Business letters, memos, and reports are the three basic kinds of written communication in business. Text messaging, social networking posts, and multimedia corporate presentations are recent examples. Letters are formal documents that come from you (the author) to another person or company with which you have a relationship. Memos are informal notes taken by managers or employees during meetings or other events where writing down ideas and passing them on by word of mouth would be impractical. Reports are documents that give an account of something; for example, a report about sales performance would include data on revenue generated as well as expenses incurred.
Business letters usually only contain text and may be formal or informal in tone. They are used to communicate information between individuals, groups, or organizations. Examples include letters of recommendation, grant applications, and contracts. Memos are often short notes that document an event or act something like a log book. They can be used by managers to keep track of their staff's activities or by employees to record their thoughts on a particular issue. Reports are documents that provide information about something. For example, a sales report would include data on sales performances by region or department. The report might also include analysis of factors that affect sales, such as market conditions or product releases.
In general, letters should be typed and printed on letter-size paper (8.5 x 11 inches).
There are four sorts of textual communication in typical business settings: transactional, persuasive, informative, and instructive. Transactional messages include order forms and bills. Persuasive communications include memos and reports. Informative documents include newsletters and brochures. Instructive materials include instructions manuals and training programs.
Transactional messages are simply statements of fact, such as orders or invoices. They can be formal or informal, but they should always be clear and to the point. For example, an invoice for $10,000 should state "We accept payment by check" not just "Accepted: 10,000." Even if you're sending it to yourself, write "We accept payment by check" at the top of the page so there's no confusion about who is being billed and how much.
Persuasive messages try to change someone's mind on a subject. They often do this by arguing both for and against something (or some way). For example, a memo might discuss advantages and disadvantages of doing something ("Have a talk with your manager before making any decisions," it might say), or it could provide information that forces you or your staff to think about things differently ("A new survey shows that 95% of people trust us because we are honest," it might state).
Meanwhile, electronic mail, Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts, ads, brochures, and press releases are examples of textual communication methods commonly explored with clients, vendors, and other members of the business community. The use of writing as a medium for communication has been critical to the advancement of humanity.
Writing has had an important role in human development because it is able to convey information quickly and accurately, thus enabling people to make social comparisons and come to terms with differences in culture and belief systems. Writing also allows for reflection upon what has been learned experience by experience. Finally, writing is necessary for communication within groups of any size, including families, friendships, and organizations.
According to the Oxford English Dictionary, the first written language was created by Luoyang Chinese scholar-bureaucrats around the year 600 AD. Before this time, most likely all communication was done verbally. The invention of writing enabled scholars to transmit knowledge and ideas beyond their own lifetimes. It also allowed for the creation of libraries where information could be stored for future reference.
Writing has had an equally important role in modern society. Today, it is used in place of speech for many reasons. For example, someone who does not speak English may still have access to information through Web sites and advertisements that are written in English.
Any sort of conversation that relies on the written word is considered printed communication. In a commercial setting, printed communication is frequently used. Memos, bulletins, reports, employee manuals, and job descriptions are examples of this form of communication. In a social setting, such as with friends or family, letters, emails, and Facebook posts are forms of printed communication.
Printed communication allows people to share ideas quickly and easily without being face-to-face. This form of communication is useful for businesses because it allows them to send out alerts, make announcements, and get feedback from their customers and employees without having to be physically present at each location or device used by these individuals.
In addition to memos, bulletins, reports, and other documents, emails are also forms of printed communication. Emails allow users to write short messages to others instead of long papers or dissertations. These messages can include links to websites, files attached to the email (such as pictures or videos), and even live chat sessions between email users!
Finally, printed communication includes anything written down and stored in a book, journal, or similar document. This may include notes taken during conversations or meetings, or it may include original works of art or literature. Printed books are useful for storing large amounts of information; for example, encyclopedias are compendiums of knowledge published in various volumes.
Communication styles There are three sorts of communication: verbal communication, which involves listening to a person in order to grasp the meaning of a message; written communication, which involves reading a message; and nonverbal communication, which involves watching a person and inferring meaning. Communication is the transfer of information from speaker to listener or reader.
Verbal communication includes speech, questions, and commands. Speech consists of words, which are organized into sentences, which are composed of clauses. A clause is a group of words that functions as a unit within a sentence. For example, "The dog ran" and "I like fish" are both independent clauses because they can stand on their own as sentences. Commands are words or phrases used by someone with authority to get you to do something. Questions are words or phrases used by someone who wants to know the answer to a statement or fact. Written communication includes letters, emails, and memos. Letters are written documents that contain written language intended for delivery by mail. Emails are written documents that contain electronic language intended for delivery by email. Memos are short notes taken by a staff member or an executive summarizing an idea, conversation, or event. Non-verbal communication includes gestures, facial expressions, tone of voice, etc. Gestures are movements made with arms, legs, body, or objects that have symbolic meaning.
Three Kinds of Business Letters There are three sorts of business letters in general. The purpose of the letter and the relationship with the recipient determine the type of letter. Let's take a look at each sort of business letter in more detail.
Letters are an important means of communication for businesses of all sizes. Well-written letters not only make your message clear to the recipient, but they also create a good first impression. In today's digital world, letters still have some advantages over emails, so it is useful to know how to write them correctly.
There are three main kinds of business letters: formal, informal, and personal.
Formal letters are used when you want to make a serious request or offer a contract. They should be written on official stationery and sent by registered post. When writing a formal letter, it is appropriate to use formal language and address the sender directly rather than using "you" and "me". These letters can be long or short and may include details about the transaction (for example, a purchase order) as well as information about yourself and your company (for example, your name and address). Formal letters are usually sent after business has been done; therefore, they do not contain a detailed history of previous transactions with the recipient.