Administrative OPM 1-WrittenCommunicationG5.pdf

Written Communication: A Comprehensive Guide

Written communication is a fundamental aspect of human interaction, serving as a powerful tool for conveying information, ideas, and emotions. It encompasses a wide range of mediums, from traditional letters and reports to modern digital formats like emails, instant messages, and social media posts. Effective written communication is not only crucial in professional settings but also permeates our daily lives, shaping our personal relationships and societal discourse.

## The Importance of Written Communication

Written communication holds immense significance in our lives. It allows us to document and preserve information, ensuring that knowledge and experiences can be shared across time and space. Unlike oral communication, written messages can be reviewed, edited, and referenced, providing clarity and accuracy. This permanence also makes written communication legally binding in many contexts, from contracts to official records.

Moreover, written communication enables us to reach a wider audience, transcending geographical and temporal barriers. It facilitates the dissemination of information, the exchange of ideas, and the fostering of connections, making it an indispensable tool in both personal and professional realms. [1][2]

## The Elements of Effective Written Communication

Crafting effective written communication requires mastery of several key elements:

### 1. Clarity
Clarity is the foundation of effective written communication. The message should be straightforward, direct, and easily understandable to the intended audience. Avoiding jargon, ambiguity, and convoluted language is crucial in ensuring that the reader can comprehend the content without confusion. [2][3]

### 2. Concision
Concision is another essential element of written communication. Keeping the message concise and to the point helps to maintain the reader's attention and prevent the inclusion of unnecessary information. Effective writers strike a balance between providing sufficient detail and avoiding verbosity. [2][3]

### 3. Professional and Formal Tone
Maintaining a professional and formal tone is crucial in written communication, particularly in business and academic settings. This tone helps to build rapport, convey respect, and establish a polite and culturally sensitive dialogue. [2][3]

### 4. Precision and Composition
Accuracy is paramount in written communication. Ensuring that all facts, dates, and details are correct, as well as adhering to proper spelling, grammar, and formatting, contributes to a professional and credible tone. Thorough proofreading and editing are essential steps in this process. [2][3]

### 5. Completeness
Effective written communication should include all the necessary information to convey the intended message. Omitting crucial details can lead to confusion or misunderstandings, undermining the overall effectiveness of the communication. [2][3]

## Types of Written Communication

Written

1. COMMUNICATION
Written
ADMINISTRATIVE OFFICE PROCEDURE MANAGEMENT 1
LESSON: 5
SYRELL MAGISTRADO HALLARE
AOPM1 INSTRUCTOR

2. Reporter’s
AGAPITO, GWYNETH E.
AGUADO, ELOISA A.
ALMAZAN, HANNAH ANGELICA V.
AQUINO, SHEENALLEN I.
FRANCISCO, SCHARENEL B.
LUCEÑA, SHANDEE B.
MORAÑA, LEA R.
UVERO, AINAH JHENESSA C.

3. TABLE OF
Contents
Meaning, Types, Tips & Forms of Written Communication
01
02
04
Importance of Written Communication
03 Advantages of Written Communication
04
Disadvantages of Written Communication
05
Effective Written Communication
06
Process of Written Communication
07 Difference between VERBAL & WRITTEN COMMUNICATION

4. #1 WRITTEN
Communication
is a formal business communication
that's take place when the sender of
the message uses textual mode to
transmit information to the receiver.
It also the backbone that
ensure the smoothness of
operations in an organization

5. WRITTEN
Communication
It's also important for everyone in an
organization, from the employee to
the Chief Executive Office, to develop
an effective written communication
skills.

6. WRITTEN
Communication
So it’s evident that we
Administrative professional that
need to communicate effectively in a
written form in order for things to run
smoothly.

7. TYPES OF WRITTEN COMMUNICATION IN WORKPLACE
1. INFORMATIONAL
Refers to giving information on a
specific topic it's is generally for
educational and practical purposes.

8. TYPES OF WRITTEN COMMUNICATION IN WORKPLACE
2. INSTRUCTIONAL
Provide the reader's specific
information and directions to perform
task.

9. TYPES OF WRITTEN COMMUNICATION IN WORKPLACE
3. TRANSACTIONAL
It is specially relevant to business
writing, were people exchange
information to conduct a transaction.

10. TYPES OF WRITTEN COMMUNICATION IN WORKPLACE
4. PERSUASIVE
Aims to convincing people of
something or to take a specific
action.

11. TIPS IN
Written Communication
06
07
01 Keep it Simple
02
Proofread Your Writing
Avoid Jargon 03
04
Use a Grammar Checker
05
Use the Right Font

12. FORMS OF WRITTEN COMMUNICATION
Reports
Emails
Letters
Notice/Memorandum

13. FORMS OF WRITTEN COMMUNICATION
Business/Project Proposal
Resume
Legal Document
Social Media Post/SMS

14. #2 IMPORTANCE OF WRITTEN COMMUNICATION
It is a Permanent Record
Can be misinterpreted
Can Reach a Wide Audience
Helps you build Business
Reputations

15. #3 ADVANTAGES
Written Communication
Documentation Preservation
Clarity and Accuracy
Legally Binding
FLEXIBILITY

16. #4 DISADVANTAGES
Written Communication
TIME CONSUMING
DELAY IN RESPONSE & DECISION MAKING
COMPLEX WORDS
LACK OF DIRECT RELATIONS
DIFFICULT TO MAINTAIN SECRECY

17. Written Communication
#5 EFFECTIVE
Written Communication should be proceed
with thought and analysis.
Written Communication clear, correct ,
simple and in easy language.
The writer should have the knowledge of
dealing something in the organization.

18. Written Communication
EFFECTIVE
The writer must be, careful regarding
correctness of information
The writer should have the knowledge in
language regarding spelling and grammatical
words.
In written communications promptness
helps to win and influence customers.

19. TO BE EFFECTIVE, IN WRITTEN COMMUNICATION WE SHOULD BE:
CLARITY
CORRECTNESS
CONSCISENESS
ACTIVE VOICE

20. #6 PROCESS OF
Written Communication
PRE-WRITING
DRAFTING
REVISING EDITING
PUBLISHING

21. #7 VERBAL VS. WRITTEN COMMUNICATIONS
VS.
VERBAL WRITTEN
MEANING
refers to the ideas,
information and message
convey through spoken
words.
refers to the
interchange of
message, information
and ideas in a written
type or printed form.

22. LITERACY
No Important.
Must.
PROCESS
Quick. Time Consuming.
SIZE OF
AUDIENCE
Small Large.
EVIDENCE
NO
YES

23. NONVERBAL
CUES
Can be used.
Cannot be used.
MISUNDERSANDING
Not Possible.
Possible before
delivery.
MESSAGE
REVISION
SUSTAINABILITY
Short and Simple
Message
Lengthy Message
High
Comparatively
Less

24. "IT'S NONE OF THEIR BUSINESS THAT YOU HAVE
TO LEARN HOW TO WRITE . LET THEM THINK YOU
WERE BORN THAT WAY. "
-ERNEST HEMINGWAY

25. THANK
You!
FOR PARTICIPATION GOD BLESS US......