Unit-3 Written Communication | BCA First Semester-2023

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Unit-3

Written communication

• When communication is done through the written words, it is termed as written communication
• When the message are convert in written form it is referred as written communication. It refers to those decisions, policy, statement, rules, procedures, orders, and instructions etc. which are expressed on paper.

Written communication  are

• Reports
• Magazines
• Agreements
• Orders
• Instructions
• Notice boards
• Letters
• Documents
  

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  Business communication unit 2 – https://pencilchampions.com/unit-2-oral-communication-bca-1st-year-2023/

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Advantages of Written communication

1. Permanent records – written communication creates a permanent record that can be referenced and reviewed at any time.
2. Clarity- It allows for precise and structured expression of thoughts, reducing expression of thoughts, reducing the chances of misunderstanding
3. Global Reach: Can be easily shared across geographical boundaries, making is suitable for international communication
4. Time-Independent: Messages can be read at the recipient’s convenience, making it time independent.
5. Privacy : Provides a level of privacy, as confidential information can be shared securely through written means.

Disadvantages

• Delay feedback
• Lacks flexibility

Purpose of writing

• It is good for long distance communication
• It creates permanent record
• It can be used as legal document
• It can be sent to many persons at a time

Principle of effective writing

• Clarity
• Communication
• Honesty
• Passion
• Reading
• Revision

Techniques of written communication

• Persuasion
• Description
• Comparison
• Exposition
• Narration

Application letter

•  Application letters are important because they provide employers with additional context about your application and help you stand our among other applicants

Employment Messages Writing Resume

1. Contact Information: Include your name, phone number, email address, and optionally, your LinkedIn profile or personal website.
2. Objective or Summary: Write a brief statement highlighting your career goals or summarizing your qualifications and what you can bring to the role.
3. Work Experience: List your relevant job experiences in reverse chronological order, including job titles, company names, dates of employment, and key responsibilities and achievements.
4. Education: Detail your educational background, including degrees earned, institutions attended, graduation dates, and any relevant certifications.
5. Skills: Showcase your relevant skills, both technical and soft, that make you a suitable candidate for the position.
6. Achievements and Awards: Highlight any significant accomplishments, awards, or recognitions that demonstrate your capabilities and dedication.
7. References: Optionally, you can mention that references are available upon request, but it’s not necessary to include their details on the resume.

Format of message writing resume

[Your Name]

[Your Contact Information: Phone Number, Email Address]

Objective:

[Write a concise statement about your career goals and what you can offer as an employee.

Work Experience:

Job Title

[Company Name] | [Dates of Employment]

[Key Responsibility or Achievement 1]

[Key Responsibility or Achievement 2]

Job Title

[Company Name] | [Dates of Employment]

[Key Responsibility or Achievement 1]

[Key Responsibility or Achievement 2]

Education:

Degree Earned

[Institution Name] | [Graduation Date]

Skills:

[Relevant Skill 1]

[Relevant Skill 2]

[Relevant Skill 3]

Achievements and Awards:

[Notable Achievement or Award 1]

[Notable Achievement or Award 2]

References:

Opening Paragraph

• Hook the Reader: Start with a compelling hook, such as a shocking statistic, a thought-provoking question, a vivid description, or a relevant quote.
• Introduce the Topic: Clearly state the topic or subject matter of your writing. Provide context to help the reader understand what the piece is about.
• Thesis Statement: Present a clear and concise thesis statement that outlines the main argument or purpose of your writing. This sets the direction for the entire piece.
• Background Information: Offer some brief background information to provide context and ensure that readers have a foundational understanding of the topic.
• Scope and Purpose: Explain the scope and purpose of your writing. Let the reader know what they can expect to learn or gain from reading further.
• Transition: Use a smooth transition sentence to bridge the gap between the introduction and the body of your work. It should guide the reader into the main content.
• Tone and Style: Establish the tone and style of your writing in the opening paragraph. Whether it’s formal, informal, persuasive, or informative, maintain consistency throughout
• Engage and Intrigue: Above all, aim to engage and intrigue your reader. Make them want to continue reading by sparking their curiosity or interest.

Closing Paragraph

• Restate the Thesis: Begin the conclusion by restating your thesis statement to remind the reader of the main argument or purpose.
• Summarize Key Points: Provide a concise summary of the key points or arguments presented in the body of your work. This reinforces your main message.
• Highlight Significance: Explain the significance of your topic or findings. Why is it important, and what impact does it have?
• Call to Action (if applicable): If your writing calls for it, include a call to action. Encourage the reader to take a specific step, think differently, or continue exploring the topic.
• Closing Thoughts: Share your final thoughts or insights related to the topic. This can be a reflection, a prediction, or an open-ended question.
• Circle Back to the Opening: If appropriate, tie back to the opening paragraph by referencing something from the beginning, creating a sense of closure.
• Emphasize the Message: Reiterate the central message or takeaway you want the reader to remember.
• End with Impact: Finish the closing paragraph with a memorable sentence that leaves a strong impression or provokes thought. Avoid introducing new information here.

At Summarizing

• Summarizing is the process of condensing a longer piece of text, such as an article, book, or speech, into a shorter version while retaining its key points and main ideas.
• The goal of summarizing is to provide a concise overview of the original content, making it easier for readers or listeners to understand the main concepts without having to go through the entire source material.
• Summaries should capture the essence of the text and omit less important details. It’s a valuable skill for comprehension, note-taking, and conveying information efficiently.
  

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Ques 1: What is Written communication?

Ans : Mediums: Written communication can take place through various mediums, including emails, letters, reports, memos, text messages, and social media posts. Ques 2: Why is  communication important?

Ans : Documentation: It provides a documented record of information, decisions, and agreements, which can serve as evidence or reference in legal, business, or academic contexts.

• Global Reach: In the digital age, written communication can reach a vast and diverse audience across geographical boundaries, making it an invaluable tool for businesses and individuals.

Ques 3: What are the common types of written communication?

Ans : Three common types of written communication

• Business Correspondence: This includes emails, letters, and memos used in the corporate world for formal communication, such as proposals, reports, and job applications.
• Digital Communication: In the digital era, online platforms like social media, blogs, and websites have become popular mediums for written communication, allowing individuals to share information, opinions, and news with a global audience.