Unit 3 BCA 1st Business Communication

Unit -3 : Written Communication
Meaning of Written Communication:
A ‘Written Communication’ means the sending of messages, orders or

instructions in writing through letters, circulars, manuals, reports,
telegrams, office memos, bulletins, etc.
It is a formal method of communication and is less flexible. A written

document preserved properly becomes a permanent record for future
reference.
It can also be used as legal evidence. It is time-consuming, costly and

unsuitable for confidential and emergent communication.
Purpose of writting
1. It is suitable for long distance communication and repetitive standing

orders.
2. It creates permanent record of evidence. It can be used for future

reference.
3. It gives the receiver sufficient time to think, act and react.
4. It can be used as legal document.
5. It can be sent to many persons at a time.
6. It is suitable for sending statistical data, chart, diagram, pictures, etc.
7. Order, allocation of work, job distribution, etc. in written form reduce

ambiguity and help in fixation of responsibility.
8. Uniformity in work procedure can be maintained through written
communication.
9. It is easy to send unpleasant or bad news through written

communication.
10. A good written communication can create goodwill and promote

business.
Clarity in writting
Know what you want to say.
Clarity goes beyond a few writing tweaks.
It’s a whole new way of thinking. And it forces you to think about what
you’re writing before you start spilling words onto the page.
Before you write a word, you should know the following:
 Your subject. For example, this blog post is about clear writing.
 Your point. My point in this article is to explain how to write with
clarity.
 Your outline. An outline is the basic structure of an article.
Know who you’re talking to.
Knowing your audience is an important feature of good writing. The

better you know your audience, the more clearly you can communicate
to them.
Let me improve on this idea. Think of your audience as a five-year-old

child.
To communicate with them effectively, write the way you would talk to
a five-year-old. It won’t offend them or insult their intelligence. Instead,
it will allow them to process your message easily.
Obviously, when explaining advanced topics, you will need to use

bigger words and advanced concepts. For this reason, you should know
what topics and concepts your audience is familiar with, and discuss
such topics.
) Define unfamiliar words.
One simple technique to make your writing clear is to explain your

terms.
At the beginning of this article, I defined clarity. If I had just assumed

you knew the definition, the article could have been confusing. Instead, I
explained it.
If you’re going to write an article that focuses on a particular subject or

concept, then be sure to explain that subject or concept. That way,
readers know exactly what you’re talking about.
4) Create a sentence outline.
What is a sentence outline?
A sentence outline is an outline of your article using complete sentences.

When your outline consists of phrases or single words, it’s not clear or
helpful.
Writing full sentences forces you to think through what you’re saying.
Plus, full sentences help the user understand what each point is about.
5) Write one-sentence paragraphs.
One thing that I’ve tried in my writing, especially on my own blog, is

creating one-sentence paragraphs
Make your sentences short.
Short sentences are easier to understand. If you try to pack a lot of words
into a sentence, you lose clarity.
Don’t use long words.
Long words impact clarity.
To impress people? To flaunt your knowledge? To most ordinary

people, these words mean nothing.
Drop big words from your writing, and your clarity skyrockets.
8) Leverage writing tools.
Over the years I’ve come across a couple tools that make it easier for me
to write clearly: Hemingway Editor and Grammarly.
The hemingway app is designed to make your writing clear.
Here are the benefits:
 The Hemingway Editor cuts the dead weight from your writing by
highlighting wordy sentences in yellow and more egregious ones in red.
 Hemingway helps you write with power and clarity by highlighting
adverbs, passive voice, and dull, complicated words.
10 Principles Of Effective Writing
1. Brevity
It is bad manners to waste [the reader’s] time. Therefore brevity first,

then, clarety
2. Clarity
It is bad manners to give [readers] needless trouble. Therefore clarity… .

And how is clarity to be achieved? Mainly by taking trouble and by
writing to serve people rather than to impress them.
3. Communication
The social purpose of language is communication—to inform,

misinform, or otherwise influence our fellows… . Communication [is]
more difficult than we may think. We are all serving life sentences of
solitary confinement within our bodies; like prisoners, we have, as it
were, to tap in awkward code to our fellow men in their neighbouring
cells… .
In some modern literature there has appeared a tendency to replace

communication by a private maundering to oneself which shall inspire
one’s audience to maunder privately to themselves—rather as if the
author handed round a box of drugged cigarettes.
4. Emphasis
Just as the art of war largely consists of deploying the strongest forces at
the most important points, so the art of writing depends a good deal on
putting the strongest words in the most important places… .
One of the most important things, to my mind, in English style is word-
order. For us, the most emphatic place in a clause or sentence is the end.
This is the climex and, during the momentary pause that follows, that
last word continues, as it were, to reverberate in the reader’s mind. It
has, in fact, the last word.
5. Honesty
As the police put it, anything you say may be used as evidence against
you. If handwriting reveals character, writing reveals it still more. You
cannot fool all your judges all the time… .
Most style is not honest enough. Easy to say, but hard to practice. A
writer may take to long words, as young men to beards—to impress. But
long words, like long beards, are often the badge of charlatans. Or a
writer may cultivate the obscure, to seem profound. But even carefully
muddied puddles are soon fathomed. Or he may cultivate eccentricity, to
seem original.
But really original people do not have to think about being original—
they can no more help it than they can help breathing. They do not need
to dye their hair green.
6. Passion and Control
This, indeed, is one of the eternal paradoxes of both life and literature—
that without passion little gets done; yet, without control of that passion,
its effects are largely ill or null.
7. Reading
One learns to write by reading good books, as one learns to talk by

hearing good talkers.
8. Revision
Every author’s fairy godmother should provide him not only with a pen
but also with a blue pencil.
9. Sophistication and Simplicity
My point is merely that the sophisticated (ready though they may be to

suppose so) do not necessarily express themselves better than the simple
—in fact, may often have much to learn from them.
10. Sound and Rhythm
Apart from a few simple principles, the sound and rhythm of English
prose seem to me matters where both writers and readers should trust not
so much to rules as to their ears.
Writing Techniques
 Persuasion: The technique of persuasion is employed in writing to do

and alter the reader’s purpose of read on a specific subject or topic.
During this writing technique the author presents during a compelling
format facts and opinions so as to persuade the reader. Persuasive
writing is most typically found in editorials, newspapers, magazines and
political publications.
 Description: an outline may be a easy nonetheless important writing
technique. You’ll most often realize descriptions in magazines, books,
newspapers and lots of alternative kinds of writing. The aim of a
description is to assist the read use the senses of seeing, hearing, felling
and smelling to expertise what the author experiences. Descriptions
facilitate the reader to grasp things concerning that the author is
writing.
 Comparison and Contrast: the aim of the writing technique is to
indicate the reader the similarities and variations a few one thing.
Comparison is employed to indicate or justify however what’s alike or
common. Contract is employed to indicate what’s completely different.
Once asked to check and distinction the warfare with warfare II, the
author would show the similarities and variations between these 2 wars.
 Exposition: the aim of exposition is to tell, explain, explain, expound or
clarify the writer’s concepts and thoughts. Whereas like descriptive
writing, exposition provides the reader larger detail and depth of
understanding concerning the writer’s thoughts and ideas. Expositions
are most ordinarily found in newspapers, magazines and books.
 Narration: The narration technique for writing is employed once
telling a story. The weather of a story embraces the setting, time,
downside and backbone to the matter, a main character and sometimes
supporting characters. a unique is an example of an extended story and a
children’s book would be an example of story. Moving-picture show and
play scripts we have a tendency to conjointly samples of narrations.
Employing the right wringing technique that helps you accomplish your
purpose can modify you to speak more practical and become a decent
author. So, you ought to learn the higher than mentioned techniques of
writing.
Electronic writing process
Electronic communication (or e-communication) puts new demands on

language that prompts fascinating varieties in composed language
utilize.
The language of email, chats, Web-based discourses and SMS messages

is set apart by highlights of both casual speech and formal written work,
a large group of content based symbols and acronyms for overseeing
social cooperation, and changes in spelling norms.
What’s more, the electronic medium (e-medium) gives another set to the
composition procedure. These wonders have incited research about on
whether students’ successive engagement with electronic composition
(e-composing) has suggestions for composing and writing a guideline.

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Unit -3 : Written Communication

Meaning of Written Communication:

A ‘Written Communication’ means the sending of messages, orders or

It is a formal method of communication and is less flexible. A written

It can also be used as legal evidence. It is time-consuming, costly and

1. It is suitable for long distance communication and repetitive standing

2. It creates permanent record of evidence. It can be used for future

3. It gives the receiver sufficient time to think, act and react.

4. It can be used as legal document.

5. It can be sent to many persons at a time.

6. It is suitable for sending statistical data, chart, diagram, pictures, etc.

7. Order, allocation of work, job distribution, etc. in written form reduce

9. It is easy to send unpleasant or bad news through written

10. A good written communication can create goodwill and promote

Know what you want to say.

Clarity goes beyond a few writing tweaks.

Before you write a word, you should know the following:

Know who you’re talking to.

Knowing your audience is an important feature of good writing. The

Let me improve on this idea. Think of your audience as a five-year-old

Obviously, when explaining advanced topics, you will need to use

) Define unfamiliar words.

One simple technique to make your writing clear is to explain your

At the beginning of this article, I defined clarity. If I had just assumed

If you’re going to write an article that focuses on a particular subject or

4) Create a sentence outline.

What is a sentence outline?

A sentence outline is an outline of your article using complete sentences.

One thing that I’ve tried in my writing, especially on my own blog, is

Make your sentences short.

Don’t use long words.

Long words impact clarity.

To impress people? To flaunt your knowledge? To most ordinary

8) Leverage writing tools.

The hemingway app is designed to make your writing clear.

Here are the benefits:

It is bad manners to waste [the reader’s] time. Therefore brevity first,

It is bad manners to give [readers] needless trouble. Therefore clarity… .

The social purpose of language is communication—to inform,

In some modern literature there has appeared a tendency to replace

6. Passion and Control

One learns to write by reading good books, as one learns to talk by

9. Sophistication and Simplicity

My point is merely that the sophisticated (ready though they may be to

10. Sound and Rhythm

 Persuasion: The technique of persuasion is employed in writing to do

Electronic writing process

Electronic communication (or e-communication) puts new demands on

The language of email, chats, Web-based discourses and SMS messages

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