touch.
alteration in the message.
• It involves so many formalities.
 It tends to be comprehensive, obvious and
accurate.
• It may be represented in a different way by
different people.
 It can be quoted as legal evidence in case of
any disputes

9. Ways of written communication
Business proposal writing
Circular and Memos
Business writing Business Letter
Way of written communication
Resume Writing Complaint Letter
Email Writing Response Letter
Message Writing
Report Writing

10. Business Writing

11. Stages of effective business writing

12. 7 C’s of Effective Business Communication
Clarity
Courtesy Completeness
Consideration Conciseness
Concreteness Correctness

13. Business proposal writing
 Why do we write proposals?
 The whole idea of technical proposal writing is to communicate facts, data and
ideas as effectively as possible.
 Effectively means that the reader will be able to understand.
 Then this information is used to convince the audience to implement the
proposal idea.
 Organizing for proposal writing

14. Part of a Business proposal

15. Circulars and memos
 Circular
 A written communication addressed to a circle of
persons, customers etc.
 May cover a notice, advertisement etc.
 Process of sending circulars is known as circularizing
 Circulars are means of sending specific, subject-
related instructions
 Memos
 Memo is a shorter form of the word Memorandum
 It is a note to help the memory or a record of events,
for future use or records
 Can also be described as an informal letter without
signature . However, it has become common practice
these days to sign a memo

16. Writing Business letters
• How to write a business letter?

17. Complaint letter
(use letter headed paper showing home/business address and phone number)
Name and address (for example to a service manager)
Date
Dear (Name)
Subject: Outstanding service problem - contract ref (number)
Your engineer (name if appropriate) called for the third time in the past ten days to repair our (machine
and model) at the above address, and I am still without a working machine.
He was unable to carry out the repair once more because the spare part (type/description/ref) was
again not compatible. (I attach copies of the service visit reports.)
Your engineers have been excellent as always, but without the correct parts they can't do the job
required.
Can I ask that you look into this to ensure that the next service visit, arranged for (date), resolves the
matter.
Please telephone me to let me know how you'd like to deal with this.
When the matter is resolved I'd be grateful for a suitable refund of some of my service contract costs. I
greatly appreciate your help.
Yours sincerely
signature
P Agarwal

18. Response letter
Name and address
Date
Reference
Dear.........
I am writing with reference to (situation or complaint) of (date).
Firstly I apologise for the inconvenience/distress/problems created by our error/failure.
We take great care to ensure that important matters such as this are properly managed/processed/implemented,
although due to (give reason - be careful as to how much detail you provide - generally you need only
outline the reason broadly), so on this occasion an acceptable standard has clearly not been met/we have
clearly not succeeded in meeting your expectations.
In light of this, we have decided to (solution or offer), which we hope will be acceptable to you, and hope
Also that this will provide a basis for continuing our relationship/your continued custom.
I will call you soon to check that this meets with your approval/Please contact me should you have any further
cause for concern.
Yours Sincerely
Signature
Ramcharan Das

19. Resume Writing

20. What is a Resume?
A marketing tool
 Your first tool for building a career
 The first impression a prospective employer has of you
 A selling tool that allows you to highlight to an employer how you can contribute to
the company
Request for an interview
 Purpose of the resume is to get you an interview
 Must capture the reader‟s interest and attention
 Must convince the employer that you have the ability to fill their position
Your “big picture”
 A snapshot of what you believe are your most important experiences and
qualifications

21. Resume Formats - Chronological
 Highlight your work
experience in reverse
chronological order
 Be sure to not leave
gaps
 The most widely used
format for working
professionals
Cut off

22. Resume Formats - Functional
 Highlight specific skills
for which the market has
high demand
 Seldom used by new
graduates
 Frequently used to
change jobs or careers
Again, cut off

23. Resume Formats - Combinational
 Highlight specific work
experience
 Highlight marketable
skills
 Use reverse
chronological order
 The best resume style
for most college
students
I would prefer bullets

24. Good Examples

25. Email etiquettes

26. Why do we need email etiquette
 Professionalism:
By using proper email language your organization will convey a
professional image.
 Efficiency: emails that get to the point are much more effective
than poorly worded emails.
 Protection from liability:
awareness of email risks will
Protect your organization
from costly law suits.

27. RULES
 Be concise and to the point.
 Answer all questions.
 Use proper spelling, grammar & punctuation
 Make it personal
 Do not attach unnecessary files
 Do not write in CAPITALS
 Use proper structure and Layout.
 Use a meaningful subject
 Read the email before you send it.
 Take care with abbreviations and emotional icons.
 Avoid using URGENT and IMPORTANT.

28. Subject Line, CC, BCC
Subject Line-
Should give reference to message
Only 5-6 words
Example- Communication presentations-JIMJ/Room 104-13-
01-2012-11:40 AM
CC
BCC

29. Good email example

30. REPORT WRITING

31. Characteristics of Report Writing
 Reports from individual(expert)to client or employee to employer
generally in letter form
 Individual report in first person (I or we)
 Report is brief, clear and convincing
 To be concluded(ended) with opinion and recommendations of
writer
 Informative
 Should contain relevant information
required by client

32. Characteristics of Report Writing
 Must be objective
 Must be factual
 Must be cleat correct and direct
 Must help reader to get quickly what
is required.
 Simple and concrete language
 Use of Index, well labeled diagrams, charts graphs, good summaries
necessary.

33. Structure of a report
 Title Page  Findings
 Table of Contents  Limitations
 Introduction  Conclusions and
Recommendations
 Executive Overview
 Appendix
 Methodology
 Presentation of Data

34. Structure of a report
Introduction
 This section introduces the reader to the research project or subject.
 Gives the background, importance and various dimensions of the problem.
 Must mention if any previous research done related to the project
Methodology
 Describes nature of research design, sampling, data source, data
collection, method and data analysis procedure.
 Here enough information for easy understanding should be given. If
technical terms used must be explained in Appendix given in the end.

35. Structure of a report
Findings
 This section displays the researchers result in the study.
 Contains statistical data and also tells and explains the result.
 Liberal use of tables, graphics charts etc. must be done.
Limitations
 Every project has some weaknesses or limitations.
 These must be clearly mentioned in a concise manner.
 A competent researcher never hides the drawbacks but brings to the notice
for improvement.

36. Structure of a report
CONCLUSIONS AND RECOMMENDATIONS
 Should be drawn with direct ref. to the objectives of the study
 Specific conclusion should be given for each objective
 Recommendation requires considerable knowledge of complete picture,
including resources of firm, alternative course of action etc.

37. Message Writing
Before you type anything into a new
message, have explicit answers for two
questions:-
Why am I writing this?
What exactly do I want the result of
this message to be?

38. Type of Message
Type of Message
Providing Requesting
Requesting action
information information
“Will you call Mr.
“Rohit will be in the “Where did you put
Amit's admin to
office on Monday at the „Mr Pareek‟s
confirm our meeting
10.” file?”
on Monday?”

39. Bibliography
• www.1st-writer.com
• www.Careerplannning.com
• http://www.managementstudyguide.com
• http://www.easycommunication.info
• http://wcx.sagepub.com
• www.mindtools.com
• www.writtencommunication.com
• www.inc.com