3. Written communication
An important way of communicating within a
business is the written word. The quality of the
written documents produced in a business will
reflect on the quality and professionalism of the
organisation. A standard formal style should be
used throughout. Depending on the type of
communication there are various principles to be
aware of.
4. Formal writing
Formal writing is used when you want to
communicate in a business like situation. The
information should be presented in a clear and
well structured way. The structure will mostly be
an outline of the topic, some further detail about
the topic and ending with some summing up.
Avoiding informal language ensures there is no
misunderstanding of the message being conveyed.
5. Rules for formal writing
Do not use ‘I’ or ‘you
Don’t say ‘I believe’ or ‘I feel’
Avoid shortening words like it is to it’s
Never use slang words or phrases
Spell an abbreviation out the first time you use it
Don’t include rhetorical questions
6. Informal writing
Informal writing is used in a variety of settings where
a more natural tone is required. For example when
you are trying to sell something or entertain
people. It is also more likely to be found on a
website where information is needed quickly.
Informal language resembles the spoken language
which is more concise and less ‘stuffy’ and ‘long
winded’. It gives information in a more speedy way
using a conversational tone. It will however use
correct spelling and grammar.
7. Rules for informal writing
To make content more personal refer to I and you
in the text
Keep things succinct and not too wordy
Make use of contractions such as I’ll in place of I
will
Avoid complex language or specialist terminology
8. Business letter
Always use formal language.
Be set out in an established format.
Have correct spelling, punctuation and grammar.
Be concise and to the point.
Have a formal beginning and end.
9. Email
May be more informal.
Should use the standard house style of the
business.
Should be very concise and not be too long or it
will not be read.
Always have a subject so that its not ignored as
spam.
10. Business report
Have an introductory overview.
Be well laid out so the amount of information can
be presented in a form that is easy to follow.
Use professional language.
May use technical language if required.
Have a conclusion to clarify the outcome of the
activity that has been carried out.
11. Barriers to effective communication
There are a variety of barriers which prevent
effective use of communication that should be
avoided.
If a business is to communicate well it is important to
be aware of and avoid these barriers.
Depending on the type of communication used the
barriers may vary.
12. Barriers continued
Poor use of punctuation, grammar and spelling
which will give a bad impression of a business.
To avoid this all documents should be checked with
a spelling and grammar checker initially. After this
they should be proof read. This is because spelling
and grammar checkers are not fool proof.
13. Barriers continued
Using formal or informal language in the wrong
situation. A business letter is required to be formal
whereas a web page will need a less formal style to
keep people interested.
To avoid this any member of staff should be fully
trained to be aware of what is required in each
different situation they will be dealing with when
producing the written communication.
14. Barriers continued
Using far too many words, using clichés, using two
words that have the same meaning. This style of
writing causes confusion and misinterpretation of
information.
To avoid this information should be written in a
clear way using short sentences. Be concise and
straight to the point to express ideas clearly.
