Effective Written Communication

1. Presented by: Rasika Patil - 117; Bhavin Mehta- 90; Shailey Khare - 72; Tanusri Pardeshi - 108; Sonali Kadam - 63; Srushti More- 99; Mihir Labde - 81 Effective Written Communication

2. How often do you communicate? ALL THE TIME!

3. 7 C’s of Effective Communication Letters Memorandum E-Mails Notice Circulars

4. 7 C’s of Effective Communication

5. Clarity Minimize the ideas in each sentence Easy for your reader to understand No “reading between the lines”

6. Conciseness Eliminate wordy expressions Include only relevant material Avoid unnecessary repetition

7. Concreteness Use specific facts and figures Put action in your verbs Choose vivid, image building words

8. Correctness Grammatic and spelling correctness Correct titles, names, dates, numbers etc. Speak the truth and be transparent Error-free message, proof read it

9. Courtesy Friendly, open and honest Use expressions that show respect Omit expressions that hurt Helps to strengthen relations

10. Consideration Open to clarification and questions Simple and clear answers Look from receiver's point of view

11. Completeness All communication should be complete No important information is left out Action oriented 5 W’s and 1 H- Who, what, where, when, why and how

12. Hi Jeff, I wanted to write you a quick note to ask a favor. During our weekly meetings, your team does an excellent job of highlighting their progress. But this uses some of the time available for my team to highlight theirs. I'd really appreciate it if you could give my team a little extra time to cover their progress reports. Thanks so much, and please let me know if there's anything I can do for you! Regards, Phil

13. LETTERS

14. Business letter What is a business letter ? The purpose of business letter ? It is written in a formal language It is the sender’s representative to the receiver It is permanent record and are confidential To enquire To persuade To answer a query to complain To answer a complaint To gather information To inform

15. The effective business letter should ? Command attention , get results Easy to read and comprehend Have right style and tone Employ C’s of communication Keep reader in mind / use correct language Accurate , brief , clear Legible ,logically presented

16. The parts of business letter ?

17. Forms of layout ? Full Block form Semi block form Modified block form

18. Memorandum

19. What is a Memo? Internal communication A brief official note Used to assist memory Serves as a written record Very direct and brief in nature Used only for internal communication

20. Purposes A Memo Serves Seeking explanation from subordinates Granting/withholding permission Confirming unrecorded decisions Issuing instructions Requesting help Communicating policy changes

21. Format Of A Memo Heading To (who gets it) From (who sent it) Subject (what it’s about) Date (when it was sent ) CC (Carbon Copy) Body (conveys message) Introduction Main points Close

22. Let Us Have A Look At An Example…

23. Memo To: John Smith, Department Head From: Jane Summers, CEO Subject: New Creative Strategy Date: 17 th October 2015 CC: Lucy Wilde, Studio Head It has come to my notice that the levels of creativity and project completion have dropped in comparison to our performance to this time last year. Therefore to ensure that the business gets back on track, I shall be holding a divisional meeting. The points under discussion would be as follows. Sticking to timescales and achieving all set deadlines Holding monthly, bi-annual and quarterly review sessions with all your teams Revision and adjustment of current targets to face the challenges which the industry faces We are optimistic that these measures when implemented will lead to grater future business and productivity and client satisfaction. Thank you for your cooperation and commitment to the project. Refer to memo number 211 for the dates, timing, expected attendees and venue of the said meeting.

24. E-MAIL

25. What is E-Mail E-Mail It is One-to-Many and almost Free “Writing, the art of communicating thoughts to the mind through the eye, is the great invention of the world…enabling us to converse at all distances of time and space”-Abraham Lincoln

26. Addressing To: Cc : Bcc : Greeting Using a name in the greeting Is a social nicety Develops rapport & connection P rofessional impression “ Mr. John”” Parts of E-Mail Mr. John John John Smith

27. Precise headline for the message Avoid sending e-mail with No subject Subject Keep the message focused and readable Keep it short Use paragraphs Avoid fancy typefaces Message Text

28. Use an appropriate signature Informative Provide all contact information Professional Do not include pictures, quotes, animations. Whenever a piece of contact information changes, make sure your signature updated accordingly. E-mail Signature

29. Cut and paste relevant parts Use URL links instead. Compress large attachments Reply Two ways to reply: Maintain the thread Create a new message 2 Reply B uttons: Attachments Reply Reply All

30. Aspects of Effective E-mail

31. NOTICE

32. What is Notice ? Notice is formal written information , notification or warning about a fact or an invitation to the concerned person for attending the meeting .

33. Signature Proper time Time date and place Unconditional Agenda Conciseness Essential elements of valid Notice

34. Format of notice

35. It should be … Eye catching Precise Concrete attractive

36. CIRCULARS

37. CIRCULAR LETTERS Circular letter is one that is sent out to many people at the same time. Circular letters may be sent for many reasons

38. CIRCULAR LETTERS A circular letter is prepared once only Names, addresses, individual salutations may be inserted after duplication Give personal touch Be brief

39. CIRCULAR LETTERS Remember the following rules: Use Dear Mr. Kapoor instead of Dear Reader, Dear Subscriber or Dear Customer instead of Dear Sir or Madam . Never use plural form of the salutation – remember one recipient will read each individual letter. Create impression of personal interest by using you never our customers, all customers, our clients, everyone.

40. CIRCULAR LETTERS Instead of - Our customers will appreciate - We are pleased to inform our clients /everyone will be interested to learn. Say - You will appreciate - We are pleased to inform you - You will interested be interested learn

41. CIRCULARS ANNOUNCING CHANGES IN BUSINESS ORGANISATION Changes in a firm's business arrangements may be announced by circular letters. Establishment of new branch Opening of new business Expansion of existing business Change in Business partnerships Death of a colleague

42. Establishment of a New Branch Dear Owing to the large increase in the volume of our trade with India, we have decided to open a branch in Mumbai. Mr. Rohit Kapoor has been appointed as manager. Although we hope we have provided you with an efficient service in the past, this new Branch in country will result in your orders and enquiries being dealt with more promptly. This new branch will open on 1 st November and from that date all orders and enquiries should be sent to Mr. Rohit Kapoor , Manager Tyler & Co Ltd One BKC Bandra East Mumbai - 400050 Tel: ( 022)26 -212421 Fax: ( 022)26 -212422 We take this opportunity to express our thanks for your custom in the past. We hope these new arrangements will lead to even higher standards in the service we provide. Yours sincerely

43. CIRCULARS ANNOUNCING CHANGES IN BUSINESS PARTNERSHIPS Change in the membership of partnership Put the correct signature

44. Retirement of a partner Dear We regret to inform you that our senior partner, Mr. Harold West, has decided to retire on 31 October due to recent extended ill-health . The withdrawal of Mr. West's capital will be made good by contributions from the remaining partners, and the value of the firm's capital will therefore remain unchanged. We will continue to trade under the name of West, Webb & Co, and there will be no change in policy . We trust that the confidence you have shown in our company in the past will continue and that we may rely on your continued custom. We shall certainly do everything possible to ensure that our present standards of service are maintained . Yours sincerely West, Webb & Co.

45. INTERNAL CIRCULARS TO STAFF Many circulars are written to staff regarding various matters concerning : T he general running of business S afety and Security Administrative matters

46. Announcement about new working hours NEW WORKING HOURS With effect from 1 November 2015 working hours will be a mended to 0930 to 1730 Monday to Friday instead of present working hours of 0900 to 1700. I hope you will find these new hours convenient. If you anticipate e xperiencing any difficulties please let me know before 28 October. Head, Administration

47. CIRCULARS WITH REPLY FORMS T ear-off slip The important points to remember with such reply sections are: Always begin with 'Please return by (date) to (Name)’ Mention to whom the form should be returned: Internal forms - name/title only External forms - name/title/company name and address Use double spacing Leave sufficient space Use continuous dots Use options/boxes where appropriate Ensure the form contains everything you need to know

48. EXAMPLE OF TEAR-OFF SLIP 10TH ANNIVERSARY CELEBRATION Omega International is celebrating its 10th year of providing quality communications equipment . Approximately 50 representatives from Omega clients are expected to attend a special 10th Anniversary Celebration on Tuesday 10 November 2015. The directors have decided to invite all employees who have been with Omega for at least 5 years to attend this special function. I am pleased to extend to you invitation to join us at Omega’s 10 th Anniversary Celebration. Cocktails and a buffet supper will be provided . This special function will take place from 1800 to 2300 hours at The Mandarin Suite, Oriental Hotel, West Street, London . Please let me know whether you will be attending by returning the tear-off portion before 31 October.

49. EXAMPLE OF TEAR-OFF SLIP c ut here ………………………………………………………………………………..... Please return to Mrs. Judy Brown , Administration Manager, before 31 October 10 th Anniversary Celebration I shall/shall not* be attending the 10th Anniversary celebration on Tuesday 10 November. Name ......................................................................... . Designation / Department ................................................................................... . Signature ............................................................................. ....... Date ......................................... * Please delete as applicable.