Methods of written communication

1. Methods Of Written
Communications
By- Siddhi Gawde & Komal Kadam

2. Electronic communications
are now an integral part of
business.

3. Advantages of Written communications
• Creates a permanent record
• Allows you to store information for future reference
• Easily distributed
• All recipients receive the same information
• Written communication helps in laying down apparent principles, policies
and rules for running of an organization.
• It is a permanent means of communication. Thus, it is useful where record
maintenance is required.

4. • Written communication is more precise and explicit.
• Effective written communication develops and enhances an
organization’s image.
• It provides ready records and references.
• It assists in proper delegation of responsibilities. While in
case of oral communication, it is impossible to fix and
delegate responsibilities on the grounds of speech as it can
be taken back by the speaker or he may refuse to
acknowledge.
• Necessary for legal and binding documentation

5. In the business community, most communication is
done through e-mail , fax and memos. We will look
at the differences in each and determine when it is
appropriate to use each.

6. The word “memo” is short for
memorandum
A memo is: a short written communication that
is often used in the workplace to provide
information or ask for some form of action to
take place.

7. As with all technical documents, you must first consider your
audience.
A memo generally goes to many people in a workplace; like any
office document it should not read like a personal correspondence.
The purpose of a memo is to get a desired result, so the most
important element of a memo is clarity.

8. Parts of a Memo
1. Heading -
 DATE: (complete and current date)
 TO: (readers names and job titles)
 FROM: (your name and job title)
 SUBJECT: (what the memo is about)
2. Opening - state purpose of memo, give the facts.
3. Summary - Explain the situation in more detail if needed.
4. Discussion - Any other info you need to present? Now’s your chance.
5. Closing - Make a courteous closing statement. Do NOT use “sincerely” or other
letter-like ending.
6. Necessary attachments - include any as needed

10. Drafting a Memo
Be specific and precise
Start by stating exactly what it is you
want
 Keep memos short (under one page)
Use a business-like tone
Use bulleted lists when needed if it
helps make the information you’re
presenting clearer
Stick to the correct format

11. Organization of the Memo
•Statement of
Purpose
•Message
•Statement of Future
Action

12. Memo Style
• Use enumerations to list important items
• Use solid capitals and centering to
emphasize an important detail
• Use columns with headings to make
reading and understanding easier
• Use underlining and side headings to
show natural breaks
• Use bullets to emphasize several points
• Use boldface and italics when appropriate
• Use color coding to attract attention

13. • Never write memos or any other
communications which are
unnecessary.
• Never write complicated, hard-to-
understand memos.
Keep them simple and to the point.
• Never write rude, blunt, or thoughtless
memos.
• Never send memos that have typos,
misspelled words, or grammatical
errors.
– They are a poor reflection on you!

14. • Never waste space with
unnecessary introductory
material.
• Never leave out necessary
details causing people to
have to follow up with
questions.
• Never use a closing line or a
signature in a memo.

15. FAX
INTRODUCTION OF FAX
 Fax message are exchanged between branches of
company and are also used external communication
with customer, supplier and other associate.
 A fax message is much the same as letter send by
post

16. F
A
X
F
O
R
M
A
T

18. Introduction
 Most offices today use computer, and
email is a commonly used method of
communicating with those within the
organization as well as those outside all
over the world.
 It is effective, inexpensive and very fast.
 Messages can be send by e-mail to an
individual or to a number of persons at
once.

20. • E-mail messages must follow the basic rules of
good writing.
• Rules for e-mail good writing have evolved by
custom; “netiquette” is the name given to e-mail
etiquette.

21.  Be concise and to the point
You may think that what you say is easy to understand, but
some time words can be misconstrued. This will be eliminate
the need for phone calls to follow up on e-mail that need
further classification.
 Specific subject line
This give the reader a good idea of the contents and make it
easy to deal with the message.
 Avoid excessive punctuation
Some people put a dozen exclamation marks at the end of
sentence to add emphasis. Exclamation marks are not a
method of emphasizing.

22.  Keep to plain text
– Formatting is very important in printed documents, but not for online
message. Using fancy fonts. Colors' or whatever is asking for trouble.
 Use of smilies or emotions
While they are useful for expressing emotions in a personal message,
they are not appropriate in official messages, especially to people outside
the organization.

23.  Never type in all caps
It is considered the equivalent of shouting and It can look theatening.Standard
writing guideline as a professionals courtesy.
 Do not “flame” people
Antagonistic words or critical comments known as “flames” in cyberspeak - can hurt
people and cause awkward situations.
 Use of salutation
Is a troublesome decision in e-mail. It is not as formal as a letter; it is even less
formal than fax message. The specific question is, how do you start your message:
for example,
“Dear Sir”, “Dear Mr. Swaminathan”

24.  Add signature
It is always better to add signature to the e-mail
message. This means you are name as it would be
written in a letter. ( The sender’s identity is not always
clear to the recipient since many companies use
abbreviated names or numbers for employee e-mail
address.
 Quoting from the original message
Is sometime necessary while replying. Sending a bare
message saying just, “Yes,” is too blunt and confused
the reader,

25. LET US SUM UP
 The memo is a internal written communication. It
is used for variety of purposes. It may be of 3 to 4
lines or about 2 pages. Its heading has four fields.
Memo should always be well organized and easy to
read.
 Fax message may be full letter or like memo. Fax is
a medium of transmission and may be used to
transmit a formal letter as a advanced copy or to
send a short and written message like a memo.
 E-mail is used for both internal and external
communication. Influenced by the e-mail service
format.it is not substitute for full letter but used for
clarification, quotation, quick exchange of short
information