Summary with examples: Written communication within the company
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Transcript of Summary with examples: Written communication within the company
UNIT 8
WRITTEN COMMUNICATION WITHIN THE COMPANYAlejandro Reche Saura
WRITTEN COMMUNICATION WITHIN THE COMPANY
1. Written Communication
The most used type of communication in this area.
Internal written: Used to transmit information to the departments and employees of the companyExternal written: It connects the company with the outside: suppliers, customers, etc.
Drawback: The sender is not present
Steps to develop a written text:
- Choose words that the receiver can understand- Complete information- Empathy- Length: not long texts- Logical and coherent
A proper development of our text also requires the right order:
- Analysing the situation- Brianstorming- Selecting information- Sorting contents- Writing de text- Checking the written- Reading the text again
Principle of written communication:
- Adequacy: The text must have a proper presentation and vocabulary must be adapted.- Accuracy: Short and brief.- Correction: Respect the spelling and syntax rules of the language.- Coherence: logical, clear and structured.- Cohesion: Proper connection of sentences and paragrahps.- Emphasis: Highlight the main idea of the massage we want transmit.
2. Produce and reproduce documents.
Means used for document production:- Handwritting- Typewriter- Telegraph- Computer
Means used for document reproduction:- Photocopier- Printer- Fax- Scanner
3. Models of written documents in the company.
Business Letter: Broadly speaking, a business letter is any written communication that takes place between companies. (Give a best personal image. Can be customized with differents styles.)
Structure:
- Presentation – header- Place and data- Data of recipient or receiver- Brief greeting- Brief summary- Content- End
Commercial Documents:
Are generated as a result of delivery og goods or services by business. (amounts, prices, offers, delivery times, etc.)
Sales documents:
Order proposal, delivery note, invoice...
Payment documents:
Receipt, cheque, promissory note, bill of exchange...
Internal Documents:
- Meeting request: Is a document to officialy call certain people to attend a meeting or assembly.
- Meeting minutes: The minutes are the written statement of what happened and was discussed and agreed during a meeting or assembly.
- Internal note: The purpose of internal note is that different departments or sections of a company communicate to each other incidents, requests, etc. That may arise among them.
- Greeting: Is a document that is normally used by companies, goverment agencies and authorities to express appreciation, invite to events, report takeovers, and so on. (Never signed)
- Memorandum: Is a brief communication between departments or individuals of the same companyto provide certain information or to remaind someone of something.
- Application or request: Is a document used to request a service to the authority or person that can gran it.
Structure:
- Heading- Body- Petition- Farewell- Foot
Certificate: Is a document used by an authority to state a particular event or status (services, studies,payments, etc.)
Legal value
Structure:
- Headly- Body- Closing
Promotional texts:
Business Card: Card with name and logo that contains contact details.
Company Presentation: Is a document that the companies shows potential customers
Includes:
- Basic data- Products or service- A account of performance work- Additional data
Leaflet: Is a document in which the company offers information about its products an the condition under which customer can buy them.
Advertising Catalogue: Is a list of products or services provided by the company with their corresponding prices.
Press Release: Is a document that the company uses to send information about the topic, person or product to the media for public dissemination.
Report: The report is a type communication that is used to transmit business information both internally and externally.
Types: Personal, commercial, internal, external, descriptive, assessing, persuasive.
Structure:
- Header- Body- Index
E-mail: emission of private message to other e-mail/s via internet.