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1 PowerPoint presentation Unit 301 (B&A 40): Communicate in a business environment Handout 3: Written communications 2014 City and Guilds of London Institute. All rights reserved. 1 of 11
2 Uses of different written communications Letters formal communication; when information is complicated or technical; as confirmation or for later reference. internal or external communication; less formal, quick to send to many recipients, with or without attached documents; can be used for confirmation or urgent written communication. Reports used to document researched information; usually internal. Memos internal, usually formal, communication. Fax used to send copies of documents instantly; useful when a signature is required; original document is retained by sender City and Guilds of London Institute. All rights reserved. 2 of 11
3 House styles A set format for documents used by an organisation. Any documents produced by an organisation will conform to its image, eg they will all: show the logo be of same colour of paper have the same font have a set document layout City and Guilds of London Institute. All rights reserved. 3 of 11
4 Business writing conventions There are standard conventions that control the layout of letters. These control the position of the: date addressee s address signature block. There are likely to be organisational formats for reports City and Guilds of London Institute. All rights reserved. 4 of 11
5 Fit for purpose Your written communication must be suitable for: the intended nature, purpose, reader type of information to be communicated. It must also: be presented in the format required adhere to agreed business conventions have the correct degree of formality be unambiguous in meaning be accurate in terms of grammar and spelling and details included be completed by the required deadline City and Guilds of London Institute. All rights reserved. 5 of 11
6 Accuracy Correct grammar Sentence structure Punctuation Spelling Important for: understanding impression liability City and Guilds of London Institute. All rights reserved. 6 of 11
7 Proofreading techniques Use a spellchecker and a dictionary. Double-check facts, figures, and proper names. Review a printed copy. Read the text aloud. Create a proofreading checklist of errors. Ask a colleague to read it City and Guilds of London Institute. All rights reserved. 7 of 11
8 General rule for structuring communications Introduction Main content Summary 2014 City and Guilds of London Institute. All rights reserved. 8 of 11
9 Methods to structure information Paragraphs: to separate the text into readable chunks. Headings: to group information according to topic and indicate to the reader in advance the subject of the text City and Guilds of London Institute. All rights reserved. 9 of 11
10 Readability Ensure communications are written in such a way as to be easy to understand for the reader Do not using technical jargon or over-complicated sentences. Keep sentences concise to the point City and Guilds of London Institute. All rights reserved. 10 of 11
11 Plain English No jargon No superfluous expressions No officialese/legalese No over-long sentences Verbs in the active rather than passive voice 2014 City and Guilds of London Institute. All rights reserved. 11 of 11
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