COMM. LANGUAGE LEVEL 1 NOTES AMENDED.pdf
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About This Presentation
Communication language pdf level 1
Slide Content
Communication Language.
J. Nicholas 2025
COMMUNICATION LANGUAGE(COL) LEVEL
1 NOTES
Module title: Communication Language
(Communicating Verbally and In Writing)
Occupation code: COL-01-01
Subject: Communication Language
Classes: BRL, AMM, GFT, CRJ &s FBW
Academic Year: 2025
Compiled by: Joster Nicholas & Msaka.
J. Nicholas 2025
COMMUNICATION LANGUAGE(COL) LEVEL
1 NOTES
Module title: Communication Language
(Communicating Verbally and In Writing)
Occupation code: COL-01-01
Subject: Communication Language
Classes: BRL, AMM, GFT, CRJ &s FBW
Academic Year: 2025
Compiled by: Joster Nicholas & Msaka.
Communication Language.
J. Nicholas 2025
LEARNING OUTCOME 1: DEMONSTRATING
UNDERSTANDING OF COMMUNICATION
CONCEPTS
Introduction
Many scholars have tried to give a definitive meaning to communication. Communication
originated from the Latin word communis. It is asserted that the word communis means
‘common’, which suggests that there must be a common understanding of the message between
the source and the receiver concerning the message being communicated.
The general view of communication is that it is an interaction within a social context.
Communication usually involves a sender (source) and a receiver. It involves the interlocutors
exchanging signals. These signals could be verbal or graphic, it could be gestural or visual
(photographic). In essence, communication involves using codes that are done with the eyes,
body movement or sounds made with the voice. Whichever way it is done, there is always a
process in which someone initiates a meaning intent that is passed to the receiver.
COMMUNICATION DEFINED
The process of exchanging information, ideas, emotions and meaning between two or
more people.
Is the passing of information between two people
Is the art of transmitting or exchanging information
Is the imparting or exchanging information
Is the transfer of information from one person to another through some medium
Is the process of sending or receiving information by using previously agreed upon
symbols in a chosen medium in order to produce a desired response
Is the process of establishing commonness of thoughts between a sender and the receiver
Is a two-way process of giving and receiving information through any number of
channels
CONCEPT: is an idea or abstract principle
J. Nicholas 2025
LEARNING OUTCOME 1: DEMONSTRATING
UNDERSTANDING OF COMMUNICATION
CONCEPTS
Introduction
Many scholars have tried to give a definitive meaning to communication. Communication
originated from the Latin word communis. It is asserted that the word communis means
‘common’, which suggests that there must be a common understanding of the message between
the source and the receiver concerning the message being communicated.
The general view of communication is that it is an interaction within a social context.
Communication usually involves a sender (source) and a receiver. It involves the interlocutors
exchanging signals. These signals could be verbal or graphic, it could be gestural or visual
(photographic). In essence, communication involves using codes that are done with the eyes,
body movement or sounds made with the voice. Whichever way it is done, there is always a
process in which someone initiates a meaning intent that is passed to the receiver.
COMMUNICATION DEFINED
The process of exchanging information, ideas, emotions and meaning between two or
more people.
Is the passing of information between two people
Is the art of transmitting or exchanging information
Is the imparting or exchanging information
Is the transfer of information from one person to another through some medium
Is the process of sending or receiving information by using previously agreed upon
symbols in a chosen medium in order to produce a desired response
Is the process of establishing commonness of thoughts between a sender and the receiver
Is a two-way process of giving and receiving information through any number of
channels
CONCEPT: is an idea or abstract principle
Communication Language.
J. Nicholas 2025
-- is an idea how something is
-- is an idea how something should be done
-- is a thought
COMPONENTS (ELEMENTS) OF COMMUNICATION
Communication is a complex process involving several key elements that work together to
convey meaning. Understanding these elements is crucial for effective communication.
Table 1: Elements of communication
Sender
(Encoder)
Message Medium of
Transmissio
n
Medium of
Receipt
Receiver
(Decoder)
Sender: This is the individual or entity that initiates the communication process. This is the
person who formulates the message and intends to convey it to the receiver.
Sender develops the desire to pass the Message before actually Encodes the Information
Is the body responsible for the processing of Information into Message through the
process of Encoding
The Transmitter (sender) puts the Message into the right form and also chooses the right
Channel before forwarding it to the audience
The Conveyor might be an individual or a group of people or a company
Sender can be a Receiver when gets Feedbacks from Receivers
Information: This is the raw material (Unprocessed data) of the communication process.
This has to be changed into Message before it is sent to the user, i.e. Receiver and to suit
the Recipient’s understanding.
It has to be put in the right Form for easy delivery for instance, Verbal, Written and
Nonverbal through the process of Encoding.
J. Nicholas 2025
-- is an idea how something is
-- is an idea how something should be done
-- is a thought
COMPONENTS (ELEMENTS) OF COMMUNICATION
Communication is a complex process involving several key elements that work together to
convey meaning. Understanding these elements is crucial for effective communication.
Table 1: Elements of communication
Sender
(Encoder)
Message Medium of
Transmissio
n
Medium of
Receipt
Receiver
(Decoder)
Sender: This is the individual or entity that initiates the communication process. This is the
person who formulates the message and intends to convey it to the receiver.
Sender develops the desire to pass the Message before actually Encodes the Information
Is the body responsible for the processing of Information into Message through the
process of Encoding
The Transmitter (sender) puts the Message into the right form and also chooses the right
Channel before forwarding it to the audience
The Conveyor might be an individual or a group of people or a company
Sender can be a Receiver when gets Feedbacks from Receivers
Information: This is the raw material (Unprocessed data) of the communication process.
This has to be changed into Message before it is sent to the user, i.e. Receiver and to suit
the Recipient’s understanding.
It has to be put in the right Form for easy delivery for instance, Verbal, Written and
Nonverbal through the process of Encoding.
Communication Language.
J. Nicholas 2025
Message: This the processed Information ready to be used by the Receiver.
Sender needs a Message to deliver to the right destination.
The Message’s form assists the Sender to choose the convenient Channel for the
transmission to take place
The Message could be in Verbal; Written or Nonverbal form
Clear Message is the one that puts the audience in an understanding position
The meaning of the Message should be the same as understood by its processor (Sender)
as well by the one receiving it, for example, the word ‘Go’ should not mean ‘Come’
Needless to say, the message must be clear, concise and well-defined for effective
communication.
Receiver: The individual or entity that receives the message. Decodes the message and interprets
its meaning. A receiver is also the one that provides feedback to the sender to acknowledge
receipt and understanding.
Might one or many
Recipient has the role to use or keep the Message
Receiver can be a Sender at one point when makes responses
Encoding: Once the source has decided on a message to communicate, he must encode or
convert that idea, thought, or feeling into verbal and nonverbal symbols that will be most
effectively understood by the receiver.
This encoding process can be extremely creative because there are unlimited ways for the source
to convert the idea or feeling into words and behaviors. This process helps the Sender to
determine the right Medium(form) into which the Message be put like Verbal; Written or
Nonverbal.
Medium: Is the form into which the Message is put. The form could be;
Verbal e.g. speech, lesson, conference, quiz, debate
Written e.g. letter, report, notes, book, memo
Nonverbal e.g. smile, handwave, dressing, colour, nod
The Medium also helps the deliverer to choose the correct Channel.
J. Nicholas 2025
Message: This the processed Information ready to be used by the Receiver.
Sender needs a Message to deliver to the right destination.
The Message’s form assists the Sender to choose the convenient Channel for the
transmission to take place
The Message could be in Verbal; Written or Nonverbal form
Clear Message is the one that puts the audience in an understanding position
The meaning of the Message should be the same as understood by its processor (Sender)
as well by the one receiving it, for example, the word ‘Go’ should not mean ‘Come’
Needless to say, the message must be clear, concise and well-defined for effective
communication.
Receiver: The individual or entity that receives the message. Decodes the message and interprets
its meaning. A receiver is also the one that provides feedback to the sender to acknowledge
receipt and understanding.
Might one or many
Recipient has the role to use or keep the Message
Receiver can be a Sender at one point when makes responses
Encoding: Once the source has decided on a message to communicate, he must encode or
convert that idea, thought, or feeling into verbal and nonverbal symbols that will be most
effectively understood by the receiver.
This encoding process can be extremely creative because there are unlimited ways for the source
to convert the idea or feeling into words and behaviors. This process helps the Sender to
determine the right Medium(form) into which the Message be put like Verbal; Written or
Nonverbal.
Medium: Is the form into which the Message is put. The form could be;
Verbal e.g. speech, lesson, conference, quiz, debate
Written e.g. letter, report, notes, book, memo
Nonverbal e.g. smile, handwave, dressing, colour, nod
The Medium also helps the deliverer to choose the correct Channel.
Communication Language.
J. Nicholas 2025
Decoding: The process of interpreting the received message. (Is the process of making sense out
of the message received.)
The receiver translates the encoded message into a meaningful form.
Effective decoding requires understanding the sender’s intent and context.
Channel: The medium through which the encoded message is transmitted e.g. letters, speech,
body language. This can be verbal. Non verbal or technological. Examples include face-to-face
conversations, phones calls, emails, letters or social media.
Purpose/aim: It is the reason or aim why communication has to take place, for example, just to
inform; to influence(persuade) or to initiate action. There are three basic purposes of
communication. Almost all of these purposes are better served through verbal communication
than other options like email or print messages
1. Communication can be used to ask for help,
2. It can also be used to influence listener or audience, as used by politicians
3. It can also be useful for entertainment
Feedback: Is the response made by the Recipient. The feedback can be verbal, non-verbal or
written.
The response could be positive or negative
Negative response can be sent even if the Receiver understood the Message, e.g., when
the Message is ignored.
Provides the sender with information about the effectiveness of the communication.
Motivation: Is the desire or urge to achieve the Purpose of any communication involved into.
Context: The environment or situation in which the communication takes place. This influences
the meaning and interpretation of the message. It includes factors such as, cultural background,
relationship between sender and the receiver, and physical setting.
Noise: Any interference that distorts or hinders the communication process. It can be physical
(e.g. loud noise), psychological (e.g. distractions) or semantic (e.g. unclear language)
J. Nicholas 2025
Decoding: The process of interpreting the received message. (Is the process of making sense out
of the message received.)
The receiver translates the encoded message into a meaningful form.
Effective decoding requires understanding the sender’s intent and context.
Channel: The medium through which the encoded message is transmitted e.g. letters, speech,
body language. This can be verbal. Non verbal or technological. Examples include face-to-face
conversations, phones calls, emails, letters or social media.
Purpose/aim: It is the reason or aim why communication has to take place, for example, just to
inform; to influence(persuade) or to initiate action. There are three basic purposes of
communication. Almost all of these purposes are better served through verbal communication
than other options like email or print messages
1. Communication can be used to ask for help,
2. It can also be used to influence listener or audience, as used by politicians
3. It can also be useful for entertainment
Feedback: Is the response made by the Recipient. The feedback can be verbal, non-verbal or
written.
The response could be positive or negative
Negative response can be sent even if the Receiver understood the Message, e.g., when
the Message is ignored.
Provides the sender with information about the effectiveness of the communication.
Motivation: Is the desire or urge to achieve the Purpose of any communication involved into.
Context: The environment or situation in which the communication takes place. This influences
the meaning and interpretation of the message. It includes factors such as, cultural background,
relationship between sender and the receiver, and physical setting.
Noise: Any interference that distorts or hinders the communication process. It can be physical
(e.g. loud noise), psychological (e.g. distractions) or semantic (e.g. unclear language)
Communication Language.
J. Nicholas 2025
THE COMMUNICATION CYCLE/PROCESS
Since communication is the process between two or more persons, there is a sender and a
receiver. The sender sends the message and the receiver receives it and understands it. It is the
complete process of transmission and exchange of facts, ideas, feelings and thoughts.
Here are four basic elements as the fundamental ones found in the Communication Process.
1. The sender conceptualizes and encodes the message.
2. The sender chooses the channel and sends the message to the receiver
3. The receiver receives and decodes the message.
4. The receiver chooses the channel and sends the feedback.
NOTE: In this cycle, other elements are also vital on top of the basic ones which have been
highlighted earlier.
TYPES OF COMMUNICATION
There are many types and varieties of communication, depending on the medium used or the way
in which information is exchanged. For example, communication can be done through the
internet, telephone mobile phones), speaking, singing, dancing, sign language, touch and eye
contact, body language and even the way one dresses. All these inform the types of
J. Nicholas 2025
THE COMMUNICATION CYCLE/PROCESS
Since communication is the process between two or more persons, there is a sender and a
receiver. The sender sends the message and the receiver receives it and understands it. It is the
complete process of transmission and exchange of facts, ideas, feelings and thoughts.
Here are four basic elements as the fundamental ones found in the Communication Process.
1. The sender conceptualizes and encodes the message.
2. The sender chooses the channel and sends the message to the receiver
3. The receiver receives and decodes the message.
4. The receiver chooses the channel and sends the feedback.
NOTE: In this cycle, other elements are also vital on top of the basic ones which have been
highlighted earlier.
TYPES OF COMMUNICATION
There are many types and varieties of communication, depending on the medium used or the way
in which information is exchanged. For example, communication can be done through the
internet, telephone mobile phones), speaking, singing, dancing, sign language, touch and eye
contact, body language and even the way one dresses. All these inform the types of
Communication Language.
J. Nicholas 2025
communication that exist. These are categorized as verbal, non-verbal, business or written
communication. Generally, the following are the types of communication.
1. VERBAL COMMUNICATION
This, as the name implies, is communicating using words. This includes sounds, words, language
and speaking. Speaking is an effective way of communicating: it is classified into interpersonal
communication and public speaking. Interpersonal communication occurs when one person
speaks directly to another. Here, communication would be informal: one can say what one really
feels. Public speaking occurs when one person speaks to a large group. In this case,
communication is formal; rule bound and centred more on the speaker getting some kind of result.
In all of these, speakers may want to entertain, inform, persuade or argue. Verbal communication
can also be referred to as oral or spoken. It can make use of visual aids and non-verbal elements
to facilitate meaning and enhance rapport and achieve high level of understanding by removing
ambiguity and reaping immediate feedback.
2. NON-VERBAL COMMUNICATION
Nonverbal communication is a powerful form of communication and it has been defined in a
number of ways. The following are some of the definitions: x All communication that occurs
without using words or symbols; y Bodily actions and vocal qualities that accompany a verbal
message; and the communication which occurs without using words.
Types Of Non-Verbal Signals
1. Body Language: Body Language concerns the use of parts of the body other than the tongue
to communicate feelings, attitudes, opinions and so on. This is done either consciously or
unconsciously. Examples of body language include:
a) Eye contact: Eye contact is a direct and powerful form of nonverbal communication. Eye
contact provides a lot of information. It elicits feelings of trust, openness, innocence but on the
other hand, it may mean deviousness, lack of interest or show interest.
J. Nicholas 2025
communication that exist. These are categorized as verbal, non-verbal, business or written
communication. Generally, the following are the types of communication.
1. VERBAL COMMUNICATION
This, as the name implies, is communicating using words. This includes sounds, words, language
and speaking. Speaking is an effective way of communicating: it is classified into interpersonal
communication and public speaking. Interpersonal communication occurs when one person
speaks directly to another. Here, communication would be informal: one can say what one really
feels. Public speaking occurs when one person speaks to a large group. In this case,
communication is formal; rule bound and centred more on the speaker getting some kind of result.
In all of these, speakers may want to entertain, inform, persuade or argue. Verbal communication
can also be referred to as oral or spoken. It can make use of visual aids and non-verbal elements
to facilitate meaning and enhance rapport and achieve high level of understanding by removing
ambiguity and reaping immediate feedback.
2. NON-VERBAL COMMUNICATION
Nonverbal communication is a powerful form of communication and it has been defined in a
number of ways. The following are some of the definitions: x All communication that occurs
without using words or symbols; y Bodily actions and vocal qualities that accompany a verbal
message; and the communication which occurs without using words.
Types Of Non-Verbal Signals
1. Body Language: Body Language concerns the use of parts of the body other than the tongue
to communicate feelings, attitudes, opinions and so on. This is done either consciously or
unconsciously. Examples of body language include:
a) Eye contact: Eye contact is a direct and powerful form of nonverbal communication. Eye
contact provides a lot of information. It elicits feelings of trust, openness, innocence but on the
other hand, it may mean deviousness, lack of interest or show interest.
Communication Language.
J. Nicholas 2025
b) Facial expressions: Facial expressions are another obvious sign of feelings which are difficult
to hide. Facial expressions include a smile, frown, raised eye-brow etc denoting, pleasure,
boredom, deep thought/concentration etc.
c) Body movements: quick pacing up and down, finger drumming, boredom or relaxation.
d) Gestures: Gestures refer to any significant movement of limbs or body and a deliberate use of
such movements as well as an expression of feelings. Gesture can also be understood as a step or
move calculated to evoke response from another person. It could also be used to convey intention.
The most common gestures include: nodding, shaking of the head, shrugging shoulders,
scratching, yawning
e) Posture: Posture is the carriage, state of the body and mind. It includes standing straight and
erect, lounging, sitting hunched up, leaning forward, spreading oneself in a chair, lying down,
crossed legs, folded arms. They convey alertness, formality, care, relaxation self-confidence or
(even over confidence), nervousness etc.
2. Touching: Physical contact or touching is an extension of the idea of personal space. As a
nonverbal signal touching can be used to emphasize, interrupt, calm and provide reassurance.
How a person touches another communicates a great deal of information. Some of the uses of
touching are the following:
Functional-Professional e.g. medical examination, haircut and so on
Social-politeness e.g. handshake
Friendship-warmth e.g. a hug, a pat on the back.
3. Distance.
Proximity is ‘nearness’: we use the space around us to communicate our attitude to other people
and objects. The following are the examples of the various distances between people:
a). Intimate distance/zone-this distance begins from actual skin contact to half a metre. Therefore,
this distance is used between people who are emotionally close especially in private situations.
J. Nicholas 2025
b) Facial expressions: Facial expressions are another obvious sign of feelings which are difficult
to hide. Facial expressions include a smile, frown, raised eye-brow etc denoting, pleasure,
boredom, deep thought/concentration etc.
c) Body movements: quick pacing up and down, finger drumming, boredom or relaxation.
d) Gestures: Gestures refer to any significant movement of limbs or body and a deliberate use of
such movements as well as an expression of feelings. Gesture can also be understood as a step or
move calculated to evoke response from another person. It could also be used to convey intention.
The most common gestures include: nodding, shaking of the head, shrugging shoulders,
scratching, yawning
e) Posture: Posture is the carriage, state of the body and mind. It includes standing straight and
erect, lounging, sitting hunched up, leaning forward, spreading oneself in a chair, lying down,
crossed legs, folded arms. They convey alertness, formality, care, relaxation self-confidence or
(even over confidence), nervousness etc.
2. Touching: Physical contact or touching is an extension of the idea of personal space. As a
nonverbal signal touching can be used to emphasize, interrupt, calm and provide reassurance.
How a person touches another communicates a great deal of information. Some of the uses of
touching are the following:
Functional-Professional e.g. medical examination, haircut and so on
Social-politeness e.g. handshake
Friendship-warmth e.g. a hug, a pat on the back.
3. Distance.
Proximity is ‘nearness’: we use the space around us to communicate our attitude to other people
and objects. The following are the examples of the various distances between people:
a). Intimate distance/zone-this distance begins from actual skin contact to half a metre. Therefore,
this distance is used between people who are emotionally close especially in private situations.
Communication Language.
J. Nicholas 2025
b). Personal distance/zone-this distance of half to one metre allows communication without
physical contact e.g. desks in a classroom or people in the workplace. It is also the space used in
the boardroom.
c). Social distance-when a distance of one to two metres is maintained. This allows socializing
e.g. lounge furniture, or manager/client round a low coffee table or workers in an office.
d). Public distance/zone-a distance of more than three metres, such as a lecturer addressing
students, or a speaker at a public meeting. This is the distance between a speaker and the audience
during an oral presentation. The distance between people has an effect on their communication.
3. Orientation.
Orientation is the direction in which one’s body is facing, or how people present themselves in
various ways, as in face-to-face communication; when they sit side-by side or when they face each
other.
If you face the person who is speaking to you, you give the impression that you are listening to
him. On the other hand, if you look away, it suggests that you do not care.
4. Paralanguage
The way we say what we say (tone) communicates a message about how we feel about the
message being communicated. Paralanguage can suggest a number of emotional feelings.
Paralanguage is reflected in feedback sounds of surprise, agreement, annoyance or impatience
‘uh-uh, ‘whew!’ ‘oops!’ ‘tsk’, ‘tut tut’ A
5. Dress and General Appearance
Dressing and appearance reflect a person’s personality, attitude, interests, status, age and so on.
Your personal style can indicate self-confidence or insecurity, and taste. In business contexts, it
also indicates awareness of what is appropriate for a given situation. The way in which you dress
J. Nicholas 2025
b). Personal distance/zone-this distance of half to one metre allows communication without
physical contact e.g. desks in a classroom or people in the workplace. It is also the space used in
the boardroom.
c). Social distance-when a distance of one to two metres is maintained. This allows socializing
e.g. lounge furniture, or manager/client round a low coffee table or workers in an office.
d). Public distance/zone-a distance of more than three metres, such as a lecturer addressing
students, or a speaker at a public meeting. This is the distance between a speaker and the audience
during an oral presentation. The distance between people has an effect on their communication.
3. Orientation.
Orientation is the direction in which one’s body is facing, or how people present themselves in
various ways, as in face-to-face communication; when they sit side-by side or when they face each
other.
If you face the person who is speaking to you, you give the impression that you are listening to
him. On the other hand, if you look away, it suggests that you do not care.
4. Paralanguage
The way we say what we say (tone) communicates a message about how we feel about the
message being communicated. Paralanguage can suggest a number of emotional feelings.
Paralanguage is reflected in feedback sounds of surprise, agreement, annoyance or impatience
‘uh-uh, ‘whew!’ ‘oops!’ ‘tsk’, ‘tut tut’ A
5. Dress and General Appearance
Dressing and appearance reflect a person’s personality, attitude, interests, status, age and so on.
Your personal style can indicate self-confidence or insecurity, and taste. In business contexts, it
also indicates awareness of what is appropriate for a given situation. The way in which you dress
Communication Language.
J. Nicholas 2025
says volumes about the way you regard the people you are meeting. Breaking these codes can
convey a strong message about attitudes towards the situation.
6. Physical Environment
The arrangement of desks, chairs, tables, and the design of the office affect the way in which the
encounter or communication takes place. So, the physical can either promote or hinder effective
communication.
7. Use of time.
The way we perceive time, structure our time and react to time, is a powerful communication tool,
and helps set the stage for communication. Time perceptions include punctuality and willingness
to wait, the speed of speech and how long people are willing to listen.
3. WRITTEN COMMUNICATION
This means communicating with other people through written words. Good written
communication is practised in many different languages. Email and text messages, reports, articles
and memos are some of the ways of using written communication, both for business and personal
purposes. An advantage of written communication is that it can be edited and amended many
times before it is finally sent to the person intended
4. VISUAL COMMUNICATION
This is a visual display of information such as topography, photography, signs, traffic codes,
symbols and designs. Television and video clips are the electronic form of visual communication.
5. AUDIO COMMUNICATION .
Involves the use of sound to convey messages. Examples include music, podcasts and audiobooks
J. Nicholas 2025
says volumes about the way you regard the people you are meeting. Breaking these codes can
convey a strong message about attitudes towards the situation.
6. Physical Environment
The arrangement of desks, chairs, tables, and the design of the office affect the way in which the
encounter or communication takes place. So, the physical can either promote or hinder effective
communication.
7. Use of time.
The way we perceive time, structure our time and react to time, is a powerful communication tool,
and helps set the stage for communication. Time perceptions include punctuality and willingness
to wait, the speed of speech and how long people are willing to listen.
3. WRITTEN COMMUNICATION
This means communicating with other people through written words. Good written
communication is practised in many different languages. Email and text messages, reports, articles
and memos are some of the ways of using written communication, both for business and personal
purposes. An advantage of written communication is that it can be edited and amended many
times before it is finally sent to the person intended
4. VISUAL COMMUNICATION
This is a visual display of information such as topography, photography, signs, traffic codes,
symbols and designs. Television and video clips are the electronic form of visual communication.
5. AUDIO COMMUNICATION .
Involves the use of sound to convey messages. Examples include music, podcasts and audiobooks
Communication Language.
J. Nicholas 2025
METHODS /MEDIA OF COMMUNICAT ION
INTERNET
It is another known medium of communication, which has led to an explosion of
information and communication possibilities.
This is of global computer network providing facilities, consisting of interconnected
communication protocols
It is sometime times called simply “the Net” is a worldwide system of computer networks
– a network of methods in which users at any one computer can if they have permission,
(sometimes talk directly to users at the other computers)
It facilitates rapid information exchange, global connectivity, and diverse forms of
expression.
People communicate over the internet in a number of ways including; social media such
as Facebook, LinkedIn, Twitter (X), Skype, Instagram, etc.), Internet Relay Chat (IRC),
the Internet telephony, Instant messaging, Video Chat or social media.
Network is a group of two or more computer systems linked together.
There are many types of computer networks including the following:
i. Local Area Networks (LANs)
ii. Wide Area Network (WAN)
iii. Wireless Local Area Network (WLAN)
iv. Metropolitan Area Network (MAN)
v. Storage Area Network / System Area Network/ Server Area Network (SAN)
LETTER
It is one person’s written message to another pertaining to some matter of common
concern
It can serve several purposes:
i. Maintain relationship when intimates are far from each other.
ii. Conducts business correspondences
J. Nicholas 2025
METHODS /MEDIA OF COMMUNICAT ION
INTERNET
It is another known medium of communication, which has led to an explosion of
information and communication possibilities.
This is of global computer network providing facilities, consisting of interconnected
communication protocols
It is sometime times called simply “the Net” is a worldwide system of computer networks
– a network of methods in which users at any one computer can if they have permission,
(sometimes talk directly to users at the other computers)
It facilitates rapid information exchange, global connectivity, and diverse forms of
expression.
People communicate over the internet in a number of ways including; social media such
as Facebook, LinkedIn, Twitter (X), Skype, Instagram, etc.), Internet Relay Chat (IRC),
the Internet telephony, Instant messaging, Video Chat or social media.
Network is a group of two or more computer systems linked together.
There are many types of computer networks including the following:
i. Local Area Networks (LANs)
ii. Wide Area Network (WAN)
iii. Wireless Local Area Network (WLAN)
iv. Metropolitan Area Network (MAN)
v. Storage Area Network / System Area Network/ Server Area Network (SAN)
LETTER
It is one person’s written message to another pertaining to some matter of common
concern
It can serve several purposes:
i. Maintain relationship when intimates are far from each other.
ii. Conducts business correspondences
Communication Language.
J. Nicholas 2025
iii. Can be used as a vehicle for self-expression
It comes into two major types commonly known as:
i. Personal Letter – Carries friendly message in one way or the other.
ii. Official Letter - Conveys business-oriented messages such as contracts,
sales, training opportunities, applications etc.
iii. Personal and Official Letters might be presented differently, for instance in,
addresses, salutations, complementary close.
MEMORANDUM
It is an Internal Written communication differently presented from a letter
There are various uses done by this document such as providing information, reminding
the audience, informing on decisions, actions, requesting for decisions, actions and many
other things.
NEWSLETTER
This a periodic publication containing articles and information of interest to a particular
audience. Often sent electronically (email) but can also be printed.
BROCHURE
This an informative paper document that can be folded into a pamphlet or leaflet for
advertising and informational purposes on various services, such as banking facilities,
education, commodities.
FAX
This device is also known as Facsimile or Telecopying or Telefax
It is the telephonic transmission of scanned printed material (both text and images),
normally to a telephone number connected to a printer or output device.
The original document is scanned with a fax machine (telecopier) which processes the
contents (text or images) as a single fixed graphic image, converting it into a Bitmap and
then transmitting through the telephone system in the form of audio-frequency tones.
The receiving fax machine interprets the tones and reconstructs the image, printing a
paper copy.
This is a faster way of sending documents and images and is cheaper.
J. Nicholas 2025
iii. Can be used as a vehicle for self-expression
It comes into two major types commonly known as:
i. Personal Letter – Carries friendly message in one way or the other.
ii. Official Letter - Conveys business-oriented messages such as contracts,
sales, training opportunities, applications etc.
iii. Personal and Official Letters might be presented differently, for instance in,
addresses, salutations, complementary close.
MEMORANDUM
It is an Internal Written communication differently presented from a letter
There are various uses done by this document such as providing information, reminding
the audience, informing on decisions, actions, requesting for decisions, actions and many
other things.
NEWSLETTER
This a periodic publication containing articles and information of interest to a particular
audience. Often sent electronically (email) but can also be printed.
BROCHURE
This an informative paper document that can be folded into a pamphlet or leaflet for
advertising and informational purposes on various services, such as banking facilities,
education, commodities.
FAX
This device is also known as Facsimile or Telecopying or Telefax
It is the telephonic transmission of scanned printed material (both text and images),
normally to a telephone number connected to a printer or output device.
The original document is scanned with a fax machine (telecopier) which processes the
contents (text or images) as a single fixed graphic image, converting it into a Bitmap and
then transmitting through the telephone system in the form of audio-frequency tones.
The receiving fax machine interprets the tones and reconstructs the image, printing a
paper copy.
This is a faster way of sending documents and images and is cheaper.
Communication Language.
J. Nicholas 2025
This method relies on unfaulty devices as well as power supply
There is need for airtime since telephone system is used.
MINUTES
They are written account of what transpired at a meeting.
They are the actual record of proceedings and resolutions of a meeting
They are brief and positive – not biased
NOTICE
A Written or printed information for the audience consumption.
It presents messages on various activities of life, such as academics, entertainment,
religious, business deals and health services.
A noticeboard is used to carry notices which are displayed at convenient places.
REPORTS
A report is a logical presentation of facts and information. It provides feedback to the
managers on various aspects of the organization. A report presents information needed
for reviewing and evaluating progress, for planning future course of action and for taking
decisions.
These are well studied and analyzed data for the right decision making and the right
action taking
They are presented in different forms like, oral(verbal), visual and written
They might be in a form of a Form design e.g. school report, or letter, essay or
memorandum and schematic formats
Role of Reports
a) to review performance of a unit in an organization
b) to keep a check on a continuing activity in an organization
c) to plan for the future needs of the organization
d) to survey the market needs for products or services of an organization
e) to submit standardized information to the management of an organization etc.
TELEPHONE
To conduct a conversation when they are far apart to be heard directly.
J. Nicholas 2025
This method relies on unfaulty devices as well as power supply
There is need for airtime since telephone system is used.
MINUTES
They are written account of what transpired at a meeting.
They are the actual record of proceedings and resolutions of a meeting
They are brief and positive – not biased
NOTICE
A Written or printed information for the audience consumption.
It presents messages on various activities of life, such as academics, entertainment,
religious, business deals and health services.
A noticeboard is used to carry notices which are displayed at convenient places.
REPORTS
A report is a logical presentation of facts and information. It provides feedback to the
managers on various aspects of the organization. A report presents information needed
for reviewing and evaluating progress, for planning future course of action and for taking
decisions.
These are well studied and analyzed data for the right decision making and the right
action taking
They are presented in different forms like, oral(verbal), visual and written
They might be in a form of a Form design e.g. school report, or letter, essay or
memorandum and schematic formats
Role of Reports
a) to review performance of a unit in an organization
b) to keep a check on a continuing activity in an organization
c) to plan for the future needs of the organization
d) to survey the market needs for products or services of an organization
e) to submit standardized information to the management of an organization etc.
TELEPHONE
To conduct a conversation when they are far apart to be heard directly.
Communication Language.
J. Nicholas 2025
Is a Telecommunications device that permits two or more users. It converts sound typically and
most efficiently the human voice into electronic signals suitable for transmission via cables or
other transmission media over long distances and replays such signals simultaneously in an
audible form to its users (duplex communication)
The word Telephone originates from Greek as TELE meaning far while PHONE is voice,
therefore together meaning DISTANT VOICE
It has essential elements which are Microphone (Transmitter)-here one speaks into and
Earphone (Receiver)-this one reproduces the voice in a distant location
Most Telephones contain Ringer which produces sound to announce an incoming call and
a Dial used to enter a telephone number when initiating a call to another telephone
A Transmitter converts the sound waves to electronic signals which are sent through the
telephone network to the receiving phone
A receiving phone converts the signals into audible sound in the receiver or sometimes
known as the LOUDSPEAKER
Landline telephones are connected by a pair of wires to the telephone network while
mobile ones such as cellular phones are portable and communicate with the telephone
network by radio transmission
PRESENTATIONS and SPEECHES
A way of conveying messages to the audience orally
Covers many people at once
Needs efficient planning, purpose identification and personal communication skills
MEETINGS
They are social or business gatherings of two or more people for reaching a decision
through discussion.
Meetings are broken down in many types such as AD-HOC Meeting, formal Meeting,
Informal Meeting, Private Meeting, Annual General Meeting, Full Staff Meeting, Team
Meeting, Committee Meeting.
J. Nicholas 2025
Is a Telecommunications device that permits two or more users. It converts sound typically and
most efficiently the human voice into electronic signals suitable for transmission via cables or
other transmission media over long distances and replays such signals simultaneously in an
audible form to its users (duplex communication)
The word Telephone originates from Greek as TELE meaning far while PHONE is voice,
therefore together meaning DISTANT VOICE
It has essential elements which are Microphone (Transmitter)-here one speaks into and
Earphone (Receiver)-this one reproduces the voice in a distant location
Most Telephones contain Ringer which produces sound to announce an incoming call and
a Dial used to enter a telephone number when initiating a call to another telephone
A Transmitter converts the sound waves to electronic signals which are sent through the
telephone network to the receiving phone
A receiving phone converts the signals into audible sound in the receiver or sometimes
known as the LOUDSPEAKER
Landline telephones are connected by a pair of wires to the telephone network while
mobile ones such as cellular phones are portable and communicate with the telephone
network by radio transmission
PRESENTATIONS and SPEECHES
A way of conveying messages to the audience orally
Covers many people at once
Needs efficient planning, purpose identification and personal communication skills
MEETINGS
They are social or business gatherings of two or more people for reaching a decision
through discussion.
Meetings are broken down in many types such as AD-HOC Meeting, formal Meeting,
Informal Meeting, Private Meeting, Annual General Meeting, Full Staff Meeting, Team
Meeting, Committee Meeting.
Communication Language.
J. Nicholas 2025
Are very useful for exchange of views or opinions and generating solutions, to make
policies, to make plans, to start a new group, to notify the vision and mission or objective
of a company, to allow participants to know each other better.
There are three main participants in meeting commonly known as Chairperson (setts
objectives of the meeting, provides agendas for discussion, controls the whole meeting),
Secretary (prepares the venue, responsible for correspondences of meetings and take
minutes of the meeting) and Invitees (suggesting some items for discussion, participate in
the meeting, attending the meeting)
CONFERENCE
It is a meeting or an event of two or more persons for discussing matters(topics) of
common concern often lasting a few days and there an interchange of views
SOME EXAMPLES OF CONFERENCES
Annual General Meeting: This shareholders’ meeting where they are given an
opportunity to address the board of directors to on an organization’s annual progress and
new board of directors can elected.
Conclave: Mostly associated with the election of a new pope, however, a Conclave is also
a ‘Closed Door’ meeting between individuals of power and influence.
Congress: Is not just a reference to the legislative branch of American Government but
rather regularly scheduled meetings that involve debate, decision making and voting.
Board Meeting: Are generally held a few times a year and involve the gathering of a
company’s board of directors or decision makers, to discuss progress of the organization
and upcoming plans or projects.
Workshop. This particular meeting is educational in nature, providing a small group of
people with an intensive discussion on techniques and skills that are particular to an
industry.
This is generally a meeting of specialists in a particular field who are then given a chance
to interact and discuss learnings.
Consumer shows-there are various names for this sort of Conferences including a
‘Tradeshow’, ’Gateshow’ ,’Expo’, ‘Exhibition’.
J. Nicholas 2025
Are very useful for exchange of views or opinions and generating solutions, to make
policies, to make plans, to start a new group, to notify the vision and mission or objective
of a company, to allow participants to know each other better.
There are three main participants in meeting commonly known as Chairperson (setts
objectives of the meeting, provides agendas for discussion, controls the whole meeting),
Secretary (prepares the venue, responsible for correspondences of meetings and take
minutes of the meeting) and Invitees (suggesting some items for discussion, participate in
the meeting, attending the meeting)
CONFERENCE
It is a meeting or an event of two or more persons for discussing matters(topics) of
common concern often lasting a few days and there an interchange of views
SOME EXAMPLES OF CONFERENCES
Annual General Meeting: This shareholders’ meeting where they are given an
opportunity to address the board of directors to on an organization’s annual progress and
new board of directors can elected.
Conclave: Mostly associated with the election of a new pope, however, a Conclave is also
a ‘Closed Door’ meeting between individuals of power and influence.
Congress: Is not just a reference to the legislative branch of American Government but
rather regularly scheduled meetings that involve debate, decision making and voting.
Board Meeting: Are generally held a few times a year and involve the gathering of a
company’s board of directors or decision makers, to discuss progress of the organization
and upcoming plans or projects.
Workshop. This particular meeting is educational in nature, providing a small group of
people with an intensive discussion on techniques and skills that are particular to an
industry.
This is generally a meeting of specialists in a particular field who are then given a chance
to interact and discuss learnings.
Consumer shows-there are various names for this sort of Conferences including a
‘Tradeshow’, ’Gateshow’ ,’Expo’, ‘Exhibition’.
Communication Language.
J. Nicholas 2025
These shows are open to the public at a cost and feature a range of products and services
of a particular field or industry such as arts and crafts, industrial or agricultural products
and can range in size and quality.
Convention: Often held around the same time each year and also tend to feature products
and keynote speakers within a particular field of interest, usually professional or fair
related.
They can run for a few days and also tend to have an entrance fee.
Conference: Is quite an overarching term that is used to refer to a meeting held for a
discussion purpose.
A traditional Conference will usually involve the gathering of members of the same
business or field of expertise with a presentation or presentations, followed by questions
and discussion.
They can take place over a day or a few days and tend to have an objective outcome on
completion.
Press conference: Can be called by any newsmaker, generally politicians, sports
orgarnisers, businessmen and law enforcers as a way to provide the media with clear,
concise information as well as providing an opportunity for the media to the field with
relevant questions.
Break Session: Forming a part of a Conference and these sessions can be meetings,
workshops, seminars or presentations, that are designed for smaller groups at the larger
Conference.
This serves to engage with only those interested inquire specific topics.
Galas-are usually very glamorous affairs that include a large-scale dinner party with
entertainment and awards.
The dress code is formal and they are often held in the evening at a fancy venue.
Seminars-are similar to Workshops but with less interaction and individual participation.
Here a group of people will be invited to listen to experts to discuss quite definitive topics
as a way to educate the attendees
CHALLENGES TO ORGANISE CONFERENCES
Finding the right venue.
J. Nicholas 2025
These shows are open to the public at a cost and feature a range of products and services
of a particular field or industry such as arts and crafts, industrial or agricultural products
and can range in size and quality.
Convention: Often held around the same time each year and also tend to feature products
and keynote speakers within a particular field of interest, usually professional or fair
related.
They can run for a few days and also tend to have an entrance fee.
Conference: Is quite an overarching term that is used to refer to a meeting held for a
discussion purpose.
A traditional Conference will usually involve the gathering of members of the same
business or field of expertise with a presentation or presentations, followed by questions
and discussion.
They can take place over a day or a few days and tend to have an objective outcome on
completion.
Press conference: Can be called by any newsmaker, generally politicians, sports
orgarnisers, businessmen and law enforcers as a way to provide the media with clear,
concise information as well as providing an opportunity for the media to the field with
relevant questions.
Break Session: Forming a part of a Conference and these sessions can be meetings,
workshops, seminars or presentations, that are designed for smaller groups at the larger
Conference.
This serves to engage with only those interested inquire specific topics.
Galas-are usually very glamorous affairs that include a large-scale dinner party with
entertainment and awards.
The dress code is formal and they are often held in the evening at a fancy venue.
Seminars-are similar to Workshops but with less interaction and individual participation.
Here a group of people will be invited to listen to experts to discuss quite definitive topics
as a way to educate the attendees
CHALLENGES TO ORGANISE CONFERENCES
Finding the right venue.
Communication Language.
J. Nicholas 2025
Deciding on a theme.
Planning what technology to use.
Choosing the right speakers.
Delegates(audience) engagement (ensuring that delegates stay focused throughout the
event and continue to pay attention can be difficult especially over its multiple days and
includes several long sessions of talks or workshops)
Food-glorious one
Understanding what your delegates want
BARRIERS TO COMMUNICATION
These are things that prevent someone from receiving and understanding the messages others use
to convey their information, ideas and thoughts.
Barriers might also be stated as things that prevent or hinders or controls progress or movement
of something e.g. wall, rail, fence, language, environment.
Barrier can be viewed as an obstacle or an interference or a block that does not allow free
passage of information in communication.
A barrier refers to anything that interferes with the success of the communication process.
NOTE-these barriers might be related to the Message or Internal obstacles such as thoughts and
feelings or External hindrances like physical objects and poor lighting.
Internal barriers include: fatigue, disinterest, poor listening skills, past experience with clients,
home problems or work problems.
External barriers include: noise and other distractions, unpleasant environment, problems with
technology or equipment.
Message related barriers include: lengthy or disorganized messages, complex or ambiguous
language, disregard for specific needs
Since barriers keep the message from getting through, a communicator should: (i)
monitor the actions of the recipients by observing their body language and response
J. Nicholas 2025
Deciding on a theme.
Planning what technology to use.
Choosing the right speakers.
Delegates(audience) engagement (ensuring that delegates stay focused throughout the
event and continue to pay attention can be difficult especially over its multiple days and
includes several long sessions of talks or workshops)
Food-glorious one
Understanding what your delegates want
BARRIERS TO COMMUNICATION
These are things that prevent someone from receiving and understanding the messages others use
to convey their information, ideas and thoughts.
Barriers might also be stated as things that prevent or hinders or controls progress or movement
of something e.g. wall, rail, fence, language, environment.
Barrier can be viewed as an obstacle or an interference or a block that does not allow free
passage of information in communication.
A barrier refers to anything that interferes with the success of the communication process.
NOTE-these barriers might be related to the Message or Internal obstacles such as thoughts and
feelings or External hindrances like physical objects and poor lighting.
Internal barriers include: fatigue, disinterest, poor listening skills, past experience with clients,
home problems or work problems.
External barriers include: noise and other distractions, unpleasant environment, problems with
technology or equipment.
Message related barriers include: lengthy or disorganized messages, complex or ambiguous
language, disregard for specific needs
Since barriers keep the message from getting through, a communicator should: (i)
monitor the actions of the recipients by observing their body language and response
Communication Language.
J. Nicholas 2025
(ii) check that the message has been received as it was intended through
questions and responses
Communication is not always successful. Several things can prevent the message from reaching '
the intended recipient or from "having the desired effect on the recipient. Let us have a look at
some of these barriers;
Defects in the Medium.
Defects in the devices used for transmitting messages are external, and usually not within the
control of the parties engaged in communication. The telephone, the postal system, the courier
service, or electronic media may fail. Messages can get delayed, distorted and even lost while
being transmitted. A fax message can be wrongly delivered as a wrong number can get dialed on
the telephone. The printout may not be clear at all. It is advisable to call up and check that the fax
has been received.
Noise.
Noise is another barrier to communication and refers to distractions and interference in the
environment in which communication is taking place. Noise can take the following forms:
a) Physical noise, such as other people talking in the account’s office, customers talking at the
cashier’s office sound from machines or passing traffic.
b) technical, noise involves a failure in the channel (means) of communication while information
is being transmitted. For example, a breakdown in a computer printer as you are printing a
report, a crackle on a telephone line or bad handwriting may prevent an effective exchange of
information from taking place.
c) social noise, is interference created by differences in the personality, culture or outlook of the
sender and recipient.
d) psychological noise such as excessive emotion (like anger or fear) prejudice or nervousness,
can interfere with the effective transmission of a message: the meaning may get clouded by
irrelevant expressions of emotion or attitude, or the message may reach the recipient in a garbled
state (because of a nervous stammer)
J. Nicholas 2025
(ii) check that the message has been received as it was intended through
questions and responses
Communication is not always successful. Several things can prevent the message from reaching '
the intended recipient or from "having the desired effect on the recipient. Let us have a look at
some of these barriers;
Defects in the Medium.
Defects in the devices used for transmitting messages are external, and usually not within the
control of the parties engaged in communication. The telephone, the postal system, the courier
service, or electronic media may fail. Messages can get delayed, distorted and even lost while
being transmitted. A fax message can be wrongly delivered as a wrong number can get dialed on
the telephone. The printout may not be clear at all. It is advisable to call up and check that the fax
has been received.
Noise.
Noise is another barrier to communication and refers to distractions and interference in the
environment in which communication is taking place. Noise can take the following forms:
a) Physical noise, such as other people talking in the account’s office, customers talking at the
cashier’s office sound from machines or passing traffic.
b) technical, noise involves a failure in the channel (means) of communication while information
is being transmitted. For example, a breakdown in a computer printer as you are printing a
report, a crackle on a telephone line or bad handwriting may prevent an effective exchange of
information from taking place.
c) social noise, is interference created by differences in the personality, culture or outlook of the
sender and recipient.
d) psychological noise such as excessive emotion (like anger or fear) prejudice or nervousness,
can interfere with the effective transmission of a message: the meaning may get clouded by
irrelevant expressions of emotion or attitude, or the message may reach the recipient in a garbled
state (because of a nervous stammer)
Communication Language.
J. Nicholas 2025
Information Overload.
When there is too much information, some of it is blocked in transit and may not reach the
intended audience. Advertising and sales information is an example of overload; so much
communication about products floats through so many media that a good deal of it-does not
reach the potential buyer.
Distortion
Distortion refers to the way in which the meaning of a communication is lost through ‘handling’.
There are two forms of distortion:
Encoding distortion is when the precise intention of the sender (what he wants to
communicate) is not translated accurately into language, so that the ‘wrong’ message is
sent.
Decoding distortion is where the language used is not properly understood by the
receiver, so that the ‘wrong’ message is received.
OTHER BARRIERS TO COMMUNICATION —these include:
use of jargon
emotional (difficult to express one’s emotions) barriers and taboos
lack of attention and interest, distractions, irrelevance to the receiver
differences in perception and view point
Lack of knowledge a) It is difficult to communicate effectively with someone whose
knowledge of a particular subject matter.
physical disabilities such as hearing problems or speech difficulties
wrong delivered messages
lack of feedback
lack of interpersonal skills (inadequate communication skills) e.g. listening, writing,
reading and speaking
Differences in perception People view certain things in life differently because of a
number of factors such as differences in age, culture, education, social status, etc. Such
perceptions could cause communication breakdown.
J. Nicholas 2025
Information Overload.
When there is too much information, some of it is blocked in transit and may not reach the
intended audience. Advertising and sales information is an example of overload; so much
communication about products floats through so many media that a good deal of it-does not
reach the potential buyer.
Distortion
Distortion refers to the way in which the meaning of a communication is lost through ‘handling’.
There are two forms of distortion:
Encoding distortion is when the precise intention of the sender (what he wants to
communicate) is not translated accurately into language, so that the ‘wrong’ message is
sent.
Decoding distortion is where the language used is not properly understood by the
receiver, so that the ‘wrong’ message is received.
OTHER BARRIERS TO COMMUNICATION —these include:
use of jargon
emotional (difficult to express one’s emotions) barriers and taboos
lack of attention and interest, distractions, irrelevance to the receiver
differences in perception and view point
Lack of knowledge a) It is difficult to communicate effectively with someone whose
knowledge of a particular subject matter.
physical disabilities such as hearing problems or speech difficulties
wrong delivered messages
lack of feedback
lack of interpersonal skills (inadequate communication skills) e.g. listening, writing,
reading and speaking
Differences in perception People view certain things in life differently because of a
number of factors such as differences in age, culture, education, social status, etc. Such
perceptions could cause communication breakdown.
Communication Language.
J. Nicholas 2025
lack of clarification
physical barriers to nonverbal communication-not being able to see the (i) nonverbal
cues, (ii) gestures, (iii) posture and general body language.
faulty equipment
wrong time, place and audience.
insufficient adjustment period—receiver not given enough time to think about the
message.
relationship
lack of proper communication sytems
pre-judgement
attitudes
differences of gender, culture, status, age, educational background
lack of preparation (both sender and receiver)
time zones
service interruption(technical)
Jumping to conclusions Sometimes we conclude about the outcome of a communication
based on previous misconceptions even experiences we have about the sender or the
receiver.
Stereotyping Sometimes we have prejudice against certain groups of people without
proper grounds. Our convictions of certain people/individuals/tribes etc. have no valid
basis.
WAYS OF OVERCOMING BARIERS TO COMMUNICATION
Now let us move on to examine ways in which we might make sure that we communicate as
effectively as possible. If we can predict some of the likely problems before we communicate,
we may be able to avoid them. Here are a few simple rules that we can follow:
1. Defining the purpose:
You could ask yourself the following questions:
Why am I communicating?
What is my reason for writing or speaking? X
J. Nicholas 2025
lack of clarification
physical barriers to nonverbal communication-not being able to see the (i) nonverbal
cues, (ii) gestures, (iii) posture and general body language.
faulty equipment
wrong time, place and audience.
insufficient adjustment period—receiver not given enough time to think about the
message.
relationship
lack of proper communication sytems
pre-judgement
attitudes
differences of gender, culture, status, age, educational background
lack of preparation (both sender and receiver)
time zones
service interruption(technical)
Jumping to conclusions Sometimes we conclude about the outcome of a communication
based on previous misconceptions even experiences we have about the sender or the
receiver.
Stereotyping Sometimes we have prejudice against certain groups of people without
proper grounds. Our convictions of certain people/individuals/tribes etc. have no valid
basis.
WAYS OF OVERCOMING BARIERS TO COMMUNICATION
Now let us move on to examine ways in which we might make sure that we communicate as
effectively as possible. If we can predict some of the likely problems before we communicate,
we may be able to avoid them. Here are a few simple rules that we can follow:
1. Defining the purpose:
You could ask yourself the following questions:
Why am I communicating?
What is my reason for writing or speaking? X
Communication Language.
J. Nicholas 2025
What am I hoping to achieve? Change attitude? Change of opinion?
What do I want the receivers to do?
What is my purpose? To inform, persuade, entertain?
2. Audience Analysis
Who is my audience?
What sort of people are they in terms of personality, education, age, status, etc.?
How are they likely to react to the content of my message?
What do they know already about the subject matter?
3. Place and context
Where will the message be communicated? In an office?
What is my relationship with the receiver?
Is the message a response? Query? etc.
4. Subject
What exactly do I want to say?
What do I need to say?
What do they need to know?
What information can I omit?
What information must I include?
5. Tone and Style (How)
How am I going to communicate my message? With words or pictures, or both?
Which medium will be appropriate? Written or spoken?
Which words will I use to create the right tone? In some cases, the answers to these
questions will come quickly. Still, the golden rule is to think ahead to ensure effective
communication.
TYPES OF AUDIENCE
J. Nicholas 2025
What am I hoping to achieve? Change attitude? Change of opinion?
What do I want the receivers to do?
What is my purpose? To inform, persuade, entertain?
2. Audience Analysis
Who is my audience?
What sort of people are they in terms of personality, education, age, status, etc.?
How are they likely to react to the content of my message?
What do they know already about the subject matter?
3. Place and context
Where will the message be communicated? In an office?
What is my relationship with the receiver?
Is the message a response? Query? etc.
4. Subject
What exactly do I want to say?
What do I need to say?
What do they need to know?
What information can I omit?
What information must I include?
5. Tone and Style (How)
How am I going to communicate my message? With words or pictures, or both?
Which medium will be appropriate? Written or spoken?
Which words will I use to create the right tone? In some cases, the answers to these
questions will come quickly. Still, the golden rule is to think ahead to ensure effective
communication.
TYPES OF AUDIENCE
Communication Language.
J. Nicholas 2025
An audience is a listener either one person or a group of people gathered during a meeting,
lesson, presentation, conversation, preaching, speech and/or discussion
An audience is also an individual or groups of people participating in an encounter(involvement)
in different ways and various events
Examples of audience include literates and illiterates, villagers, poor and rich, privileged and
unprivileged, youth and elderly, physically challenged, males and females, executives and
subjects.
FACTORS TO CONSIDER OVER THE AUDIENCE
status-rich, poor, educated, uneducated, privileged, less privileged, executives and
ordinary ones
creed(religion)-Christianity, Islam, pagans, traditional religion
nationality-Malawian, Indian
cultural background- Tonga, Chewa, Lomwe, Tumbuka, Ngoni
personal presentability
age- young or old
frequency- acquaintance
attitudes/emotions; friendly, unfriendly, calmness, violence, aggressive, simple
relationships: close or distant, existing or unavailable, strong or weak
physical appearance: Physically challenged or not
occupation: Employed, self-employed or unemployed, permanent or temporary
KNOWING THE AUDIENCE
those to form the audience e.g. villagers, youth, executives
the size of the audience e.g. small or large
knowledge and awareness about the subject(message) to be delivered
response or feedback to the message
expectations from the presenter
consider the tone, style, speed and vocabulary to be followed
J. Nicholas 2025
An audience is a listener either one person or a group of people gathered during a meeting,
lesson, presentation, conversation, preaching, speech and/or discussion
An audience is also an individual or groups of people participating in an encounter(involvement)
in different ways and various events
Examples of audience include literates and illiterates, villagers, poor and rich, privileged and
unprivileged, youth and elderly, physically challenged, males and females, executives and
subjects.
FACTORS TO CONSIDER OVER THE AUDIENCE
status-rich, poor, educated, uneducated, privileged, less privileged, executives and
ordinary ones
creed(religion)-Christianity, Islam, pagans, traditional religion
nationality-Malawian, Indian
cultural background- Tonga, Chewa, Lomwe, Tumbuka, Ngoni
personal presentability
age- young or old
frequency- acquaintance
attitudes/emotions; friendly, unfriendly, calmness, violence, aggressive, simple
relationships: close or distant, existing or unavailable, strong or weak
physical appearance: Physically challenged or not
occupation: Employed, self-employed or unemployed, permanent or temporary
KNOWING THE AUDIENCE
those to form the audience e.g. villagers, youth, executives
the size of the audience e.g. small or large
knowledge and awareness about the subject(message) to be delivered
response or feedback to the message
expectations from the presenter
consider the tone, style, speed and vocabulary to be followed
Communication Language.
J. Nicholas 2025
put yourself in the shoes of the audience i.e. feel the way they would (be the audience
yourself)
WHY KNOWING THE AUDIENCE : In order to achieve the purpose of the communication
NOTE-in order to achieve this, the sender has to know the PURPOSE and NEEDS of the
audience thoroughly and early enough.
J. Nicholas 2025
put yourself in the shoes of the audience i.e. feel the way they would (be the audience
yourself)
WHY KNOWING THE AUDIENCE : In order to achieve the purpose of the communication
NOTE-in order to achieve this, the sender has to know the PURPOSE and NEEDS of the
audience thoroughly and early enough.
Communication Language.
J. Nicholas 2025
LEARNING OUTDOME 2: PERFORMING
SPOKEN COMMUNICATION
ORAL COMMUNICATION
(a)Face –to-Face Communication
–It is a direct form of interaction where individuals exchange messages in person, using
verbal (spoken words) and non-verbal cues (gestures, facial expressions, tone of voice
and body language.
In this communication process, the following key features are noted:
i. Physical presence- both sender and receiver are in the same location
ii. Immediate feedback- Responses are instant, allowing for quick clarification.
iii. Non-verbal cues- Body language, eye contact and tone are used to enhance understanding
Face – to- Face can either be in a verbal form and a nonverbal manner e.g. when one uses a
hand wave to dismiss a class and an eye contact to calm a child; students arranging books on a
desk in an upward and downward way in order to inform the teacher that they are tired.
More examples on types of Face To Face Communication lessons, speech/talk,
conversation/discussions, briefings, conferences, workshops, stage-acting, classroom lectures,
public lectures, team meetings, sales meetings with prospects and customers, industry trade
shows with colleagues and competitors, social activities with colleagues such as lunches or team-
building activities and in a nonverbal manner e.g. when one uses a hand wave to dismiss a
class and eye contact to calm a child; students arranging books on a desk in an upward and
downward way in order to inform the teacher that they are tired.
Though these types are commonly used still they have both positive and negative sides such as:
Advantages
J. Nicholas 2025
LEARNING OUTDOME 2: PERFORMING
SPOKEN COMMUNICATION
ORAL COMMUNICATION
(a)Face –to-Face Communication
–It is a direct form of interaction where individuals exchange messages in person, using
verbal (spoken words) and non-verbal cues (gestures, facial expressions, tone of voice
and body language.
In this communication process, the following key features are noted:
i. Physical presence- both sender and receiver are in the same location
ii. Immediate feedback- Responses are instant, allowing for quick clarification.
iii. Non-verbal cues- Body language, eye contact and tone are used to enhance understanding
Face – to- Face can either be in a verbal form and a nonverbal manner e.g. when one uses a
hand wave to dismiss a class and an eye contact to calm a child; students arranging books on a
desk in an upward and downward way in order to inform the teacher that they are tired.
More examples on types of Face To Face Communication lessons, speech/talk,
conversation/discussions, briefings, conferences, workshops, stage-acting, classroom lectures,
public lectures, team meetings, sales meetings with prospects and customers, industry trade
shows with colleagues and competitors, social activities with colleagues such as lunches or team-
building activities and in a nonverbal manner e.g. when one uses a hand wave to dismiss a
class and eye contact to calm a child; students arranging books on a desk in an upward and
downward way in order to inform the teacher that they are tired.
Though these types are commonly used still they have both positive and negative sides such as:
Advantages
Communication Language.
J. Nicholas 2025
Better Understanding-reduces misunderstandings compared to text-based
communications
Immediate feedback
Stronger relationships-builds trust, rapport and emotional connection
Disadvantages
Requires physical presence-can be costly and inconvenient
No permanent record
Potential for distractions
Time consuming
(b)Conversation
It is an informal exchange ideas, thought or information between two or more people through
spoken words. Can occur among people mostly met by chance on social or business purposes-
they are usually unplanned encounters.
Here are some of the advantages of a Conversation; they are cheap to hold. They are flexible in
a way that there is an exchange of thoughts without prior planning. There is quick feedback and
clarification. Encourages participation.
The bad side of Conversations might be; time consuming, lack of permanent record, limited
reach, lack of preparations, lack of privacy, lack of control and it may occur at wrong times for
instance at Tea Break, Lunch, Church Sermons, Funerals
(c)Briefings
These are short meetings held on specific topics to the selected/chosen audience.
Advantages- take place at start of a shift or working day; instructions to workforce on tasks or
targets are given. Ordinaly information can also be passed to audience e.g. illness etc; can occur
between staff of same rank or different rank; audience has an opportunity to ask questions
Disadvantage -can consume more time if issues are not clear. And also, tempers may rise up if a
misunderstanding go out of control
J. Nicholas 2025
Better Understanding-reduces misunderstandings compared to text-based
communications
Immediate feedback
Stronger relationships-builds trust, rapport and emotional connection
Disadvantages
Requires physical presence-can be costly and inconvenient
No permanent record
Potential for distractions
Time consuming
(b)Conversation
It is an informal exchange ideas, thought or information between two or more people through
spoken words. Can occur among people mostly met by chance on social or business purposes-
they are usually unplanned encounters.
Here are some of the advantages of a Conversation; they are cheap to hold. They are flexible in
a way that there is an exchange of thoughts without prior planning. There is quick feedback and
clarification. Encourages participation.
The bad side of Conversations might be; time consuming, lack of permanent record, limited
reach, lack of preparations, lack of privacy, lack of control and it may occur at wrong times for
instance at Tea Break, Lunch, Church Sermons, Funerals
(c)Briefings
These are short meetings held on specific topics to the selected/chosen audience.
Advantages- take place at start of a shift or working day; instructions to workforce on tasks or
targets are given. Ordinaly information can also be passed to audience e.g. illness etc; can occur
between staff of same rank or different rank; audience has an opportunity to ask questions
Disadvantage -can consume more time if issues are not clear. And also, tempers may rise up if a
misunderstanding go out of control
Communication Language.
J. Nicholas 2025
(d)Interviews
An interview is a structured conversation where one person (interviewer) asks questions to
another (Interviewee) to assess skills, knowledge, or suitability for a role, admission, or
information gathering.
The interview process has three stages: Before, During and Ending. It has two main types of
questions: Closed and Open
(e)Meeting
This is a Social or Business gathering which are useful for: exchange of views or opinions.
Generating solutions/solving problems, participants have a great opportunity to know each other
better, announce new projects, bid farewell to former bosses
Stages of meetings are: Before, During and After.
(f)Presentations and Speeches
The conveying of specific messages to an audience orally and accompanied by unspoken word.
Speeches cover many people as a group at once BUT need planning, purpose identification and
personal communication skills in order to be successful
Principles of Effective Face To Face Communication
At least two individuals (sender and receiver) should be physically and mentally present
at a place of communication.
There should be proper Encoding with most appropriate and pleasing words by sender.
There should be proper Decoding by the receiver after receiving the message.
There should be some (partial/full) response or feedback.
Since it is direct, great care should be taken in the selection of the words which should
be appropriate and polite.
Characteristics of Face-To-Face Communication
J. Nicholas 2025
(d)Interviews
An interview is a structured conversation where one person (interviewer) asks questions to
another (Interviewee) to assess skills, knowledge, or suitability for a role, admission, or
information gathering.
The interview process has three stages: Before, During and Ending. It has two main types of
questions: Closed and Open
(e)Meeting
This is a Social or Business gathering which are useful for: exchange of views or opinions.
Generating solutions/solving problems, participants have a great opportunity to know each other
better, announce new projects, bid farewell to former bosses
Stages of meetings are: Before, During and After.
(f)Presentations and Speeches
The conveying of specific messages to an audience orally and accompanied by unspoken word.
Speeches cover many people as a group at once BUT need planning, purpose identification and
personal communication skills in order to be successful
Principles of Effective Face To Face Communication
At least two individuals (sender and receiver) should be physically and mentally present
at a place of communication.
There should be proper Encoding with most appropriate and pleasing words by sender.
There should be proper Decoding by the receiver after receiving the message.
There should be some (partial/full) response or feedback.
Since it is direct, great care should be taken in the selection of the words which should
be appropriate and polite.
Characteristics of Face-To-Face Communication
Communication Language.
J. Nicholas 2025
Remember that this is an informal oral communication technique and has some unique
characteristics that are not found in other communication methods which include the
following:
Informal-under this method the sender and the receiver exchange message freely and
openly. No formalities are maintained here.
Mutual Relation-the communication depends on the mutual relationship between the
sender and the receiver of the message. Nobody can interfere in such type of
communication.
No cost of communication-does not require any instrumental arrangement.
Widely used-mostly communication takes place in the form of face-to-face
conversation. Due to its incoherent nature, it is widely used in every sphere of life.
Word of mouth effect-it produces huge word of mouth. It helps to spread the negative
and positive news about anything of the message.
No legal base-has no any legal acceptability as it not written- is almost like invisible
communication.
Spread of rumour-helps to spread rumour that may create negative image of the
organisation.
Effect of facial expression-both sender and receiver facial expression has immense
effect of the entire communication or conversation process
i. Instant feedback-it produces instant and quick feedback.
ii. Straight communication-it is very much direct or straight. Parties involved exchange
message direct without using any media
NONVERBAL COMMUNICATION
Nonverbal communication is the unspoken word and can work independently or in conjunction
with Verbal Messages to clarify meaning.
Aspects of Nonverbal Communication
1. Body Language (Kinesics)
2. Clothing and artifacts
J. Nicholas 2025
Remember that this is an informal oral communication technique and has some unique
characteristics that are not found in other communication methods which include the
following:
Informal-under this method the sender and the receiver exchange message freely and
openly. No formalities are maintained here.
Mutual Relation-the communication depends on the mutual relationship between the
sender and the receiver of the message. Nobody can interfere in such type of
communication.
No cost of communication-does not require any instrumental arrangement.
Widely used-mostly communication takes place in the form of face-to-face
conversation. Due to its incoherent nature, it is widely used in every sphere of life.
Word of mouth effect-it produces huge word of mouth. It helps to spread the negative
and positive news about anything of the message.
No legal base-has no any legal acceptability as it not written- is almost like invisible
communication.
Spread of rumour-helps to spread rumour that may create negative image of the
organisation.
Effect of facial expression-both sender and receiver facial expression has immense
effect of the entire communication or conversation process
i. Instant feedback-it produces instant and quick feedback.
ii. Straight communication-it is very much direct or straight. Parties involved exchange
message direct without using any media
NONVERBAL COMMUNICATION
Nonverbal communication is the unspoken word and can work independently or in conjunction
with Verbal Messages to clarify meaning.
Aspects of Nonverbal Communication
1. Body Language (Kinesics)
2. Clothing and artifacts
Communication Language.
J. Nicholas 2025
3. Voice (paralanguage)
4. Space and distance (proxemics and environmental factors)
5. Colours (meanings and associations)
6. Time (Communicative Value of chronemics)
7. Touch (haptics).
The types of messages that fall within these categories do not occur in isolation; they interact,
sometimes supporting and at times contradicting one another.
1.BODY LANGUAGE: KINESICS
Body motion or body language.
It includes; facial expression, (facial expression includes eyebrows, forehead, eye and
mouth) posture and Gestures.
Examples of Kinesics include hand movements, a surprised stare, dropping shoulders, a
knowing smile and a tilt of the head.
Facial Expressions - Main channel for communicating our own emotions and for analyzing the
feelings and sentiments of others.
The face is relied on to reinforce or contradict what is being communicated through dialogue.
The faces broadcast inner feelings and emotions. The ability to read someone’s face increases
when you know the person, understand the context of the interaction and are able to compare and
contrast the person’s facial expressions with others you have seen or her make.
(a) Eyebrows - indicate surprise, fear (raised eyebrows), tension, worry, deep thought
(furrowed brow)
(b) Forehead – indicates nervousness or great effort (sweating forehead)
(c) Eyes
Downward glance suggest modesty.
Staring suggests coldness.
Excessive blinking suggests nervousness and insecurity.
Dilated eyes show being interested while contraction of eyes indicates dislike.
(d) Mouth
J. Nicholas 2025
3. Voice (paralanguage)
4. Space and distance (proxemics and environmental factors)
5. Colours (meanings and associations)
6. Time (Communicative Value of chronemics)
7. Touch (haptics).
The types of messages that fall within these categories do not occur in isolation; they interact,
sometimes supporting and at times contradicting one another.
1.BODY LANGUAGE: KINESICS
Body motion or body language.
It includes; facial expression, (facial expression includes eyebrows, forehead, eye and
mouth) posture and Gestures.
Examples of Kinesics include hand movements, a surprised stare, dropping shoulders, a
knowing smile and a tilt of the head.
Facial Expressions - Main channel for communicating our own emotions and for analyzing the
feelings and sentiments of others.
The face is relied on to reinforce or contradict what is being communicated through dialogue.
The faces broadcast inner feelings and emotions. The ability to read someone’s face increases
when you know the person, understand the context of the interaction and are able to compare and
contrast the person’s facial expressions with others you have seen or her make.
(a) Eyebrows - indicate surprise, fear (raised eyebrows), tension, worry, deep thought
(furrowed brow)
(b) Forehead – indicates nervousness or great effort (sweating forehead)
(c) Eyes
Downward glance suggest modesty.
Staring suggests coldness.
Excessive blinking suggests nervousness and insecurity.
Dilated eyes show being interested while contraction of eyes indicates dislike.
(d) Mouth
Communication Language.
J. Nicholas 2025
Lack of smile indicates unfriendliness, uninterested or boredom.
Smile presents friendliness, interest.
Smile suggests seeking approval from someone.
Women smile frequently than men.
Women tend to smile even when given negative messages.
Posture
The way we hold ourselves when sitting or standing - various positions bodies are
held.
Various positions our bodies are held communicate varied messages to others
around.
Lowering of heads suggest inferior roles while raising of the heads shows superior
roles.
Stooped shoulders can indicate that someone is heavily burdened or submissive
while raised shoulders show that one is under a great deal of stress.
Leaning forward suggests positive attitudes and liking of an event which is taking
place e.g. gossip discussion
Gestures
The movements of one’s arms, legs hands and feet for instance crossing arms in
front of oneself, putting hands on one’s hips, dangling of hands in relaxed
manner.
Culture affects meanings of gestures since different groups of people interpret
them differently.
2.CLOTHING AND ARTIFAC TS
It concerns people’s ages, social and economic status, educational level, group membership,
athletic ability, personality, relationships through dressing and artifactual communication – (use
of clothes, jewelry, make up, hair styles, beards). Different organizations have different designs
in clothing/dressing. Reaction to people depends on the dressing and appearance.
J. Nicholas 2025
Lack of smile indicates unfriendliness, uninterested or boredom.
Smile presents friendliness, interest.
Smile suggests seeking approval from someone.
Women smile frequently than men.
Women tend to smile even when given negative messages.
Posture
The way we hold ourselves when sitting or standing - various positions bodies are
held.
Various positions our bodies are held communicate varied messages to others
around.
Lowering of heads suggest inferior roles while raising of the heads shows superior
roles.
Stooped shoulders can indicate that someone is heavily burdened or submissive
while raised shoulders show that one is under a great deal of stress.
Leaning forward suggests positive attitudes and liking of an event which is taking
place e.g. gossip discussion
Gestures
The movements of one’s arms, legs hands and feet for instance crossing arms in
front of oneself, putting hands on one’s hips, dangling of hands in relaxed
manner.
Culture affects meanings of gestures since different groups of people interpret
them differently.
2.CLOTHING AND ARTIFAC TS
It concerns people’s ages, social and economic status, educational level, group membership,
athletic ability, personality, relationships through dressing and artifactual communication – (use
of clothes, jewelry, make up, hair styles, beards). Different organizations have different designs
in clothing/dressing. Reaction to people depends on the dressing and appearance.
Communication Language.
J. Nicholas 2025
3. VOICE(PARALANGUAGE)
Elements of speech which are not standard words, e.g. mmh, sh, huh.
Vocal cues accompanying spoken language are called paralanguage such as pitch, volume, rate
and pauses.
pitch=the highness or lowness of the voice.
Higher pitches are for female voices and lower ones are for male voices.
Lower-pitched voices are associated with strength, sexiness and maturity while
high-pitched voices with helplessness, tenseness and nervousness.
Pitch is varied according to the mood of someone.
Volume=degree of loudness
It frequently reflects emotional intensity.
loud people are perceived being aggressive while soft-spoken ones are
understood as timid or polite.
Rate: Speaking speed
4. SPACE AND DISTANCE (PROXEMIC and ENVIRONMENTAL FACTORS )
Proxemics is the use of space. Proxemics refers to the space that exists between people as they
talk and relate to each other as well as they organize the space around them in their homes,
offices and communities.
Distance between people depends on the type of encounter (interaction) and nature of the
relationship, such as:
Intimate Distance=0 to 45 cm
Personal Distance=45 cm to 2m
Social Distance = 2m to 4 m
Public Distance = 4m to limit of sight.
5.COLOURS (MEANINGS and ASSOCIATIONS)
Colour affects people emotionally and physiologically. Red tends to excite the nervous system
and cause blood pressure, respiration rate and heart beat increase.
J. Nicholas 2025
3. VOICE(PARALANGUAGE)
Elements of speech which are not standard words, e.g. mmh, sh, huh.
Vocal cues accompanying spoken language are called paralanguage such as pitch, volume, rate
and pauses.
pitch=the highness or lowness of the voice.
Higher pitches are for female voices and lower ones are for male voices.
Lower-pitched voices are associated with strength, sexiness and maturity while
high-pitched voices with helplessness, tenseness and nervousness.
Pitch is varied according to the mood of someone.
Volume=degree of loudness
It frequently reflects emotional intensity.
loud people are perceived being aggressive while soft-spoken ones are
understood as timid or polite.
Rate: Speaking speed
4. SPACE AND DISTANCE (PROXEMIC and ENVIRONMENTAL FACTORS )
Proxemics is the use of space. Proxemics refers to the space that exists between people as they
talk and relate to each other as well as they organize the space around them in their homes,
offices and communities.
Distance between people depends on the type of encounter (interaction) and nature of the
relationship, such as:
Intimate Distance=0 to 45 cm
Personal Distance=45 cm to 2m
Social Distance = 2m to 4 m
Public Distance = 4m to limit of sight.
5.COLOURS (MEANINGS and ASSOCIATIONS)
Colour affects people emotionally and physiologically. Red tends to excite the nervous system
and cause blood pressure, respiration rate and heart beat increase.
Communication Language.
J. Nicholas 2025
Blood pressure, respiration rate and heartbeat decrease and people tend to be calmer due to dark
blue colour.
Colour does persuade, such as Law Enforcers interrogate suspects under greenlight because they
talk freely. Green helps people to confess.
6.TIME (COMMUNICATIVE VALUE OF CHRONEMICS)
Chronemics is the study of time use (how time is used in order to communicate). Punctuality is
an important factor in time communication. Communication and relationship problems are
created due to misunderstandings, miscalculations or disagreements involving time.
Time assists in the allocation of activities to appropriate use.
7.TOUCH(HAPTICS)
Haptics is the study of the use of touch. Touch is also determined by culture, e.g. amount or part
of the body to touch. Women are more accessible to touch than are men (men do touch women
most than women do).
Touch corresponds well with openness of someone, comfort with relationships and the ability to
express feelings. Touch can also reflect status; e.g. High Positioned person initiates touch first
than of Lower One.
Touch controls interaction
Holding of hands might be assumed that such people have romantic interest in
one another.
Different cultures value touch differently.
8.SYMBOLS
It is something visible that by association or convention representing something else that is
invisible e.g. crossed bones on a surface indicates danger. They are shortcuts of actual words in
use (they can stand for real words)
Importance of symbols
They pass messages regardless of language in use
J. Nicholas 2025
Blood pressure, respiration rate and heartbeat decrease and people tend to be calmer due to dark
blue colour.
Colour does persuade, such as Law Enforcers interrogate suspects under greenlight because they
talk freely. Green helps people to confess.
6.TIME (COMMUNICATIVE VALUE OF CHRONEMICS)
Chronemics is the study of time use (how time is used in order to communicate). Punctuality is
an important factor in time communication. Communication and relationship problems are
created due to misunderstandings, miscalculations or disagreements involving time.
Time assists in the allocation of activities to appropriate use.
7.TOUCH(HAPTICS)
Haptics is the study of the use of touch. Touch is also determined by culture, e.g. amount or part
of the body to touch. Women are more accessible to touch than are men (men do touch women
most than women do).
Touch corresponds well with openness of someone, comfort with relationships and the ability to
express feelings. Touch can also reflect status; e.g. High Positioned person initiates touch first
than of Lower One.
Touch controls interaction
Holding of hands might be assumed that such people have romantic interest in
one another.
Different cultures value touch differently.
8.SYMBOLS
It is something visible that by association or convention representing something else that is
invisible e.g. crossed bones on a surface indicates danger. They are shortcuts of actual words in
use (they can stand for real words)
Importance of symbols
They pass messages regardless of language in use
Communication Language.
J. Nicholas 2025
Illiterates also do receive messages transmitted without difficulties
Symbols are a Universal Language since can be interpreted by all
THE TELEPHONE
A telephone is a telecommunications device that allows voice communication between two or
more people over short or long distances using electrical signals.
Types of Telephone
Landline phones
Mobile Phones (Cellular)
Voice over Internet Protocol (WhatsApp calls, Zoom etc)
Uses of the Telephone
1. Receiving incoming calls-used in personal, business and emergency contexts
2. Making outgoing calls- used for personal conversations, business transactions,
inquiries etc.
Both Formal and Informal/Official or Business as well as Personal conversations do take
place through the phone.
Users of this facility are encouraged to follow the telephone etiquette
Telephone Etiquette (protocol, good manners or decorum)
This is the customary code of polite behaviour in society or among members of a particular
profession or group.
Some telephone etiquette include:
speak clearly
Use proper greetings
Give full attention to the caller
use of normal tone of voice when answering a call
J. Nicholas 2025
Illiterates also do receive messages transmitted without difficulties
Symbols are a Universal Language since can be interpreted by all
THE TELEPHONE
A telephone is a telecommunications device that allows voice communication between two or
more people over short or long distances using electrical signals.
Types of Telephone
Landline phones
Mobile Phones (Cellular)
Voice over Internet Protocol (WhatsApp calls, Zoom etc)
Uses of the Telephone
1. Receiving incoming calls-used in personal, business and emergency contexts
2. Making outgoing calls- used for personal conversations, business transactions,
inquiries etc.
Both Formal and Informal/Official or Business as well as Personal conversations do take
place through the phone.
Users of this facility are encouraged to follow the telephone etiquette
Telephone Etiquette (protocol, good manners or decorum)
This is the customary code of polite behaviour in society or among members of a particular
profession or group.
Some telephone etiquette include:
speak clearly
Use proper greetings
Give full attention to the caller
use of normal tone of voice when answering a call
Communication Language.
J. Nicholas 2025
do not drink or eat while you are a telephone duty
do not use slang words or poor language
address the caller properly by his or her title e.g. good morning, Mr Banda or Good
afternoon, Ms Chigumukire
listen to the caller and what they have to say
be patient and helpful
always ask if you can put the caller on hold
always focus on the caller
MAKING CALLS
Always identify yourself properly i.e. when calling a client or customer whether in
person or when leaving a message, provide your name, company name and contact
telephone number.
Avoid leaving long winded message—keep it brief and to the point
SKILLS FOR TELEPHONE OPERATORS – these include:
efficiency-telephone calls need to attended to quickly as possible
friendly attitude-callers expect to be assisted in a friendly manner
language competency-operators be competent enough in language used by the
organisation.
note taking and writing messages-operators must have suitable skills in note taking
and be able to compose good messages.
familiarity with telephone- operators be able to understand how the gadget works and
also to operate the facility with easy.
maturity-operators should know that some information is sensitive and confidential
and therefore must relay it to the owner confidentially.
J. Nicholas 2025
do not drink or eat while you are a telephone duty
do not use slang words or poor language
address the caller properly by his or her title e.g. good morning, Mr Banda or Good
afternoon, Ms Chigumukire
listen to the caller and what they have to say
be patient and helpful
always ask if you can put the caller on hold
always focus on the caller
MAKING CALLS
Always identify yourself properly i.e. when calling a client or customer whether in
person or when leaving a message, provide your name, company name and contact
telephone number.
Avoid leaving long winded message—keep it brief and to the point
SKILLS FOR TELEPHONE OPERATORS – these include:
efficiency-telephone calls need to attended to quickly as possible
friendly attitude-callers expect to be assisted in a friendly manner
language competency-operators be competent enough in language used by the
organisation.
note taking and writing messages-operators must have suitable skills in note taking
and be able to compose good messages.
familiarity with telephone- operators be able to understand how the gadget works and
also to operate the facility with easy.
maturity-operators should know that some information is sensitive and confidential
and therefore must relay it to the owner confidentially.
Communication Language.
J. Nicholas 2025
DIFFERENT TYPES OF AUDIENCE
An audience refers to an individual or group of people who receive and respond to a message in
a communication process.
Key aspects of an Audience
1.Demographics-Age (children, youth, elderly), gender(male or females), education
level(literates or illiterates), cultural background
2.Psychographics-Interests, attitudes, beliefs and values
3.Purpose-Why they are receiving the message e.g. to learn, decide, or act
4.Context-Setting (informal/formal) and medium (spoken, written, non-verbal)
Types of audience
1. Classroom situation- This is where we would expect educational content and audience
engaging in note-taking and participation. Can be composed of students, teachers or
peers. The nature of this type of audience can be in formal (structured) or semi-formal.
As a communication tip in a classroom situation, communicator ought to use simple,
organized messaging, encourage interaction (Q & A discussions.)
2. Informal Meeting Audience- This is where friends, colleagues or team members
engage in a less structured than formal meetings to brainstorm or collaborate with one
another. There are usually casual, relaxed and very interactive in nature.
3. Interpersonal Audience (One-on-One)-As the name implies, this is involve individuals
(friend, family, coworker) discussing matters of personal interests. They are highly
interactive and flexible with room for immediate feedback. It is used to build
relationships and trust.
4. Interview Audience- This is a formal, structured and goal oriented communication with
an intent to evaluate a candidate for a job or used to gather information. It needs a lot of
preparation from both the interviewer and the interviewee who are the two main actors.
J. Nicholas 2025
DIFFERENT TYPES OF AUDIENCE
An audience refers to an individual or group of people who receive and respond to a message in
a communication process.
Key aspects of an Audience
1.Demographics-Age (children, youth, elderly), gender(male or females), education
level(literates or illiterates), cultural background
2.Psychographics-Interests, attitudes, beliefs and values
3.Purpose-Why they are receiving the message e.g. to learn, decide, or act
4.Context-Setting (informal/formal) and medium (spoken, written, non-verbal)
Types of audience
1. Classroom situation- This is where we would expect educational content and audience
engaging in note-taking and participation. Can be composed of students, teachers or
peers. The nature of this type of audience can be in formal (structured) or semi-formal.
As a communication tip in a classroom situation, communicator ought to use simple,
organized messaging, encourage interaction (Q & A discussions.)
2. Informal Meeting Audience- This is where friends, colleagues or team members
engage in a less structured than formal meetings to brainstorm or collaborate with one
another. There are usually casual, relaxed and very interactive in nature.
3. Interpersonal Audience (One-on-One)-As the name implies, this is involve individuals
(friend, family, coworker) discussing matters of personal interests. They are highly
interactive and flexible with room for immediate feedback. It is used to build
relationships and trust.
4. Interview Audience- This is a formal, structured and goal oriented communication with
an intent to evaluate a candidate for a job or used to gather information. It needs a lot of
preparation from both the interviewer and the interviewee who are the two main actors.
Communication Language.
J. Nicholas 2025
LEARNING OUTCOME 3: PRODUCING
WRITTEN DOCUMENTS
LETTER-this is a written message, printed or handwritten that is sent to someone by other
through post or mail or in some other way like by hand.
TYPES OF LETTERS
(a) Formal/Official/Business letter-it is written according to formal rules and regulations of
an organisation (no shortcuts but maintains the standards and traditions i.e. adheres to the
formalities of the office).
Some examples of formal letters include: sales letter, circular letter, inquiry letter, cover
letter, collection letter, offer letter, job application letter, complaint letter, confirmation letter,
order letter, payment request letter, recommendation / reference letter, standard letter,
resignation letter, apology letter, appreciation letter and acknowledgement letter.
(b)Informal/Personal/Friendly letter: It is a letter that does not follow formal rules and
regulations at all times BUT takes on short cuts and contains personal information. It is written
to relatives and friends for exchange of news or feelings or to seek favours. The basis of writing
personal letter is personal relationships
DIFFERENCES BETWEEN OFFICIAL AND PERSONAL LETTERS
These differences appear in addresses, references, added contact details such as email addresses,
phone numbers, complimentary close – “Yours faithfully/Sincerely” for an Official letter but
“Your friend” for a Personal letter.
J. Nicholas 2025
LEARNING OUTCOME 3: PRODUCING
WRITTEN DOCUMENTS
LETTER-this is a written message, printed or handwritten that is sent to someone by other
through post or mail or in some other way like by hand.
TYPES OF LETTERS
(a) Formal/Official/Business letter-it is written according to formal rules and regulations of
an organisation (no shortcuts but maintains the standards and traditions i.e. adheres to the
formalities of the office).
Some examples of formal letters include: sales letter, circular letter, inquiry letter, cover
letter, collection letter, offer letter, job application letter, complaint letter, confirmation letter,
order letter, payment request letter, recommendation / reference letter, standard letter,
resignation letter, apology letter, appreciation letter and acknowledgement letter.
(b)Informal/Personal/Friendly letter: It is a letter that does not follow formal rules and
regulations at all times BUT takes on short cuts and contains personal information. It is written
to relatives and friends for exchange of news or feelings or to seek favours. The basis of writing
personal letter is personal relationships
DIFFERENCES BETWEEN OFFICIAL AND PERSONAL LETTERS
These differences appear in addresses, references, added contact details such as email addresses,
phone numbers, complimentary close – “Yours faithfully/Sincerely” for an Official letter but
“Your friend” for a Personal letter.
Communication Language.
J. Nicholas 2025
Circulation copies (carbon copies) to recipients, salutations (nature of addressing recipients), title
and messages, letterhead. Only for an official letter, only official letters might use either fully
blocked or semi-blocked address
SIMILARITIES BETWEEN OFFICIAL AND PERSONAL LETTERS
Mainly appear in dates, content (through paragraphs), salutation (both letters carry this),
complimentary close (in both letters this is done but differ in wording), signatures and names are
used in both letters
MAIN FEATURES FOUND ON LETTERS – for example address, date, salutation, title.
In formal letters, complimentary close, enclosures. In formal letters, carbon copies, and
references
LAY OUT OF ADDRESSES – there are two ways how addresses might be laid down but in a
business letter only and these are:
(a) Fully Blocked – where the address of the sender and receiver appear at the left-hand side,
one on top of the other i.e. sender’s first and receivers below.
(b) Semi-Blocked –addresses are both scattered in such a way that the sender’s is on top to the
right-hand side but the receivers below the sender’s at the left hand side
FULLY BLOCKED ADDRESS FORMAT
Lusolathukuta Workshop
Walemera Street
P.O Box1
Liwaladzi
Nkhotakota
Malawi
Cell: +265999111321
Email: address:[email protected]
J. Nicholas 2025
Circulation copies (carbon copies) to recipients, salutations (nature of addressing recipients), title
and messages, letterhead. Only for an official letter, only official letters might use either fully
blocked or semi-blocked address
SIMILARITIES BETWEEN OFFICIAL AND PERSONAL LETTERS
Mainly appear in dates, content (through paragraphs), salutation (both letters carry this),
complimentary close (in both letters this is done but differ in wording), signatures and names are
used in both letters
MAIN FEATURES FOUND ON LETTERS – for example address, date, salutation, title.
In formal letters, complimentary close, enclosures. In formal letters, carbon copies, and
references
LAY OUT OF ADDRESSES – there are two ways how addresses might be laid down but in a
business letter only and these are:
(a) Fully Blocked – where the address of the sender and receiver appear at the left-hand side,
one on top of the other i.e. sender’s first and receivers below.
(b) Semi-Blocked –addresses are both scattered in such a way that the sender’s is on top to the
right-hand side but the receivers below the sender’s at the left hand side
FULLY BLOCKED ADDRESS FORMAT
Lusolathukuta Workshop
Walemera Street
P.O Box1
Liwaladzi
Nkhotakota
Malawi
Cell: +265999111321
Email: address:[email protected]
Communication Language.
J. Nicholas 2025
15 March 2025
The Chief Executive Officer
Ngongole saonankhope Company
Kaphatenga Avenue
P.O Box 711
Salima
Malawi
SEMI-BLOCKED ADDRESS FORMAT
Luso lathukuta Workshop
P.O Box 1
Walermera Street
Liwaladzi
Nkhotakota
Malawi
Cell:+265999111321
Email address:[email protected]
25 August 2020
The Chief Executive Officer
Ngongole saonankhope Company
P.O Box 711
Kaphatenga Avenue
Salima
Malawi
J. Nicholas 2025
15 March 2025
The Chief Executive Officer
Ngongole saonankhope Company
Kaphatenga Avenue
P.O Box 711
Salima
Malawi
SEMI-BLOCKED ADDRESS FORMAT
Luso lathukuta Workshop
P.O Box 1
Walermera Street
Liwaladzi
Nkhotakota
Malawi
Cell:+265999111321
Email address:[email protected]
25 August 2020
The Chief Executive Officer
Ngongole saonankhope Company
P.O Box 711
Kaphatenga Avenue
Salima
Malawi
Communication Language.
J. Nicholas 2025
CATEGORIES OF BUSINESS LETTER
Acknowledgement letter: It is sent to acknowledge receipt of items or inquiries from someone
or group or organisation. This communication is addressed to a person or group or organisation
for recognition of authority, existence, right or validity and is done by post in an envelope.
Apology letter: Is generally written to say sorry or simply a way of expressing regret towards a
past action or occurrence with sincere objective to rectify them. It reflects our honesty and
sincerity as they are used to convey that you accept the responsibility for the mistakes.
Appreciation letter: Is written by senior level staff to lower-level staff to convey gratitude for
some appreciable thing they have done and to motivate junior staff. These are warm and positive
letters of goodwill thanking someone for his or her favours, kindness or activities that deserve
appreciation.
Circular letter: Is sent a closed group of people with the intention of being widely circulated.
Companies generally use circular letters to offer products and services for sale, convey
information about new facilities or notify about some development within the organisation which
reach to the potential customer as they serve as important tool of advertisements.
Complaint letter: Is a very specific and objective type of letter which is generally written to
deal with a problem situation when other attempts (phone contacts, emails) have failed to rectify
the situation-and requires prompt response.
Confirmation letter: Is a formal letter that follows to the verbal agreement made between two
parties to ensure that the parties in the conversation have a written statement of what was agreed
It helps to avoid the misunderstandings that may arise later.
Emails are popularly used to transmit confirmation letters
J. Nicholas 2025
CATEGORIES OF BUSINESS LETTER
Acknowledgement letter: It is sent to acknowledge receipt of items or inquiries from someone
or group or organisation. This communication is addressed to a person or group or organisation
for recognition of authority, existence, right or validity and is done by post in an envelope.
Apology letter: Is generally written to say sorry or simply a way of expressing regret towards a
past action or occurrence with sincere objective to rectify them. It reflects our honesty and
sincerity as they are used to convey that you accept the responsibility for the mistakes.
Appreciation letter: Is written by senior level staff to lower-level staff to convey gratitude for
some appreciable thing they have done and to motivate junior staff. These are warm and positive
letters of goodwill thanking someone for his or her favours, kindness or activities that deserve
appreciation.
Circular letter: Is sent a closed group of people with the intention of being widely circulated.
Companies generally use circular letters to offer products and services for sale, convey
information about new facilities or notify about some development within the organisation which
reach to the potential customer as they serve as important tool of advertisements.
Complaint letter: Is a very specific and objective type of letter which is generally written to
deal with a problem situation when other attempts (phone contacts, emails) have failed to rectify
the situation-and requires prompt response.
Confirmation letter: Is a formal letter that follows to the verbal agreement made between two
parties to ensure that the parties in the conversation have a written statement of what was agreed
It helps to avoid the misunderstandings that may arise later.
Emails are popularly used to transmit confirmation letters
Communication Language.
J. Nicholas 2025
Cover letter: Is submitted with a job application explaining the applicant’s credentials and
interest in the open position. They are brief messages explaining what has been attached or
enclosed with the mail.
Inquiry letter: Is written to individuals or companies to request information and or ascertain its
authenticity regarding such as the supply of particular goods or services. They briefly and clearly
state the details from a service seeker’s or buyer’s perspective.
Order letter: Written when the company orders goods or services to buy from another company.
Individuals may also write order letter if they are placing an order to buy something from the
firm.
Payment request letter: Written by an organisation to the customers who have payment past
due date to remind them that they should pay the dues by certain specific date.
Recommendation letter: Written to recommend someone for a job or position or an
opportunity. This letter is also called Reference Letter in which the writer assesses the qualities,
characteristics and capabilities of the person being recommended in terms of that individual’s
ability to perform a particular task.
Sales letter: Is a direct order letter which is generally written to persuade the reader to purchase
a particular product or service in the absence of a salesman. It can be longer than a page because
it includes details about certain products or services.
To influence and win customers, a sales letter is written from the audience perspective.
Standard letter: Written by an organisation or company to many correspondents. Many
business letters involve similar formats and subject matters covering various routine of business
activities. For efficiency and to save time many companies have developed standard letter which
can be developed from pre-existing format.
J. Nicholas 2025
Cover letter: Is submitted with a job application explaining the applicant’s credentials and
interest in the open position. They are brief messages explaining what has been attached or
enclosed with the mail.
Inquiry letter: Is written to individuals or companies to request information and or ascertain its
authenticity regarding such as the supply of particular goods or services. They briefly and clearly
state the details from a service seeker’s or buyer’s perspective.
Order letter: Written when the company orders goods or services to buy from another company.
Individuals may also write order letter if they are placing an order to buy something from the
firm.
Payment request letter: Written by an organisation to the customers who have payment past
due date to remind them that they should pay the dues by certain specific date.
Recommendation letter: Written to recommend someone for a job or position or an
opportunity. This letter is also called Reference Letter in which the writer assesses the qualities,
characteristics and capabilities of the person being recommended in terms of that individual’s
ability to perform a particular task.
Sales letter: Is a direct order letter which is generally written to persuade the reader to purchase
a particular product or service in the absence of a salesman. It can be longer than a page because
it includes details about certain products or services.
To influence and win customers, a sales letter is written from the audience perspective.
Standard letter: Written by an organisation or company to many correspondents. Many
business letters involve similar formats and subject matters covering various routine of business
activities. For efficiency and to save time many companies have developed standard letter which
can be developed from pre-existing format.
Communication Language.
J. Nicholas 2025
Resignation letter: Shortest formal type of letter generally if someone is quitting a job or intend
to leave a position currently held such as an office, employment or commission. It is simple,
clear and includes the date when one is leaving.
SAMPLE OF A LETTER
Lusolathukuta Workshop
Walemera Street
P.O Box 1
Liwaladzi
Nkhotakota
Malawi
Cell:+265999111321
Email address:[email protected]
15 March 2025.
The Chief Executive Officer
Ngongole saonankhope Company
P.O Box 711
Kaphatenga
Salima
J. Nicholas 2025
Resignation letter: Shortest formal type of letter generally if someone is quitting a job or intend
to leave a position currently held such as an office, employment or commission. It is simple,
clear and includes the date when one is leaving.
SAMPLE OF A LETTER
Lusolathukuta Workshop
Walemera Street
P.O Box 1
Liwaladzi
Nkhotakota
Malawi
Cell:+265999111321
Email address:[email protected]
15 March 2025.
The Chief Executive Officer
Ngongole saonankhope Company
P.O Box 711
Kaphatenga
Salima
Communication Language.
J. Nicholas 2025
Malawi
Dear Sir
APPLICATION FOR A LOAN
I write to request your organisation to give me a loan of MK 30 million in order to open a
Fabrication and Welding Workshop at Chia where the catchment area is wide to provide the
required services in fabrication and welding.
The market survey has been done and completed successfully. Once assisted with this loan,
equipment purchases and also recruitment of workshop assistants would take place soonest.
I promise to repay the loan basing on the company’s laid down conditions.
Thank you.
Sincerely,
Gracious Moyo.
MEMORANDUM
This is the most commonly used form of Internal Written Communication from one person to
another, from a group to an individual, an individual to an organisation within the same
organisation.
A memorandum is less formal and it is the group of Informal Documents. Memorandum
originates from Latin, Memorare meaning to remember (a thing to be remembered)
It is commonly known as Memo (in short. When they are many, it is Memoranda but one is
Memorandum
J. Nicholas 2025
Malawi
Dear Sir
APPLICATION FOR A LOAN
I write to request your organisation to give me a loan of MK 30 million in order to open a
Fabrication and Welding Workshop at Chia where the catchment area is wide to provide the
required services in fabrication and welding.
The market survey has been done and completed successfully. Once assisted with this loan,
equipment purchases and also recruitment of workshop assistants would take place soonest.
I promise to repay the loan basing on the company’s laid down conditions.
Thank you.
Sincerely,
Gracious Moyo.
MEMORANDUM
This is the most commonly used form of Internal Written Communication from one person to
another, from a group to an individual, an individual to an organisation within the same
organisation.
A memorandum is less formal and it is the group of Informal Documents. Memorandum
originates from Latin, Memorare meaning to remember (a thing to be remembered)
It is commonly known as Memo (in short. When they are many, it is Memoranda but one is
Memorandum
Communication Language.
J. Nicholas 2025
PURPOSES OF MEMORANDUM
to inform people of new decisions.
to request that decisions be made or that a course of action be adopted.
to remind people of an event or decision or an action which is required be supplied.
to provide information of any kind
MAIN FEATURES OF A MEMORANDUM
TO: Here the recipient’s(receiver) name (personal names or office position or personal names
plus office position) are shown.
FROM: Sender’s names (personal or office position or personal names plus office position) are
indicated.
REFERENCE: Here two things are considered but one at a time as follows:
(a)author’s signature and typist’ signature or only author’s signature appears here.
(b) details on a file are captured according to events(activities) of that organisation.
DATE: day, month and year
SUBJECT: It is about the title or topic or heading (brief summary phrase of the reason of
writing).
LAYOUTS-memoranda might follow a Full-Blocked or Semi-Blocked format:
FULL-BLOCKED FORMAT
To: All Academic Staff
From: The Head of Academics
Ref: PV/sa
Date: 2 September 2020
J. Nicholas 2025
PURPOSES OF MEMORANDUM
to inform people of new decisions.
to request that decisions be made or that a course of action be adopted.
to remind people of an event or decision or an action which is required be supplied.
to provide information of any kind
MAIN FEATURES OF A MEMORANDUM
TO: Here the recipient’s(receiver) name (personal names or office position or personal names
plus office position) are shown.
FROM: Sender’s names (personal or office position or personal names plus office position) are
indicated.
REFERENCE: Here two things are considered but one at a time as follows:
(a)author’s signature and typist’ signature or only author’s signature appears here.
(b) details on a file are captured according to events(activities) of that organisation.
DATE: day, month and year
SUBJECT: It is about the title or topic or heading (brief summary phrase of the reason of
writing).
LAYOUTS-memoranda might follow a Full-Blocked or Semi-Blocked format:
FULL-BLOCKED FORMAT
To: All Academic Staff
From: The Head of Academics
Ref: PV/sa
Date: 2 September 2020
Communication Language.
J. Nicholas 2025
Subject: REOPENING OF COLLEGES-7 SEPTEMBER 2020
SEMI-BLOCKED FORMAT
To: All Academic Staff Ref: PV/sa
From: The Head of Academics Date: 2 September 2020
Subject: REOPENING OF COLLEGES-7 SEPTEMBER 2020
Memoranda might be written on Preprinted (Letter headed paper) stationary or Ordinary
stationary.
Where a memorandum is printed on an ordinary paper, then the word MEMORANDUM
be printed first or written first on top words before other things are done—see below
ORDINARY STATIONARY(PAPER)
MEMORANDUM
To: The Director, Mr Tonsetatha
From: Ms. Fatima Chiotcha
Ref: MF/nk
Date: 2 September 2020
Subject: CONFERENCE HOSTING
LETTER HEADED PAPER (PREPRINTED STATIONARY)
J. Nicholas 2025
Subject: REOPENING OF COLLEGES-7 SEPTEMBER 2020
SEMI-BLOCKED FORMAT
To: All Academic Staff Ref: PV/sa
From: The Head of Academics Date: 2 September 2020
Subject: REOPENING OF COLLEGES-7 SEPTEMBER 2020
Memoranda might be written on Preprinted (Letter headed paper) stationary or Ordinary
stationary.
Where a memorandum is printed on an ordinary paper, then the word MEMORANDUM
be printed first or written first on top words before other things are done—see below
ORDINARY STATIONARY(PAPER)
MEMORANDUM
To: The Director, Mr Tonsetatha
From: Ms. Fatima Chiotcha
Ref: MF/nk
Date: 2 September 2020
Subject: CONFERENCE HOSTING
LETTER HEADED PAPER (PREPRINTED STATIONARY)
Communication Language.
J. Nicholas 2025
To: The Chairperson, Social Welfare Committee
From: The Secretary, Social Welfare Committee
Ref: KM/sa
Date: 2 September 2020
Subject: MEMBERSHIP REGISTRATION
SAMPLE OF A MEMORANDUM
MEMORANDUM
To: Mr. Prince George Chilola, The Director
From: Ms. Hellen Yezani.
Ref: VST/002/SATECO/2020
Date: 12 October 2020
Subject: VISIT BY MALAWI MANGOES
Be reminded that Malawi mangoes Management team will be here, tomorrow, the 13 th
October 2024 at 2.00 pm for a stakeholders’ visit.
Hellen.
NOTE
When using an ordinary paper i.e. not a letterheaded one, print the word
‘MEMORANDUM’ on top of the paper.
Memorandum can follow an ‘OPEN PUNCTUATION’ rule i.e. without
punctuation marks for the headings area.
J. Nicholas 2025
To: The Chairperson, Social Welfare Committee
From: The Secretary, Social Welfare Committee
Ref: KM/sa
Date: 2 September 2020
Subject: MEMBERSHIP REGISTRATION
SAMPLE OF A MEMORANDUM
MEMORANDUM
To: Mr. Prince George Chilola, The Director
From: Ms. Hellen Yezani.
Ref: VST/002/SATECO/2020
Date: 12 October 2020
Subject: VISIT BY MALAWI MANGOES
Be reminded that Malawi mangoes Management team will be here, tomorrow, the 13 th
October 2024 at 2.00 pm for a stakeholders’ visit.
Hellen.
NOTE
When using an ordinary paper i.e. not a letterheaded one, print the word
‘MEMORANDUM’ on top of the paper.
Memorandum can follow an ‘OPEN PUNCTUATION’ rule i.e. without
punctuation marks for the headings area.
Communication Language.
J. Nicholas 2025
The following ARE NOT DONE; salutation, complimentary close.
One can just sign or write the first name or write initials only or just leave doing
any the mentioned above ie just blank after the message has been written
already.
NOTICE
It is a written communication which can be posted on a noticeboard around offices or in
newspapers and any other appropriate places to bring special items to the attention of all staff
IMPORTANCE OF NOTICE
Announces social events.
Reports on matters of interest to staff.
Informs staff of new procedures.
Advertises posts for internal appointments.
Reminds staff of company procedures.
NOTICEBOARD -place where notices are posted or displayed which is placed in an accessible
area for the audience and can inside or outside buildings.
The board need to sectioned according to different topics e.g. Academics, Social Welfare,
Entertainment. Someone be appointed to be in charge of the noticeboard and shall be responsible
to:
section the noticeboard appropriately.
remove obsolete notices.
remove ‘dead’ notices-but retaining them for a while in case of queries.
keeping the noticeboard tidy and clean
DESIGNING NOTICES
Give clear heading.
use different size print for emphasis.
use subheadings to break main information logically.
J. Nicholas 2025
The following ARE NOT DONE; salutation, complimentary close.
One can just sign or write the first name or write initials only or just leave doing
any the mentioned above ie just blank after the message has been written
already.
NOTICE
It is a written communication which can be posted on a noticeboard around offices or in
newspapers and any other appropriate places to bring special items to the attention of all staff
IMPORTANCE OF NOTICE
Announces social events.
Reports on matters of interest to staff.
Informs staff of new procedures.
Advertises posts for internal appointments.
Reminds staff of company procedures.
NOTICEBOARD -place where notices are posted or displayed which is placed in an accessible
area for the audience and can inside or outside buildings.
The board need to sectioned according to different topics e.g. Academics, Social Welfare,
Entertainment. Someone be appointed to be in charge of the noticeboard and shall be responsible
to:
section the noticeboard appropriately.
remove obsolete notices.
remove ‘dead’ notices-but retaining them for a while in case of queries.
keeping the noticeboard tidy and clean
DESIGNING NOTICES
Give clear heading.
use different size print for emphasis.
use subheadings to break main information logically.
Communication Language.
J. Nicholas 2025
use bullet points/asterisks to display points separately
include name of writer(author), reference and date at the bottom
REPORT
This is a communication of information or advice from a person who had collected and studied
the facts and presented them to a person who requested for it for a specific purpose. A report is
also said to be a statement or an account either big or small on some happenings, findings,
observations or recommendations prepared either by an individual or by a group.
The ultimate function of a report is to provide a basis for Decision Making and Action Taking.
Reports might be presented in various forms such as Oral (Verbal), Written or Nonverbal
depending on occasions like Casual conversations to Business gatherings.
Reports can be long or short depending on issues being captured such as Progress/Academic,
Accident, Conference and distribution might be monthly, quarterly or annually.
Reports must be planned and communicated in a way which suits the receiver and its purpose.
IMPORTANT PARTS OF A REPORT
HEADINGS:
Name of an organization for example,
Name(title)of the issue being reported about, for instance, Report on Missing Plugs and
Coils.
TERMS OF REFERENCE : This states the actual purpose of the report and also the authority
(authorizing office) granted and date to produce the report e.g. To report on the missing plugs
and coils as requested by Prime Cement blocks Co. Administration on 7 September 2020
PROCEDURES: This is a method or way used when collecting data for compiling a report.
Methods are many one can use in order to get desired data, for example, Visit, Library,
Interview, Internet and Research.
J. Nicholas 2025
use bullet points/asterisks to display points separately
include name of writer(author), reference and date at the bottom
REPORT
This is a communication of information or advice from a person who had collected and studied
the facts and presented them to a person who requested for it for a specific purpose. A report is
also said to be a statement or an account either big or small on some happenings, findings,
observations or recommendations prepared either by an individual or by a group.
The ultimate function of a report is to provide a basis for Decision Making and Action Taking.
Reports might be presented in various forms such as Oral (Verbal), Written or Nonverbal
depending on occasions like Casual conversations to Business gatherings.
Reports can be long or short depending on issues being captured such as Progress/Academic,
Accident, Conference and distribution might be monthly, quarterly or annually.
Reports must be planned and communicated in a way which suits the receiver and its purpose.
IMPORTANT PARTS OF A REPORT
HEADINGS:
Name of an organization for example,
Name(title)of the issue being reported about, for instance, Report on Missing Plugs and
Coils.
TERMS OF REFERENCE : This states the actual purpose of the report and also the authority
(authorizing office) granted and date to produce the report e.g. To report on the missing plugs
and coils as requested by Prime Cement blocks Co. Administration on 7 September 2020
PROCEDURES: This is a method or way used when collecting data for compiling a report.
Methods are many one can use in order to get desired data, for example, Visit, Library,
Interview, Internet and Research.
Communication Language.
J. Nicholas 2025
FINDINGS: It is the longest section which highlights what exactly got discovered after studying
and analyzing data collected by the one to compile the report (the results of the report because
recordings of all discoveries are entered here).
Discoveries might be displayed using headings and subheadings with explanations such as:
i. Circumstance surrounding the Missing Plugs and Coils
ii. Time and Date when the items got missed
iii. Action to be taken.
CONCLUSIONS: This is a summary of what has been indicated in the Terms of Reference,
Procedures and Findings.
RECOMMENDATIONS : These are generally suggestions or guidelines (pieces of advice)
highlighted in the report. These are NOT Decisions and Actions to be taken, so the recipient of
the report is at liberty to follow them or dump them.
CLOSING SECTION: In some cases, names, signatures, titles plus dates are featured at the
very end of the report while in other, nothing is done in this section, for example, Memorandum
format
LAYOUTS/FORMATS OF REPORT
Reports can be presented in various formats including:
(a)Letter
(b)Memorandum
(c)Schematic
(d)Form e.g. school report
In a letter format, address, salutation and complimentary close are shown but headings
like Terms of Reference are not displayed.
In a Memorandum, layout of a memo is followed and some headings of a report are
shown e.g. Recommendations.
in a Schematic format, all headings including Closing section are displayed.
J. Nicholas 2025
FINDINGS: It is the longest section which highlights what exactly got discovered after studying
and analyzing data collected by the one to compile the report (the results of the report because
recordings of all discoveries are entered here).
Discoveries might be displayed using headings and subheadings with explanations such as:
i. Circumstance surrounding the Missing Plugs and Coils
ii. Time and Date when the items got missed
iii. Action to be taken.
CONCLUSIONS: This is a summary of what has been indicated in the Terms of Reference,
Procedures and Findings.
RECOMMENDATIONS : These are generally suggestions or guidelines (pieces of advice)
highlighted in the report. These are NOT Decisions and Actions to be taken, so the recipient of
the report is at liberty to follow them or dump them.
CLOSING SECTION: In some cases, names, signatures, titles plus dates are featured at the
very end of the report while in other, nothing is done in this section, for example, Memorandum
format
LAYOUTS/FORMATS OF REPORT
Reports can be presented in various formats including:
(a)Letter
(b)Memorandum
(c)Schematic
(d)Form e.g. school report
In a letter format, address, salutation and complimentary close are shown but headings
like Terms of Reference are not displayed.
In a Memorandum, layout of a memo is followed and some headings of a report are
shown e.g. Recommendations.
in a Schematic format, all headings including Closing section are displayed.
Communication Language.
J. Nicholas 2025
In some ways, layouts might not necessarily show the headings—headings can slightly be
different, for example, in a School Report
SAMPLES OF REPORTS
(a)SCHEMATIC REPORT
COVIDASOWERETUMWACHIKHULUPIRIRO LANDMOTORS
REPORT ON MISSING PLUGS AND COILS
i. TERMS OF REFERENCE
In accordance with the instructions of the Prime Cement blocks Co. Management to report on the
missing plugs and coils and make recommendations appropriately.
ii.PROCEDURES
This report was compiled following an oral interview conducted at the company’s premises with
members of staff.
iii.FINDINGS
MISSING PLUGS AND COILS
Circumstance Surrounding the Missing Plugs and Coils
The items were left in the workshop lying on the floor and not in the usual store room which
prompted unknown members to pick them. During the knockoff time the watchmen saw some
figures at a distant place picking papers which were scattered all over the ground. It was
suspected that those unknown persons could have had an opportunity to take the items.
Time and Date when the items missed
The plugs and coils missed during the lunchbreak on 4 September 2020 while the workshop was
left unlocked locked and gave way to unidentified persons to enter. Watchmen were patrolling
the other side of the premises.
Action taken
Management increased security guards and deployed to the workshop.
J. Nicholas 2025
In some ways, layouts might not necessarily show the headings—headings can slightly be
different, for example, in a School Report
SAMPLES OF REPORTS
(a)SCHEMATIC REPORT
COVIDASOWERETUMWACHIKHULUPIRIRO LANDMOTORS
REPORT ON MISSING PLUGS AND COILS
i. TERMS OF REFERENCE
In accordance with the instructions of the Prime Cement blocks Co. Management to report on the
missing plugs and coils and make recommendations appropriately.
ii.PROCEDURES
This report was compiled following an oral interview conducted at the company’s premises with
members of staff.
iii.FINDINGS
MISSING PLUGS AND COILS
Circumstance Surrounding the Missing Plugs and Coils
The items were left in the workshop lying on the floor and not in the usual store room which
prompted unknown members to pick them. During the knockoff time the watchmen saw some
figures at a distant place picking papers which were scattered all over the ground. It was
suspected that those unknown persons could have had an opportunity to take the items.
Time and Date when the items missed
The plugs and coils missed during the lunchbreak on 4 September 2020 while the workshop was
left unlocked locked and gave way to unidentified persons to enter. Watchmen were patrolling
the other side of the premises.
Action taken
Management increased security guards and deployed to the workshop.
Communication Language.
J. Nicholas 2025
Guards were assigned to work on shifts so that the area never got deserted and that no room was
given to unknown personnel to roam around the place.
iv.CONCLUSIONS
Authority was given to come up with the report whose information was gathered through
interviews in order to unveil the circumstance how plugs and coils went missing in the
workshop. Due to the discoveries made, the administration increased security.
v.RECOMMENDATIONS
Management should appoint one member of staff to be in charge of the workshop. All tools or
equipment requested to be used must be well recorded in the appropriate record book and duly
signed by users. The requested materials must be handed back to the stores clerk and signatures
to appear in the returned tools column.
vi.CLOSING SECTION
Signed: ………………………………..
………………………………(name of officer)
……………………………….(status/position/designation)
Date: ……………………………….
(b)MEMO REPORT
To: Prime Cement blocks Co.
From: Mr Peter Chirwa
Ref:P/hs
Date:23 September 2020
Subject: REPORT ON MISSING PLUGS AND COILS
J. Nicholas 2025
Guards were assigned to work on shifts so that the area never got deserted and that no room was
given to unknown personnel to roam around the place.
iv.CONCLUSIONS
Authority was given to come up with the report whose information was gathered through
interviews in order to unveil the circumstance how plugs and coils went missing in the
workshop. Due to the discoveries made, the administration increased security.
v.RECOMMENDATIONS
Management should appoint one member of staff to be in charge of the workshop. All tools or
equipment requested to be used must be well recorded in the appropriate record book and duly
signed by users. The requested materials must be handed back to the stores clerk and signatures
to appear in the returned tools column.
vi.CLOSING SECTION
Signed: ………………………………..
………………………………(name of officer)
……………………………….(status/position/designation)
Date: ……………………………….
(b)MEMO REPORT
To: Prime Cement blocks Co.
From: Mr Peter Chirwa
Ref:P/hs
Date:23 September 2020
Subject: REPORT ON MISSING PLUGS AND COILS
Communication Language.
J. Nicholas 2025
Further to our meeting on 7 September 2020, I have studied the facts surrounding missing plugs
and coils at the workshop. A thorough investigation was carried out through interviews with
members of staff. The findings were compiled as follows:
CIRCUMSTANCE SURROUNDING THE MISSING PLUGS AND COILS
The items were left in the workshop lying on the floor and not in the usual store room which
prompted unknown members to pick them. During the knock off time watchmen saw some
figures at a distant place picking papers which were scattered all over the ground. It was
suspected that those unknown persons could have had an opportunity to take the items.
TIME AND WHEN THE ITEMS MISSED
The plugs and coils got missed during the knockoff time on 4 September 2020 while the
workshop was left unlocked locked and gave way for the unidentified persons to enter.
Watchmen were patrolling the other side of the premises.
ACTION TAKEN
Management increased security guards and deployed them to the workshop. Guards were
assigned to work on shifts so that the area never got deserted and that no room was given to the
unknown personnel to roam around the place.
CONCLUSIONS
Authority was given to come up with a report whose information was gathered through
interviews in order to unveil the circumstance how the plugs and coils went missing in the
workshop. Due to the discoveries made, the administration increased security.
RECOMMENDATIONS
Management should appoint one member of staff to be in charge of the workshop. All tools or
equipment requested to be used must be well recorded in the appropriate record book and duly
signed by users. The requisitioned materials must be handed back to the stores clerk and
signatures to appear in the returned tools column.
(c)LETTER REPORT
J. Nicholas 2025
Further to our meeting on 7 September 2020, I have studied the facts surrounding missing plugs
and coils at the workshop. A thorough investigation was carried out through interviews with
members of staff. The findings were compiled as follows:
CIRCUMSTANCE SURROUNDING THE MISSING PLUGS AND COILS
The items were left in the workshop lying on the floor and not in the usual store room which
prompted unknown members to pick them. During the knock off time watchmen saw some
figures at a distant place picking papers which were scattered all over the ground. It was
suspected that those unknown persons could have had an opportunity to take the items.
TIME AND WHEN THE ITEMS MISSED
The plugs and coils got missed during the knockoff time on 4 September 2020 while the
workshop was left unlocked locked and gave way for the unidentified persons to enter.
Watchmen were patrolling the other side of the premises.
ACTION TAKEN
Management increased security guards and deployed them to the workshop. Guards were
assigned to work on shifts so that the area never got deserted and that no room was given to the
unknown personnel to roam around the place.
CONCLUSIONS
Authority was given to come up with a report whose information was gathered through
interviews in order to unveil the circumstance how the plugs and coils went missing in the
workshop. Due to the discoveries made, the administration increased security.
RECOMMENDATIONS
Management should appoint one member of staff to be in charge of the workshop. All tools or
equipment requested to be used must be well recorded in the appropriate record book and duly
signed by users. The requisitioned materials must be handed back to the stores clerk and
signatures to appear in the returned tools column.
(c)LETTER REPORT
Communication Language.
J. Nicholas 2025
Clean Energy Consultancy
Chilembwe Street
P.O Box 11
Msikawanjala
Salima, Malawi.
Cell:+26599213100
Email:[email protected]
23 September2020
The Chief Executive Officer
Prime Cement blocks Co.
Hightower Avenue
P.O Box 4444
Area 49,
Lilongwe, Malawi.
Dear Sir
MISSING PLUGS AND COILS
Further to our meeting on 7 September 2020, I have studied the facts surrounding missing plugs
and coils at the workshop. A thorough investigation was carried out through interviews with
members of staff.
J. Nicholas 2025
Clean Energy Consultancy
Chilembwe Street
P.O Box 11
Msikawanjala
Salima, Malawi.
Cell:+26599213100
Email:[email protected]
23 September2020
The Chief Executive Officer
Prime Cement blocks Co.
Hightower Avenue
P.O Box 4444
Area 49,
Lilongwe, Malawi.
Dear Sir
MISSING PLUGS AND COILS
Further to our meeting on 7 September 2020, I have studied the facts surrounding missing plugs
and coils at the workshop. A thorough investigation was carried out through interviews with
members of staff.
Communication Language.
J. Nicholas 2025
The findings were clearly compiled. The circumstance that surrounded the missing plugs and
coils was that the items were left in the workshop lying on the floor and not in the usual store
room which prompted the unknown members to pick them. During the knockoff time, watchmen
saw some figures at a distant place picking papers which were scattered all over the ground. It
was suspected that those unknown persons could have had an opportunity to take the items.
Plugs and coils got missed during the knockoff time on 4 September 2020 while the workshop
was left unlocked and gave way for the unidentified persons to enter. Watchmen were patrolling
the other side of the premises.
Management increased security guards and deployed them to the workshop. Guards were
assigned to work on shifts so that the area never got deserted and that no room was given to the
unknown personnel to roam around the place.
In the conclusions, authority was given to come up with a report whose information was gathered
through interviews in order to unveil the circumstance how the plugs and coils went missing in
the workshop. Due to the discoveries made, the administration increased security.
However, recommendations were put forward that management should appoint one member off
staff to be in charge of the workshop. All tools or equipment requested to be used must be well
recorded in the appropriate record book and duly signed by users. The requisitioned materials
must be handed back to the stores clerk and signatures to appear in the returned tools column.
Yours faithfully/Sincerely
Peter Chirwa
(Consultant)
NOTE –every organization might come up with its own design as to how a report should be
presented, therefore employees have to abide by that procedure or condition.
J. Nicholas 2025
The findings were clearly compiled. The circumstance that surrounded the missing plugs and
coils was that the items were left in the workshop lying on the floor and not in the usual store
room which prompted the unknown members to pick them. During the knockoff time, watchmen
saw some figures at a distant place picking papers which were scattered all over the ground. It
was suspected that those unknown persons could have had an opportunity to take the items.
Plugs and coils got missed during the knockoff time on 4 September 2020 while the workshop
was left unlocked and gave way for the unidentified persons to enter. Watchmen were patrolling
the other side of the premises.
Management increased security guards and deployed them to the workshop. Guards were
assigned to work on shifts so that the area never got deserted and that no room was given to the
unknown personnel to roam around the place.
In the conclusions, authority was given to come up with a report whose information was gathered
through interviews in order to unveil the circumstance how the plugs and coils went missing in
the workshop. Due to the discoveries made, the administration increased security.
However, recommendations were put forward that management should appoint one member off
staff to be in charge of the workshop. All tools or equipment requested to be used must be well
recorded in the appropriate record book and duly signed by users. The requisitioned materials
must be handed back to the stores clerk and signatures to appear in the returned tools column.
Yours faithfully/Sincerely
Peter Chirwa
(Consultant)
NOTE –every organization might come up with its own design as to how a report should be
presented, therefore employees have to abide by that procedure or condition.
Communication Language.
J. Nicholas 2025
J. Nicholas 2025
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