Written Communication Notes

7/27/2019 Written Communication Notes

1/30

UNIT I : PERSONAL COMMUNICATION:

Journal writing, mails/emails, SMS, greeting cards, situation based

accepting/declining invitations, congratulating, consoling, conveying

information.

A DEFINITION OF JOURNAL WRITING:

What is a journal?

The word journal comes from the French word jourand from the Latin word diurnalis

meaning daily. Thus, a journal is some form of notebook in which daily writing (or at

least regular writing) is recorded. Journals help people clarify their thoughts. Jottingdown feelings, responses, and insights into daily events gives writers an opportunity to

discover what they think and how they feel about different topics. If you keep a journal

during this course, you never will have to worry about finding a topic for your writingassignments. You will have a collection of ideas stored in your journal.

Journal writing is informal, casual writing. By writing about different topics, younot only improve your writing skills, but also you have an opportunity to explore your

thoughts without being chastised for grammar, usage, or other errors. Journals are ideabooks; they are places where writers are free to think in writing.

If you have never kept a journal, you may never have experienced the freedom of

writing for no immediate purpose other than to explore a thought. So that you willunderstand the informal nature of journal writing, try the following practice exercise. If

you have to ramble aimlessly before finding a main idea, do not worry; you are allowed

to ramble for awhile. When you do discover your topic, however, try to stay with it.Keeping with your topic will help you learn how to explore it in detail. This skill can be

transferred to more formal theme writing assignments later.

What is a Journal?

A journal is a series of writings done by a person in response to daily life. It contains

descriptions of events and reflections about the events. I make a distinction between a

journal and a diary. I consider a diary to contain a description of the events of the day. A

journal may contain these descriptions, but it also contains your reflections on the events,and your feelings about them. It doesn't matter what you call your writing, either a diary

or journal, as long as you understand the distinction between these two ways of writing.

When a person becomes aware that their life is a spiritual journey, their journal becomesthe travelogue of their personal experiences along their journey. Even people who travel

along the same organized religious path have unique and individual spiritual pathsbecause each person's spiritual path is based upon their own experience.

How A Journal Is Different

I used to believe that what separated a journal from all other types of writing is that a

journal is not written for an audience. It is a private writing that is done because it helps


2/30

the writer. However, since starting my online journal, I have come to understand that a

journal may sometimes have an audience. I still believe that a journal isn't written for the

audience, even if it has one.

I also believe that journal entries are different from creative writing efforts. Many

writers use their journal as a sort of writing equivalent of a drawing sketchpad. And,many people use entries from their journal to develop into creative writing projects.

Even so, I believe that I make a journal entry because I need to clear my mind and heart,

not because I have a finished writing project in mind. I make that distinction about thepurpose of the writing at the time it was written.

What Is A Spiritual Path?

A spiritual path is full of questions about the purpose of life and the nature of theuniverse around you. In a journal, you seek the answers to questions like:

Who am I?

How did I get here?

What is my relationship with my Creator?

What is the purpose of my life?

Is my world a safe place or a dangerous place?

A spiritual path is about theprocess of personal growth and not the end result. The goalsyour create for your life only give you direction. The questions in life are more important

than the answers because the questions open your mind and soul to receive new insightsand consider new perspectives.

The journal becomes your map of self discovery as you travel your spiritual path. It offers

you the tools for reflection which allow you to assign your own meaning to the events

and circumstances in your life. It engages you in a conversation with yourself about thecritical issues in your life. Together, these establish your personal authority and enhance

your ability to process your life experiences in a supportive and positive manner.

I believe that my spiritual journey is about exploring the inner world and the outer world

with a new perspective. It is about looking for the meaning and purpose of the people,

events, feelings, ideas, and experiences in my life. My spiritual journey is aboutdiscovering my relationship with myself and with my world. Anything that helps me

gather information is part of my journey.

What Are The Tools For Keeping A Journal?

The answer to this question depends entirely on your personal preferences and maychange over time. People use any combination of the following journaling tools:


3/30

Paper and pen/pencil

Watercolors

Fountain pen

Blank books with lined paper

Blank books with unlined paper

Computer and word processing software

Computer and blogging software

Loose sheets of paper

The important thing is what you write about, not how you write it or what you write it

with.

I have switched my journal writing tools several times, and each time I discover new

things about myself. It seems like different tools pull different things out of me.

Are There Journal Writing Rules?

I believe there are no absolute rules for how or when you keep your journal. I have kept myjournal since 1969 and I have been through a variety of phases. I have discovered that I want

to change the way I write and my writing tools occasionally.

I have done each of the following:

Write at a specific time every day

Write a specific amount every day

Write whenever I feel like it

Write as much or as little as I feel like writing in the moment

Write on special occasions

Take a sabatical from my journal

Carry my journal with me everywhere and write a little bit every chance I get

Keep my journal in a special place and write only in that special place


4/30

Write without using any words

Principles I Write By

What I have learned about the rules of keeping a journal from my own experience can bedistilled down to three simple principles:

Date each entry to keep things in perspective. At the time I am writing, it doesn't

matter if I add the date, but when I look back over my journal, it helps me to see when

I wrote each entry.

Write when and how you want. I frequently change writing tools and find it givesme a different outlook. Each time I have forced myself to write, the writing has

become dry. I'd rather quit writing before I felt finished than force myself to write

when I don't want to.

Always tell the truth. Why bother to write if you aren't going to be honest with

yourself?

Writing an Email

Ten Quick Tips on Writing a Professional Email

1. Always fill in the subject line with a topic that means something to your reader.Not "Decals" or "Important!" but "Deadline for New Parking Decals."

2. Put your main point in the opening sentence. Most readers won't stick around fora surprise ending.

3. Never begin a message with a vague "This"--as in "This needs to be done by5:00." Always specify what you're writing about.

4. Don't use ALL CAPITALS (no shouting!), or all lower-case letters either (unlessyou're e. e. cummings).

5. As a general rule, PLZ avoid textspeak(abbreviations and acronyms):you may be

ROFLOL (rolling on the floor laughing out loud), but your reader may be leftwondering WUWT (what's up with that).

6. Be brief and polite. If your message runs longer than two or three shortparagraphs, consider (a) reducing the message, or (b) providing an attachment.

But in any case, don't snap, growl, or bark.
http://grammar.about.com/od/c/g/capletters.htmhttp://grammar.about.com/od/il/g/lowercaseterm.htmhttp://grammar.about.com/od/tz/g/Textspeak.htmhttp://grammar.about.com/od/ab/g/abbreviaterm.htmhttp://grammar.about.com/od/ab/g/acronymterm.htmhttp://grammar.about.com/od/il/g/lowercaseterm.htmhttp://grammar.about.com/od/tz/g/Textspeak.htmhttp://grammar.about.com/od/ab/g/abbreviaterm.htmhttp://grammar.about.com/od/ab/g/acronymterm.htmhttp://grammar.about.com/od/c/g/capletters.htm


5/30

7. Remember to say "please" and "thank you." And mean it. "Thank you for

understanding why afternoon breaks have been eliminated" is prissy and petty. It's

notpolite.

8. Add a signature block with appropriate contact information (in most cases, your

name, business address, and phone number, along with a legal disclaimer ifrequired by your company). Do you need to clutter the signature block with a

clever quotation and artwork? Probably not.

9. Edit andproofread before hitting "send." You may think you're too busy to sweat

the small stuff, but unfortunately your reader may think you're a careless dolt.

10. Finally, reply promptly to serious messages. If you need more than 24 hours tocollect information or make a decision, send a brief response explaining the delay.

Begin with a greeting

It's important to always open your email with a greeting, such as "Dear Lillian,".Depending on the formality of your relationship, you may want to use their family name

as opposed to their given name, i.e. "Dear Mrs. Price,". If the relationship is more casual,

you can simply say, "Hi Kelly,"If youre contacting a company, not an individual, youmay write "To Whom It May Concern:"

Thank the recipient

If you are replying to a client's inquiry, you should begin with a line of thanks. For

example, if someone has a question about your company, you can say, "Thank you for

contacting ABC Company."If someone has replied to one of your emails, be sure to say,

"Thank you for your prompt reply."or"Thanks for getting back to me." If you can findany way to thank the reader, then do. It will put him or her at ease, and it will make you

appear more courteous.

State your purpose

If, however, you are initiating the email communication, it may be impossible to includea line of thanks. Instead, begin by stating your purpose. For example, "I am writing to

enquire about "or"I am writing in reference to "It's important to make your purpose

clear early on in the email, and then move into the main text of your email. Remember topay careful attention to grammar, spelling and punctuation, and to avoid run-on sentences

by keeping your sentences short and clear.

Closing remarks

Before you end your email, it's polite to thank your reader one more time as well as addsome courteous closing remarks. You might start with "Thank you for your patience andcooperation."or"Thank you for your consideration." and then follow up with, "If you

have any questions or concerns, don't hesitate to let me know." and "I look forward to

hearing from you."
http://grammar.about.com/od/e/g/editingterm.htmhttp://grammar.about.com/od/pq/g/proofreadterm.htmhttp://grammar.about.com/od/e/g/editingterm.htmhttp://grammar.about.com/od/pq/g/proofreadterm.htm


6/30

End with a closing

The last step is to include an appropriate closing with your name. "Best regards,""Sincerely,"and "Thank you,"are all professional. It's a good idea to avoid closings such

as "Best wishes," or"Cheers," as these are best used in casual, personal emails. Finally,before you hit the send button, review and spell check your email one more time to make

sure it's truly perfect!

Bad Example

Subject: Meeting

Hi Jim,

I just wanted to remind you about the meeting we have scheduled next week. Do let meknow if you have any questions!

Best wishes,

Mark

This email is an example of poor communication for several reasons. Let's focus on theheadline. As you can see, it's titled "Meeting".

Why is this a bad headline?

Well, there's no information about the meeting. If your calendar is full of meetings, you

might even wonder which one Mark is talking about. And there's certainly no clarityabout the subject, or when and where the meeting's being held.

What's more, the lack of specific information makes it look like a spam email. This email

risks being deleted without being read!

Also, the tone of the message is that of a friendly reminder. There's nothing wrong with

that, but essential details are missing. If Jim hasn't heard anything about the meeting, orhas completely forgotten about it, he'll have to write back for more information.

Good Example

Subject: Reminder of 10am Meeting Sched. 10/05 on PASS Process.

Hi Jim,

I just wanted to remind you about the meeting we have scheduled for Monday, October 5,

at 10:00am. It's being held in conference room A, and we'll be discussing the new PASSProcess.

If you have any questions, feel free to get in touch (x3024).


7/30

Best Wishes,

Mark

See how specific this new headline is?

The great thing about this headline is that the reader doesn't even have to open the emailto get most of the relevant information.

And the precise nature of the headline serves as a useful prompt. Every time the reader

glances at his saved emails, he'll be reminded about that specific meeting.

Electronic mail, most commonly referred to as email or e-mail since approximately 1993,

[2] is a method of exchanging digital messages from an author to one or more recipients.Modern email operates across the Internet or other computer networks. Some early email

systems required that the author and the recipient both be online at the same time, in

common with instant messaging. Today's email systems are based on a store-and-forwardmodel. Email servers accept, forward, deliver, and store messages. Neither the users northeir computers are required to be online simultaneously; they need connect only briefly,

typically to an email server, for as long as it takes to send or receive messages.

Historically, the term electronic mail was used generically for any electronic document

transmission. For example, several writers in the early 1970s used the term to describe

fax document transmission.[3][4] As a result, it is difficult to find the first citation for theuse of the term with the more specific meaning it has today.

An Internet email message[NB 1] consists of three components, the message envelope,

the message header, and the message body. The message header contains controlinformation, including, minimally, an originator's email address and one or more

recipient addresses. Usually descriptive information is also added, such as a subject

header field and a message submission date/time stamp.

Originally a text-only (ASCII) communications medium, Internet email was extended to

carry, e.g., text in other character sets, multi-media content attachments, a processstandardized in RFC 2045 through 2049. Collectively, these RFCs have come to be called

Multipurpose Internet Mail Extensions (MIME). Subsequent RFC's have proposed

standards for internationalized email addresses using UTF-8.

Electronic mail predates the inception of the Internet and was in fact a crucial tool increating it,[5] but the history of modern, global Internet email services reaches back to

the early ARPANET. Standards for encoding email messages were proposed as early as1973 (RFC 561). Conversion from ARPANET to the Internet in the early 1980s produced

the core of the current services. An email sent in the early 1970s looks quite similar to a

basic text message sent on the Internet today.


8/30

Network-based email was initially exchanged on the ARPANET in extensions to the File

Transfer Protocol (FTP), but is now carried by the Simple Mail Transfer Protocol

(SMTP), first published as Internet standard 10 (RFC 821) in 1982. In the process oftransporting email messages between systems, SMTP communicates delivery parameters

using a message envelope separate from the message (header and body) itself.


9/30


10/30

SMS :

Short message (or messaging) service, a system that enables cellular phone users to sendand receive text messages.

Tips for Writing Effective Business SMS Text MessagesSMS Texting for Business use is still pretty new in the UK with not many companies

sending SMS Text messages to their customers, suppliers or general contacts.

As this is the case we are often asked 3 main questions:

1. Do my contacts want me to text them?2 - What are the benefits of Business SMS texting?

3 - What and How should we send business marketing text messages?

As we believe no two companies are the same, hence the customisation options within

our software, we always advise our customers to also tailor the text message they send

just the same as any other kind of direct marketing.

However, just like email marketing they are a few standard tips to achieving the best

results and building a positive reputation.

Target your Message:

To get the best response rate target, target, target! Find who you want to contact, and then

target them using the language they use and with solutions / offers they would want to

recieve.

Timing:

As most people have their phone with them over 90% of the day, timing is not much of

an issue. However, it has being found that if you are sending business text messages is

mid to late afternoon.

Dnt Use Txt Speak!:

Always remember you are sending a business marketing message. U wudnt rite txt spk on

ur website wud u? So don't do it because it is a text message.

Keep it Clear & Simple!:

The easier you keep the message the more likely your contacts are to respond. You only

have 160 characters to get your message across, so keep it to one simple single offer or

news with a clear call to action.
http://www.ppdcomputing.co.uk/KnowledgeCentre/CRMResearchandSurvey/Britswantmoretextreminders/tabid/509/language/en-GB/Default.aspxhttp://www.ppdcomputing.co.uk/KnowledgeCentre/BenefitsofCRMSoftware/9BenefitsofSMSTextingYourCustomers/tabid/510/language/en-GB/Default.aspxhttp://www.ppdcomputing.co.uk/KnowledgeCentre/GeneralSoftwareTipsAdvice/TipsforWritingEffectiveBusinessSMSText/tabid/512/language/en-GB/Default.aspxhttp://www.ppdcomputing.co.uk/KnowledgeCentre/CRMResearchandSurvey/Britswantmoretextreminders/tabid/509/language/en-GB/Default.aspxhttp://www.ppdcomputing.co.uk/KnowledgeCentre/BenefitsofCRMSoftware/9BenefitsofSMSTextingYourCustomers/tabid/510/language/en-GB/Default.aspxhttp://www.ppdcomputing.co.uk/KnowledgeCentre/GeneralSoftwareTipsAdvice/TipsforWritingEffectiveBusinessSMSText/tabid/512/language/en-GB/Default.aspx


11/30

Be Complete:

Ensure you include everything you want, as well as full instructions on what the reciever

needs to do. If they have to call ensure you give the phone number. If they need to keep

and show the text, tell them.

Use a friendly name your Customers will recognise.

When you begin to send business sms text marketing messages you will be able to choose

a friendly name. This friendly name will be shown on your contacts mobile phone when

they recieve the text message.

Now this is pretty obvious but always ensure you choose a name your customers will

recognise. Even if you want to do a gimick and promote an event or music band - usetheir name.

Grab Attention Straight Away:

Just like any other peice of marketing, try to grab attention straight away. Start yourmessage with the word NEWS, OFFER or any of those other words we all like to see.

This is the part of the message that will also show if the reciever has text preview on their

mobile phone and will entince them more to open the SMS text message.

Test, Revise, Test, Revise and Test Again:

Mobile is no different than any other marketing communication method you would use in

your Business. Always send a test message to your own mobile phone first as this will

give you a chance to see it on the small screen. However, after that test also keep testingand revising the messages you send to your contacts. Each time change a small aspect of

the SMS message and test if it gets a better response.

Template SMS Messages:

SMS from your CRM! You can now text your customers from your CRM software formore information call us now on 01422 200000

ABC Media - Your Television is ready to pick up from the Collection Center. PleaseQuote 123456

ABC Media - Your Television has now been dispatched and will be with you between 1-5pm 4th Mrch

FREE VIP TONIGHT! Show this text at the door before 11pm to get FREE entry and

VIP Access and a free drink.


12/30

MOT Reminder! Your car is due for its MOT by the 8th of June. Please call us now on

01422 200000 or book it online at www.website.com

Dentist Appointment! A quick reminder for your appointment at 11:15am on the 8th June

at ABC Dentists. If you need to change this please call us on 01422 200000

Short Message Service (SMS) is a text messaging service component of phone, web, or

mobile communication systems. It uses standardized communications protocols to allow

fixed line or mobile phone devices to exchange short text messages.[1]

SMS is the most widely used data application, with an estimated 3.5 billion active users,

or about 80% of all mobile phone subscribers at the end of 2010.[2] The term "SMS" isused for all types of short text messaging and the user activity itself in many parts of the

world. SMS is also employed in direct marketing, known as SMS marketing.[3]

SMS as used on modern handsets originated from radio telegraphy in radio memo pagers

using standardized phone protocols. These were defined in 1985 as part of the GlobalSystem for Mobile Communications (GSM) series of standards[4] as a means of sending

messages of up to 160 characters[5][6] to and from GSM mobile handsets.[7] Thoughmost SMS messages are mobile-to-mobile text messages, support for the service has

expanded to include other mobile technologies, such as ANSI CDMA networks and

Digital AMPS, as well as satellite and landline networks.

GREETING CARDS:

A greeting card is an illustrated, folded card featuring an expression of friendship or other

sentiment. Although greeting cards are usually given on special occasions such asbirthdays, Christmas or other holidays, they are also sent to convey thanks or express

other feeling. Greeting cards, usually packaged with an envelope, come in a variety of

styles. There are both mass-produced as well as handmade versions that are distributed byhundreds of companies large and small. While typically inexpensive, more elaborate

cards with die-cuts or glued-on decorations may be more expensive.

Hallmark Cards and American Greetings are the largest producers of greeting cards in the

world. In the United Kingdom, it is estimated that one billion pounds are spent on

greeting cards every year, with the average person sending 55 cards per year.[1]

In western countries and increasingly in other societies, many people traditionally mailseasonally themed cards to their friends and relatives in December. Many service

businesses also send cards to their customers in this season, usually with a universallyacceptable non-religious message such as "happy holidays" or "seasons's greetings".

The Greeting Card Association is an international trade organization representing theinterests of greeting card and stationery manufacturers. John Beeder, former president of

the Greeting Card Association, says greeting cards are effective tools to communicate


13/30

important feelings to people you care about: "Anyone feels great when they receive an

unexpected card in the mail. For me, theres nothing like a greeting card to send a special

message. Im proud to be a part of an industry that not only keeps people connected, butuses both imagery and the power of words to help us express our emotions.

TYPES OF GREETING CARDS:

Standard Greeting Cards: A standard greeting card is printed on high-quality paper

(such as card stock), and is rectangular and folded, with a picture or decorative motif onthe front. Inside is a pre-printed message appropriate for the occasion, along with a blank

space for the sender to add a signature or handwritten message. A matching envelope is

sold with the card. Some cards and envelopes feature fancy materials, such as gold leaf,

ribbons or glitter.

Photo Greeting Cards: In recent years, photo greeting cards have gained widespread

popularity and come in two main types. The first type are photo insert cards in which a

hole has been cut in the center. Your photo slides in just like a frame. The second type areprinted photo cards in which the photo is combined with artwork and printed, usually on

a high-end digital press, directly onto the face of the card. Both types are most popularfor sending holiday greetings such as Christmas, Hanukkah & for baby showers.

Personalised Greeting Cards: Websites using special personalisation technology, suchas Moonpig, allow consumers to personalise a card which is then printed and sent directly

to the recipient.

Reusable Greeting Cards: These are greeting cards for the budget conscious. There aretwo common formats for reusable cards. Firstly there are cards with slits in them

positioned to hold pages. Secondly there notepad style cards where pages stick to the

back of the cards. The pages that have been used for reusable cards can be removed afterbeing received and fresh pages can be used to reuse the cards.

Risqu Greeting Cards: Some companies offer risqu greeting cards, with adult-basedhumor and cartoons. The humor in these cards can sometimes be offensive to more

conservative parts of the population.

Musical Greeting Cards: Recently greeting cards have been made that play music orsound when they are opened. They are commonly 3D handmade birthday cards which

play traditional celebration songs such as Happy Birthday To You.

Electronic Greeting Cards: (also called E-cards) Greeting cards can also be sent

electronically. Flash-based cards can be sent by email, and many sites such as Facebook

enable you to send greetings. More recently, services have launched which enable you tosend greetings to a mobile phone by text message. Many of these electronic services offer

open or anonymous chat, to enable further discussion.


14/30

Pop-Up Cards: Pop-Up Cards are normally cards that, once opened, have a picture

coming outward, giving the reader a surprise.

Pictures and printed messages in greeting cards come in various styles, from fine art to

humorous to profane. Non-specific cards, unrelated to any occasion, might feature a

picture (or a pocket to paste in a personal photograph) but no pre-printed message.

History:

A custom greeting card made from an ESA/Hubble image

The custom of sending greeting cards can be traced back to the ancient Chinese, who

exchanged messages of good will to celebrate the New Year, and to the early Egyptians,who conveyed their greetings on papyrus scrolls. By the early 15th century, handmade

paper greeting cards were being exchanged in Europe. The Germans are known to have

printed New Year's greetings from woodcuts as early as 1400, and handmade paper

Valentines were being exchanged in various parts of Europe in the early to mid-15thcentury, with the oldest Valentine in existence being in the British Museum.[2]

By the 1850s, the greeting card had been transformed from a relatively expensive,

handmade and hand-delivered gift to a popular and affordable means of personal

communication, due largely to advances in printing, mechanization, and a reduction inpostal rates with the introduction of the postage stamp.[3] This was followed by new

trends like Christmas cards, the first of which appeared in published form in London in

1843 when Sir Henry Cole hired artist John Calcott Horsley to design a holiday card that

he could send to his friends and acquaintances. In the 1860s, companies like MarcusWard & Co, Goodall and Charles Bennett began the mass production of greeting cards.

They employed well known artists such as Kate Greenaway and Walter Crane as

illustrators and card designers.

Technical developments like color lithography in 1930 propelled the manufactured

greeting card industry forward. Humorous greeting cards, known as studio cards, becamepopular in the late 1940s and 1950s.

In the 1970s Recycled Paper Greetings, a small company needing to establish a

competing identity against the large companies like Hallmark Cards, began publishinghumorous "whimsical" card designs with the artist's name credited on the back. This was

away from what was known as the standard look (sometimes called the Hallmark look.)

[citation needed] By the 1980s there was a thriving market for what were now called"alternative" greeting cards, and the name stuck even though these "alternative" cards

changed the look of the entire industry.

The largest recorded number of greeting cards sent to a single person went to Craig

Shergold, a beneficiary/victim of chain letters and later chain emails.

Postcards


15/30

Postcards, which are single-sided without the fold, can function in a manner somewhat

similar to greeting cards. Postcards appeared fairly early on in the history of the postal

service as a cheaper way of sending messages, especially those of a tourist nature.

GREETING CARD:

A greeting card is an illustrated card used to convey an expression of friendship or other

feeling. Greeting cards are usually given on special occasions, such as birthdays, Lebaranday or other holidays, they are also sent to express thanks or congratulation. Greeting

cards are usually packaged with an envelope. They are made with various styles.

1. The purpose :

a. To congratulate someone achievementb. To express sympathy on someones

c. To motivate someone on gaining achievement

2 . The Important points

a. Clarify a clear purpose

b. Use a appraisal dictionc. Accurate addressee

Examples:
http://nurinuryani.files.wordpress.com/2011/12/congratulation-greeting-card.pnghttp://nurinuryani.files.wordpress.com/2011/12/greeting-card.jpg


16/30

SITUATION BASED ACCEPTING OR DECLINING

INVITATIONS:

Inviting, Accepting & Declining Invitation:

INVITATIONS :

Function : to invite someone to attend an occation.

The Structure/Parts :

The Addressee (The person invited)

Salutation
http://nurinuryani.files.wordpress.com/2011/12/fathers-day.jpghttp://nurinuryani.files.wordpress.com/2011/12/eid-card-01.jpghttp://nurinuryani.files.wordpress.com/2011/12/e-greeting-card-001.gifhttp://nurinuryani.files.wordpress.com/2011/12/birthday-greetings-cards-41.jpg


17/30

The message (the content of the message)

The Sender

The requirements :

It should have an accurate addressee

It gives clear time, place, and activity

It provides sufficient information about the inviter.

Express that the writer is looking forward to seeing person

If there is a dress code, state it in the lower left-hand corner

Examples:

Inviting:

Would you like to .

Could you come to
http://nurinuryani.files.wordpress.com/2011/12/invitation1.jpghttp://nurinuryani.files.wordpress.com/2011/12/monkey-invitation-large1.pnghttp://nurinuryani.files.wordpress.com/2011/12/invitation-2.jpghttp://nurinuryani.files.wordpress.com/2011/12/inv6.jpg


18/30

Id very much like

Would you care to .

Ill really happy if you come to.

Im sure that you wont be disappointed to come to.

Accepting an Invitation

Thank you for inviting me.

I would/will .

That would be very nice.

Id like to love to come.

Thats fine.

Sure. Why not?

Declining an Invitation

Im very sorry, I dont think I can.

Id like to, but .

Thank you for asking me, but .

Unfortunately, I cant .

Dialog Examples:

Dialog 1

Ludi Invites Maya to go to a Movie

Ludi : Hi, Maya. There will be a great film tonight. Its about vampire.

Would you like to go to the movie with me?

Maya : Yes, Id like tonvery much. When will you pick me up?

Ludi : Ill pick you at 7.00. Be ready, OK!

Maya : Alright.

Dialog 2


19/30

Afif is very busy doing his homework. Sheila, his friend, asks him to come to her party.

Sheila : Heloo, this is Sheila. May I speak to Afif?

Afif : This is Afif speaking.

Sheila : Oh, hi Afif. I wonder if youd like to come to my house right now.

Were having a great party.

Afif : I dont think I can. Im doing my homework. My parents wont

let me out before I finish my homework.

Sheila : Thats alright.

Afif : I hope you enjoy your party. Bye.

Sheila : Bye

CONGRATULATING:

Give (someone) one's good wishes when something special or pleasant has

happened to them.

CONGRATULATION:

Congratulation is an expression that we use the give the congratulation utterance whenhe/she succeeds in doing something

Expressing Congratulation: Congratulation

Congratulations

Congratulations on your succeeds

Happy Birthday

Happy New Year

Happy Anniversary

Let me congratulate you

Good

Thats great!

ow fortunate


20/30

Pretty Good

Replying Congratulations

Thank You

Thank, I needed that

Thats very kind of you

Dialog Examples:

Dialogue 1 :

Roy : Who won the football match yesterday?

Tom : Our team did. We won three to one

Roy : Congratulation. Im glad to hear it

Tom : Thank you

Dialoge 2:

Betty : Happy birthday, Marry. Many happy return of the day

Marry : Thank you, Betty. You are the first me who congratulates me

Betty : Oh realy? Here is a little present for you. I hope you like it.

Marry : Thank you very much. You are realy my best friend.

CONSOLING:

Comfort (someone) at a time of grief or disappointment.

Write a letter to your friend consoling him on big failure

My dear (Name),

I was shocked to read about your failure in your letter. The contents of your letter made

me sad. I could never believe it.


21/30

Dear Arun, you should not take your failure to heart. Failures are the foundations of

success. You should continue working hard. You should not look back except to learn a

lesson from your past experience. You did your best last time and you should not give uphope. What is gone is gone forever. Thinking about your failure all the time will

dishearten you. Think of the present alone. I hope you will put in your best and do well

next year.

The news, in fact, came to me as a great surprise I could not even dream of it. What can I

convey to you except my heartfelt sympathies and a bit of advice not to give up hope?Work more resolutely.

With best wishes.

Your sincerely,

I'm here for you

The right wordsand actionsfor lifes tough times

By Julie Weingarden Dubin

When someone we know suffers a loss or is going through a difficult situation, we'reoften not sure what to say. Sometimes we ramble or, worse, say nothing and avoid the

person. But that doesn't help at all, and it leaves us dragging around a ton of guilt. Thenext time you're struggling with how to help, try these comforting words and ways to

show you care:

Your neighbor's husband has passed away.SAY THIS: "I know what a profound loss thisis for you, and I want you to know I'm here if you need me." Or you might say, "We all

miss Johnhe touched so many people's lives," and then add a happy memory, such as,


22/30

"I still remember the time he suggested grilling in the middle of that snowstorm in

January; it was the best barbecue we ever had." That kind of reminiscence "gives the

mourner a terrific gift," says Florence Isaacs, author ofJust a Note to Say...The Perfect

Words for Every Occasion.

DON'T SAY: "He lived a long life." For the mourner, the life may not have been longenough, says Isaacs.

SHOW YOU CARE: Be specific when offering help, Isaacs advises, because thegrieving person is usually numb. For example, ask, "Would you like me to pick up your

relatives from the airport?"

Your friend tells you she's getting divorced. SAY THIS: "I'm your friend, and I'm alwayshere for you." Even if you're burning to ask about details of the split, don't. "You can

validate your friend's pain and commiserate with her without having to know all the

gruesome details of the divorce and without stating your opinion," says June Paris,coauthor ofBut I Didn't Mean That! How to Avoid Misunderstandings and Hurt Feelings

in Everyday Life.

DON'T SAY: "I never liked him anyway," because the two of them could get back

together, and more than likely your friend will not forgive you, says Isaacs.

SHOW YOU CARE: Go with your friend to her court date or lawyer appointment so

she knows she has someone to lean on. Invite her out shopping or to a museum. She's

probably losing a large part of her social life, Isaacs points out.

Your sister-in-law has breast cancer. SAY THIS: "I'm so sorry you have to go through

this," followed by a hug. Or gently ask, "How are you managing? How are the kids

doing?" and let her talk about her fears and what she's experiencing, says Isaacs.

DON'T SAY: "Everything is going to be OK." You can't promise her recovery, explains

Paris. Also, don't give medical advice unless you're a doctor; that's not what she needsfrom you.

SHOW YOU CARE: Offer to drive her to the hospital, do her shopping or bring her

meals. And remember, just because she's ill doesn't mean she's lost her sense of humor."Send her something to make her laugh and recall the good times," Paris suggests.

A co-worker has been laid off. SAY THIS: "I'm very sorry to hear the news." Empathy

goes a long way, notes Paris. You might also offer words of experience spoken from theheart: "I know from when I was looking for a job, it can take time to find the right

position. Hang in there!"

DON'T SAY: "Try not to worry." A job loss is all about worry, and denying your

colleague's feelings won't help.

SHOW YOU CARE: In addition to words of encouragement, you can assist with the job


23/30

search. For example, pass along names of helpful contacts. "She'll appreciate your effort,"

says Paris. And who knows? She may even return the favor one day.

Brighten a day with words of encouragementHealin good

Ideas' Articles

Select Section

You might also be interested in

Ideas

The power of positive feedback

Celebrate big (and small) achievements with these reward ideas for kids.

Ideas

I'm here for you

What to say (and do) to help someone through a difficult time.

Ideas
http://www.hallmark.com/encouragement/ideas/words-of-encouragement/http://www.hallmark.com/encouragement/ideas/get-well-gift-ideas/http://www.hallmark.com/explore/ideas/http://www.hallmark.com/congratulations/ideas/rewards-for-kids/http://www.hallmark.com/explore/ideas/http://www.hallmark.com/encouragement/ideas/comforting-words/http://www.hallmark.com/explore/ideas/http://www.hallmark.com/encouragement/ideas/words-of-encouragement/http://www.hallmark.com/encouragement/ideas/get-well-gift-ideas/http://www.hallmark.com/explore/ideas/http://www.hallmark.com/congratulations/ideas/rewards-for-kids/http://www.hallmark.com/explore/ideas/http://www.hallmark.com/encouragement/ideas/comforting-words/http://www.hallmark.com/explore/ideas/


24/30

Encourage your kids

Cheer them up. Cheer them on. Heres how.

Ideas

On a personal note: serious illness

Choosing the right words to give comfort.

What To Write in a Get Well Card

There is much power in the thoughts we have and the words we choose. Get well cardshave the potential to carry a message that will influence thoughts and aid in healing the

body. Social interactions and humor help immune system functioning. Try to make the

person laugh and visit him or her with a smile. Use a get well card to help a friend feelbetter.

If you are trying to write something in a get well card, this is the place for you to get help.

Figuring out a special get well message for your friend, relative, or other loved one canbe challenging. Use these ideas to entertain or encourage someone who is sick or

recovering. Combine or change these to make one fit the person who will receive your

encouraging words.
http://www.hallmark.com/kids/ideas/back-to-school/http://www.hallmark.com/explore/ideas/http://www.hallmark.com/encouragement/ideas/get-well-wishes/http://blakeflannery.hubpages.com/hub/Encouraging-Messages-and-Quotes-Words-of-Encouragementhttp://www.googleadservices.com/pagead/aclk?sa=L&ai=CpFX37j5IUqXlBYX-mgW-i4CgDM-tyqADl-vCvWvAjbcBEAEg1NmoBFChqtGX______8BYOWS6IPYDqABn8u1_gPIAQKoAwGqBIwBT9DU3LCFmr_nmpxnLqBrM9prQu3rQ8KyUB9N93R3VGOZSejOwtdpAMsRtoIXR7Bp-tMqMtZ1TAKkq0yEBokTZmeIQbbO1ZDLjN5nXaTbuPdV1akqCO78vEoNqbFUgfBzD7Spb2TbLL1HhtTUei5wkdJfpRpJvACxutPu3HDKb8EmJsgxOG8Pn24mMayIBgGgBgKAB8m0ygE&num=1&cid=5GizUY-KPaBSuFi1tqWuh650&sig=AOD64_2WO4HFs-Au2hbUb8gj_FgCN7v4qw&client=ca-pub-6958755572607374&adurl=http://www.myfuncards.com/dl/index.jhtml%3Fspu%3Dtrue%26partner%3DZUxdm493http://www.hallmark.com/kids/ideas/back-to-school/http://www.hallmark.com/explore/ideas/http://www.hallmark.com/encouragement/ideas/get-well-wishes/http://blakeflannery.hubpages.com/hub/Encouraging-Messages-and-Quotes-Words-of-Encouragementhttp://blakeflannery.hubpages.com/hub/Encouraging-Messages-and-Quotes-Words-of-Encouragement


25/30

Get Well Card Message Examples

These are examples of what to write in a get well card to wish someone a quick recovery.

1. "I am sorry you are not feeling well. I am praying for you to have a complete and

quick recovery."

2. "I just wanted to write you to encourage you to stay strong and to let you knowyou are in my thoughts and prayers."

3. "I am sorry to hear that you are not feeling well. Get well soon!"

4. "I am praying for a quick recovery for you. Get better and make my prayers come

true."

5. "I know that everyone gets sick sometimes. I just don't like to see someone as nice

as you suffer. Get well!"

6. "Get well soon, so I can come over and bother you."

7. "I'm writing you a prescription to get better. Don't forget to take your medicine."

8. "I was starting to think that you are invincible. It's good to know that you arehuman after all. I'm looking forward to you getting back to your invincible self.Get well soon, superman." (For a tough person)

9. "You are in my thoughts and my prayers. I am praying for a quick recovery."

10. "If you weren't so likable, then maybe those darn germs wouldn't like you so

much. Hoping you become more offensive... at least to the germs."

11. "I'm sending you warm regards, and I hope that you will get well soon."

12. "I am praying that you have the strength and the peace to get you though your

illness.

13. "If I told you to 'Get Well Soon,' it wouldn't be soon enough. Get Well Now!"


26/30

CONVEYING INFORMATION:

5 Tips for Conveying The Right Information to Clients:

Effectively conveying any form of information to your clients is not only good practice,

but it is vital. If youre not equipped with the right communicative skills, then youremore likely to loose clients rather then gain them. Whether its you or your client that

takes the first step in communicating, you need to understand that this is the beginning ofa relationship.

Like any relationship, if you dont convey your thoughts and feelings (likes/dislikes) the

right way, then the relationship will eventually die out. Same goes for you and yourclient.

Within this article we have taken the time to dissect a variety of tips that will help youconvey information to your clients the right way. Let us know which practices work best

for you!

Better Emails

Unless youre working in a design firm or you advertise your phone number freely, then

my guess would be that the main and the most important form of communication betweenyou and your clients is emails. Although emails are key in the process of communication,

they can also be a detrimental factor if not used correctly.

You should always make sure that youre straight to the point, keep it as simple aspossible, avoid a marketing tone of voice, and tacky lines. Conveying confidence is

also important. If a client cant sense confidence, then in most cases they wont be

confident in your ability to complete the project.

Sending out a generic email which youve sent to 100+ potential clients is far from

professional. Its ok to have somewhat of a template or guideline as to what youre goingto email, however, you should customize it to specific client/project needs.


27/30

Use Your Listening Skills

I dont know how many designers Ive come across that do more talking than listening.They jump at every opportunity (even when it isnt given) to talk about their services,

what they can do, how they can do it, and the benefits. You dont want to be that

designer. You want to be the professional whos going to take in and understand yourclients needs and address them accordingly. Besides, theyve most likely already seen

your portfolio and they know what to expect.

Give the client time to express their concerns and ask questions. When it comes time for

your client to listen, youll be prepared and youll show them that you do care.


28/30

Be Elaborative

You can talk all you want, but if your client is not understanding you, they will look for a

designer who will. A majority of the population in actuality have no clue as to what really

goes into a website or logo design. This is why its our job to elaborate and use effectiveexplanations. For one, you will better educate your client, and they will have a bit more

insight as to why it is we charge what we charge.

Referencing back to the above section, you must also make sure that when you explain

something to your client, you dont over word or extend your explanation. Keep itsimple and easy to process. This is key to a healthy, communicative, relationship.

Ask Questions


29/30

One of the most overlooked aspects of the communication process is refraining from

asking questions. It is my belief that there are no stupid questions, we are the only ones

that can make them invaluable or stupid. Sometimes the simplest question you canthink of, is likely to save you or your client money. Heres an article that was written a

few months ago which addresses the need and also the questions to ask about your clients

and the projects youll be commissioned to work on.

Questions are important, theyll help you further understand and define the needs of a

project. However, you must also know how to convey your questions the right way sothat you dont hinder the opportunity to work with a client. Right before youre about to

ask your questions you should reflect on what your client has told you a bit deeper,

conduct some further research, and remember to word your questions as easily as

possible. This will help you avoid questions that have obvious answers, and convey themessage that you havent been listening.

You can take this question: I Normally Use PayPal With All My Clients, What Do YouPrefer To Use? and reword it to this: What is Your Preferred Method of Payment? Its

the same question, just easier to process, and it gives the client to describe variouspossible method of payments rather than thinking they strictly have to use PayPal.

Take Advantage of Helpful Tools

There are a ton of tools that will help you convey information to your clients. Twitter,

Facebookand Screencasts are just a few of the tools you can use to better communicate.Sometimes phone conversions, emails, and other conventional methods may not work

and your client is still lacking full understanding, this is where you could use a screencastto really get your message across. Its easy to make, quick, and many times extremely

informative.

Twitter is more of a Social Media tool, however Ive heard of designers using this tool to

send quick and small updates to their clients. Facebook is also another social media tool,
http://designreviver.com/tips/14-questions-to-ask-your-clients-before-and-after-a-project/http://twitter.com/http://facebook.com/http://mashable.com/2008/02/21/screencasting-video-tutorials/http://designreviver.com/tips/14-questions-to-ask-your-clients-before-and-after-a-project/http://twitter.com/http://facebook.com/http://mashable.com/2008/02/21/screencasting-video-tutorials/


30/30

however, much like LinkedIn, it provides professional connections and you can chat as if

you were face to face.

Whatever tool or route you choose to go, the important thing you must remember is how

will this tool help me convey information to my clients?

Your Turn To Talk

I hope you liked this post. Any other tips youd like to share that could help better conveyinformation to clients? Feel free to chime in by leaving a comment below.

Documents

Written Communication Notes