UNIT 8

WRITTEN COMMUNICATION WITHIN THE COMPANYAlejandro Reche Saura

WRITTEN COMMUNICATION WITHIN THE COMPANY

1. Written Communication

The most used type of communication in this area.

Internal written: Used to transmit information to the departments and employees of the companyExternal written: It connects the company with the outside: suppliers, customers, etc.

Drawback: The sender is not present

Steps to develop a written text:

- Choose words that the receiver can understand- Complete information- Empathy- Length: not long texts- Logical and coherent

A proper development of our text also requires the right order:

- Analysing the situation- Brianstorming- Selecting information- Sorting contents- Writing de text- Checking the written- Reading the text again

Principle of written communication:

- Adequacy: The text must have a proper presentation and vocabulary must be adapted.- Accuracy: Short and brief.- Correction: Respect the spelling and syntax rules of the language.- Coherence: logical, clear and structured.- Cohesion: Proper connection of sentences and paragrahps.- Emphasis: Highlight the main idea of the massage we want transmit.

2. Produce and reproduce documents.

Means used for document production:- Handwritting- Typewriter- Telegraph- Computer

Means used for document reproduction:- Photocopier- Printer- Fax- Scanner

3. Models of written documents in the company.

Business Letter: Broadly speaking, a business letter is any written communication that takes place between companies. (Give a best personal image. Can be customized with differents styles.)

Structure:

- Presentation – header- Place and data- Data of recipient or receiver- Brief greeting- Brief summary- Content- End

Commercial Documents:

Are generated as a result of delivery og goods or services by business. (amounts, prices, offers, delivery times, etc.)

Sales documents:

Order proposal, delivery note, invoice...

Payment documents:

Receipt, cheque, promissory note, bill of exchange...

Internal Documents:

- Meeting request: Is a document to officialy call certain people to attend a meeting or assembly.

- Meeting minutes: The minutes are the written statement of what happened and was discussed and agreed during a meeting or assembly.

- Internal note: The purpose of internal note is that different departments or sections of a company communicate to each other incidents, requests, etc. That may arise among them.

- Greeting: Is a document that is normally used by companies, goverment agencies and authorities to express appreciation, invite to events, report takeovers, and so on. (Never signed)

- Memorandum: Is a brief communication between departments or individuals of the same companyto provide certain information or to remaind someone of something.

- Application or request: Is a document used to request a service to the authority or person that can gran it.

Structure:

- Heading- Body- Petition- Farewell- Foot

Certificate: Is a document used by an authority to state a particular event or status (services, studies,payments, etc.)

Legal value

Structure:

- Headly- Body- Closing

Promotional texts:

Business Card: Card with name and logo that contains contact details.

Company Presentation: Is a document that the companies shows potential customers

Includes:

- Basic data- Products or service- A account of performance work- Additional data

Leaflet: Is a document in which the company offers information about its products an the condition under which customer can buy them.

Advertising Catalogue: Is a list of products or services provided by the company with their corresponding prices.

Press Release: Is a document that the company uses to send information about the topic, person or product to the media for public dissemination.

Report: The report is a type communication that is used to transmit business information both internally and externally.

Types: Personal, commercial, internal, external, descriptive, assessing, persuasive.

Structure:

- Header- Body- Index

E-mail: emission of private message to other e-mail/s via internet.