ISL451U-BUSINESS COMMUNICATION
Chapter 3: Written Communication
Written Communication and its Functions
Communication is the process of conveying meanings through written, verbal and non-verbal messages. It is also the transmission and exchange of information, signs or messages by speech, movement or writing.
With the invention of writing, humanity has advanced into a new age of thinking. Written language can go beyond face to face communication as it can store information and become an independent tool of communication. Written language allows the transformation of abstract thoughts to concrete expressions and transfers these individuals and generations.
The expression of feelings, thoughts and impressions on any subject and the views on the subject in accordance with certain rules is called written expression or written communication.
People first found the text by detecting the sounds in the language with certain signs, and then they created the writing language by showing the language they speak with these signs.
Written language is defined as the language that emerges as a result of using the common language spoken in correspondence. The tool of the spoken language is sound, and the tool of the written language is writing. Written expression is a form of expression that requires effort due to the obligation to follow the spelling rules of language.
Functions of Written Communications
There are several characteristics of written communication that separate it from other types of communication. These differences give written communication certain advantages and disadvantages. Some are listed below:
• Written communication is a more closed communication method for misunderstandings and mistakes as the expressions used are clearer. • In written communication, it is possible to easily transmit complex and difficult-to-understand messages by sorting them into items. • It is possible to access them at any time since the articles have the ability to be stored. • In written communication, writing can be read at any time (if you are busy with a job or do not want to read at that moment), but in verbal communication, everyone is there at the moment of the conversation and it is imperative to listen to what is being said. • In order to make the correspondence, it is necessary to go through a preliminary preparation phase. The purpose of this requirement is to reduce communication errors and clarify expressions. • The written language has the ability to be easily reproduced and delivered to anyone.
• Since written communication can be stored, it can be utilized as evidence.
The Characteristics of Business Writing
Business writing takes many forms each suited to a specific purpose. All business writing must be clear and concise with simple, straightforward language. In the business world, poorly written communication is unacceptable.
Steps to Successful Business Writing:
• Prepare: define purpose, audience, scope, medium • Arrange: create order, structure, layout, design • Draft: write the first copy from outline • Revise: add / delete information • Proofread: polish final copy
In the texts we write in business life, we must first search for answers to the questions below.
• What is the purpose of the communication? • How much detail is needed? • For whom is the communication written? • What is the best format to clearly convey the message? • What action or outcome is expected?
Writing Business Report
After editing your thoughts according to the questions above, it is necessary to write them down. Make sure that your writing is clear and logical. You should think constantly about your readers and make your report easy for them to read. To achieve good readability, you should:
• Structure your paragraphs well • Keep your writing professional • Keep Your Sentences Short • Use Positive Language • Use Simple, Familiar Words • Use white space and well-chosen fonts and number your pages • Use footnotes, tables, figures, and appendices appropriately.
Formal Writing
The primary characteristic of such writings is that they are streamlined. Formal writings are often used during interpersonal correspondence or between organizations. In this sense, they are not always characterized as business writing. For example, a contract is a type of formal writing. A contract can be arranged by two individuals, companies or organizations, yet this does not change the fact that it is still a type of formal writing. Formal writings can assume many forms depending on the context such as e-mails, reports, bulletin, business letters.
Electronic mail, or simply email, is a method of communication that allows written communication via messages sent between smartphones or computers.
Emails are one of the most used and most important correspondences in business life. Communication problems may occur if the email rules are not followed in business life. Therefore, it is important to know the techniques of email writing and correspond to these rules for the image of you and your institution.
• Many individuals decide if they will read a particular email based on its subject. Therefore, the subject section must always be filled appropriately. An email without a subject should not be sent as dictated by etiquette. • If the email bears utmost importance, the urgency of the matter should be stated with the subject. • If a previous email is being resent due to adjustments, this must also be stated next to the subject. • Address and respect expressions used for other types of writing should also be used when writing emails. Abbreviations and emojis should not be used. Greetings should be written with words like “Hello”, “Good morning”. • When sending an email in bulk to a department or group in the institution, “Dear Regards / Dear…. Department ”greeting. There is no need to greet again if there is a greeting in reply emails and a different message will be sent during the day. • Emails should be short, clean and clear. A short and clear message positively affects time management on both sides. Fonts and sizes should be standard. The spelling rules and punctuation marks must be followed. • The message should be in the appropriate length for the content of the correspondence. Too detailed messages are difficult to read. The text to be written should be divided into paragraphs and structured to be introduction-development-result. • Bullet point-based writing can be used in mixed topics. While sending emails to superiors, there should be small explanations next to the items so that the managers can remember and elaborate on the issue. • Emails should not be written in all capital letters as it implies that the writer of the message is shouting. • Even if only one file is sent, a brief explanation should be given as a courtesy. It is imperative for positive communication and business life, not to use order sentences, to write as if speaking, and not to use punctuation in succession, to write texts that consist of all capital letters.
Always try to use a “signature”. In your signature files, besides your name and email address, you can give other alternative ways (such as web page address, telephone fax) to reach you.
Writing a Report
Reports are written in order to shed light on the decisions to be taken by management staff in a business and to assist management. Writing a report involves collecting and writing the information produced by the business in a short, open, accurate and appropriate manner. A well- prepared report answers all the questions of the reader and leaves no need for further inquiry. The main purpose is always to inform, convince and clarify.
A Progress Report: A Progress Report is usually an update of some ongoing activity. First, it describes the current situation with details; then, it states specifically the work currently underway, outlines existing or foreseeable problems, and gives details of future action.
A Recommendation Report: A Recommendation Report is analytical in nature and may be intended, for example, to solve a problem, to create a change in strategy, or to institute a new business initiative. Based on carefully reviewed information, the report may make several recommendations.
Preparing a report requires meticulous planning. In order to achieve efficient communication, we must make sure that images, design and texts should all be used coherently. Reports must be written with consideration of the organizational structure.
• Reports must focus on the crucial information. • Reports must be tailored towards the specific structures of a company. • Reports must include a commentary. • Reports must be written in consistent intervals. • Reports must be written in a clear language that is appropriate for the target audience. • Reports should be composed of standardized typefaces, documents scaled in a standard way. In short, it should be prepared in accordance with the corporate identity of the business. • Reports must match each other. • The preparation period of the reports should be short. • Reports should be prepared for the purpose. • There should be cross-report integration.
Examine previous reports: If you are asked to write a formal report, the first thing you should do is examine the content and format of your company’s previously written reports. Since these reports have been accepted by the management, they will provide a proper blueprint or template.
Be aware that reports range in style: Reports may be in memo format, sent by email, or produced in hard copy
with a formal cover and binding. Annual reports, for example, are often professionally designed, bound, and printed. Besides giving important information, annual reports present a corporate image and should be attractive and professional looking.
Understand that reports will vary: A report may be as short as a single page or as long as 100 or more pages. The length is determined by the scope of the subject and the detail of the information included.
Bulletin
Every organization strives to earn the respect and trust of their target audience and the general public by introducing the various projects they have completed or started. These organizations always act with their underlying goals of convincing their target audience and manipulating their behaviour. They use the media for this. Press releases are the most widely-used tool in press relations. Bulletins are the face of institutions opening to the media.
Press releases, institution, person, event etc. are written to inform the target audience in order to create a good image. These are written texts that contain news value, provide important information and are sent to the media. Press releases are one of the easiest ways to introduce yourself as an institution with newsworthy undertakings.
Press releases are written by public relations specialists who take on the role of public relations and publicity on behalf of institutions. Newsletters are news texts. News writing rules are also used when writing press releases. The rule that must be applied here is the 5 Ws and 1H rule. Who are you writing about? What (which event) are you writing about? Why are you writing about this event? When did this happen? Where did this happen? How did this happen? First of all, it should make an effective introduction to attract people’s attention.
While preparing the bulletin, the aim is to draw the attention of the reader and drag it to the end of the news. Correctly prepared press release ensures that the message is delivered to the target audience correctly and effectively. The most important point to be considered while preparing the press release is that the aim is not to advertise the person, institution or product. In this sense, care should be taken not to use writing language with excessive praise for increasing sales. A press release, in general, includes news texts consisting of title, introduction, body, visuals and result section.
Business Letters
These are the letters that are written about the business between unofficial individuals and business institutions and institutions. In these letters, there is a job or a service. This could be an order, a sale, a complaint, a request for a loan, a request for advice or information.
Typical business letters consist of six parts; title, address, body, closing, signature and reference.
Title: The title consists of two parts. The first introduces the sender. This is usually printed on the head of the letter. The second part is the “internal address” that indicates the date, the recipient’s title and address. Although the person he is writing to is someone you know very well, the title should definitely include these elements. Always write the sender and recipient’s information fully and properly.
Greetings: It is courtesy to start the correspondence with addressing. It can affect the relationship positively or negatively.
Body: The level of formalization in toning depends on the sender and receiver. If there is a
personal relationship, a more comfortable greeting and correspondence can be written in the letter.
Closing: The closing section of business letters consists of two elements. The first (if this is the purpose of the letter) is a call to action or more assistance. The other is the words of praise before the signature. Most business letters end with good wishes.
Signature: The name of the author must be written; the handwritten signature must be just above it. The name of the signer should be immediately under the name if the title is not on the letterhead of the letter.
Reference: All business letters prepared by a person other than the sender may contain some references under the signature block.
Special Articles
Correspondences, which are informal in business life but guiding internal and external relations, are called informal writings. These; memorandums are messages of congratulation, thanks and condolences. Informal articles are simple in form. Both the appeal and the text are more intimate and warmer than other articles. A sincere yet measured and plain language is used, which differs from the forms of communication used in everyday life. This type of correspondence creates a positive communication by adding closeness to business life while providing closeness in human relations.
Reminder Notes (Memorandum)
Reminder notes (memorandums) are correspondences within an organization for purposes such as asking for information, giving information, approving, change of opinion, request for meeting, change of meeting date. Memorandum writings can also be written on half a page. However, as with other work articles, the sender, receiver, subject and body text must be present. Visuals can be added in order to attract attention when reminder notes shorter than the letter are sometimes hung on the boards. Whether the reminder notes are formal or informal largely determines the hierarchical structure within the institution. While the notes written on the superior-subordinate are less formal, in the opposite case, the notes must carry more formal images.
Reminder notes vary depending on its purpose, form and While writing the condolence messages, the following the person or persons to be communicated. It is possible to should be considered: classify reminder notes into six types. These are announcement (bulletin), essay, informative, action, • It should be short and concise. The longer the summary and file notes. text gets, the more likely it is to make mistakes. • Condolences are equivalent to death. Words of Conguratulatory Messages other painful and sad events are past words.
Short messages with good wishes to share and celebrate These issues should be considered while writing. success and happiness among individuals or institutions • In the condolence letter; it should be expressed in are called congratulatory messages. They are written in a sincere language in which sadness is shared. order to share special moments such as holidays, • You should have patience in the condolences Christmas, wedding, birth, establishment anniversary. letter; provocative, hatred and hate inoculating expressions should be avoided, and more The following should be considered when writing comforting expressions should be included. congratulatory messages:
• The timing of the celebration messages is very important. A delayed message loses its effect. • If the congratulatory messages will be sent as a printed text, it is a courtesy rule to write and sign the address in handwriting. • For the possibility of reading the celebration message in front of the guests, expressions of sharing joy and not being able to attend should be written carefully. • There is a fine line between a sincere message and a frivolous message. This line should be carefully preserved. • Celebration letters are elements that strengthen communication in order to share joys. These are simple yet effective messages that should be remembered and celebrated for special days such as birthdays, New Year or anniversaries.
Receipt and Acknowledgement Posts
The most important form of the letter of notification is “Thank you”. In business life, the articles stating that important, valuable and difficult to renew documents such as checks, bills, contracts, contracts, reports of the goods or services sent are received are called acknowledgement or thank you messages.
While writing a thank you message it is a courtesy rule that should not be forgotten for a positive impression to thank the companies and individuals working with you for their support to you. With such letters, a strong relationship can be established by acting thoughtfully and kindly.
Condolence Messages
These are the articles written to share the pain of people who have lost relatives or any other loved ones to share and alleviate their sadness. Condolence letters can be written on the emerging pains, as well as for the anniversaries of past bitter events. Condolences can be written to a person or can be written or published to authorized persons addressed to a family, community or institution.