OFFICE ADMINISTRATION

FORM 5
HANDOUT

COMMUNICATION

Oral communication (2.1)

Communication is the process whereby information is transmitted from a sender to a receiver

and is understood as it was intended.
Classifications of communication;
− Formal communication- relates to formal organisational structure and conforms to the
official rules and lines of authority of the organisation. i.e. meetings, reports, policy
statements etc.
− Informal communication- the social relationships that exist among persons.
− Official communication- communication via the established organisational structure, in
keeping with the policies and practices of the business.
− Unofficial communication- all communication that does not come through the official
communication process.
Examples of oral communication include;
− Interviews
− Meetings and conferences
− Radio and television
− Telephone

Electronic communication (2.2)

Electronic communication is the transmission of information that has been transformed to

digital code, usually by a computer.
Examples of electronic communication include;
− Teleconferencing
− Videoconferencing
− Internet and The World Wide Web
− Online meetings and instant messaging
− Electronic mail (e-mail)
− Scanning
− Telephones and facsimile
 − Telecommuting and telemarketing

Written communication (2.3)

Examples of written communication include;

− Memorandum (memo) [figure 2.3.1]
− Written reports
− Newsletters
− Questionnaires
− Notices
− Press release [figure 2.3.2]
− Advertisements

Business letters (2.4)

Most organisations have their own “house style” for the layout and punctuation of business
letters. Generally, business letters are typed using a full-block layout, which is where all letter
elements are aligned to the left-hand side. Example of a full-block layout [figure 2.4.1]
Letter elements include;
− Sender's address (letterhead)
− References
− Date (there may be an attention line between the date and receiver’s address)
− Receiver's address (inside name and address)
− Salutation
− Subject heading
− Body of letter (in which the subject matters are discussed)
− Complimentary close
− Signature block
− Designation
− Enclosed, copy notation, postscript
Types of letters; refer to text book [Table 2.4.1]
Note: letters should be as accurate, clear and neat as possible.

Stationery (2.5)

The term “stationery” is generally used to refer to a wide range of materials, including paper,
envelopes, writing implements, staplers, glue etc.
Types of paper;
 − Bond
− Parchment
− No carbon required paper
− Copier paper or laser paper
Sizes of paper [Table 2.5.1]

Envelopes
Envelopes come in a wide range of sizes, styles and colours. Usually, an organisation matches
the quality of their envelopes with their correspondence paper.
Envelope size [Table 2.5.2]
Labeling envelopes [figure 2.5.1]

Visual communication (2.6)

Examples of visual communication include;
− Pictures
− Charts
− Graphs
− Pictographs
− Line graphs
− Histograms
− Bar graphs
− Signs
− Pie charts