Written Communication

This is used primarily if the information to be communicated is detailed, complex and requires a copy. They should be accurate, brief & easily understood.

1. Memorandums (Memos)

Used for internal communication. They are used for giving information, reminding people of events, giving instructions etc. there is usually only one topic and they may be typed or handwritten.

2. Reports – this is a formal presentation of written information about a specific topic sent to a particular person or group. Reports are used for the following reasons

  • Information about progress of a project
  • Providing a written record of some event
  • Evaluating a study and recommending a course of action to take

Types of reports:

  • Routine reports – made at regular intervals during the year, e.g. sales reports etc
  • Special reports – prepared on the instruction of management, requiring information about decision making

How to Write Clearly: Rules and Exercises on English Composition
Rules of report writing:

  1. Purpose of why report is needed must be clear & have easily Understood objectives
  2. Simple language must be used
  3. Should be as brief as possible
  4. Should be presented in logical sequence
  5. Should be well researched and accurate

Structure of a Formal Report

  1. Title – title of report, writers name, who report is for, date
  2. Terms of reference – purpose of why report is written
  3. Procedure – how the information was gathered, e.g. interview, questionnaire etc
  4. Findings – outline of the main findings of report, this takes up the bulk of the report
  5. Conclusion  
  6. Recommendations – the report writer draws a conclusion to the main finding of the report & recommends possible solutions to their business failings.
  7. Closing Section – the writer signs off, using his/her name and the date the report was presented

3. Business Letters
The Encyclopedia of Business Letters, Faxes, and Emails: Features Hundreds of Model Letters, Faxes, and E-mails to Give Your Business Writing the Attention It Deserves
These are used for making enquiries, requesting payment, disciplining employees, replying letters of application of jobs etc.

Layout of letter

1. Address of sender (centre or right side)
2. Address of receiver (left side)
3. Date
4. Reference, one line summary of what letter is about
5. Dear Sir/ Madam, Dear Mr./Mrs. Smith, Dear Peter/Joan
6. One line introduction to letter
7. Body of letter (all details to be included)
8. Conclusion/Recommendations if appropriate
9. Close, Yours faithfully (if person is not known to sender), Yours sincerely (if known to sender)
10. Signature (followed by name in print as well as position or title)

11. Encl. (details of any documents enclosed with the letter)