Forms Of Written Communication In The Workplace

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are company internal letters

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Memos

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are more formal than e-mails, but less formal than business letters.

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Memos

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Short memos serve as ___________; long memos may serve as _______.

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inter- or intra-office communication

reports

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Types of Memos

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Memo of request

Memo to inform

Memo to respond

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Parts of a Memo

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Header

Memo Number

Recepient

Specific Recipient

Subject

Date

Body

Signature of Sender

Initial of Memo Request

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Instant written record of a meeting or hearing.

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Minutes of Meeting

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It typically describe the events of the meeting and may include a list of attendees, a statement of the issues considered by participants, and related responses or decisions for the issues

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Minutes of Meetings

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It may be created during the meeting by a typist or court reporter, who may use shorthand notation or computer and then prepare the minutes and issues them to the participants afterwards.

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Minutes of Meetings

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Has become a part of human communication ever since pen and paper was invented hundreds of years ago.

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Letter writing

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_______ became popular especially for people who needed to get in touch with other people distant from them

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Social letters

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Who emphasized the power of business letters to “get anything you want.”

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Guffey and Du-Babcock (2004),

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What are the 8 essential components of a business letter

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Return Address Heading

Date

Reader's Address

Salutation

Text(body)

Complimentary Close

Signature

Complete name of sender

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This part includes the sender’s full mailing address – but not the sender’s name because that appears at the end of the letter – and the date

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Return Address Heading

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This is the month, day and year the letter was written. Placed one-line after the return address.

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Date

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The recipient’s name, title, position, and complete mailing address.

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Reader's Address

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This part addresses the recipient by title and last name ended by a colon ( : ). It should appear two spaces below the inside address. If the name of the recipient is unknown, indicate the person’s function.

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Salutation

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If possible keep a business letter to one page in length but never more than two pages.

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Text (body)

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Choose a close that reflects the tone – formal or informal – of the salutation and the rest of the letter

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Complimentary Close

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Handwritten signature should be inserted in the space between closing and typed name.

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Signature

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The full name of the sender is typed four spaces below the complimentary close. The sender’s title may appear below the typed name.

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Complete name of sender

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is one of the most important documents one can ever write after finishing college

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Cover letter

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BASIC ELEMENTS OF A COVER LETTER TEMPLATE

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Greeting

Opening

Hook

Skills

Close

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Address your cover letter to the proper person.

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Greeting

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: Write a personable, inviting opening paragraph that notes how your skills are a perfect fit to the job and displays your enthusiasm.

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Opening

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Highlight your past achievements as they relate to the job you're applying for.

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Hook

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Emphasize additional relevant skills, such as computer languages or certifications.

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Skills

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Briefly recap your strengths as a candidate, and include your contact information.

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Close

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has become the most common form of written communication in this present generation.

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Email

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It is one of the most widely used features of the Internet, along with the web.

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E-mail

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These are more general than correspondence because it focuses on wider issues and are specially written to help create a permanent record which is intended to be accessible to multiple people.

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Technical Reports

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Types of informal Reports

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1.Assessment Report

2. Incident Report

3. Progress Report

4. Investigation Report

-recommendation Report

- feasibility Report

5. Proposals

- internal Proposal

-external Proposal

- solicited proposal

- unsolicited proposal

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These are also called inspection reports and are written to create a permanent record to determine its suitability for a purpose, measure or ascertain how close something comes to specs or expectations (legal, contractual, or standard practice),and check for the correct quality, quantity or item

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Assessment report

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also known as accident report which could be a workplace or traffic accident, a strike, an electrical or equipment failure, or anything unexpected, unusual, and generally negative that, perhaps dramatically, affects the project or job at hand. This report may justify project delays, material costs, billable time, and request for whatever follow- up action is necessary.

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Incident Report

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These are reports done on ongoing tasks.

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Progress Report

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These reports attempt to identify and define a problem.

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Investigation report

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This report compares options and recommends one. It may assess a number of competing proposals that have been submitted in response to a solicited proposal and recommend which one should be adopted

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Recommendation report

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This report assess a previously proposed solution, project, or idea to see if it can or should in fact be pursued. In a sense, it’s like a recommendation report that assesses a single option and makes a yes-or-no recommendation.

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Feasibility Report

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Addressed to someone within your organization. This means that the reader is aware of your abilities and qualifications and of the context surrounding the report.

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Internal Proposal

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This is written for another organization.

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External proposal

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In this type of proposal, a recipient asks (either personally or through request) for proposals to stimulate a little competition.

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Solicited proposal

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This type of proposal is usually presented as a third or an “outsider” in a company or organization.

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Unsolicited proposal

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these are sophisticated report usually longer than ten pages.

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Formal Report