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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
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