English for Oral

& Written
Communication
Session 1

rashidhrishvan@gmail.com
Introduction to
Written and Oral
Communication
Module - English for oral and written
communication
What is Communication?

Definition of Communication: Communication is the process of

conveying information or ideas from one person or group to another
through various means.

The Communication Process: Communication involves a sender, a

message, a channel, a receiver, and feedback.
Types of Communication

Verbal Communication: Involves using words and vocal sounds for

conveying messages.

Non-Verbal Communication: Involves conveying messages through

gestures, body language, and facial expressions.
Features of Human Communication

Interactivity: Communication is a two-way process that involves active

participation from both the sender and receiver.

Intentionality: Communication is purposeful; people communicate with a goal

in mind.

Contextual Dependence: The meaning of a message can change based on the

context in which it is delivered.

Adaptability: Effective communicators adjust their message based on the

needs and expectations of their audience.
Verbal Communication

Tone: The tone of your voice can convey emotions and intent. For
example, a friendly tone in "Hello!" vs. an angry tone in "Stop that!"

Words: The choice of words and language used is crucial for effective
verbal communication. For example, "apology" vs. "excuse."

Gestures: Hand movements and gestures can complement verbal

communication. For example, a thumbs-up gesture to express approval.
Non-Verbal Communication

Facial Expressions: Your face can reveal emotions and feelings. For example, a smile indicating
happiness.

Body Language: Posture and movement can communicate confidence, interest, or discomfort.
For example, standing upright indicates confidence.

Eye Contact: It shows engagement and sincerity. For example, maintaining eye contact during a
conversation.

Dress and Physical Appearance: How you present yourself visually influences communication.
For example, dressing formally for a job interview.

Gestures: Hand movements and body gestures can convey messages without words. For
example, waving to say hello.
English as a
Global Language
Formal & Informal Communication
Definition of Formal Communication: Structured and official
communication, often in a professional or academic setting. For example,
a business report.

Definition of Informal Communication: Unstructured and casual

communication, often between friends and family. For example, a text
message to a friend.

Examples of each: Formal communication includes job interviews, while

informal communication can be a chat with friends.
Factors Affecting Communication

Noise: Interference that can disrupt the communication process. For

example, background noise in a crowded restaurant.

Language Barriers: Differences in languages or dialects. For example,

miscommunication between people who speak different languages.

Cultural Differences: Varying customs and values that influence how

messages are interpreted. For example, gestures with different meanings
in different cultures.
Nature and Purpose of Communication

Informs: Communication provides information, facts, and news. For example, a

news broadcast informing the public.

Persuades: It can be used to convince or influence others. For example, a

persuasive speech on a social issue.

Expresses Emotion: Communication is a way to convey feelings, such as love or

anger. For example, a heartfelt apology.

Builds Relationships: Effective communication is vital for forming and

maintaining relationships. For example, a romantic love letter.
What is Writing and Why Do We Write?

Definition of Writing: Writing is the process of creating text, symbols,

or characters to communicate information or ideas. For example,
writing a poem to express creativity.

Purposes of Writing: Writing serves various purposes, such as

documenting knowledge, conveying information, or expressing
creativity. For example, writing a research paper.
Difference Between Speech and Writing

Spontaneity vs. Revision: Speech is usually spontaneous, while writing

allows for revision and editing. For example, giving an impromptu
speech vs. editing a written report.

Permanence vs. Ephemeral: Writing provides a lasting record,

whereas speech is fleeting. For example, a text message vs. a
published novel.
Why Writing is
Difficult

• Complexity: Writing requires organizing

thoughts and ideas into coherent sentences.
For example, creating a well-structured essay.
• Clarity: Communicating clearly in writing can
be challenging. For example, avoiding jargon
in a technical document.
• Organization: Arranging ideas in a logical
order can be difficult for some. For example,
organizing a complex research paper.
Types of Written Communication - Letter

Letter: A written message typically sent to a specific person or

organization. For example, a formal job application letter.

Letters follow a specific format that includes elements like a date, sender's
address, recipient's address, salutation, body of the letter, closing, and
signature.

The tone of a letter can vary depending on its purpose, ranging from
formal and professional to informal and personal.
Types of Written Communication - Essays

Essays: A formal piece of writing

Essays have a structured format The writing style and tone can
that presents a viewpoint or
that typically includes an vary based on the intended
argument on a particular topic.
introduction, body paragraphs, audience, whether it's academic,
For example, an argumentative
and a conclusion. general, or specialized.
essay on climate change.
Types of Written Communication - Resume

Resume: A document
highlighting an individual's
skills, experiences, and
qualifications for job
applications. For example, a
resume for a job in the IT
field.
Resumes serve as a marketing
tool to create a positive
impression of the applicant
and demonstrate their value
to potential employers.
Types of Written Communication - Email

Email: An electronic message Emails offer a near-instant

sent via email platforms. For mode of communication,
example, a professional email enabling rapid information
to a potential employer. exchange.
Types of Written Communication - Blog
Blog: An online platform where individuals share their thoughts,
ideas, and experiences. For example, a personal travel blog.

Readers can often leave comments, allowing for engagement and

discussion.

Blogs have a global audience, allowing individuals to share their

perspectives with a wide readership.
Scenario 1
• Situation: An international company is holding a meeting with employees from various
countries to discuss a new project. During the meeting, a team member from a culture
that values indirect communication expresses disagreement with the project's direction
but does so subtly, without directly voicing their concerns.
• Challenge: How can the team ensure that all members feel comfortable sharing their
opinions and that cultural differences don't hinder open communication?
Solution:

• Prior to the meeting, establish clear ground rules for open and respectful
communication.
• Encourage team members to share their concerns and opinions directly, with the
assurance that diverse viewpoints are valued.
• Provide training on cultural awareness and effective cross-cultural communication to
team members.
• Assign a facilitator to ensure that all voices are heard and to mediate discussions if
needed.
Scenario 2
• Situation: A hospital is treating a patient who speaks a different language and has limited
English proficiency. The medical staff needs to convey important information about the
patient's condition, treatment, and medication.
• Challenge: How can the medical staff effectively communicate critical medical
information to the patient while overcoming the language barrier?
Solution:

• Utilize professional interpreters or translation services to bridge the language gap.

• Use visual aids, diagrams, and written materials to supplement verbal communication.
• Encourage the use of simple and clear language when communicating complex medical
information.
• Ensure that the patient has access to translation services during their stay in the hospital.
Scenario 3
• Situation: A construction site manager needs to communicate instructions to the
workers. However, the noise from the heavy machinery is so loud that the workers can't
hear the instructions clearly.
• Challenge: How can the manager ensure that the workers receive clear and accurate
instructions despite the noise interference?
Solution:

• Provide workers with noise-cancelling headphones and microphones to enhance

communication in loud environments.
• Use visual signaling or hand signals in addition to verbal communication to convey
instructions.
• Schedule important discussions or instructions during quieter periods at the construction
site.
• Use written communication or mobile apps for sharing important information in noisy
environments.
Scenario 4
• Situation: A company has a team consisting of members located in different time zones
who are working remotely. They rely on virtual meetings to collaborate and discuss
projects.
• Challenge: How can the team manage time zone differences, technical glitches, and
possible cultural variations in virtual meetings to ensure effective communication and
collaboration?
Solution:

• Establish a regular meeting schedule that accommodates the most suitable times for all
team members, considering time zone differences.
• Use reliable and user-friendly virtual meeting platforms with features that allow smooth
communication, screen sharing, and chat options.
• Clearly define meeting agendas and objectives and assign roles such as a timekeeper and
note-taker.
• Foster open communication by encouraging team members to ask questions and express
their thoughts in the virtual environment.
Scenario 5
• Situation: During a business negotiation between two international companies, one
party extends their hand for a handshake as a sign of goodwill. However, the other party
perceives it as a sign of aggression in their culture.
• Challenge: How can both parties ensure that their gestures and body language are
interpreted correctly to avoid misunderstandings and build trust?
Solution:

• Prior to negotiations, conduct cross-cultural training to educate all parties on potential

cultural differences in communication and gestures.
• Establish clear communication protocols and guidelines for the negotiation process.
• Encourage open dialogue and the use of explicit verbal communication to clarify
intentions and avoid misunderstandings.
• Appoint a cultural liaison or mediator who is knowledgeable about both parties' cultures
to facilitate smooth interactions.
Exercise - Attempt to simplify this complex legal paragraph
to make it understandable for a layperson.

Original Paragraph:
The indemnification clause stipulates that the first party shall
indemnify, defend, and hold harmless the second party, its affiliates,
officers, directors, and employees, from any and all claims, demands,
losses, liabilities, and expenses, including reasonable attorney's fees,
arising out of any alleged breach of this agreement or any breach of
representations, warranties, or covenants herein, except to the extent
that any such claim, demand, loss, liability, or expense is determined by
a court of competent jurisdiction to have resulted from the gross
negligence or willful misconduct of the second party.
Original Paragraph:
The indemnification clause stipulates that the first party shall indemnify, defend, and hold harmless
the second party, its affiliates, officers, directors, and employees, from any and all claims, demands,
losses, liabilities, and expenses, including reasonable attorney's fees, arising out of any alleged
breach of this agreement or any breach of representations, warranties, or covenants herein, except
to the extent that any such claim, demand, loss, liability, or expense is determined by a court of
competent jurisdiction to have resulted from the gross negligence or willful misconduct of the
second party.
Simplified Paragraph:
The indemnification clause says that if the first party doesn't follow the rules in the agreement and
this causes any problems or expenses for the second party or its employees, the first party must
cover those costs. However, if a court decides that the second party was extremely careless or did
something very wrong, then the first party doesn't have to pay.
Exercise - Nature and Purpose of
Communication
"Dear team, I want to you to know that the project's deadline has been extended by one week to allow for additional testing and
quality assurance. This adjustment should give us more time to ensure a flawless product.“

"Ladies and gentlemen, I urge you to consider the benefits of our new proposal. By implementing this plan, we can increase
efficiency, reduce costs, and improve customer satisfaction. I hope you'll join us in supporting this initiative.“

"Good evening, everyone! I'd like to share a light-hearted joke to brighten your day. Why don't scientists trust atoms? Because they
make up everything!“

"I heard about your loss, and I want you to know that I'm here for you during this difficult time. Please don't hesitate to reach out if
you need support or just someone to talk to. My thoughts are with you.“

"To our hardworking team, I want to express my heartfelt gratitude for your dedication and commitment to our recent project. Your
efforts and teamwork made this success possible. Thank you!“

"Greetings, fellow earthlings and intergalactic cheese enthusiasts! Today, we shall embark on a cosmic journey to explore the hidden
secrets of talking pineapples and dancing cucumbers. Join me in the realm of interstellar cheese, where gummy bears sing operas and
unicorns play poker with spaghetti noodles. It's a zany adventure you won't want to miss!"
1. What is the primary goal of communication? 2. Which components are involved in the communication process?
a. To entertain a. Sender, message, channel
b. To convey information or ideas b. Sender, message, channel, receiver, feedback
c. To persuade c. Sender, receiver, context
d. To use various means for conveying messages d. Message, channel, feedback

3. What is the primary characteristic of verbal communication? 4. Which of the following best describes non-verbal communication?
a. Involves gestures and body language a. Conveying messages through words and vocal sounds
b. Uses words and vocal sounds b. Using formal language in professional settings
c. Is informal and casual c. Conveying messages through gestures, body language, and facial expressions
d. Is ephemeral and fleeting d. Interacting in a two-way process

5. What is interactivity in communication? 6. In communication, how can the meaning of a message change?
a. The sender's ability to revise and edit messages a. Based on the sender's intentions
b. The use of formal language b. Based on the receiver's mood
c. A two-way process involving active participation from both sender and receiver c. Based on the channel used
d. The permanence of a message d. Based on the context in which it is delivered

7. Which type of communication is often structured and official, commonly seen in 8. What is the primary characteristic of informal communication?
professional or academic settings? a. Structured and official
a. Verbal communication b. Used in professional reports
b. Non-verbal communication c. Unstructured and casual
c. Formal communication d. Requires editing and revision
d. Informal communication

9. What is the key difference between speech and writing? 10. Which communication form provides a lasting record?
a. Speech is permanent, while writing is ephemeral a. Verbal communication
b. Speech is informal, while writing is formal b. Non-verbal communication
c. Speech is usually spontaneous, while writing allows for revision and editing c. Formal communication
d. Writing is always two-way, while speech is one-way d. Writing