8/7/2019 Verbal Communication-written

1/16

Verbal Communication:

That which will contain

words

Written

Communication

8/7/2019 Verbal Communication-written

2/16

Characteristics ofwritten communication

More thought out Subject to careful scrutiny

Reader can read at convenience

Future reference Record of evidence

8/7/2019 Verbal Communication-written

3/16

Written communication

Letters emails

Memos

Circulars Reports

8/7/2019 Verbal Communication-written

4/16

Letters

8/7/2019 Verbal Communication-written

5/16

7Cs of effective Letterwriting

Clear Concise

Correct

Conversational Convincing

Complete

Creative

8/7/2019 Verbal Communication-written

6/16

Clear:

Less of Technical Language

The reader should understand

what is to be done after reading

the letter

Eg. Dear Madam, I will not be

able to attend the classes on 26thNov because of..

Information/ Grant leave/ give an

opportunity to reappear in thetest.

8/7/2019 Verbal Communication-written

7/16

Concise

Use less words

Short Sentences

Avoid irrelevant information Avoid repetition

Eg:This is to request you to kindly

go through the attached catalogue

which consists the list of our latest

new innovations. We will be

thankful to you if you could gothrough it and order for the

products which you find suitable

for use.

8/7/2019 Verbal Communication-written

8/16

..Instead

We are enclosing a catalogue

containing information about

our latest innovations. Please go

through it and order for the

products that might suit you.

8/7/2019 Verbal Communication-written

9/16

Correct

Correct Grammar

Correct Words

Correct information

Correct punctuation.

8/7/2019 Verbal Communication-written

10/16

Conversational

The way you speak

In Active voice

Eg the delivery of amalfunctioning product which

was mistakenly made to you ishighly regretted by ourcompany

..Instead

We are extremely sorry fordelivering you a malfunctioningproduct by mistake.

8/7/2019 Verbal Communication-written

11/16

Convincing

Bring Factual data.

Talk about things which the

reader may like and be

interested in

Talk about the problem of the

reader.

8/7/2019 Verbal Communication-written

12/16

Eg. We are the best in theworld/The times of India hasranked us no.1 company in theworld.

We want to go to picnic becauseits been very hectic /Going topicnic may help us developbetter interpersonal

relationships. It will also help usde-stress and we may be moreactively involved in learningthereafter.

8/7/2019 Verbal Communication-written

13/16

Complete

Give all relevant data and

information.

Price, deadline, address.

8/7/2019 Verbal Communication-written

14/16

Formal Letters:

components Outside address/letter head of

the company

Date

Receivers name anddesignation/ Inside address

Salutation

Subject

Body

Complimentary close

Enclosures

8/7/2019 Verbal Communication-written

15/16

All components left aligned

Date format: May 24, 2009

Avoid To and From.

Avoid Commas after Salutationand Complimentary Close

In salutation if you are usingMr./Ms or Mrs. ,use Surname or

complete name

No apostrophe in yours

8/7/2019 Verbal Communication-written

16/16

Steps in writing

Prewriting

Drafting

Revising

Formatting Proofreading