Written Communication

Written language is defined as the language that emerges as a result of using the common language spoken in correspondence. Written language allows the transformation of abstract thoughts to concrete expressions and transfers these individuals and generations.

Some examples of written communication in business life are reports, brochures and posters, notes on the bulletin boards, e-mail messages, press release and press bulletin prepared for the press, business letters and applications.

• As written communication always happens with a delay, it prevents many of the problems that arise during verbal communication.
• In written communication, a message can be reviewed multiple times before being sent.
• In electronic platforms, written communication avoids the limitations of time and location that confine face to face communication.
• It presents the reader with a chance to register meanings and reflect upon them. 

Steps to Successful Business Writing:

Editing improves the readability of a report. In editing, one checks for illogical structure, missing headings, irrelevant or missing content, unnecessary content, and redundant phrases or words.

Proofreading also helps people to improve the readability of a text. In proofreading, one checks the text for grammar, punctuation, spelling, format, and consistency.

• Structuring paragraphs well
• Keeping writing professional
• Keeping sentences short
• Using positive language
• Using simple, familiar words
• Using white space and well-chosen fonts, and numbering the pages
• Using footnotes, tables, figures, and appendices appropriately
   

Paragraphs should be written in a logical order, starting with the most important material. Each paragraph should begin with a topic sentence that states the main idea or topic of the paragraph. Typically, a paragraph consists of 100 to 200 words. Paragraphs need to be linked well. The first sentence (usually the topic sentence) is a good place to make a link between paragraphs. One of the most common ways to link paragraphs is to use the principle, ‘something old, something new’, namely to include a word or phrase that contrasts the topic of the previous paragraph with the topic of your new paragraph.

A well-structured paragraphs consists of the following parts:

The purpose of using short and familiar words is ensuring clarity and improving the quality of communication in business writing given that the goal of business writing is to communicate with readers, not to impress them with vocabulary use.

Business reports which have a more balanced use of white space and text are easier to read and communicate main points and subordinate ideas more effectively. You can create white space by:

• Footnotes should be used sparingly. Footnotes or endnotes should not be used for referencing.
• Tables and figures should be inserted in the text of the document, close to the discussion of the table/figure. If the information is something which the reader could refer to rather than should refer to, then it may go in the appendices.
• Each table should be inserted one-and-a-half or two lines below the text. The table should be identified with a label and title which describes the content.
• If a table, figure, or appendix is included in a document, then there must be text that refers to it. The text should refer to it by name (As Table 1 shows ....). Tables/figures should supplement and clarify the text rather than duplicate it. Furthermore, the table or figure should provide sufficient information so that the reader can understand it without having to consult the text.

• Abbreviations and emojis should not be used.
• Greetings should be written with words like “Hello”, “Good morning”. There is no need to greet again if there is a greeting in reply emails and a different message will be sent during the day.
• Emails should be short, clean and clear. A short and clear message positively affects time management on both sides. Fonts and sizes should be standard. The spelling rules and punctuation marks must be followed.
• The text to be written should be divided into paragraphs and structured in the form of introduction-development-result parts.
• Bullet point-based writing can be used in mixed topics.
• While sending emails to superiors, there should be small explanations next to the items so that the managers can remember and elaborate on the issue.
• Emails should not be written in all capital letters as it implies that the writer of the message is shouting.
• Even if only one file is sent, a brief explanation should be given as a courtesy.
• It is imperative for positive communication and business life not to use order sentences, to write as if speaking, and not to use punctuation in succession, to write texts that consist of all capital letters.

• Always try to use a “signature”.
• Besides your name and email address, include alternative contact information.
• Keep your signatures “as short as possible”. Four to seven lines are acceptable.
• In addition to personal information, some “extra” lines can be used in the signature fields. Usually, proverbs, concise phrases, song refrains, quotes from a poem, messages on various topics, etc. are written here.
• If your mail program supports it, creating more than one signature file and using different signatures for different environments in a variable way may solve some of your problems.

Two types of reports are generally used in business settings: progress reports and recommendation reports.

The 5 Ws and 1H rule refers to the following:

A press release typically consists of the title, introduction, body, visuals and result section.

• Prepare content by considering your buyers, not just journalists.

Examples of business letters include circulars, request letters, order letters, letters indicating that documents or goods have been sent, letters of approval (undertaking), letters of confirmation (verification), letters of credit, collection and payment letters, letters of rejection/ acceptance, business letters, congratulation letters, condolences.

• Business letters are written on the letterheads of quotes.
• The subject is handled in a short, concise, clear and simple way.
• A separate business letter is written for each job.
• The business letter must contain the contact information (name, address, phone number, e-mail address) of the sender.
• The date the letter was sent and the contact information of the recipient (name, title, company, address of the company) must be written.
• A text with 3-4 initials at most, starting with a greeting and ending with a result is sufficient. It should not be overwhelmed with too much detail and long.
• If it is written in response to a letter written earlier, under the title of ‘interest’ it is stated which number corresponds to which article.
• The sender of the letter must have a typed name and signature.
• The letter to be written should be clean and tidy in shape.
• Such letters should be typed or typed, if possible. If it is not possible, it should be written in black ink or a ballpoint pen, as in special letters.
• In official letters, name of the institution from which the text is published should be written in capital letters, centred on the paper.
• Date should be written in the upper right corner of the paper.
• Name and place of the office where the letter will go should be written centred on the middle top of the paper.
• Before starting the text, it should be written on which date and numbered article is the answer.
• The problem or subject should be briefly mentioned in the introduction paragraph of the letter. In the developmental paragraphs, the subject and the problem should be opened.
• In the concluding sentence, attention should be paid to the hierarchical order between the authorities.
   

Informal correspondence in business life includes memoranda, congratulatory messages, convalescence messages, and receipt and acknowledgement posts.

Reminder notes are categorized into six types: announcement (bulletin), essay, informative, action, summary and file notes.

This type of notes identifies the actions taken or planned. These notes contain a place to be answered by the recipients, especially those related to future actions. For example, a gap can be left as to whether the recipient will accept a particular responsibility in an action.

• State the purpose of your memo in the subject line.

• The messages should be short and concise. The longer the text gets, the more likely it is to make mistakes.
• Condolences are equivalent to death. Words of other painful and sad events are past words. These issues should be considered while writing.
• In the condolence letter, it should be expressed in a sincere language in which sadness is shared.
• Provocative, hatred and hate inoculating expressions should be avoided, and more comforting expressions should be included.