Effective Written Communication in Business
Written communication is the transmission of messages through the written word.
Main Features of Written Communication
- Deferred Communication: Written messages do not allow for an immediate response.
- For the sender, expressing an idea, describing something, etc., is more difficult to carry out through writing.
- Allows Multiple Simultaneous Communication: Many people can receive the same message simultaneously.
- Requires Elaboration of the Message: The sender may develop, modify, or add new elements to the text, as they have time to reflect.
- More Impersonal Message
- Permanence: This is the most significant feature. The messages remain as long as the medium that supports them exists.
Guidelines for Good Written Communication
- Think About What You Will Write: All documents must meet the needs for which they are written, so be clear about what and why you are writing.
- Stick to What You Wish to Express: The sender must express ideas clearly and briefly for good uptake by the recipient.
- Awareness of the Type of Person You Are Writing To: The tone and style should differ when writing to a colleague, a boss, or a client.
- Pay Attention to Both the Written Content and Formal Presentation of Grammar: The language should be clear, adapted to the case, grammatically correct, and well-presented.
- Express Ideas Correctly with the Minimum Number of Words: Be concise.
Preparation of a Business Letter
The business letter is a written document that a person or company sends to another to deal with commercial matters. It is one of the most used forms of communication by companies. For its perfect execution, it is necessary to look primarily at two aspects: Presentation and Content.
Presentation
This is the first impression for the recipient. Special care should be taken to make a good impression. For a good presentation, the sender should consider: paper, ink, margins, spacing, aesthetics, and ease of reading.
Content
Consists of three parts: Header, Body, and Closing.
Header
A group of words or formulas that begin a letter. It occupies the top of the page. It includes the following:
- Full name of the person or name of the company or agency sending the letter.
- Logo or representative image.
- The role the business plays.
- Complete address, telephone number, fax, etc.
- Other information of interest, such as the NIF (Tax Identification Number).
Recipient Details
Details of the person to whom the letter is addressed. Among others:
- Full name or business name.
- Full address.
Date
Indicates the location from where the letter is written, the day, month, and year.
Reference
Subject
One or two words that indicate the main theme of the letter.
Salutation
Its aim is to start the letter with a complimentary phrase that is short and simple. It is placed on the left side of the page.
Body
The principal nucleus of the letter. It is the main content and occupies the central part. It has three parts:
- Introduction: Its purpose is to arouse the recipient’s interest.
- Exposition: Narrates the facts and presents the argument.
- Conclusion: The final paragraph, summarizing the main points expressed in the text.
Closing
This is the final part of the letter and consists of:
- Farewell: Must meet the same characteristics of brevity, simplicity, attention, and respect as the salutation.
- Signature: The letter is not valid without it. The signer is responsible for everything written in the letter.
- List: Included if documents such as invoices or catalogs are sent with the letter.
- Postscript: Included in case there are any clarifications or if an important detail has been forgotten.
Types of Business Letters
- The Introduction: Used by companies that wish to introduce themselves as newly installed, have expanded their range of products or services, or have made some modification to their address, phone number, etc.
- Letter of Information Request Response
- Letter of Offer: Accompanies a budget if it is short; if the budget is long, it is attached as an annex.
Most Used Media for Business Communications
- Telephone
- Facsimile (Fax): Offers the advantage of transmitting all types of documents, not just text.
- Video: One of its advantages is that video conferencing allows meetings where participants can be in different places.
- Internet: You can send large amounts of information in very little time to anywhere in the world. Services offered include:
- Email: Used to send and receive messages between computers.
- Databases
- Home Banking: Allows connection to bank computers and the ability to carry out various operations.
- Shopping, publications, forums, and video conferencing