Topic 5 .

Written communication
5.1. Purpose and principles of effective writing

Written communication is best suited when the communicator and the receiver are
beyond oral communication medium. The executives in all organizations can maintain effective
inter departmental and intra departmental connection through messages by written words. The
process of communication involves sending message by written words. Written communication
covers all kinds of subject matter like notices, memorandums reports, financial statements, ,
business letters etc. This type of communication simply means a process of reducing message into
writing which is extensively used in organizations. Formal communication, must always be in
writing such as rules, orders, manuals, policy matter etc.
Written communication allows businesses to communicate developments, expectations and
legalities to employees and contacts in the outside world. While traditional hard copies of written
communication in business are still prevalent, email and online communication has become
increasingly common.
The systematic filing of written communication is one of the important aspects of
communication. The purpose of preserving written messages is to provide necessary information
readily and without any delay and when it is needed. However, the following gives the main
purpose of writing the messages:
a) Future references: The limitation of human mind and poor retention power cannot be
overlooked. Written messages can be preserved as records and reference sources. Various
media of communication can be filed for future reference. Thus, keeping records are
essential for continuous operation of the business.
b) Avoiding mistakes: In transmitting messages, earlier records help in reducing mistakes
and errors and also prevent the occurrence of fraud.
c) Legal requirements: Written communication is acceptable as a legal document. That is
why some executives think that even if some messages have been transmitted orally, they
should later be confirmed in writing.
d) Wide access: Communication media having become very fast, written communication
enjoy a wide access. If the communicator and the receiver are far from each other, written
communication sent through post or e-mail is the cheapest and may be the only available
means of communication between them.
e) Effective decision-making: Old documents help effective decision-making in a great way.
Decision-making process becomes easier if old records are available. Because the messages
provide the necessary information for decision-making purpose.
Principles of effective writing
1. Unity: Unity of writing implies a condition of being one. The principle of unity applies on
three levels. First, the individual sentences must be unified. Second, the individual paragraph
must be unified. Third, the totality of the message must be unified.
2. Coherence: To achieve clarity in a written communication the principle of coherence
should be there. Relation and clarity are two important aspects of coherence. The principle
of coherence applies to sentences, paragraphs and to the message as a whole.
3. Avoid jargon: As far as possible, the writer should avoid jargon. Jargon is a language which
is special to science, commerce, technology, trade or profession. In private language with
persons in the field, jargon may be incorporated. In other cases, jargon can be used, but the
only thing is that the words used must be clear to others as well.
 4. Accuracy: The subject matter must be correct and accurate. The manner in which the
message is transmitted must be correct. Accuracy in writing can be achieved by careful
checking and editing.
5. Brevity: A writing should be shorter by using few words for many. Brevity not only saves
the time but also gives grace to the writing. Business communication must be brief and
direct.
5.2. Types of written communication in business
Two main classifications of written communication are in business.
 Internal written business communication involves employers and employees at all levels
of the company.
 External written communication involves clients, independent contractors, industry
colleagues and other individuals not working directly for the company.
The some main types of written communication in business include business letters,
memoranda and reports. Modern examples may extend to text messaging, social networking
posts and multimedia business presentations.
Business letters can help promote the business image by communicating with the outside
world.
Memoranda are mainly used by employers and employees to communicate information
about current projects, changes in business procedures or other internal topics.
Business letters and memoranda can be used to confirm in writing what has been agreed
upon verbally.
Reports help communicate new information, analysis of data or research or
recommendations for future decisions.
Email has become a common form of written communication in business because of its
rapid delivery, ease of use and ability to reach large audiences. The storage of business email has
become increasingly important as email has become “equally admissible” in court as formal
paper documents. As email communication continues to grow as a form of written business
communication, companies are increasingly looking to outside sources for assistance in email
management.
BUSINESS LETTERS
NEED OF A BUSINESS LETTER
We need to write a business letter to maintain contacts with the external world including other
businessmen, customers and government departments. And also for the internal purpose like office
orders, circulars, memorandums etc. A letter writing may be less important for a small business
establishment, but it is has its own importance.
There is also some other means of communication, like telephone, telegraph etc. but they can
make only a temporary impression on the receiver’s mind. The message communicated through these
media is less likely to be kept in memory for a long time.
FUNCTIONS OF A BUSINESS LETTER
A business letter serves as a record for future reference.
Back references are quite frequent in business communication. Knowledge of the past

Effective Report Writing

A report can be defined as a testimonial or account of some happening. It is purely based on
observation and analysis. A report gives an explanation of any circumstance. In today’s
corporate world, reports play a crucial role. They are a strong base for planning and control in an
organization, i.e., reports give information which can be utilized by the management team in an
organization for making plans and for solving complex issues in the organization.
A report discusses a particular problem in detail. It brings significant and reliable information to
the limelight of top management in an organization. Hence, on the basis of such information, the
management can make strong decisions. Reports are required for judging the performances of
various departments in an organization.

An effective report can be written going through the following steps-

1. Determine the objective of the report, i.e., identify the problem.

2. Collect the required material (facts) for the report.
3. Study and examine the facts gathered.
4. Plan the facts for the report.
5. Prepare an outline for the report, i.e., draft the report.
6. Edit the drafted report.
7. Distribute the draft report to the advisory team and ask for feedback and
recommendations.

The essentials of good/effective report writing are as follows-

1. Know your objective, i.e., be focused.

2. Analyze the niche audience, i.e., make an analysis of the target audience, the purpose for
which audience requires the report, kind of data audience is looking for in the report, the
implications of report reading, etc.
3. Decide the length of report.
4. Disclose correct and true information in a report.
5. Discuss all sides of the problem reasonably and impartially. Include all relevant facts in a
report.
6. Concentrate on the report structure and matter. Pre-decide the report writing style. Use
vivid structure of sentences.
7. The report should be neatly presented and should be carefully documented.
8. Highlight and recap the main message in a report.
9. Encourage feedback on the report from the critics. The feedback, if negative, might be
useful if properly supported with reasons by the critics. The report can be modified based
on such feedback.
10. Use graphs, pie-charts, etc to show the numerical data records over years.
11. Decide on the margins on a report. Ideally, the top and the side margins should be the
same (minimum 1 inch broad), but the lower/bottom margins can be one and a half times
as broad as others.
12. Attempt to generate reader’s interest by making appropriate paragraphs, giving bold
headings for each paragraph, using bullets wherever required, etc.