Business Communication PDF

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.