Principles of written communication
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Chapter 14 discusses the principles of effective written communication, emphasizing the importance of clarity, correctness, conciseness, and courtesy in letters. Key components include proper planning, engaging language, understanding the recipient's perspective, and presenting ideas that highlight the benefits for the reader. The chapter also stresses the significance of the opening and closing sentences in establishing rapport and prompting action.
Principles of written communication
- 1. Principles of Written Communication Chapter 14
- 2. The letter is the oldest method of sending a message. Modern media of transmission like fax and e-mail have high speed and can transmit the written word instantaneously. Written messages are now more The message must be informal and conversational in style. clear, have concise style It is used for requesting and giving of writing, working information, contacting potential procedures, policies and customers, making and answering aims of the organization. complaints, and maintaining Sincerity, confidence, self- relations with customers and respecting, friendliness are members of the public. reflected in the messages. Chapter 14
- 3. Careful planning is the basis of success in most tasks. It gives you time to calm any emotions, helps to make sure that all information and idea are included and correct, enables to compose the letter in a logical order and it separates the two elements of communication i.e. planning the content and choosing the language/style for presentation. Chapter 14
- 4. The main content of the message should be suitable to the reader’s interest and convenience Chapter 14
- 5. While composing a letter consider the aspects like: language and style, recipient, how much recipient knows and his attitudes All these aspects influences the recipient’s response Chapter 14
- 6. The first and the last paragraphs are important places. Do not begin by repeating what is said in the subject line or end by making a flat and useless statement. The opening sentence establishes good feeling and rapport, and draws a favorable response from the reader. Showing interest in the reader’s needs and paying attention to his/her feelings and desires creates goodwill. If there is no subject line, the opening sentence has to indicate the subject of the letter, and it may have to refer to any previous communication on the subject. Chapter 14
- 7. Chapter 14
- 8. The last sentence tells what is the next action to be taken and who is to take it, the writer or the reader; wins a favorable response for whatever has been said in the letter; a goodwill message is a suitable ending if the matter has been settled, and no further action or communication is to follow. A firm, persuasive and convincing argument can be spoilt by a weak ending. A confident and lively ending has a better chance of getting action. Chapter 14
- 9. The last sentence leaves the final impression on the reader’s mind, and can be used to remind him about the lat date for taking action or impressing upon him the advantage offered or for leaving a pleasant memory. Chapter 14
- 10. The main qualities of good communication are correctness, clarity, conciseness and courtesy. Other related qualities are completeness, coherence, compactness, confidence, consideration, friendliness, directness and vigor Chapter 14
- 11. Correctness depends on completeness. A letter is complete when it presents all the ideas and information required for a particular situation. A letter must be correct in every respects Chapter 14
- 12. 1. In spelling, grammar and use of language :There must be consistency in the use of numbers, units of measure, technical terms, abbreviations, hyphens, grammar, spelling, punctuation and capitalizations 2. In appearance and form of layout: Appearance depends on placing the parts of layout correctly on the letterhead, even spacing between letters, words, lines and parts of layouts, and having proper margins on all sides Chapter 14
- 13. 3. In the information it conveys: All dates and days, time, numbers and facts must be in agreement, There must not be mismatched information 4. In tone, formality and style: The tone must be appropriate to the occasion, the content and the relationship between the writer and the reader Chapter 14
- 14. The message of the letter must be clear at the first reading. Clearly written messages a void misunderstanding and save time. Write to express not to impress. Chapter 14
- 15. Clarity depends of 5 factors: Simple, common everyday words which everyone understand; short and simple sentences; proper punctuation; giving definite and concrete details with figures and names; logical sequence of ideas Chapter 14
- 16. Conciseness means expressing much in a few words, keeping to the point without sacrificing the clarity or courtesy. It means every words count. It can be achieved by leaving unnecessary modifiers, reducing unimportant ideas to phrase or single words and making sure that only the necessary and relevant details are included. Chapter 14
- 17. Courtesy is consideration for other people’s feelings. In a letter, the style the manner and the choice of words reflect the courtesy of the writer. The rule for it are: use the courtesy words, express appropriate feeling according to the situation, make the other person feel comfortable, be attentive and prompt in responding, let the tone, the choice of words and style of the message reflect your consideration for the feelings and needs of the reader. Chapter 14
- 18. Presenting ideas, suggestions, proposals in such a way that the reader sees how it is advantageous to himself is called the “You” attitude . ? You must show understanding of the reader’s needs and desires. A letter usually proposes that the reader should take an action Chapter 14
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- 20. The main point and emphasis should be on the advantage to take the action you are suggesting in the letter. In every communication, there are two points of view and therefore, two sets of ideas: one that interests the recipients and one that interests the sender; messages can be conveyed with the recipient’s interest in mind. Chapter 14
- 21. Appeal to the common human needs and desires like desire for security, status, leisure, comfort, need for sympathy, courtesy and consideration. The purpose of a letter is to create a response. Chapter 14
- 22. A sales letter may convince an executive of the value of computerizing the office work, but he or she may feel emotionally inclined to go to a competing firm Chapter 14