Module-3

Written Communication
 INTRODUCTION

• Purpose of writing.
• Clarity in writing.
• Principles of effective writing.
• Systematic writing – 3x3 writing process.
• Specific features of writing.
• Electronic writing process.
• Conclusion.
 Written communication
• Written communication involves any type of message that
makes use of the written word.

• Written communication is the most important and the most

effective of any mode of business communication.

• Examples of written communications generally used with

clients or other businesses include email, Internet websites,
letters, proposals, telegrams, faxes, postcards, contracts,
advertisements, brochures, and news releases.
 Written Communication
• Effective written communication is essential for
preparing worthy promotional materials for business
development.
• Speech came before writing. But writing is more
unique and formal than speech. 
• Effective writing involves careful choice of words,
their organization in correct order in sentences
formation as well as cohesive composition of
sentences.
• Also, writing is more valid and reliable than speech.
But while speech is spontaneous, writing causes delay
and takes time as feedback is not immediate.
 Advantages of Written Communication

• Some advantages of written communication are:

1. No need for personal contact - you can tell an
employee he or she has to work overtime through an
email instead of face-to-face.
2. Saves money - you can send an email instead of calling
long distance.
3. Written proof - provides written proof in case of a
dispute.
4. Written communication helps in laying down apparent
principles, policies and rules for running of an
organization
• Some disadvantages of written communication are:

1. Delay in communication - it may take a while to get to the intended recipient.

2. Lack of secrecy - once it's on paper, anyone can read it.

3. Costly - if the sender and receiver are sitting next to each other, you still have to
spend money on paper or Internet service.  It costs huge in terms of stationery
and the manpower employed in writing/typing and delivering letters.
The Five Cs of Effective Written Communication

• Good written communication depends on the audience, the

topic, your purpose in communicating, and other factors.
However, all effective written communication has some
characteristics in common:
• Connection - Good written communication forms a
connection between the reader and the writer.
• Clarity - Effective written communication is clear and easy to
understand.
• Cause - The cause or reason for writing needs to be clear to
both the writer and the reader, including any specific actions
you need from your audience.
• Conciseness - Good written communication
sticks to the point and doesn’t meander around
or include lots of extraneous information.
• Correctness - To be effective, the written
communication should use the correct tone,
inoffensive language, and appropriate
grammar.
 Purposes for Business Communication

• Provide factual information.

• Inform readers about or provide inform-ation.
• Clarify and condense information…
• State precise responsibilities.
• Persuade and make recommendations.
 PURPOSE OF WRITING
• Writing to Inform. Informative writing presents
information not options. Its purpose is to inform
(educate) and not persuade. It is, therefore, written
with max objectivity. A check list: - Does it,
– Focus the subject under discussion.
– Primarily inform rather than persuade.
– Offer complete and exact information.
– Can the information be ascertained.
– Present the information logically and clearly.
– Make Good reading.
 PURPOSE OF WRITING
• Writing to Persuade. Persuasive writing is found in
opinion, essays, business proposals, etc. A check list:
- Does it,
– Focus on the reader.
– Basically seek to convince rather than inform.
– Support its viewpoint by giving information or valid reasons.
– Clearly follow a logical arrangement of thought and
reasoning.
– Finally evoke the intended response from the
reader?

Zufishan Rehmani,MBA,Lecturer,VTU,Bgm.
 Business Communication

• Type of message may be an important factor in

determining the medium, content, approach, etc.
• Good news?
• Bad news?
• Information?
• Instruction?
• Each of the above may require a different approach
and a different medium.
 Principles of effective writing
1. Place the reader first
2. Keep to the point
3. Set the right tone
4. Write the strong opening
5. Write the strong close
PRINCIPLES OF EFFECTIVE WRITING
• Accuracy.
– Facts, figures and words.
– Language (formal/informal/Semi Formal- Positive/Negative-)
and tone (Feeling- Active/Passive).
• Brevity.
– Say only what needs to be said.
– Wordy Vs Concise.
• Clarity.
– Thought.
– Expression.
 Audience analysis
• Audience analysis is the process of identifying your
audience and collecting information about them.
• Before delivering the speech, you should know the age
group, expertise level, needs, expectations, value system,
attitudes, and beliefs of your audience.
• Adapting your speech according to the types of audiences
is likely to generate a better response. 
Some audience analysis factors are as follows:
1. Audience expectations about the occasion of the speech,
its topic, and the personality of the speaker
2. Audience’s knowledge or familiarity with the topic
3. Audience’s attitude or approach towards the topic
4. Audience size and its ability to listen
 Written Communication
1. Letters
2. Memos
3. Email
4. Reports/White Papers
5. Web sites
6. Promotional Materials
7. Other written documents
 Business Communication

• Type of message may be an important factor in

determining the medium, content, approach, etc.
• Good news?
• Bad news?
• Information?
• Instruction?
• Each of the above may require a different approach
and a different medium.
 Positive Message
• Positive messages include messages where the
audience is expected to react in a neutral
to positive manner. Positive messages tend to
consist of routine or good news.
• These messages might be items such as
congratulations, confirmations, directions, simple
credit requests, or credit approvals.
• Be Specific.
• Use Positive Language.
• Positivity in Tough Times.
 Positive or neutral
1. Conveys pleasant/neutral information to the receiver
Eg: Request information, thank you etc
Claims- requests for action when a writer has been wronged .

Eg: Request for refund because a product is faulty/ruined

Adjustments-positive responses to claims.

2. Social business messages-unsolicited acknowledgements

of important events in readers’ lives
Eg: Email saying congratulations for having a baby
• Bad news is “any news that adversely and seriously
affects an individual's view of his or her future” .
• Bad-news message is a letter, memo, or email that
conveys negative or unpleasant information—
information that is likely to disappoint, upset, or even
anger a reader. It is also called an indirect message or
a negative message.
• A bad-news message conventionally begins with a
neutral or positive buffer statement before
introducing the negative or unpleasant information.
This approach is called the indirect plan.
1.  Buffer: A buffer statement is inserted at the beginning of the
correspondence to cushion the impact or reduce the severity
of the message.
E.G :Thank you for your order. We appreciate your interest in our
product and are confident you will love it.

2. Explanation: We are writing to let you know that this product

has been unexpectedly popular with over 10,000 orders
submitted on the day you placed yours.
3. Bad news + redirect: This unexpected increase in demand has
resulted in a temporary out-of-stock/backorder situation.
• Despite a delay of 2-3 weeks, we will definitely fulfill your
order as it was received at 11:57pm on October 9, 2018, as
well as gift you a $5 coupon towards your next purchase.
4. Positive action closing: While you wait for your product to
ship, we encourage you to use the enclosed $5 coupon
toward the purchase of any product in our online catalog.
• We appreciate your continued business and want you to know
that our highest priority is your satisfaction.
 Business Writing Is…

It conveys information and

Purposeful solves problems.
Its goal is to make the
Persuasive audience accept the
message.
Economical
It is concise and doesn’t
waste the reader’s time.
Reader-oriented
It focuses on the receiver,
not the sender.
 SYSTEMATIC WRITING – 3X3 WRITING PROCESS

Pre-Writing Writing Revising

1 2 3
Analyise Research Revise

Anticipate Organise Proof-Read

Adapt Compose Evaluate

 Scheduling the Writing Process

Prewriting Writing Revising

about about about

25 percent 25 percent 45 percent
of time of time for revising,
5 percent
for proofing
Don’t mar your effort by
skimping on revising!
• The third phase of the writing process is the
most time consuming phase of the 3x3 writing
process because it involves revising and
proofreading your message.
• Revising means improving the content and
sentence structure of your message.
• Proofreading involves correcting its grammar,
spelling, punctuation, format, and mechanics.
• During phase 3, you will revise the message
for clarity, conciseness, tone, and readability;
proofread for correct spelling, grammar,
punctuation, and format; and evaluate the
message to see if accomplishes your goal.
Do All Writers Follow the Same Steps?
• Writers have different
composition styles.
• The order of writing steps
may vary.
• The process is recursive, not
linear.
• Collaboration and working
with a computer affect the
writing process.
 Do Short Messages Require a
Writing Process?
• The steps may be condensed or
performed rapidly, but good writers
consider them all.
 Writing With Teams: Phase 1
Phase 1: Prewriting
Team members work closely to
determine purpose, audience,
Prewriting content, organization

Analyze
Anticipate
Adapt
Adapting to Task and Audience:
Spotlight audience benefits.
The warranty starts working for you
immediately.

Cultivate the “you” view.

You will receive your order.
Your account is now open.
Developing Reader Benefits and “You” View
Sender-Focused
We are requiring all staffers to
complete these forms in
compliance with company
policy.
Because we need more space
for our new inventory, we are
staging a two-for-one sale.
Receiver-Focused
Please complete these forms
so that you will be eligible for
health and dental benefits.
This two-for-one sale makes it
possible for you to buy a
year’s supply of paper but pay
only for six months’ worth.
 Writing With Teams: Phase 2
Phase 2: Writing
Team members work separately.

Writing

Research
Organize
Compose
 Organizing
Data:
Alphanumeri
c Outline
 Writing With Teams: Phase 3
Phase 3: Revising
Team members work together to
synthesize, but one person may do
Revising final proofreading.

Edit
Proofread
Evaluate
 Writing Task:
Reasons Why High School Students Choose OU
Step 1: Prewriting Step 2: Writing Step 3: Revising
Analyze Research Edit
Anticipate Organize Proofread
Adapt Compose Evaluate

• What is the purpose of • Conduct informal Focus on:

the writing? research 1. Word and content
• Who is the Audience? • Create an outline meaning
• What expectations are • Write – two paragraphs 2. Grammar and
there for the writing? for a newsletter mechanics
3. Formatting

You decide! After Interview Edit, Evaluate

Collect Info/Data
Write
 Coherence
•  Coherence in writing is the clear relationship between one
sentence and the next.
• Each sentence should lead to the next sentence.
• Coherence is achieved through the logical ordering of the
sentences within the paragraphs and through the creation
of smooth transitions between the sentences and
paragraphs
Coherence Ask yourself…
1.Does this point unmistakably follow from the
previous idea?
2. Is this point really clear?
3. Should the ideas be ordered in a different
way?
 Memos
• Memos
• A memo (or memorandum, meaning “reminder”) is
normally used for communicating policies, procedures, or
related official business within an organization.

• It is often written from a one-to-all perspective (like mass

communication), broadcasting a message to an audience,
rather than a one-on-one, interpersonal communication.

• It may also be used to update a team on activities for a

given project, or to inform a specific group within a
company of an event, action, or observance.
• A memo (also known as a memorandum, or
"reminder") is used for internal
communications regarding procedures or
official business within an organization.
 Memos
• Direct short written communication to a known
person. It may be used to:-
– Provide information.
– Issue instructions.
– Convey a policy decision.
– Offer suggestions.
– Record/Report an agreement.
 LAYOUT OF A MEMO

From : Mr. Tough Boss Subject : Adherence to Office

Timings.

To, Shri. Hari Sadu, HOD Tech. Date _______________

It observed with deep concern about the irregularity in attendance to office work. The office staff is
directed to adhere to the laid down office timings and norms.

Signature ____________
( )
 WARNING LETTER FOR PERFORMANCE
To,

Mr,Raghavendra

Designation: Assistant Manager

Sub: “Final warning for Performance”

Mr, Raghavendra this is with reference to your counseling session with your immediate supervisor and written warnings for
improvement of your performance at work.

This is final warning and you are hereby directed to improve your performance up to satisfaction of your manager and team members
within one month starting from today.Failure to meet the performance expectations will result in to immediate termination of employment.

For:Hindustan Private Ltd

Name:Mr,Suresh

Designation :HR Manager

Date:-2/11/2015
 Business Letters
• A business letter is a formal document often sent from one
company to another or from a company to its clients,
employees, and stakeholders.

• For example: Business letters are used for professional

correspondence between individuals, as well.

• Make the purpose of your letter clear through simple and

targeted language, keeping the opening paragraph brief.

• You can start with, “I am writing in reference to…” and from

there, communicate only what you need to say.
• Each section of your letter should adhere to the
appropriate format, starting with your contact information
and that of your recipient’s; salutation; the body of the
letter; closing; and finally, your signature.
• Your Contact Information
• Your Name
• Your Job Title
• Your Company
• Your Address
• City, State Zip Code
• Your Phone Number
• Your Email Address
• The Date
The date you're penning the correspondence
• Recipient’s Contact Information
a. Their Name
b. Their Title
c. Their Company
d. The Company’s Address
e. City, State Zip Code
• The Salutation
a) Use "To Whom It May Concern," if you’re unsure specifically
whom you’re addressing.
b) Use the formal salutation “Dear Mr./Ms./Dr. [Last Name],” if
you do not know the recipient.
c) Use “Dear [First Name],” only if you have an informal
relationship with the recipient.
i. Contact Information (Include your contact information unless you are writing
on letterhead that already includes it.)
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
• Date
• Contact Information (The person or company you are writing to)
Name
Title
Company
Address
City, State Zip Code
• Greeting (Salutation Examples)
• Dear Mr./Ms. Last Name:
Use a formal salutation, not a first name, unless you know
the person well. If you do not know the person's gender, you
can write out their full name.
• For instance, "Dear Pat Crody" instead of "Dear Mr. Crody" or
"Dear Ms. Crody." If you do not know the recipient’s name,
it’s still common and acceptable to use the old-fashioned “
To Whom It May Concern.”
 Body of Letter
• The first paragraph of your letter should provide an introduction as
to why you are writing so that your reason for contacting the person is
obvious from the beginning.

• Then, in the following paragraphs, provide specific details about

your request or the information you are providing.

• The last paragraph of your letter should reiterate the reason you are
writing and thank the reader for reviewing your request.

• If appropriate, it should also politely ask for a written response or for

the opportunity to arrange a meeting to further discuss your request.
• Closing
• Best regards, 
• Signature
• Handwritten Signature (For a hard copy letter,
use black or blue ink to sign the letter.)
• The Body
a. Use single-spaced lines with an added space between each paragraph, after
the salutation, and above the closing.
b. Left justify your letter (against the left margin).
• Closing Salutation
a. Keep your closing paragraph to two sentences. Simply reiterate your reason
for writing and thank the reader for considering your request. Some good
options for your closing include:
b.  Respectfully yours
c.  Yours sincerely
d.  Cordially
e.  Respectfully
• If your letter is less formal, consider using:
a. All the best
b. Best
c. Thank you
d. Regards
• Your Signature
• Write your signature just beneath your closing and leave four
single spaces between your closing and your typed full name,
title, phone number, email address, and any other contact
information you want to include. Use the format below:
a. Your handwritten signature
b. Typed full name
Title
• Linda Lau
Northern State University
123 Main Street
Anytown, CA 12345
555-555-5555
linda.lau@email.com
• March 5, 2020

• Oscar Lee
Managing Editor
Acme Graphic & Design
123 Business Rd.
Business City, CA 54321
Dear Mr. Lee,
I would like to invite you to attend our upcoming Liberal Arts department job networking event. The event will
be held on the afternoon of May 1, 2020. We wish to provide our graduating seniors with an opportunity to
meet business leaders in the area who may be looking for new hires who hold degrees in the Liberal
Arts.The event will be held at the Cox Student Center at Northern State University and will last about two
to three hours. If you have an interest in attending or sending a company representative to meet with our
students, please let me know at your earliest convenience and I can reserve a table for you.
Thank for your time and I hope to hear from you soon.

• Respectfully,
• (signature hard copy letter)
• Linda Lau
Liberal Arts Department Chair
• Writing a thank-you letter or thank-you email
 after an employment interview is a must.
• In fact, some employers even think less of
those interviewees who fail to follow up
promptly.
• It's critical that you take a moment to write a
simple note of appreciation to those who
interviewed you.
• David Smith
444 Green Street
City, State 55555
(555) 234-5678
September 1, 2018

Susan Brown
Marketing Director
Acme Corp.
222 Main Street
City, State 55555

Dear Susan,

• It was a pleasure to meet with you regarding the marketing manager position with your firm. After hearing
about the new direction you are planning to take with your marketing division, especially the plans to
incorporate more interactive media, I am even more confident that I would be very interested in joining
your group. My background includes strong experience in social media and web development, and I have
some great ideas already to help with the rebranding.
• Thank you for taking the time to meet with me. I’ll be in touch later this week to follow up with you, but
please don’t hesitate to contact me at your convenience with any additional questions. I look forward to
speaking with you soon.

Regards,
Signature
• David Smith
 Formal letter Format
• Formal Letter Format
• A formal letter has a format which needs to be followed. A typical
formal letter format is
• Sender’s address
• Date
• Name / Designation of Addressee
• Address of the Addressee
• Salutation
• Subject
• Body – Introduction, Content, Conclusion
• Complimentary Close
• Signature / Name of the Sender
• Designation of the Sender
Complementary Closure in any formal letter

• Yours faithfully
• Yours truly
• With sincere appreciation
• Yours sincerely
• With sincere thanks
• Letter of Complaint
•
Suppose you placed an order of some items.
The quality promised and the quality of the
items received is not the same. What will you
do? You either want to replace them or want
your payment back. How can you do so?
• New Business World
16 Ring Road
Delhi – 01
November 30, 20xx

• The Manager
ABC Stationary King
35 Patel Street
Delhi − 18
Dear Sir,
• Sub.: Complaint against Order No. S/24-201S-1147.

This is with reference to the Order No. S/24-201S-1147 place on Nov 17, 20xx. The order consists of letterhead
and business cards. As per the agreement, we were promised of receiving the order latest by Nov 22, 20xx.
First of all the order did not reach in time. Also, the quality of the papers and design selected for business
cards is not matching with the selected one.
We have faced a lot of embarrassment and inconvenience and our reputation is at stake in the eyes of our
clients.
Kindly ensure that the order will be replaced latest by Dec 4, 20xx, failing which payment will be stopped or
the will be cancelled. I sincerely request you to look into the matter and do the needful as soon as possible.

Thanking you.

Yours truly
XYZ
General Manager
• Promotion Letter
• This type of letters mainly refers to the one of
promoting new developments and up-
gradation.
• The promotion can be of anything new
opening of a new branch or show-rooms, new
schemes, or any other promotional discounts.
ABC Group of Company
16 Ring Road
Delhi – 01
November 30, 20xx

The Manager
XYA Agency
35 Patel Street
Delhi − 18
Dear Sir,

Sub.: New Branch at QPR Colony.

We are glad to announce the grand opening of a new branch of our company in QPR Colony, Delhi on Dec 05,
20xx.

As a respected client, we are extremely delighted to inform you that this branch is also fully efficient. It offers
various solutions to your problems and anything that you would ask for. We are dedicated to providing you
with the best service that you deserve.

We would be very happy to have you as our guest in our branch and encourage you to find more of our
products.

Looking forward to your visit to our new branch.

Thanking you.
• What Are Proposals?
• A proposal can be defined as an offer document presented to
undertake work affecting the future of an organization.

• Usually a proposal is given for any additions or amendments

to be incorporated within a business framework.

• Proposals are also tools of communication but in a different

sense.

• They do not just give the facts but also a probable solution to a
particular problem or situation.

• They can be written to people within or outside an

organization.
 Two Types of Business Proposals

• Solicited

• If you have been asked to submit a proposal it is considered solicited.

• The solicitation may come in the form of a direct verbal or written

request, but normally solicitations are indirect, open-bid to the public,
and formally published for everyone to see.

• A request for proposal (RFP), request for quotation (RFQ), and

invitation for bid (IFB) are common ways to solicit business proposals
for business, industry, and the government.
• Unsolicited
• Unsolicited proposals are the “cold calls” of business
writing.
• They require a thorough understanding of the market,
product and/or service, and their presentation is typically
general rather than customer-specific.
• They can, however, be tailored to specific businesses with
time and effort, and the demonstrated knowledge of
specific needs or requirement can transform an otherwise
generic, brochure-like proposal into an effective sales
message. 
 Types of Proposals

• Proposals concern the future and play a major role in bringing about changes
in a setup.
• Proposals are classified into two types: sales proposals and research
proposals.

1. Sales proposals are written with the aim of bringing gains for the
proposing organisation. Such kind of proposals is also known as business
proposals.

2. Sales proposals need to be creative in order to make a mark on their target

audience.

3. Research proposals are of an academic nature

• Proposals can be further classified into two types, viz. solicited
and unsolicited.
• Solicited proposals are those which are asked for by the
management or authorities.
• They can be internal or external, depending on their subject.
These kinds of proposals usually face a lot of competition.
• Unsolicited proposals are given by individuals or companies
on their own. These may be from internal or external sources.
They form a major part of sales technique in various sectors.
• The proposal is similar to a report and therefore all the stages of
writing a report apply here.
• The only difference is that since a proposal is result oriented, it
has to achieve its purpose.
• Therefore it has to be written on the basis of the AIDA
(Attention, Interest, Desire and Action) formula.
• The beginning of the proposal should attract the attention of the
reader and retain it throughout
The structure of a proposal can be divided into introduction,
body and conclusion. Its major characteristics are:

1. It is informal and has a personal approach to the problem and-

way of expression.

2.  It is a creative form of business communication.

3. It should be structured properly with an attractive presentation.

4. It should keep in mind all the requirements of the audience.

5. The language should be direct, simple and easy to understand.

 What is a Report?

A report can be defined as a communication

in which the writer gives information to
some individual or organisation.
 Type of Reports
Sales Reports

Inspection Reports

Annual Reports

Audit Reports

Feasibility Reports

Progress Reports

White Papers
 Difference from other forms of
communication?
 Subjective in nature.
 Reports and projects generally draw an outside source.
 Reports have a highly structured format.
 Each part is numbered and captioned.
 Use concise and precise language.
 Contain recommendations and conclusions.
 Use tables and graphs.
 Preceded by a summary.
 Reports can also be oral.
 Purpose of a Report?
Primary source of information to the management
to help decision making. Also be used to give a
solution to a business problem.
 To give information about company’s activities, progress, plans and
problems.
 To record events for future reference in decision making.
 To recommend specific action.
 To justify and persuade readers about the need for action in a
controversial situation.
 To present facts to the management to help decide the course of action.
 Types of Reports

1. Formal Reports and Informal Reports.

2. Information Reports.
3. Analytical Reports.
4. Recommendation Reports.
Factors determining the type of report: -
1. Length: Short/Long.
2. Layout: Recommendations and conclusion may precede a
discussion.
3. Terms of reference: Conditions/restrictions related to the
problem, purpose, scope etc.
 Aim/Objectives of the Report
o For whom?
o Level of information
o How much already known?
o Why/reason for the report?
o What and how much in detail?
o How is it likely to impact understanding,
decision-making and future plans?
 Contents of the Report
1. Cover.
2. Title Page.
3. Acknowledgements.
4. Table of contents.
5. Executive summary.
6. Introduction.
7. Discussion/Description
8. Conclusions/Findings.
9. Recommendations.
10. Appendix.
11. List of references.
12. Bibliography.
13. Glossary.
14. Index.
• What is an executive summary?
• An executive summary provides an overview of a larger
document or research and is usually the first thing your reader
will see. 
•  Executive summaries will analyze a problem, drawn
conclusions, and recommend a course of action in a complete
but brief synopsis.
•  Executive summary must grab their attention and entice them
to read through the larger, more in-depth documentation.
 Executive Summary
Executives are busy. Hence, more interested in
the Conclusions/Findings and the
Recommendations. Contents: -
o Brief background/Context of the report.
o Main conclusions/findings.
o Main recommendations.
o Points of special attention/future course of action.
• Preparing to Write an Executive Summary
• It is important to keep in mind to whom you are writing your

summary.

•  Your audience may not be versed in the technical language of your

profession and may only focus on specific business needs.

• The executive summary should address these main points:

1. Purpose

– What is the point of the document?  Are you trying to influence management?  Are you trying to

make a change in a hospital?  Make sure you have a purpose when writing the summary.

2. Problem

– What issue needs addressing?  Why is it an issue?  Why are you where you are? 

3. Problem Analysis 

– What can be changed or improved?

4. Results of analysis

– What did you find while researching the issue?  What methods did you use?  How do you know

your resources are valid, reliable, and credible?

5. Recommendations

– What can you do to address this issue?  How will you achieve your recommendations?  How will

this help?  What action can be taken?

 5 Steps to Report Writing

1. Define the problem. What, Why, Who,

Where and When.
2. Gather the necessary information.
3. Analyze the information.
4. Organize the information.
5. Write the report.
 How to Define the Problem?

1. What. To Study ……
2. Why. To determine ……
3. When. Present.
4. Where. At TELCO.
5. Who. Union …..
 What Is Proactive Media Relations
• Media relations is a component of public relations that focuses
on activities between a business and media outlets --
newspapers, television and radio stations, magazines, and
online outlets.
• A business that invests in proactive media relations makes
relationships with these outlets a priority and an ongoing
effort.
• This helps to forestall having to react to media coverage that is
inaccurate or damaging.
• Press Release
• The press release is often your first step in proactive media
relations, detailing a newsworthy event about your business
that you send to media representatives on your list.
• Provide just the details: who, what, when, where and why.
• Put the key messages -- the most important points about your
business -- into every press release so they get placed in the
outlets every time.
• Follow up with reporters and editors to cultivate the
relationship; let them know you are available for any questions
• Events
• Events are also part of proactive media relations.

• They can be serious, news-oriented events like press

conferences, or more social events like an open house to
give reporters a chance to meet a new company
executive.
• By being forthcoming with business news and remaining
approachable, you build a rapport with your media
representatives that supports your proactive approach.
 Pitching and Placements
• Pitching a story idea to reporters and editors or asking to write
an opinion piece or column are effective, proactive media
relations tools.
• For example, if you surveyed your customers about how a
newly passed law will affect them, pitch the idea of writing
about the results to a newspaper reporter.
• Write letters to the editor on issues affecting your industry, as
well.
• Crisis Management
• The test of your proactive media relations comes in the wake of a crisis.

• Every business will experience one, whether large or small.

• It could be an employee involved in an illegal activity, or a natural disaster at

a satellite office.

• By having your media list ready, building your media relationships, and

establishing your credibility, you are poised to minimize possible damage

because you already have a positive reputation that you have spent time

building.
  Electronic Writing Processes
• Components of Writing
• Composition
• Transcription
History
Personal Computer (PC)
 Types of written Communication in Business

• 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.
• Given the important of written communication, it’s a good idea to
understand the basics to apply best practices to your own
business.
Use of computers in Business writing
1. Identify, search, record, organize and modify relevant text.
2. Write, edit and revise the documents.
3. Used in writing assignments(thesis, proposals, feasibility
study, or case study etc)

4. But they can never replace poor writing skills

 Uses

1. Note-taking
2. Skeletonize the notes
3. PC, Laptop or PDA
4. Search and Replace features
 Searching
• Searching Lengthy Research paper, Long-term project should
be stored in database in order to use it in future use as
reference. O Report Writing Software
• Search in the database
• Join data into one file
• Organize and Generate daily, weekly, monthly report
automatically.
 Word-Polishing
Built in dictionary in word processor

“Wordhunter”- helps you to find right word when you are stumped.
• founder + of + facebook = Mark Zuckerburg right + side + ship
= Starboard
• Word pronunciation by computer
• Grammar checking
• Spelling Checking
• “Spell Checkers”
• Outlining
• Part of word-processing package or a
separate program
• Outline of thoughts quickly and rearrange the
sections rapidly, change levels and so on
• Import text from other files to the outliner to
other files vice versa
 • Changing defaults

 Word Processing software

 Enhance document appearance on screen as well as layout

 Templates
 Change margin width, heading text, headers and footers, page
numbers, tables, font,
 Correct typing errors: don ; t  don’t

teh  the
• Using multiscreens

 Split the screen – multiple work place

 Outline in in one window
 And drafting in another window

Searching and replacing

•  Word search and replace
•  Text search and replace
 Linking

 Data stored in database shared with another program

 Statistical Analysis & Graphical Presentation linked to report
generating software
Adding Attribution
 Inserting footnote, endnote, superscript number
 Citation(short note) in picture, graph, text and renumber as
well as reposition
 Using e-mail

 Quicker to deliver, cheaper to send

 Instantaneous sending, but may not be instantaneous response

 Mass distribution of message quickly CC and BCC

 Recording of sending message
Hey John, Do U know what d assignment is about? Can U help
me?
• What is the difference between Cc and Bcc?

• Cc stands for carbon copy which means that whose address

appears after the Cc: header would receive a copy of the
message. Also, the Cc header would also appear inside the
header of the received message.
• Bcc stands for blind carbon copy which is similar to that
of Cc except that the Email address of the recipients specified in
this field do not appear in the received message header and the
recipients in the To or Cc fields will not know that a copy sent
to these address.
 Guidelines:
a. Avoid words all in capital letters.
b. Proofread (read for errors) the mail before
sending
c. If your message is unusually long, warn your
reader early so he or she can decide how to
handle it.
d. Use valuable and descriptive subject lines
e. Relevant and valuable to the audience
f. Tone
 E-mail
• Using abbreviations such as “LOL” or smiley
• :P :D only with your close friends or family
• Do not forward chain letters or joke-of-the- day to a list of
email recipients
 Keep signature lines brief; maximum four lines
• Thank you