COMMUNICATION

BUSINESS WRITING
 Must

Ability to express in good English(workable

knowledge of grammar, good command over
vocabulary, and critical appreciation of form
and style);
Have Clear purpose i.e. particular message
to convey
Have form, i.e. must have unity and
proportion and be well arranged
PRINCIPLES
 Unity
Unified sentences and paragraphs. Each single
sentence should contain a single idea-clearly
and directly expressed. Each paragraph should
be unified and should stress only on one central
idea.
Emphasis
The idea, facts and figures pertaining to the
message should be emphasized in the order of
their importance or priority. Graphs, charts,
audio-visuals, statistics, etc. should be used at
proper place to attract the readers towards the
main idea of the message.
 Completeness
Incomplete message breeds
misunderstanding and misinterpretation
lead to further queries which result in
wastage of time and resources and irritate
the reader.
Clarity

Free from ambiguities and confusion

 Conciseness
Should be concise without sacrificing the
completeness and clarity of the message.
Usage of minimum possible words i.e. only
inclusion of relevant facts and avoidance of
repetition of the ideas and roundabout
expression.
Accuracy
Reporting of incorrect facts and figures can
mislead and result in wrong decisions. Wrong
spellings, faulty grammar, poor sentence
construction, etc. can distract and confuse the
reader.
ADOPTION and SELECTION of WORDS
 Usage of simple and familiar words
E.g. commence begin
Use positive words

Positive words are more acceptable and

enhance positive waves of the readers mind
whereas negative ones provoke criticism.
e.g. cautious .. Fearful
Avoid jargons

Two kinds:

Technical :

LIFO, FIFO
Business jargons:

Said order.. Your order

 Usage of short words
E.g. Prioritiesrank
Viable option .. Choice
Recommended when:
Its the only word/phrase that express
meaning exactly.
Its more familiar than a short word.
The audience prefers to read or listen.
Use exact words and phrases
E.g. all ready/ already
 LETTERS

To achieve a definite purpose like

selling a product, seeking
information, etc.
PARTS
Heading
Date
Inside address
Salutation
Reference
Body
Complimentary close
Signatures
Reference initials
Enclosures
FORMATS
 Full Block Format
Date, inside address, salutation, paragraphs,
complimentary closure are written with left
margin.
Block Format
All except date and complimentary closure are
flush with right margin.
Semi-Block Format
Date, complimentary closure and signatures are
flush with right margin.
Simplified Format
All at left margin, but there is no salutation and
complimentary closure.
REPORTS & MEMOS

Business report is an objective and

planned presentation of facts to one or
more persons for specific business
purpose.
 Features
Orderly
Its a planned, prepared and presented
message.
Objective
Free from personal prejudices, presumptions
and preconceived ideas.
It should be impartial, objective and based
upon facts collected, amalysed with high
ethical standards and presented truthfully.
 Communication
Factual information
Business purpose
Not designated for the sake of writing.
Steps in Writing
 Pre-writing stage
Establish the purpose.
Determine the intended readers whether top,
middle management, general public etc.
Narrow down the subjects to a few listed
topics in the light of the purpose of the report.
Collect the research material from libraries,
industrial and government data
Obtain information on the topic; by making
personal observations, interviewing the
concerned parties, questionnaire
Analyze and evaluate the collected data
 Writing stage
The long report has the following
contents
Title page,
Letter of authorization
Table of contents
Introduction
Body
Conclusion
Recommendation
Bibliography
 Rewriting stage