Principles of Business and Personal Finance 1.03 Write internal and external business correspondence to convey and obtain information effectively

Formats/Types of business communications Verbal Verbal communication methods may include meetings, in-person interviews, telephones and video conferencing. Verbal communication may be the best communication method because it allows people to assess the verbal or nonverbal inferences by individuals giving a message. Written Written communication includes internal business memos, formal letters, bulletin boards or posters and other various written communication forms. Individuals may choose to use written communication if they need to reach multiple individuals at different locations with a similar message. Electronic Business communication methods include email, web conferencing, social networking, company websites, online chat and text messages. Electronic communication allows companies to send mass messages to several individuals quickly and at a low business cost.

Types of Written Communication in Business Results-Oriented Communication Informational Communication Persuasive Communication Negative Communication

Negative Communication . In business, not every piece of written material provides positive information. Writing about a negative subject is a challenging, but often inevitable, task for most business writers. In this type of communication, the writer should use a firm but empathetic tone and write straight to the point to provide essential information in a direct manner. Example: human resources specialist might have to write a letter about a layoff or severance package. Negative Communication .

Results-Oriented Communication One aspect of business writing focuses on producing results. Results-oriented business writing is marked by: active voice encouraging the reader to do something. This style of writing should end with a call to action and specific instructions for the reader to follow. This type of communication typically occurs within an office. Example: A project manager might send a memo to his team with goals for the week and ways for the team to achieve these goals. The tone of such a piece should be motivational to encourage results.

Informational Communication Not every piece of business writing has a long-term or significant goal. Some documents simply provide information to employees, whether it is an email about a change in employee benefits or a help manual for the office copy machine. These pieces should be simple and clear to answer any questions a reader might have. Example: a frequently asked questions section about the content can help clarify the information.

Persuasive Communication Some business writing has a persuasive tone. In this type of communication, writers use persuasive language, focusing on stressing the benefits for the reader. Using second-person "you" voice, writers can talk about how the reader will be positively impacted by doing business with their organization. Example: submitting proposals to gain more work, like janitorial service looking to land a new client or a nonprofit organization applying for a government grant.

Characteristics of effective written communication What's your business writing objective? Whatever you need to write, always allocate time to think it through first. Don't be afraid to daydream either because the mind often comes up with innovative, creative ideas when we relax Let your thoughts rest awhile. Get away from your writing for a while. It's hard, but often, coming back to it fresh you'll add additional insights. Getting started This is often the hardest part of business writing. But, as someone once said, even the longest journey begins with a single step so if in doubt just write something; you can always edit later with the Delete key. Rewriting Effective business writing is about writing something worthwhile and getting it in front of your audience. Know when to say 'enough', then hit the Print button.

Characteristics of effective written communication continued Proofreading for effective business writing No matter how great the pressure to publish, always check your document. Even for email, check carefully because mistakes slip through easily. And don't be afraid to let an important email rest overnight. For longer documents, try to proof on a hard copy. Good writing counts Even in business writing, it's easy to get lazy in this age of text-speak and informality. While there's a place for more casual writing it probably isn't in a serious email or on your department's intranet page. Headlines and subheads Headlines and subsidiary headings help your readers make quick sense of the content of your document. Even in a simple email, a strong headline and a few well positioned subheadings can dramatically improve the likelihood of your message getting through.

Characteristics of effective written communication continued Don't try to be too 'clever Sensible formatting and use of styles in word-processing software can often enhance your business writing. But remember that, ultimately, it's the quality of your message rather than your word processor's eye candy that will persuade your reader. For effective business writing, less is often more, so put most of your effort into a persuasive message rather than fancy formatting. AIDA, Six W's and an 'H' and FABS - the copywriter's friends AIDA model (Awareness, Interest, Desire and Action), and the Six W's and an 'H': Who? What? Where? When? Which? Why? and How? Used in open-ended questioning, these will help you understand the purpose, structure and content of your business writing. Also, Features and Benefits (FABs) Whatever your business writing is selling, always 'sell the sizzle not the sausage'. The end effect Make use of the end effect; set yourself a target and write.

Types of written business communications Business Letters It must have a good appealing layout. The content of the letter should be clear in mind of the writer. The letter must be divided into paragraphs. It must have subject written and should be enclosed in an envelope Memoranda Memos are generally short means of written communication within an organization. They are used to convey specific information to the people within an organization. Reports A report is prepared after a lot of investigation. Whatever observations are made, an account of them is written in the report Agenda Is an outline about all the contents of the meeting.

Five C’s of business writing Clear: Make sure your purpose and intent is clear to the reader. Understand your audience. Concise: Make sure sentences are not too wordy. Keep all communication concise and to the point Courteous: Address the reader politely. Use expressions such as: “please and thank you”. Complete: Include all the information the reader needs to have. Correct: Edit and proofread so that it has no grammar, spelling and punctuation errors.