WRITTEN COMMUNICATION

SUBTITLE
DEFINITION
Written communication refers to the exchange of
information, ideas, or messages through written
symbols or text. It is a crucial form of communication
that takes various forms, such as emails, letters,
reports, memos, articles, and more. Effective written
communication is essential in both personal and
professional settings, as it allows individuals to convey
thoughts, share information, and express ideas in a
clear and organized manner.
 KEY ASPECTS OF EFFECTIVE WRITTEN
COMMUNICATION
• Clarity: Ensure that your message is clear and easy to
understand. Use simple and concise language, and
organize your thoughts logically to avoid confusion.
• Conciseness: Avoid unnecessary details and
wordiness. Get straight to the point and convey your
message using as few words as possible while
maintaining clarity.
• Grammar and Punctuation: Proper grammar and
punctuation enhance the professionalism of your
written communication. Pay attention to spelling,
grammar rules, and punctuation marks to convey
your message accurately.
• Audience Awareness: Tailor your message to the
specific needs and understanding of your audience.
Consider their background, knowledge level, and
expectations when crafting your communication.
• Tone: Choose an appropriate tone based on the
context and the relationship you have with the
recipient. Be mindful of the emotions and attitudes
your words may convey.
• Organization: Structure your message in a logical
and organized manner. Use headings, bullet points,
and paragraphs to make it easy for the reader to
follow your thoughts.
• Proofreading: Always proofread your written
communication before sending or publishing it.
Check for errors, inconsistencies, and clarity issues to
ensure a polished final product.
• Consistency: Maintain consistency in terms of
language, formatting, and style throughout your
communication. This helps in creating a cohesive
and professional document.
• Relevance: Focus on the key points that are relevant
to the purpose of your communication. Avoid
unnecessary information that may distract or confuse
the reader.
• Feedback: Encourage and be open to feedback. This
helps you improve your written communication skills
and ensures that your message is well-received.
EXAMPLES OF WRITTEN
COMMUNICATION

Electronic mail, commonly shortened to

“email,” is a communication method that
uses electronic devices to deliver messages
across computer networks. "Email" refers
to both the delivery system and individual
messages that are sent and received.
SAMPLE EMAIL
A business letter is a professional, formal letter that
is sent by one company to another. These letters can
be used for professional correspondence between
business clients, employees, stakeholders as well as
individuals.
Types of Business Letters
• 1. Cover Letters

• First up, a cover letter is a one-page document that candidates submit along with their
resumes. It takes the employer on a guided journey of their greatest career & life
achievements.
• No matter if you’re a student or an experienced professional, a cover letter is an important
document to show your skills, experience, and why you’re fit for the position you are
applying for.
• Tips:
• Don’t try to fit your whole career in your cover letter. It should have a carefully curated
collection of stories.
• Don’t state a skill that you don’t actually have. You’ll definitely regret it when you’re asked to
use that skill in the interview.
• Keep it concise and to the point. The employer does not have time to sit down and read an
entire memoir.
• 2. Business Invites
• These letters are a formal way to reach out to a company or an individual and
invite them to attend an event hosted by your company.
• As business events tend to be formal, an invitation letter is most likely to be
formal as well. But, if you are organizing a casual event, it should be reflected
in your invite and tone.
• Tips:
• Write the letter in such a way that it builds anticipation about the event.
• Clearly mention the date, time, and venue.
• Set a friendly follow-up to remind them of the event.
• 3. Complaint Letter
• This letter is a way to formally express your disappointment formally. You can
report a bad experience, poor customer service, or let a company know that their
products didn’t meet your expectations.
• The key to this letter is that it shouldn’t sound like you are nagging, but also
shouldn’t lose its importance if you want to be taken seriously.
• Tips:
• Don’t get too emotional or over-the-top angry. Just state the facts.
• Be cordial and professional. Let them know the entire story and how’d you like
them to rectify their mistakes.
•
• 4. Letter of Resignation
• A letter of resignation is a document that notifies your employer that you’re leaving your job.
Whether you work at a coffee shop or a big-shot company, it’s proper protocol to submit a
letter of resignation before you leave.
• Also, if you have an urge to send an incendiary letter of resignation, don’t give in! You might
cross paths with these people again.
• Tips:
• Keep it simple, stick to the facts, and don’t start complaining. Resignation letters are not the
right place for complaints & critiques.
• Thank your boss and/or the company for the opportunities and describe some of the key
things you learned on the job.
• If you’re in a high-profile position, consider your words super carefully because your letter
would likely be made public.
• 5. Order Letters
• Also known as “purchase orders”, these letters are used to order things or buy
material. They act as a legal record, documenting the transaction between the
buyer and seller.
• These letters are generally written by one business to another business to make an
order or to modify it.
• Tips:
• Be concise and clear to avoid any misunderstanding or confusion.
• Include everything the seller would need to deliver the order and get the payment.
• Provide contact information for future conversations or follow-up.
• 6. Letter of Recommendation
• These letters intend to recommend someone for an internship, job, fellowship, or other such
opportunities.
• Before hiring an employee, many employers ask for such kinds of letters. It tells why the
person the letter is about is a good person to hire and describes their strengths & abilities.
• Tips:
• Be honest and don’t agree to write a letter to someone you don’t know.
• Use specific examples to highlight the person’s strengths, skills, and abilities.
• Include why you believe the candidate would excel in the role.
• Many times, people overlook the importance of writing persuasive business letters because
the concept just doesn’t interest them. As a result of which, people don’t know how to write a
business letter.
• Before hiring an employee, many employers ask for such kinds of letters. It
tells why the person the letter is about is a good person to hire and describes
their strengths & abilities.
• Tips:
• Be honest and don’t agree to write a letter to someone you don’t know.
• Use specific examples to highlight the person’s strengths, skills, and abilities.
• Include why you believe the candidate would excel in the role.
• Many times, people overlook the importance of writing persuasive business
letters because the concept just doesn’t interest them. As a result of which,
people don’t know how to write a business letter.
How to Write a Business Letter

Step 1: Sender’s Information Step 2: Date

• In this section, you’ve to write your • Rather than abbreviating with numbers,
address, contact number, and email write the entire date.
address.
• When you’re writing to American
• Your name companies, use the American date format
i.e, put the month before the day.
• Your job title (optional)
• Example: October 20, 2016
• Your company name (if applicable)
• Write the date before the month if you’re
• Your street address or P.O. Box sending a letter in the U.K. or Australia.

• City, State, ZIP Code • Example: 20 October 2016

 How to Write a Business Letter
Step 3: Recipient’s Address

• Write the recipient’s name, their title

(Ms./Mrs./Mr./Dr), and their address. Make sure EXAMPLE:
you’re as specific as possible so that it reaches the
right destination.
• Recipient's name Mr. Mike Brown

• Recipient's job title (if known) Executive Director

• Company name XYZ, Inc.

• Street address or P.O. Box 602 Melrose Avenue

• City, State, ZIP Code Los Angeles, California 90038

How to Write a Business Letter
Step 4. Salutation Step 5: Body of the Letter
• Dear [Recipient's Title and Last Name] This is the most important part of your
or Dear [Recipient's Full Name], letter. The body should contain a few
• Use a colon after the salutation (mostly three) concise paragraphs, each
with a clear purpose.
• Introduction: Clearly state the purpose
Dear Ms. Gan: of the letter.
• Main Content: Present your message in
a clear and organized manner.
• Conclusion: Summarize key points and
express any necessary closing remarks.
How to Write a Business Letter
Step 6. Closing Step 7: Complimentary Close
• Here, you’ll mention that the recipient This is a short remark that marks the end of
can contact you or your team if he has any your letter. You’ve got a lot of options here
concerns or questions. You can also thank but choose the one that reflects the formality
him or her for reading the letter. of your relationship.
• Make sure that the closing isn’t more than • Recommended formal closings include
two sentences long! “Yours Truly” or “Respectfully” or
“Sincerely”.
• For instance, you can write:
• If your letter is less formal, you can write
• Kindly email me at (your email) to “All the best” or “Thank you” or “Regards”
schedule a meeting. Thank you! or “Best”.
• If you have any queries, don’t hesitate to • Regardless of what you choose, add a
call me at (your contact number). comma to the end of it
How to Write a Business Letter
Step 8. Signature
Step 9: Enclosures (If applicable)
• Below the complimentary close, sign the letter.
• Make sure that you skip at least four lines so
• If you plan to send anything along with
that there’s enough room for your signature. your business letter, you can indicate
After that, type out the name that has to be this simply by writing Enclosures after
signed. the signature.
• You can include your job title below your full • Consider it the print version of “please
name too.
find attached” for emails.
• Here’s the format:
• If you have included many documents,
• Your signature
make a list that tells the recipient what
• Typed full name he needs to look for in the envelope.
• Title Enclosures (5): 2 Brochures & 3 Flyers
MEMORANDUM
• a short note designating something to be HOW TO WRITE A
remembered, especially something to be done MEMO?
or acted upon in the future; reminder. Write a heading.

• a record or written statement of something. Write an introduction.

Provide background on
• A memorandum, or memo, is a document the issue
shared with a group of people to disperse
information on a task, project, event, or other. Outline action items and
timeline.
The purpose of a memo is to bring immediate
attention to that information in a quick and Include a closing
brief manner. statement.
Review and proofread
before sending.
SAMPLE MEMO
To: All Staff

From: The Manager

Date: May 27, 2021

Subject: Inappropriate use of time on Google Doodle games

Coworkers,

It has come to my attention that many in the office have been spending time on the Google home
page microgames. This memo is a reminder to use your work hours for work.

Thank you,

The Manager
ACADEMIC PAPER

An academic paper is a paper written with the sole purpose of convincing

readers of the paper about a certain idea or a specific solution to a
particular problem based on objective evidence. These papers are usually
used for scholarly publications and in higher institutions.
Examples of academic paper genres include
• Book reviews
• Critique papers
• Essays
• Movie analysis
• Reports
• Research papers
• etc.