WRITTEN COMMUNICATION

Transmitted in BLACK AND WHITE form. Process involves sending messages by WRITTEN WORDS. Writing, typing, printing or other mechanical means convey information. It is all PERVASIVE. Used in reviewing, interpreting and to motivate and activate work. Exchange of facts, ideas & opinions through WRITTEN INSTRUMENTS

MEANING
In case of written communication, the messages are transmitted in BLACK & WHITE form. They become permanent record. It is the best method when the communicator and the recipient go beyond oral communication media. The executives in all organizations can maintain effective interorganization, inter- departmental and intradepartmental connection through written messages. The PROCESS OF WRITTEN COMMUNICATION INVOLVES SENDING MESSAGES BY WRITTEN WORDS.

CHARACTERISTICS
Written communication has primarily been used as a medium to pass information and ideas upwards and downwards permanently. It is also communicating with people inside and outside the organization. It may be used in REVIEWING AND INTERPRETING & TO MOTIVATE AND ACTIVATE WORK. It is all PERVASIVE. It covers all kinds of subject matter like notices, memos, deeds, resolutions, affidavits, complaints, conveyance reports, financial ststements, appointments, promotions, cost sheets. They are related to the function of directing and leadership.

FORMS OF WRITTEN COMMUNICATION

MEMOS REPORTS NOTICE : INFORMAL MESSAGE. : LOGICALREPRESENTATION : MESSAGE TO LARGE NUMBER OF AUDIENCE. CIRCULARS: FORMAL MESSAGE sent by Higher authority. MINUTES : CONCISE THING, which serves As LEGAL DOCUMENT

LETTERS

: widely used form of written Communication

ADVANTAGES OF WRITTEN COMMUNICATION

LEGAL RECORDS FUTURE REFERENCE FORMULATED MORE CAREFULLY FACILITATES DECISION MAKING MEASUREMENT OF PROGRESS GUIDE FOR FUTURE ACTION SAVES TIME AND MONEY

DISADVANTAGES OF WRITTEN COMMUNICATION

DRAFTED WITHOUT WELL THOUGHT OR HASTILY DICTATED ARE BAD NO QUICK RESPONSE ILLITERATES CANNOT UNDERSTAND INVOLVES LOT OF TIME IN WRITING, DICTATING & READING.

PURPOSE OF WRITING:

PURPOSE OF WRITING 1 Writing to inform: writer gives information and offers to explain it. Purpose to inform and persuade. E.g.: inform about new scheme. 2 Writing to persuade: it aims at convincing the reader about the matter which is debatable; it expresses opinion rather than fact. E.g.: persuade the buyer to buy new products through Sales letter.

Principles of effective writing

Effectiveness of written communication is achieved by the following the principles of
Accuracy Brevity Clarity

 Accuracy
To be accurate you should check and double check all information for
Facts,figures and words Language and tone For eg:between you and me-correct between you and I-incorrect

 Technical accuracy of lanuage

A message should be communicated corrrectly in terms of grammar,punctuation and spellings The rules of grammar to be followed are:
Concord-the rule of agreement between words in gender,number,case or person Dangling modifier. Unnecessary shift in tenses. Prepositions.

Dangling modifier
A dangling modifier as the phrase suggests, is a word or phrase that modifies a word not clearly mentioned in the sentence.when the name of the doer of action is not clearly stated in the introductory phrases,the phrase then modifies the subject that appears in the independent clause that follows.

 Eg:mary having completed the homwork,switched on the radio. Note:

Dangling modifiers are generally used at the beginning of the sentences.sometimes,they occur at the end as well. Dangling modifiers begin with either a present participle(ing word)/or past participate(ed form of the verb)

Unnecessary shift in sentences

Eg:he usually makes a sensible moves although he often changed his mind(shift from present tense in the noun clause to past tense in subordinate clause) Tense should be consistent within the sentence and from sentence within the paragraph.

Prepositions
Wrong prepositions change the meaning of the statement
Eg:she has a strong feeling towards us.
She has a strong feeling against us The two statements are exactly the opposite of each other There are no rules for correct prepostions.they are governed by usage.

punctuation
In english punctuation matters.it determines the meaning of the sentenced and paragraph.sometimes even the meaning of a word gets changed by the punctuation mark

Brevity
Brevity consists in saying what needs to be said and leaving out unnecessary words or details.being brief does not mean saying less than what the ocassion demands.brevity is not to be achieved at the cost of clarity To avoid brevity avoid wordiness

 Eg:wordy- I need cards that are of formal type. Concise I need formal cards Do not over use the passive voice.

Clarity in writing

Simple words: simple, common everyday words which everyone can understand. Short and simple sentences: no jargons , no technical terms and long sentences. Proper punctuation: it helps to provide pauses and stops and to break up words. Definite and concrete words Logical sequences of ideas: ideas must be logical order, coherence.

CLARITY IN WRITING
CLARITY Correctness and clarity do not necessarily go together. Your message must be correctly expressed. It should be clear of course, difference of opinion do Arise regarding correctness. This is because English is a living and changing language. The word cousin can be used for a male or female. Yet many Indians use the term cousin sister or cousin brother without even sensing that this use is incorrect. The writer must be fully understood. Effective communication should be more important for him than literary merit. He should use those words which are accepted and constructions which have not been discarded. Example of ambiguous writing; Please state from what date the patient was ordered to stay in bed and totally incapacitate by your instructions.

PRINCIPLES OF EFFECTIVE COMMUNICATION:

CLARITY COMPLETENESS CORRECTNESS COHERENCE CONSISTENCY COMPACTNESS COURTESY

SPECIFIC WRITING FEATURES:

1) Visualizing the reader 2) Choose short words 3) Use familiar words 4) Use technical words and Acronyms with caution 5) Use the Active voice 6) Select words for precise meanings 7) Use appropriate punctuation marks 8) Avoid padding with unnecessary words and information 9) Ask for action 10) Handling Negatives 11) Avoid sexiest words

Five criteria for good business and administrative writing:

It is clear. It is complete. It is correct. It saves the reader time. It builds goodwill.
These five criteria depend on the interactions among the writer, the audience, the purposes of the message, and the situation or context. No single set of words will work in all possible situations.

PUNCTUATION MARKS
Full Stop ( . ) Question mark( ? ) Exclamation Mark( ! ) Comma ( , ) Semicolon ( ; ) Colon ( : ) Parentheses ( ( ) ) Dash ( -- ) Quotation Marks ( " " ) Capital Apostrophe()

Approaching the written process systematically

THE 3x3 WRITING PROCESS

PREWRITING

P r o c e s s l e t e

3x3 process of writing

WRITING

REVISING

1. Prewriting
Analyze: Define your purpose. Select the most appropriate form (channel). Visualize the audience. Anticipate: Put yourself in the readers position and predict his or her reaction to this message. Adapt: Consider ways to shape the message to benefit the reader, using his or her language.

2. Writing
Research: Collect data formally and informally. Generate ideas by brainstorming and clustering. Organize: Group ideas into a list or an outline. Select the direct or indirect strategy. Compose: Write first draft, preferably on a computer.

3. Revising
Revise: Revise for clarity, tone, conciseness, and vigor. Revise to improve readability. Proofread: Proofread to verify spelling, grammar, punctuation, and format. Check for overall appearance. Evaluate: Ask yourself whether the final product will achieve its purpose.

Adapt Your Wording to Your Readers

Visualize your readers. Consider . . .
how they think. what they know. their education level. etc.

Then write for them.

Chapter Overview
Use familiar words. Prefer short words. Use slang and popular clichs with caution. Use technical terms and acronyms with caution. Use concrete language. Prefer active verbs and avoid camouflaged verbs. Select words for precise meanings. Avoid discriminatory wording.

Prefer Short, Familiar Words

Long, Unfamiliar Words Abbreviate Accomplish Approximately Ascertain Commence Considerable Determine Detrimental Short, Familiar Words Shorten Do About Find out Begin Much Decide Harmful

Prefer Short, Familiar Words

Long, Unfamiliar Words Duplicate Elevation Equivalent Fabricate Furnish Indeterminate Indicate Ineffectual Short, Familiar Words Copy Height Equal Build Give Vague Show Useless

Prefer Short, Familiar Words

Long, Unfamiliar Words Interrupt Minimal Modification Proceed Supersede Ultimate Visualize Verification Short, Familiar Words Hinder Smallest Change Go Replace Last Picture Proof

Use Slang and Popular Clichs With Caution

Well develop a branding strategy that pushes the envelope. This decision is a no-brainer. Weve brought in the low-hanging fruit; now we need to reach out to more difficult prospects. Lets develop a dog-and-pony show that our sales people can take around to different B2B suppliers.

Use Technical Language with Caution

Social Securitys technical language found to be misunderstood by outsiders: Technical Language Improved Version
Has sufficient quarters of coverage to acquire an insured status. Survivors benefits Covered employment Deceased wage earner To file a claim Aged workers
Has worked long enough (under Social Security) to become insured. Family insurance payments A job covered by Social Security Worker who has died To apply for insurance payments Workers past 65

Use Initials and Acronyms With Caution

What do these letters mean? RFID FTC CD IPO RV NATO IRS Radio Frequency Identification Federal Trade Commission Certificate of Deposit/Compact Disc Initial Public Offering Recreational Vehicle North Atlantic Treaty Organization Internal Revenue Service

Prefer the Concrete to the Abstract

Abstract Concrete
We have found that this technique Our research shows that 87 percent of is successful. those using this technique are successful. Your department may hire some Your department may hire three new new employees. stock clerks. We will ship your order soon. We will ship the Moss No. 41 desk sets you ordered October 12 by Arrow Freight on October 15. Each of the branch managers will Each of the branch managers will receive a substantial pay raise. receive a 15 percent pay raise. This procedure requires a constant This process requires a constant low temperature. temperature of 10 degrees centigrade.

Prefer the Active to the Passive

Passive
It is believed that the bill was padded. Your report was read by the president. The profit and loss statement is prepared by the treasurer each month. It is suggested that you clean the element in warm, soapy water. It is desired that every effort be made to have this matter brought to the attention of the manager.

Active
I believe they padded the bill.
The president read your report. The treasurer prepares the profit and loss statement each month. We suggest that you clean the element in warm, soapy water. Mr. Wong wants you to bring this matter to the attention of the manager.

Prefer Strong Verbs to Verbs Camouflaged as Nouns

Camouflaged Verb Strong Verb

. . . make a classification . . . . . . make a computation . . . . . . conduct an exploration . . . . . . provide information . . . . . . engage in negotiation . . . . . . make an observation . . . . . . provide representation . . .

. . . classify . . . . . . compute . . . . . . explore . . . . . . inform . . . . . . negotiate . . . . . . observe . . . . . . represent . . .

Prefer Strong Verbs to Verbs Camouflaged as Nouns

Camouflaged Verb Cancellation of the order was made on the 12th. Elimination of the deficit was brought about by the change. The management of this office is conducted by Ms. Brown. Distribution of the special equipment was accomplished by the safety officer. Strong Verb We canceled the order on the 12th. The change eliminated the deficit. Ms. Brown manages this office. The safety officer distributed the special equipment.

Choose the Precise Word

The committee (comprises) (constitutes) representatives from all four sales districts. This building site cost a large (sum) (amount) of money. She was (notorious) (noted) for her concern for the poor. We found no evidence that would (cause) (enable) us to support him. The management of this store is independent (of) (from) the main office.

Choose the Precise Word

She (claimed) (maintained) (said) that she was ill. He is angry (about) (with) the loss. I will try (to) (and) correct the error. I differ (with) (from) you on this conclusion. If he is late, I will not wait (for) (on) him longer than ten minutes. She has an interest (in) (for) technical writing.

Avoid Discriminatory Wording

Use gender-neutral words. Avoid words that stereotype by
race. nationality. sexual orientation. age.

Avoid words that typecast those with disabilities.

Avoid Words with a Masculine Origin

Sexist
man-made manpower congressman businessman mailman policeman fireman cameraman waiter/waitress

Nonsexist
manufactured, of human origin personnel, workers representative, member of Congress business executive, businessperson letter carrier, mail carrier police officer fire fighter camera operator server

Masculine-Sounding Words No Masculine Origin

manufacture management history manipulate mannequin manicure mandolin histrionic histamine

Avoid Words that Lower Anothers Status

Instead of my girl lady doctor authoress actress poetess sculptress male nurse male secretary Use my secretary doctor author actor poet sculptor nurse secretary

Avoid Sexist Use of Pronouns

Reword to eliminate the offending word. Make the reference plural. Substitute a neutral expression (he or she, he/she, s/he, you, one, person).

Reword to Eliminate the Offending Word

Sexist We will reimburse any employee who paid his travel expenses. If a customer pays promptly, he is placed on our preferred list. A physician should treat his patients with respect. Nonsexist We will reimburse any employee for travel expenses. A customer who pays promptly is placed on our preferred list. A physician should treat patients with respect.

Make the Reference Plural

Sexist
If a customer pays promptly, he is placed on our preferred list. When an unauthorized employee enters the security area, he is subject to dismissal. A supervisor is not responsible for such losses if he is not negligent.

Nonsexist
If customers pay promptly, they are placed on our preferred list. When unauthorized employees enter the security area, they are subject to dismissal. Supervisors are not responsible for such losses if they are not negligent.

When a customer needs service, it is When customers need service, they her right to ask for it. have the right to ask for it.

Substitute a Neutral Expression

Sexist Nonsexist
If a customer pays promptly, he is If a customer pays promptly, he placed on our preferred list. or she is placed on our preferred list. When an unauthorized employee When an unauthorized employee enters the security area, he is enters the security area, he/she subject to dismissal. is subject to dismissal. A supervisor is not responsible A supervisor is not responsible for such losses if he is not for such losses if s/he is not negligent. negligent. When a customer needs service, When you need service, you it is her right to ask for it. have the right to ask for it.

Avoid Other Stereotyping Words And Phrases

Race
a hard-working Mexican an honest Sicilian

Sexual Orientation
A lesbian athlete A gay artist

Age
golden ager youngster

Disability
deaf and dumb crippled

Construction of Clear Sentences

Limit sentence content. Economize on words. Determine emphasis in sentence design. Give the sentences unity. Word sentences logically.

Limit Sentence Content

DONT Many consumers have expressed dissatisfaction with the relatively high prices of the new Japanese cars, but this has not prevented large numbers of people from purchasing these cars and pushing sales higher than many automotive experts had forecast, thus firmly entrenching the Japanese cars in a large segment of the automobile market.

Limit Sentence Content

DO
Many consumers have expressed dissatisfaction with the relatively high prices of the new Japanese cars. However, this has not prevented large numbers of people from purchasing these cars and pushing sales higher than many automotive experts had forecast. The Japanese cars have thus become entrenched in a large segment of the automobile market.

Limit Sentence Content

DONT The production planning department assigns to each production order a number that is called a job-order number, which becomes the identifying means of reporting to the accounting department the direct costs relating to a production order, and which can reveal additional information about the job through code numbers or letters added to the job-order number.

Limit Sentence Content

DO The production planning department assigns to each production order a number that is called a job-order number. This number becomes the identifying means of reporting to the accounting department the direct costs relating to a production order. Adding code numbers or letters to the job-order number reveals more information about the job.

Economize on Words
(Eliminate Cluttering Phrases)

Regardless of the fact that sales increased, profits continue to decline. Even though sales increased, profits continue to decline. Production will decrease next month due to the fact that we must retool for the next model. Production will decrease next fall because we must retool for the next model. In very few instances do the salespeople receive bonuses over the amount of $100. The salespeople seldom receive bonuses over $100. At all times the cash box is kept locked. The cash box is always kept locked.

Economize on Words
(Eliminate Cluttering Phrases)

At whatever time we receive a special order, it is immediately sent to the production planning department. Whenever we receive a special order, we send it to the production planning department. company to reduce its income taxes. Unexpectedly, the new law will let the company reduce its income taxes. In some instances, we sell directly to the retailer. Sometimes we sell directly to the retailer.

Contrary to our expectations, the new law will allow the

Economize on Words
(Eliminate Cluttering Phrases)

You are hereby instructed to send all daily reports directly to this office as promptly as possible. Send all reports to this office promptly. Your attention is directed to paragraph 3, which summarizes the findings of this study. Paragraph 3 summarizes the findings of this study. Enclosed herewith are general instructions which are sent to you for your guidance and information. The enclosed general instructions are for your guidance and information.

Economize on Words
(Eliminate Surplus Words)

All the books are in readiness for the annual audit. The books are ready for the annual audit. The charge of negligence has been denied by all four of the officers. The four officers denied the negligence charge. It is our expectation that this plan will be successful. We expect the plan to succeed.

It is our conclusion that production should stop. We conclude that production should stop.

Economize on Words
(Remove Unnecessary Repetition)

We have verified the charges to your account and find that the account balances on our books agree with the account balances on your books. We have verified the charges to your account and find that our records agree with yours.

The manager repeatedly kept telling me over and over again. The manager repeatedly reminded me.

This change will enable us to get started sooner than if we wait for a later date. This change will enable us to get started sooner.

Manage Emphasis in Sentences

Write sentences that give their contents proper emphasis. Short sentences stand out (an item standing alone gets emphasis). Long sentences de-emphasize content (the two or more items share emphasis).

All Short Sentences

(Choppy Effect)
The main building was inspected on October 1. Mr. George Wills inspected the building. Mr. Wills is a vice president of the company. He found that the building has 6,500 square feet of floor space. He also found that it has 2,400 square feet of storage space. The new store must have a minimum of 6,000 square feet of floor space. It must have 2,000 square feet of storage space. Thus, the main building exceeds the space requirements for the new store. Therefore, Mr. Wills concluded that the main building is adequate for the companys needs.

Some Subordination
(But not Logical)
Mr. George Wills, who inspected the main building on October 1, is a vice president of the company. His inspection, which supports the conclusion that the building is large enough for the proposed store, uncovered these facts. The building has 6,500 square feet of floor space and 2,400 square of feet of storage space, which is more than the minimum requirements of 6,000 and 2,000 square feet, respectively, of floor and storage space.

Good Subordination
(Important Points Emphasized)
The main building is large enough for the new store. This conclusion, reached by Vice President George Wills following his October 1 inspection of the building, is based on these facts: The buildings 6,500 square feet of floor space exceeded the minimum requirements by 500 square feet. The 2,400 square feet of storage spaced exceeded the minimum requirement by 400 square feet.

Give the Sentences Unity

(Relate Ideas Logically)
The Passman shredder was the first manufactured, and we have had a

Timmons since 1996. The Passman shredder was the first manufactured. We have had a Timmons since 1996. The weather was unusually bad last month, and sales of Drummond products increased 12 percent. Even though the weather was unusually bad last month, our sales of Drummond products increased 12 percent. We value your satisfaction, and we have carefully looked into the handling of your order. Because we value your satisfaction, we carefully looked into the handling of your order.

Give the Sentences Unity

(Limit the Details in Each Sentence)

Both hotels can guarantee the 250 rooms we will require,

although the Marriott is new (since 2002) and its rooms are more modern and therefore more appealing, but the 69-year old Westgate is well preserved and comfortable.

Both hotels can guarantee the 250 rooms we will require. The Marriott is new (since 2002), and its rooms are modern and, therefore, more appealing. The 69-year old Westgate, however, is well preserved and comfortable.

Give the sentences unity

(Limit the Details in Each Sentence)

I rented offices in Marina Towers, a downtown office building, and the suite rents for $3,000 per month for three executive offices which open into a single support office which is large enough for two administrative assistants.

I rented offices in Marina Towers, a downtown office building.

The office suite selected rented for $3,000 per month. It has three executive offices, each opening into a single support office, which is large enough for two administrative assistants.

Word Sentences Logically

We cleared the site, and then the foundation was constructed. We cleared the site, and then we constructed the foundation. Because our inventories have decreased has increased our back orders. Our decrease in inventories has caused an increase in back orders.

The price of this copier is inexpensive. The price of this copier is low. This copier is inexpensive.

Word Sentences Logically

I would give Ralph high marks as far as being a team player. I would give Ralph high marks on being a team player. Looking into the matter, the product appears to have been defective. Looking into the matter, we found that . . . . I have experience resolving customer complaints, supplier delays, and I have managed a sales team. I have experience resolving customer complaints, coping with supplier delays, and managing a sales team.

Construction of Clear Paragraphs

Give the paragraphs unity. Keep paragraphs short. Make good use of topic sentences. Leave out unnecessary detail. Make paragraphs coherent.

Give Paragraphs Unity

How would you give this paragraph better unity? At the university I studied all the basic accounting courses as well as specialized courses in taxation and computer security. I also took specialized coursework in the behavioral areas, with emphasis on human relations. Realizing the value of human relations in business, I also actively participated in organizations such as Sigma Nu (social fraternity), Delta Sigma Pi (professional fraternity), and University Sing. I selected my elective coursework to round out my general business education. Among my electives were courses in investments, business report writing, and business ethics. A glance at my resume will show you the additional courses that round out my training.

Keep Paragraphs Short

Heavy paragraphs make the writing appear to be dull and difficult.

Short paragraphs give wellorganized effect -- invite the reader to read.

Make Good Use of Topic Sentences

In constructing a chart line, you should plot the item to be illustrated as a continuous line on a grid. On the grid, you should plot time on the horizontal axis (X-axis) and the value of the series on the vertical axis (Y-axis). You must create the scale values and time periods for the axis lines.

You may also compare two or more series on the same line chart. In such a comparison, you should clearly distinguish the lines by color or form (dots, dashes, dots and dashes, and the like). You should clearly label them by a legend somewhere in the chart. But the number of series that you may compare on one chart is limited. As a practical rule, four or five series should be a maximum.

Leave Out Unnecessary Detail

This paragraph tells more than the reader needs to know:

In reviewing the personnel records in our company database, I found that several items in your file were incomplete. The section titled work history has blank lines for three items of information. The first is for dates employed. The second is for company name. And the third is for type of work performed. On your record only company name was entered, leaving two items blank. You did not indicate years employed or your duties. This information is important. It is reviewed by your supervisors every time you are considered for promotion or for a pay increase. Therefore, it must be completed. I request that you sign on the company portal and complete this form at your earliest convenience.

Leave Out Unnecessary Detail

Only this information is really necessary:

A recent review of the personnel records showed that yours is incomplete. Please sign on the company portal at your earliest convenience to update your record.

Make Paragraphs Coherent

Show coherence through repetition of key words.
Before buying plants you should know which varieties are adapted to your area. Adapted varieties usually are sold by local nurseries. Preferably you should state the problem in writing. Stating the problem this way is good for many reasons. The order of your findings depends much on the plan you followed in your research. This research plan probably was the product of the preliminary analysis you made of your problem. Verbs contain the action in the sentence. As the action words, they give your writing energy and impact.

Make Paragraphs Coherent

Show coherence through the use of pronouns.
Transitional sentences are essential to good writing. They are the mortar that holds bricks of thought together.
If you think Mr. James is most interested in the conclusion, begin with the conclusion. A direct beginning will permit him to make his decision without delay. If he has confidence in your work, he may not choose to read beyond this point.

Make Paragraphs Coherent

Show coherence through the use of transition words.
The promotion failed for two reasons. First, we had very little preparation time. Second, we were extremely short of experienced salespeople. For three years we had no funds for maintaining the equipment. As a result, we have suffered a succession of breakdowns. After the incident, we installed two additional video cameras. Nevertheless, theft losses continued to increase. They built the building on the site that had been filled. Consequently, the foundation cracked.

Give Paragraphs Forward Movement

The transitional expressions help this paragraph move steadily forward to reach its goals. We at Digex take care of all the needs of your online business. First, we supply the hardware and software necessary to get your site up and running. Next, we make certain you are online 24/7/365 with our world-class data centers and networks. In addition, we provide the administration, monitoring, and security that ensures your sites success.