Summary

This document provides an overview of business communication, including characteristics, types, and audiences. It goes over topics such as clarity, conciseness, accuracy, and courtesy in written business communication. It also explores different communication styles, such as formal, semi-formal, and informal communication.

Full Transcript

Communication - a two-way means of Capitalization - use of capital letters as a type of communicating information in the form of punctuation thoughts, opinions, and ideas between two or Punctuation - system of scie...

Communication - a two-way means of Capitalization - use of capital letters as a type of communicating information in the form of punctuation thoughts, opinions, and ideas between two or Punctuation - system of science or symbols more individuals - use of spacing, conventional signs, and Characteristics of Business Communication certain typographical devices Concise - business communication should Comma(,) - when the writer wishes to pause be clear, accurate, and timely before proceeding Feedback Ideas Full stop(.) - used to end a sentence Clarity Exclamation mark(!) - indicates strong feeling Respectful within a sentence Complete - business communication generally involves a call to action Colon(:) - makes a very pointed pause between two phrases. Upward Communication - from lower-level employees to their superiors Semi-colon(;) - to clarify a series and to indicate two closely related sentences. Downward Communication - from upper management down to lower-level employees Apostrophe(‘) - indicates possession or ownership External Communication - from within the organization to parties outside of the organization Hyphen(-) - used to connect words together Diagonal Communication - direct dialog em-dash (–) - a punctuation mark used to create between employees of differing ranks who are not emphasis and indicate a sudden break. in the same chain of command en-dash (–) - a punctuation mark used primarily Horizontal Communication - occurs between to indicate ranges or connections between two individuals at different levels of the organization items, such as dates, numbers, or related concepts. Vertical Communication - individuals from different hierarchical levels communicate without Brackets () - comes in pairs () and are used following formal chain of command to make an aside, or a point which is not part of the main flow of a sentence. three audiences for business communication - Customers, Colleagues, Supervisors Square Brackets [...] - to abbreviate lengthy quotations Secondary audiences - not the primary addressee, but are still included as viewer Clause - group of words that contains both a subject and a verb that complement each other. Primary audiences - receive the communication directly and are also known as the target Phrase - group of words that does not contain a audience. subject or a verb that complement each other. Sentence - group of words which expresses a Compound Sentence - contains two thought independent clauses joined by a coordinating conjunction. Fragments - incomplete sentences Conjunction - joins words, phrases, and clauses Misplaced Modifier - when the modifying words together in a sentence. example: and, or are in the wrong place; they are not near the words they describe. SUBJECT-VERB AGREEMENT - if a subject is singular, its verb must also Dangling Modifier - don’t sensibly modify be singular. anything in their sentence - if a subject is plural, its verb must also be - Modifier is present, but it has nothing to plural. modify. Business Correspondence - the exchange of Tone: Casual, friendly, and relaxed information in a written format or the process of Examples: Team messages, casual business activities emails, internal announcements, and Internal correspondence - written communication with close colleagues. communication between departments External correspondence - between two Business letter - letter from one company to organizations or between one organization another, as such organizations and their and its customers customers, clients, or other external parties Sales correspondence - sales-oriented communication Personalized correspondence - personalized and involves emotional and personal factors Circulars - notices send to a huge number of persons in a company Routine correspondence - related to routine manners Criteria for Business Writing Accuracy - precision & factual Information Clarity - clear language & organization Conciseness - brevity & focused content Courtesy - politeness & positive language Levels of Formality Formal: Audience : communication with clients, customers, stakeholders, or individuals in higher positions. Tone: Respectful, professional, and polished. Examples: Business letters, formal reports, proposals, contracts, and communication with individuals you don't know personally. Semi-Formal: Audience: used for communication within the organization or with external contacts with whom you have a more familiar or ongoing relationship. Tone: Professional but slightly less formal than in formal writing. Examples: Emails to colleagues, internal memos, and certain types of reports or updates. Informal: Audience: communication within the organization among colleagues or with individuals with whom you have a close and informal relationship.

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