SYMBIOSIS LAW SCHOOL

PROJECT ON WRITTEN COMMUNICATION: A FORM OF COMMUNICATION

SUBMITTED TO SYMBIOSIS LAW SCHOOL, NOIDA SYMBIOSIS INTERNATIONAL UNIVERSITY, PUNE

FACULTY GUIDE- Prof. Praveen Kak SUBMITTED BY- Shreya Seth, BBA LLB: B

Symbiosis Law School

(Off Campus Centre of Symbiosis International University) Sector- 62, Block-A, Plot No-47/48, Noida-201301 U.P.-India Ph: +91 (0) 120 2405061,63. 1

DECLARATION

I Shreya Seth, student of B.B.A.L.L.B 3rd Semester of prestigious institute Symbiosis Law School, Noida Hereby declare that the report titled WRITTEN COMMUNICATION: A FORM OF

COMMUNICATION is submitted by me. I assure that this synopsis is the result of my own efforts and that any other institute for the award of any degree or diploma has not submitted it.

Date: 29.11. 2011

SHREYA SETH BBA LLB:B ROLL NUMBER: 66 SEMESTER-3

CERTIFICATE

This is to certify that Shreya Seth student of B.B.A.LL.B-B, Third Semester of Symbiosis Law School, Noida has successfully completed the Project report on Written Communication: A Form of Communication under our direct supervision and guidance.

Date 29.11.2011 Faculty Guide: Prof. Praveen Kak

ACKNOWLEDGEMENT

It is a great pleasure for me to put on records my appreciation and gratitude towards Dr. C.J. Rawandale, Director for his immense support and encouragement all through the preparation of this report. I would like to thank my faculty Prof. Praveen Kak (Project Guide) for his valuable support and suggestions for the improvement and editing of this project report. Last but not the least, I would like to thank all the friends and others who directly or indirectly helped me in completing our project report.

Date- 29.11.2011

LIST OF CONTENTS

S. NO

TOPIC

PAGE

1 2 3 4 5

Introduction Written Communication: An Overview

6 8

Importance of Written Communication 10 Forms of Written Communication Conclusion 11 14

WRITTEN COMMUNICATION

INTRODUCTION The term 'communication' originates from the Latin word communicare, which means to share or impart. When used as per its function, it means a common ground of understanding. Communication is the process of exchanging of facts, ideas and opinions and a means that individuals or organizations use for sharing meaning and understanding with one another. In other words, it is the transmission and interaction of facts, ideas, opinions, feelings or attitudes. Communication is an interdisciplinary concept as theoretically it is approached from various disciplines such as mathematics, accounting, psychology, ecology, linguistics, systems analysis, etymology, cybernetics, auditing etc. Communication enables us to do important things: to grow, to learn, to be aware of ourselves and to adjust to our environment Communication is a process, which involves organizing, selecting and transmitting symbols in an appropriate way to ensure the listener perceives and recreates in his own mind the intended meaning of the communicator. Communication involves the initiation of meaning in the listener, the transmission of information and thousands of probable stimuli Communication may be defined as - A process of sharing facts, ideas, opinions, thoughts and information through speech, writing, gestures or symbols between two or more persons. This process of communication always contains messages, which are to be transmitted between the parties. There are two parties - one is Sender, who sends the message and the other Receiver, who receives it. Generally the process of communication is said to be complete when the receiver understands the message and gives the feedback or response. Thus, feedback becomes an essential element in the process of communication along with message, sender and receiver. Hence Communication Process includes the following elements: * Sender - The person who sends the message. Also known as the source *Receiver -The person who receives the message. *Message -Subject matter of communication. It may contain facts, ideas, feelings or thoughts.

*Feedback -Receivers response or reaction or reply to the message, which is directed towards the sender. Communication with the help of words is known as verbal communication. Communication with the help of words is known as verbal communication. Verbal communication is made through words, either spoken or written. Communication through spoken words is known as oral communication, which may be in the form of lectures, meetings, group discussions, conferences, telephonic conversations, radio message etc. In written communication, message is transmitted through written words in the form of letters, memos, circulars, notices, reports, manuals, magazines, handbooks, etc. Non-verbal communication may be Visual, Aural or Gestural. Sometimes you look into some pictures, graphs, symbols, diagrams etc. and some message is conveyed to you. All these are different forms of visual communication. Another, aspect to the ways to communicate is through written communication. Written communication has a long-lasting effect because it can be read over and over again. It can reignite joys and bitterness. In my years of consultancy work I have seen the written word cause more aggression, drama and strikes than any other means of communication. The written word, if there is any ambiguity, will always be read negatively. Although communicating by letter has decreased considerably in recent years, using e-mail, which of course also requires people to spell and use grammar correctly, has increased. In addition, copywriting has become an increasingly sophisticated skill. Therefore getting written communication right is still vitally important.

WRITTEN COMMUNICATION: AN OVERVIEW Written communication involves any type of interaction that makes use of the written word. It is one of the two main types of communication, along with oral/spoken communication. Written communication is very common in business situations, so it is important for small business owners and managers to develop effective written communication skills. Some of the various forms of written communication that are used internally for business operations include memos, reports, bulletins, job descriptions, employee manuals, and electronic mail. Examples of written communication avenues typically pursued with clients, vendors, and other members of the business community, meanwhile, include electronic mail, Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases. Ironically, the importance of good writing skills in the business world has become more evident even as companies rely increasingly on computers and other new technologies to meet their obligations. Indeed, business experts warn that any business's positive qualitiesfrom dedication to customer service to high-tech expertisewill be blunted to some degree if they are unable to transfer that dedication and knowledge to the printed page.. "Writing ability is especially important in customer communication. Business proposals, status reports, customer documentation, technical support, or even e-mail replies all depend on clear written communication." Written communication provides a permanent record of the messages that have been sent and can be saved for later study. Since they are permanent, written forms of communication also enable recipients to take more time in reviewing the message and providing appropriate feedback. For these reasons, written forms of communication are often considered more appropriate for complex business messages that include important facts and figures. Other benefits commonly associated with good writing skills include increased customer/client satisfaction; improved inter organizational efficiency; and enhanced image in the community and industry. There are also several potential pitfalls associated with written communication, however. For instance, unlike oral communication, wherein impressions and reactions are exchanged instantaneously, the sender of written communication does not generally receive immediate feedback to his or her message. This can be a source of frustration and uncertainty in business situations in which a swift response is desired. In addition, written messages often take more
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time to compose, both because of their information-packed nature and the difficulty that many individuals have in composing such correspondence. Many companies, however, have taken a proactive stance in addressing the latter issue. Mindful of the large number of workers who struggle with their writing abilities, some firms have begun to offer on-site writing courses or enrolled employees in business writing workshops offered by professional training organizations, colleges, and community education programs.

IMPORTANCE OF WRITTEN COMMUNICATION Many companies do business with each other without any formal written contract. Orders can be placed and accepted over the phone; detailed description of the products is missing and much important information is not stipulated anywhere. The counterparties can say that they have been doing business with each other for many years and know well what product they are talking about and what the delivery terms are. The partners do not want to create unnecessary paperwork in daily transactions. This is very true until a problem arises. Sometimes the problems are so serious that the partners are not able to resolve them with negotiations and have to use a third party for conflict settlement. When all supporting documentation is missing or has never existed, it will be difficult to determine the responsibilities of each company, time frames, amounts involved and all other conditions. Especially if one of the parties goes back on its word and rejects everything they have previously said, it is extremely important to have written proof of the communications. To avoid misunderstandings and problems, make it a standard policy to communicate through written communication, especially in the following cases:

Always have a written sales-purchase contract, where all details of the deal, responsibilities of the parties, penalties etc are clearly stated;

If you need to amend the contract, do not rely on oral communication, but ask the partner to send all the changes in writing;

When your buyer promises that he will accept the discrepancies in the documents under L/C, ask him to send this statement in writing;

Make sure that the most important information like prices, dates, weights, addresses, delivery points, goods descriptions etc. is communicated only in the written form;

Your communications with the third parties involved in the deal, like banks, transportation and insurance companies, official organizations should also be done in writing;

Keep the correspondence until the deal is completely finished and no complaints can occur.
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FORMS OF WRITTEN COMMUNICATION LETTERS: Letters are a written form of communication. These can be sent or received by individuals or organizations. Written messages in the form of letters can be delivered to the receivers through special messenger, post offices or private couriers. This method is mostly used where face-to-face communication is difficult or other means are not easily available. It helps in keeping a record of the communication. The cost involved is low in this means of communication. TELEGRAM: It is also a form of written communication by which messages can be sent quickly to distant places. It is generally used when there is an urgency of communicating any important message. It transmits message much faster than ordinary postal mail. This facility is available in all telegraph offices, where on payment of specific fee, we send our message. Charges are payable on the basis of number of words used in writing the message including the address of the receiver and senders name. Hence, telegraphic messages are written in brief. Telegrams can be sent as ordinary or express. Express telegrams travel faster than ordinary telegram, for which extra charge is to be paid. To send telegrams to foreign countries cablegrams are used. Telegrams can also be sent by using telephone, which is called as phonogram. Here by ringing up the telegraph office through a telephone, the message can be recorded and later the telegraph office transmits the message to the receiver. FAX: Fax or facsimile is an electronic device that enables instant transmission of any matter, which may be handwritten or printed like letters, diagrams, graphs, sketches, etc. By using telephone lines this machine sends the exact copy of the document to another fax machine at the receiving end. For sending any message the documents on which message, diagram or drawing is typed or drawn has to be put in the fax machine and the fax number (a telephone number) of the other party has to be dialed. Then the fax machine at the receiving end wills SMS sends only text. MMS sends pictures sound and text. Instantly produce the replica of the matter. This is the most commonly used means of written communication in business. The main advantages of Fax system are easy operation, instant transmission of handwritten or printed matters over any distance, simultaneous transmission to two or more receivers, etc. The machine also records each transaction of communication. The only limitation is that fax machines accept document upon a standard size. Again, as a usual practice, a copy of the same document is sent to the receiver
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through post for their record. The receiver at the other end also makes a photocopy of the document immediately after receiving the message through fax machine, because there may be chances that the ink used by the machine may fade away after some time. E-MAIL: Electronic mail, popularly known as e-mail is a modern means of communication. The system makes use of electronic methods of transmitting and receiving information. In this case individuals, through the internet, open an e-mail account in their name from any ISP (Internet Service Provider). Then letters, messages, pictures or sounds can be sent through their computer to the e-mail accounts of other individuals. Whenever the other person will access his e-mail account he receives the message. The information is communicated audio visually and the process is extremely fast. This method is gaining popularity with increased use of internet among the users. BUSINESS LETTERS: Business letters are one of the ways for any business to communicate with all of its stake holders. These stake holders may include customers, suppliers, employees, shareholders, management, government and the public in general. Business letters are the life blood of communication for any business. There are many types of business letters in use. Many people thought that business letter would be a thing of the past once the email and other technology seep into the offices. This notion has so far been proven false. Business letters are still in wide use and their importance hasn't been diminished to the slightest. MEMO: A memorandum is an agreement between two parties in the form of a legal document. It is not fully binding in the way that a contract is, but it is stronger and more formal than a traditional gentleman's agreement. Sometimes, a memorandum of understanding is used as a synonym for a letter of intent, particularly in private law. A letter of intent expresses an interest in performing a service or taking part in an activity, but does not legally obligate either party. In international public law, a memorandum of understanding is used frequently. It has many practical advantages when compared with treaties. When dealing with sensitive or private issues, a memorandum of understanding can be kept confidential, while a treaty cannot.

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CIRCULARS: This form is used when important and urgent external communications received or important and urgent decisions taken internally have to be circulated within a department for information and compliance by a large number of employees. Circular is a mode of communication meant to notify or convey all customers, business friends, shareholders, etc. NOTICE: This form is mostly used in notifying the promulgation of statutory rules and orders, appointments and promotions of gazette officers, etc. through publications in the Gazette of India. Notices are an important form of written communication, as it is cheap, and thus conveys the message to a larger number of people.

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CONCLUSION Use short, precise words that say what they mean. Rely on specific terms to elucidating your points. Avoid abstractions altogether or illustrate them with concrete examples. Stay away from slang, jargon and buzz words. Such words rarely translate well. Avoid idioms and figurative expressions, abbreviations and acronyms. These may lead to perplexity. Construct shorter and simpler sentences that are utilized while writing to someone proficient in English. Use short paragraphs. Each paragraph should stand by one point or topic and minimum eight to ten lines. Help readers follow your drift by using transitional devices. Precede related points with expressions like in addition and first, second, third. Use numbers, visual aids and pre-printed forms to clarify your message. These devices are generally comprehended in most cultures. Thus, I would conclude by the famous words of Alexander Pope, True ease in writing comes from art, not chance, as those move easiest, which have learnt to dance.

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