|
|
Written communication – an overview
There are many modern communication methods available today but the
traditional business letter still remains a very important means of
transmitting printed messages. As the business letter acts an
ambassador for the company, it is vital that it gives a good first
impression. In this respect, it is good business practice to ensure
good quality stationery and printing of the letterhead paper. The
business letter also conveys an impression of the company in many other
ways.
Constant developments in communications technology mean that on many
occasions business letters are being replaced by fax messages and
electronic mail; within organizations memos are used for written
messages, or e-mail for speed. All these methods will be further
discussed later in this unit. However, whatever method is chosen to
convey your printed message, the aim should be to ensure a high
standard in each of the above three important areas. The main reason
for this is because such high standards in your printed communications
suggest similarly high standards in business generally.
It is worth mentioning here that although the telephone or face-to-face
discussions are often the key means of communication within an
organization, printed messages are often needed. This is when a
memorandum is used. As similar rules can be applied to writing the body
of memos as to writing the body of letters, I have included a section
here on correct format and structure for this important method of
printed communication.
Developments in technology have made it possible for us to have instant
communication all over the world. Speed is now becoming the key to
successful business communications. As a result fax messages and
electronic mail are now taking the place of many business letters. It
is also true that instead of a secretary being asked to type documents,
many employers are keying in their own text and sending messages
straight to recipients. However, that important ‘first impression’
should still be considered. By setting high standards in the important
area of printed communication you will be helping to create and enhance
the corporate image of your organization. So although very often it is
time saving for the employer to prepare his/her own communications, it
is good business practice to allow a secretary to ‘tidy them up’ and
ensure correct presentation, layout and structure.
Remember that in today’s competitive business world, high communication
standards are vitally important. Therefore, it is important to ensure
that the need for speed does not result in decline in the standards of
communications. Instead, the constant advances in technology should
help us to improve and enhance our communications and thereby maximize
business potential.
As it takes time and energy to write letters, it is of utmost
importance that letters are written quickly and effectively. Thus
business letters should be brief, to the point and accurate in its
facts and figures. Personal opinions, speculations and beating around
the bush are unnecessary and time wasting. As business people are busy
people, letters should just say what is required and nothing more.
This website deals with some of the intricacies of writing effective
business letters. The sample letters given are meant to give an idea of
how to write effectively for various situations. The ready-to-use
documents can be copied or adapted to meet your precise needs. They
will help you to say what you want to say and achieve the desired
results. You will be able to save time and do your job better, more
effectively and easily without spending ages thinking about what to
say. |
