UNIT 7:WRITTEN COMMUNICATION WITHIN THE COMPANY

1. WRITTEN COMMUNICATION
Is the most used type of communication in companies. Is the standard way, legal and the mandatory procedure to
communicate certain issues (contracts, notices, invoices…)
This type of communication is internal and external.
● Internal Written communication:
Is use to transmit to the departments and employees of the company
● External written communication:
It connects the company with the outside.
Advantages:
The main one is that is lasting (duradero), that is to say that it remains over time, also it makes the reader to review
and understand, write on it, underline, etc.
Disadvantages
Drawback: The sender is not present, once you have send the message there is no way to go back (like whatsapp
messages)
1.1. STEPS TO DEVELOP A WRITTEN TEXT
Keys to consider by the sender:
1. Choose the words that the receiver understands
2. Check that the information is complete
3. Put ourselves in the readers place (empathy)
4. We must take into account the length of the writing
5. Make a logical and coherent style
Steps to develop:
1. Analyzing the situation: Think about the situation that has generated the need to write.
2. Brainstorming: Find information an relate it to the ideas we want to transmit.
3. Selecting information: Make decisions about the message and the amount of information
(select the main idea of the message)
4. Sorting contents: Follow a clear structure; Introduction, development and conclusion
5. Writing the text: Think about the content and the recipient. Make the ideas logically
6. Checking the written: Correct mistakes and improve all that is necessary in order to adapt the
text to the reader and to our goal.
7. Reading the text again: Check wether the text is complete and finished, or if, on eh contrary, it
need more work.
1.2. PRINCIPLES OF WRITTEN COMMUNICATION
● Adequacy:
○ The text must have a proper presentation
○ The vocabulary must be adapted to the receiver and the language must be clear and
polite.
● Accuracy:
○ Short sentences and eliminate the not necessary thing
○ The text should be brief and it must express the maximum number of ideas in the
minimum number of words.
● Correction:
○ Respect the spelling and syntax rules of the language
○ Choose the words and syntactic constructions with a precise meaning
● Coherence:
○ Be clear and structured
○ Use a single paragraph to develop and idea and separate paragraphs with full stops
and line breaks.
○ Take in to account the amount of information, its quality and its structure.
● Cohesion:
○ Connect the sentences of each paragraph to prevent the reader from losing
information.
○ Connect paragraphs together to show the relations of order, cause, effect… between
two or more ideas
● Emphasis:
○ Highlight the main idea of the message we want to transmit.
2. BUSINESS LETTERS
Is a document that takes places between companies
STRUCTURE:
1. Beginning, presentation or header
2. Content
3. End
STYLES OF BUSINESS LETTERS:
1. Modern style
2. Modified modern style
 3. Professional style
4. Evolved style
5. Block format
6. Modified block
7. Semi-modified block
ABBREVIATIONS AND ACRONYMS

THE REPORT
Is a type of communications that is used to transmit business information (internal and external)
Is made by the request of a superior and contains information that is useful to make decision
Types of report:
According to the content:
● Personal
● Commercial
According to the scope
● Internal
● external
According to the intent
● Descriptive
● Assessing
● Persuasive
Steps to prepare a report
1. Develop a scheme
2. Identify courses of information
3. Collect data
4. Select what is important
5. Organice information
6. Write the report
Structure of the report
Header:
- Cover: Is very important, is the first impression and it must contain the title, name, company..
- Index: Is the organization of the content
- Introduction
- Summary
Body:
- Body: Is when the information appears
- Conclusion:
Appendix:
- Annexes: (data, tables, graphics…)
- Bibliography: (list of books, articles…)
3. EMAIL AND NETIQUETTE
Is a set of social conventions that we must follow when we communicate over network (via internet)
RULES
1. Not use the email for personal things.
2. Not sending confidential information (use encryption)
3. Keep copyright rules when we reproducing documents.
4. Identify clearly the receiver and the sender
5. Sign the email to show the email to the sende
6. The email system is not as private as we seen..
7. Show empathy and tink about potential answers
8. Send messages with subjects
9. Never include the entire original in our reply
10. Delete the email address when we forward
11. Use the BBC or CCO
12. Avoid capital letters.