Communication Writing

• Before writing ask these questions

• Who is the reader?• Why do I need to write?• What shall I write?• How shall I write?

Why do I need to write?

• Importance of this mode of communication– Record– Complicated information– Legality– Proposal

Objectives of writing

• Establish the reason for writing

• It could be– For writing a proposal about your business to a

prospective client– Making a report on a subject to your superior– Writing a recommendation– Seeking advice/help

What shall I write?

• The Form i.e. the channel of writing• and the content

Form/Channel• Letter

– Internal & external– Tone, image– Precise

• Memo– Internal– Less Formal– Shorter

• Report– Factual– Targeted at particular audience

• Proposal– Marketing– Confidential

Content

• Collect all information• Planning the writing• Organising the information in clear and logical

format

• Main points to cover• Framing the sentences

How shall I write?

• Language and how to use it– Correct vocabulary– Functional language

• Clarity, style tone• Cohesive• Using paragraphs

Process of Writing

• Establish Goals and Aims– Collect Information– Decide what to write– Plan: Organise and sort Information

• Consider the reader

Process of writing (contd.)

• Choose the language– Structure, layout and cohesion– Grammar, functions and vocabulary– Style, clarity and tone

• Draft– Review– Evaluate

Structure

Structure

• Whether letter, memos or reports, it is important to– Sequence your ideas– Write in short paragraphs– Link paragraphs in logical sequence– Use headings or sub-headings– Use an appropriate layout

Sequencing ideas

• Helps build the structure

• Background to situation or problem• Possible solutions or options• Advantages or disadvantages of the above• Recommendation or conclusion

Maria Fuentas worked under my direct supervision at Johnson Technologies for a period of six years ending in October 2010. During that period, I had the great pleasure of seeing her blossom from a junior marketing trainee at the beginning, into a fully functioning Marketing, Program Co-Ordinator, in her final two years with the company. That was the last position she held before moving on to a better career opportunity elsewhere. Maria is a hard-working self-starter who invariably understands exactly what a project is all about from the outset, and how to get it done quickly and effectively. During her two years in the Marketing Co-Ordinator position, I cannot remember an instance in which she missed a major deadline. She often brought projects in below budget, and a few were even completed ahead of schedule.

Maria Fuentas worked under my direct supervision at Johnson Technologies for a period of six years ending in October 2010. During that period, I had the great pleasure of seeing her blossom from a junior marketing trainee at the beginning, into a fully functioning Marketing, Program Co-Ordinator, in her final two years with the company. That was the last position she held before moving on to a better career opportunity elsewhere.

Maria is a hard-working self-starter who invariably understands exactly what a project is all about from the outset, and how to get it done quickly and effectively. During her two years in the Marketing Co-Ordinator position, I cannot remember an instance in which she missed a major deadline. She often brought projects in below budget, and a few were even completed ahead of schedule.

Paragraphs

• Anything is easier to read if divided in to separate paragraphs

• Have separate paragraphs for each idea or item

Headings

Sub-headings

Headings and sub-headings

• Improves clarity of the written sentences• Cues in to what each section is about

Layout of Business Letters

• Printed letterhead• Date• Reference• Addressee• Salutation• Main Body• Closure• A note about any enclosures or copies

Example

Layouts of memos

• Starting a memo– Who is the memo being sent to (can be to many)– Who the memo is being sent by– The date– A heading or title to indicate what the memo is

about

Writing a memo

• Keep it short• Use short sentences• Start the memo with an important statement

or message• Write only what is necessary– Examples

Write a Memo

• In Groups

• From CEO: Appointment of Senior Director – Marketing

• From Dean: Notice to students on non-attendance

• Write a cover letter about yourself to the Principal/Dean of Manipal M&E– Family– Education Background– Your interests– Achievements