a detailed description of methods and techniques to use written communication as a effective tool of communication.

1. PRESENTATION ON WRITTENPRESENTATION ON WRITTEN
COMMUNICATIONCOMMUNICATION
WRITTEN
COMMUNICATION
Communication by
means of written
symbols (either
printed, typed or
handwritten)

2. Writing?Writing?
 One of the best methods to communicateOne of the best methods to communicate
 Writing is one of the oldest known forms of
communication
 In today’s age of information and technology,
writing has become a lost art

3. Goals & ObjectivesGoals & Objectives
1.1. Future referenceFuture reference
2.2. Record of evidenceRecord of evidence
3.3. Measurement of progressMeasurement of progress
4.4. PrecedentsPrecedents
5.5. Avoiding mistakesAvoiding mistakes
6.6. Effective decision-makingEffective decision-making
7.7. Organizational efficiencyOrganizational efficiency
8.8. Legal requirementsLegal requirements

4. Why Written Communication?Why Written Communication?
 Creates a permanent recordCreates a permanent record
 Allows you to store information for futureAllows you to store information for future
referencereference
 Easily distributedEasily distributed
 All recipients receive the same informationAll recipients receive the same information
 Necessary for legal and binding documentationNecessary for legal and binding documentation

5. Writing skills are specific abilities which help writers put
their thoughts into words in a meaningful form and to
mentally interact with the message.
DefinitionDefinition

6. Writing Skills?Writing Skills?
 The ability to write does not require a unique
talent or an outstanding mental ability
 Everyone has the basic skills necessary to write
well
 A basic understanding of writing and a
commitment to writing well in all situations is
needed as a professional

7. Questions a writer asksQuestions a writer asks
 How do I begin?
 What is my purpose?
 How do I make my point clear?
 How do I create a logical flow?
 How do I say what I mean?
 How do I avoid grammatical errors?
 How can I make my message brief?
 How can I create a visual effect?

8. DirectivesDirectives
FormsForms
News bulletinNews bulletin
ProposalsProposals
AgreementsAgreements
HandbookHandbook
PamphletsPamphlets
BrochuresBrochures

9. The Writing ProcessThe Writing Process
 PlanningPlanning
 WritingWriting
 Quality ControlQuality Control

10. The Writing ProcessThe Writing Process
PlanningPlanning
 Keep objectives in mind and research the topicKeep objectives in mind and research the topic
 Think about the audienceThink about the audience
 Outlining helps organize thoughtsOutlining helps organize thoughts

11. The Writing ProcessThe Writing Process
WritingWriting
 Follow your outline, use your handbookFollow your outline, use your handbook
 Inspiration is acceptable but must be carefullyInspiration is acceptable but must be carefully
reviewedreviewed
 Use the interview approach to supplement theUse the interview approach to supplement the
outline (who, what, where, when, how)outline (who, what, where, when, how)

12. The Writing ProcessThe Writing Process
Quality ControlQuality Control
 Reread your workReread your work
 Be critical of your own workBe critical of your own work

13. Considerations while writingConsiderations while writing
 Who?
 What?
 When?
 Why?
 Where?
 How?

14. Good WritingGood Writing
 CompletenessCompleteness:: all information needed is providedall information needed is provided
 CorrectnessCorrectness:: relevant and precise informationrelevant and precise information
 CredibilityCredibility:: support your argumentsupport your argument
 ClarityClarity:: should not be vague, confusing, ambiguousshould not be vague, confusing, ambiguous
 ConcisenessConciseness:: to the pointto the point
 ConsiderationConsideration:: anticipate the reader’s reactionanticipate the reader’s reaction
 VitalityVitality:: use the active voice rather than the passiveuse the active voice rather than the passive
voicevoice

15. Effective Writing Skills
Different Writing Styles
There are three types of writing styles:There are three types of writing styles:
ColloquialColloquial
CasualCasual
FormalFormal

16. SOME DOs ANDSOME DOs AND
DO NOTsDO NOTs
 Be SpecificBe Specific:: Just like a reporter, communicateJust like a reporter, communicate
the “who, what, where, why, when and how” ofthe “who, what, where, why, when and how” of
what needs to done. Stay objective and specific.what needs to done. Stay objective and specific.
 Avoid the Passive VoiceAvoid the Passive Voice:: Instead of writingInstead of writing
“The program was planned by Dane,” write,“The program was planned by Dane,” write,
“Dane planned the program.”“Dane planned the program.”
 Be ConciseBe Concise ::There’s no need to be long-winded.There’s no need to be long-winded.
Get to the point. You’ll lose readers if you spoutGet to the point. You’ll lose readers if you spout
off too long!off too long!

17.  Get Things RightGet Things Right ::Take great care when spelling people’sTake great care when spelling people’s
names,, and other specifics. And also make sure that younames,, and other specifics. And also make sure that you
do a careful proof of your work.do a careful proof of your work.
 Know When Formal Language is RequiredKnow When Formal Language is Required: If you’re: If you’re
writing an informal note to group members, it’s fine towriting an informal note to group members, it’s fine to
use contractions (“don’t” instead of “do not”).However,use contractions (“don’t” instead of “do not”).However,
if you’re writing for a formal audience, like a proposal toif you’re writing for a formal audience, like a proposal to
the board of directors, be more formal with yourthe board of directors, be more formal with your
language.language.
 Read It Out LoudRead It Out Loud ::One very effective way to self-proofOne very effective way to self-proof
your work is to read it out loud. This will help youyour work is to read it out loud. This will help you
determine if you’ve used incorrect words, if yourdetermine if you’ve used incorrect words, if your
sentences run on too long, if your tenses don’t match, andsentences run on too long, if your tenses don’t match, and
more.more.

18. Business DocumentsBusiness Documents
A good business document should always answer theA good business document should always answer the
following questions:following questions:
 What is this document about?What is this document about?
 Why has it come to be?Why has it come to be?
 Who wrote it?Who wrote it?
 How is it organized?How is it organized?
 What is it trying to accomplish?What is it trying to accomplish?
 What supports the conclusion?What supports the conclusion?
 What problem or opportunity does it address?What problem or opportunity does it address?

19. Common EtiquettesCommon Etiquettes
 Focus on formatFocus on format
 Ensuring connectivityEnsuring connectivity
 Structuring of the contentStructuring of the content
 Tempering the content as per the level of formalitiesTempering the content as per the level of formalities
 Steering clear of short formSteering clear of short form
 Importance of grammar, spelling and punctuationImportance of grammar, spelling and punctuation
 Sensitivity to the audienceSensitivity to the audience
 Importance of creativityImportance of creativity
 Avoiding excessive use of jargonAvoiding excessive use of jargon
 Awareness of the audience /mediumAwareness of the audience /medium

20. Spelling and GrammarSpelling and Grammar
 It is important in all business communications to
use proper grammar and correct spelling
 What you write and how you write could reflect
a positive or negative image
 Sloppy and/or poorly written communications
could be perceived as a lack of caring

21. Spelling and Grammar TipsSpelling and Grammar Tips
 Proofread communications before sending
 Use spell and grammar check if available
 Make sure to have subject, verb and tense
agreement
 Ensure proper word usage:
affect/effect there/their
among/between shall/will
can/may than/then

22. Types of WritingTypes of Writing
 E-mails
 Letters and Memos
 Agendas
 Reports
 Promotional Material
 Academic Documents
 Research (scientific) manuscripts
 Circulars
 Notices

23. E-MailsE-Mails
 E-mail is fast, convenient and easy
 Email is now the dominant method of communicating
in business.
 Convenient for communicating with people in different
places and different time zones
 Easier to communicate with people who understand
written English but don’t speak it well
 Excellent mechanism for follow-up or action items
after a meeting
 Messages can be saved and retrieved easilyMessages can be saved and retrieved easily

24. Effective Writing Skills
E-Mails (Challenges)E-Mails (Challenges)
USE WITH CARE….
Email is not always
confidential -- emails can
sometime be obtained from
central network even if deleted
from personal computers

25. Watch Out!Watch Out!

26. E-Mails (Challenges)E-Mails (Challenges)
 Email is often sent out without re-reading,Email is often sent out without re-reading,
proof-reading and other standards applied toproof-reading and other standards applied to
written communications.written communications. We press the sendWe press the send
button too soon!button too soon!
 Emails can be forwarded and sent to othersEmails can be forwarded and sent to others
without your approval or knowledgewithout your approval or knowledge

27. E-MailsE-Mails
 Many users do not realize the potential outcome
of what is being sent through e-mails
 Business e-mails should be concise and to the
point
 The language used in business e-mails should
not be overly informal

28. Letters and MemosLetters and Memos
 Letters and memos are the basic vehicles of
business communication
 They should be brief and make a single point
 Letters are for external communications
 Memos are for internal communications

29. Letters and MemosLetters and Memos
 Heading or
Letterhead
 Date
 Inside address
 Salutation
 Subject line
 Body
 Closing and
Signature
 Enclosures
All business letters should include:

30. Reference No. Ref:T/23/19
Date 31st
December,2010
Sender’s Address GMR Builders
Inside Address Mr. G.Reddy, Ramco Tiles,
New Delhi.
Salutation Dear Sir,
Body Text We are pleased………..
Closing ‘call to Action’ Yours Sincerely
Signature Block Sd/-
Enclosures Carbon Copy Encl: cc to: bcc:

31. Complimentary CloseComplimentary Close
Dear Sir
Dear Sirs
Dear Madam
Dear Sir/Madam
Yours faithfully
Or
Yours truly
Dear Ms. Kranthi
Dear Mr. Kiran
Dear Kalyan
Yours sincerely
Dear Customer
Dear Reader
Dear Subscriber
Dear Shareholder
Dear Member
Yours sincerely

32. Name on the letter headName on the letter head
Ref: no. : Reg/01/002Ref: no. : Reg/01/002
2121stst
October,2010October,2010
Mr. Ramesh DebrajMr. Ramesh Debraj
General Manager – FinanceGeneral Manager – Finance
The School Book DepotThe School Book Depot
Navi Mumbai – 400 707Navi Mumbai – 400 707
Sub: Request for the ratesSub: Request for the rates
Dear Mr.Debraj,Dear Mr.Debraj,
We shall be really pleased to establish business contacts with you for the purchase of someWe shall be really pleased to establish business contacts with you for the purchase of some
Publications of Maharashtra. Kindly send the price list available with you and the terms and conditionsPublications of Maharashtra. Kindly send the price list available with you and the terms and conditions
of the business at he earliest, so that we can immediately place the order.of the business at he earliest, so that we can immediately place the order.
We look forward for your immediate positive action.We look forward for your immediate positive action.
Thanking you,Thanking you,
Yours sincerely,Yours sincerely,
Subhash ChandraSubhash Chandra
G M – MarketingG M – Marketing

33. Letters and MemosLetters and Memos
 TO: (To whom is the memo directed?)
 FROM: (Who wrote the memo?)
 DATE:
 SUBJECT:
All business memos should include:

34. Types of Letters and MemosTypes of Letters and Memos
 Letters of requestLetters of request
 Sales lettersSales letters
 Response lettersResponse letters
 Cover letters, recommendationsCover letters, recommendations
 Letters of collectionLetters of collection
 Letters to vendors and suppliersLetters to vendors and suppliers
 Memos that deal with employee issuesMemos that deal with employee issues
 Memos that make announcementsMemos that make announcements
 Memos for policies and proceduresMemos for policies and procedures

35. Have you hit your target?Have you hit your target?
 In written
communication most
confusion & frustration
are caused by failing to
be specific
 Make it clear, brief and
concise

36. ReportsReports
 Define the main pointDefine the main point
 Define the goals and objectivesDefine the goals and objectives
 Collect the evidence needed to support the mainCollect the evidence needed to support the main
pointpoint
 Organize the reportOrganize the report
 State the conclusions and recommendationsState the conclusions and recommendations

37. Organization of ReportsOrganization of Reports
 TitleTitle
 Executive summaryExecutive summary
 IntroductionIntroduction
 Materials and methodsMaterials and methods
 Results and discussionsResults and discussions
 ConclusionsConclusions
 RecommendationsRecommendations

38. Common Errors & TipsCommon Errors & Tips
 Company name usageCompany name usage
 Shortened words (thru, condn, mgmt, ref, lib)Shortened words (thru, condn, mgmt, ref, lib)
 Repetition of wordsRepetition of words
Example:Example: file the file in the file folder.file the file in the file folder.
 Use of ampersand (&)Use of ampersand (&)
 Use ofUse of boldbold
 UPPER CASEUPPER CASE

39. Common Errors & TipsCommon Errors & Tips
PunctuationPunctuation
 Use commas to separate elements in a series, and toUse commas to separate elements in a series, and to
separate ideas or clauses.separate ideas or clauses.
 Use correct punctuation in abbreviations; e.g., forUse correct punctuation in abbreviations; e.g., for
example i.e., that is etc., et ceteraexample i.e., that is etc., et cetera
 Do not use multiple punctuation marks, for example: !!!Do not use multiple punctuation marks, for example: !!!
... ???, etc.... ???, etc.
 Punctuation of lists and tablesPunctuation of lists and tables

40. Common Errors & TipsCommon Errors & Tips
 Hyphen and dash usageHyphen and dash usage
 Confusion between its and it'sConfusion between its and it's
 Use of apostropheUse of apostrophe
 Abbreviations and acronymsAbbreviations and acronyms
 Use active voiceUse active voice
 Proofread for accuracyProofread for accuracy

41. 10 Commandments10 Commandments
1.1. Know what you want to say before you say it.Know what you want to say before you say it.
2.2. Keep it simple.Keep it simple.
3.3. Use bullet points.Use bullet points.
4.4. WIIFM (What's in It For Me?)WIIFM (What's in It For Me?)
5.5. Don't get bogged downDon't get bogged down
6.6. Call to actionCall to action
7.7. EditEdit
8.8. Spell checkSpell check
9.9. Take 5 before hitting sendTake 5 before hitting send
10.10. Follow upFollow up

42. FIRST IMPRESSIONS
No matter what you are writing a few things can create
a negative first impression about your intelligence and
your level of care: misspellings grammatical mistakes
missed words messy delivery and incomplete work.

43. ConclusionsConclusions
 Utilize full potential of written communicationUtilize full potential of written communication
 Use frequent e-mails as per your requirementUse frequent e-mails as per your requirement
 What you write will ultimately define you as aWhat you write will ultimately define you as a
professional to your colleagues and superiorsprofessional to your colleagues and superiors
 Match the appropriate communication methodMatch the appropriate communication method
to the recipientto the recipient
 Eliminating excessive or unnecessaryEliminating excessive or unnecessary
communication will improve your workflowcommunication will improve your workflow
 Mastering these skills will improve your abilityMastering these skills will improve your ability
and enhance your careerand enhance your career

44. THANK YOUTHANK YOU
Effective Writing Skills