written communication in a company
DESCRIPTION
Models of written documents in a company.TRANSCRIPT
Written
documents in the
company Communication & Customer Service
2015
María Montes Cervera
Communication & customer service
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INTRODUCTION
Although, as we have seen during this course of communication and customer
services, we can use verbal and non-verbal communication, the most used type of
communication within the company is written communication.
It is the most popular because it is lasting, that’s means that it remains over the time.
Furthermore, written communication allows the receiver to analyze the information
better, because the time it’s not a barrier in this type of communication.
If we want to achieve an effective communication through written communication we
must think before starting to write. We must have a clear idea of that that that we want
to transmit because there is not an immediate feedback, because the receiver is not
present. So, The message has to be clear, coherent, and easy to understand.
In this document we will see different models of written documents that are very
frequent in communication in the companies. We will analyze it structures, and an
example of each one of them.
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TABLE OF CONTENTS
1.BUSINESS LETTER………………………………………….PAGE 5
2.MEETING REQUEST………………………………………….PAGE 7
3.MEETING MINUTE…………………………………………….PAGE 9
4.GREETING………………………………………………………PAGE 11
5.APPLICATION……………………………………………………PAGE 13
6.CERTIFICATE……………………………………………………PAGE 15
7.BUSINESS CARD………………………………………………..PAGE 17
8.PRESS RELEASE……………………………………………….PAGE 19
9.EMAIL……………………………………………………………..PAGE 21
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1.BUSINESS LETTER It plays an important role in communication between companies. This type of document has
many options to create it, for example we can do it by handwriting or by computer.
Making a business letter by hand, as we have done, has many advantages, but it has also
some disadvantages:
ADVANTAGES
This type of document has important advantages
against other , for example:
Personal image
Closer image
DISADVANTAGES
It has also some disadvantages like
Slower than other methods because of
postal mail services.
You have to have a good and
understandable handwriting.
As we are going to see in our example of a business letter, it has the following parts :
Header:
- It must include the logo of the company on the top of the sheet.
-The data of the recipient*.
-The date.
-A brief greet like: “Dear Mr./Ms.”
-A brief description or summary of the reason for the letter.
Content:
-Development of the topic we want to treat.
In this part we have to follow some rules if we want to achieve the goal of the letter, we
must follow some “rules”:
1.Introduce our company
2.If we are trying to achieve new clients, like in the example of letter that we are going
to see, we have to offer some advantages which difference us from other competitors.
We have to expose it with clarity, and without lying about the services we’ll offer.
Conclusion:
- Brief farewell, we can use expressions like “ I remain at your disposal for any question
you wish to clarify, yours sincerely…”
-Signature: Name and position in the company
- Data of our company
* We can also include on it our data(name, position in the company, etc.)But in this case I have followed a
different style of business letter, and I have included this information at the end of the letter.
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2. MEETING REQUEST
It’s an internal document which is used to inform certain people officially that a meeting that is
important for the will be celebrate.
In this document we must include:
Who is required to be in the meeting.
Date and place of the meeting.
Exact time of the meeting.
Topics that will be treated in the meeting(Agenda), and the order in which they are
going to be treated.
As we are going to see in the next meeting request example it has the following parts:
1. Brief explanation and data of the meeting(date, place, time)
2. Agenda(Topics that will be treated in the order in which they will be treated)
3. Formal farewell (We can use expressions like without further ado, respectfully yours)
4. Signature of the sender or senders(in this case the president and the secretary)
5. We can also include at the bottom of the document the stamp of the company.
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3.MEETING MINUTE
It’s the summary of the development of a meeting which has already been celebrated.
In this document there are basic things that we must not forget to include on it as:
The logo of our company in the upper right side
Number of the minute, in order to improve the organization of the minutes.
The meeting attendees on the right side of the sheet, this allow us to know who was
present in the meeting the day that it took place, and know the position of each
attendee regarding the discussed issues.
The date, place and hour of the meeting. It can be through a fixed text.
The issues that were treated. We must write it in the order in which they were treated.
The position of each one or each group. This means the opinion of each group
regarding each issue.
The decisions that were taken.
A fixed text to finish. It can be something like “Without more business to discuss the
session was adjourned at ________(Hour)
Signatures of all the attendees.
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4.GREETING
It is a document used to express appreciation, invite someone to an event, and so on.
In a greeting we must follow some rules for the organization of the text:
First, we have to write the position of the sender.
Then we should write “GREETS” in the middle of the sheet with big letters.
After this we have to include the name of the receiver with capital letters.
Following the name of the receiver we’ll write the reason of the greeting, and if it is an
invitation to an event(like in the example that we´ll see in the next page)we must include
the date, hour and place where the event will take place.
Then we’ll write the name of the sender with capital letters too, and generally, we
include a fixed text like: “takes this occasion to offer you his highest consideration”.
We must know that a greeting is never signed.
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5.APPLICATION
This document is used to request services like permissions, documents, inclusion on job offers,
and so on, to the authority or people who can grant it.
Its use is so frequent that it has a fixed structure. Normally the authority or people who we are
requesting will provide us a model of application and we only have to fill in this document.
It has the following structure:
HEADING:
-Data of the person who send the request.
-Name and surnames
-ID
-Address
-Place of birth
And if you want you can add data about your job, your marital status…But in this case I
haven’t included any of that because it isn’t necessary to request a building permit .
BODY:
Here you must include the reason why you are requesting. This section stars with the
word “EXPOUNDS” follow by the cause of the request. And if you want to add more
information or another reasons, we usually expose them in different paragraphs,
starting always by the word “THAT”.
PETITION:
Here we have to express briefly that that we want. The goal that we want to achieve
through this request. It isn’t necessary to explain the details again, so generally we write
the petition in one or two phrases.
FAREWELL:
As a farewell we only write:
- The date and the place where we are writing the request.
-The name of the applicant and her/his signature.
FOOT:
We will write the position of the recipient (in capital letters).
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6.CERTIFICATE
It’s an official document, with legal value. Its objective is to state an event or status.
In this type of document there are three basic things to include on it:
The logo of the company
The name and position of the person who certifies.
The data of the applicant(Name, surnames, and ID
The signature of the person who certifies
The data of the moment when the certificate was made.
The structure of a certificate can change a little from a company to another, but all the
certificates are similar. They have a basic structure like this:
HEADING:
-Logo of the company on the top (Here you can include the address of the company)
- Following the logo we find the Name and the position of the person who certifies.
BODY:
-Starts with the word “CERTIFIES”(normally in third person)and then, in other
paragraph we’ll write the data of the applicant and the fact that we are going to certify.
CLOSING:
-We use a fixed text as: “ and for the record for the purposes, signing this certificate…”
-Date written in letters.
-Signature of the person who certifies.
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7.BUSINESS CARD
In my opinion, this is one of the most important documents for the image of our company.
It makes in our clients the first impression, and that’s really important for the future of the
relationship between the clients and the company.
The more elegant and impacting, the more effect will cause in our clients.
If you need to make a business card…don’t forget to include:
The logo of the company
The address and data of contact of the company
The activity of the company
And if, as the example, the card is of an employee it will included, added to the thing named
previously, the following details:
Name of the employee
Position in the company
Data of contact( To contact directly with that person)
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8.PRESS RELEASE
It’s a document that allows the communication between the company and the exterior.
It is used by the companies in order to inform the public about something new that it’s
going to happen or that has just happened, for example a new product, new work
center, or some important person who has joined to the company.
When we write a press release we must be objective, that’s means avoid giving our
opinion of the topic we are writing about.
A press release should be brief. Generally a press release has the following structure:
Logo of the company
The title “PRESS RELEASE” in capital letters
The date
A brief headline, where we introduce the topic of the release.
Summary about the topic we are writing about( It is usually contents a
little more information than the headline, but it doesn’t content all the
information)
Content of the release (here is where we write the entire information)
Contact data (address, telephone ,web and email of the company)
Optionally we can put the logo of the company at the bottom of the
release, on the right or on the left side, as a stamp, to confirm that it’s an
official document.
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9.EMAIL
It’s sending a message via internet. It’s the most used method of communication among
companies nowadays. It has some advantages comparing with postal mail. But it also has some
disadvantages. Let’s see both:
ADVANTAGES
It’s faster than postal mail
It’s more eco-friendly, because we don’t need to use any paper.
DISADVANTAGES
We need to have an internet connection to be able to send an email, furthermore we need a PC,
so we need to pay for that connection and for the PC.
We need to have basic knowledge about some computer tools, however nowadays almost
everybody have basic notions about informatics.
Emails don’t have a defined structure , but all have three basic elements at the beginning of the
email:
A sender (email address of the person who is sending the message)
A recipient (email address of the person who will receive the message)
An issue (The topic you will write about in the email)
If we want to write a formal email, as in the example that we are going to see, we will start it the
same way that it would be a business letter:
-A brief greet like: “Dear Mr./Ms.”
Content:
-Development of the topic we want to treat, explaining what’s the matter and requesting for that
that we want.
Conclusion:
- Brief farewell, we can use expressions like “ I remain at your disposal for any question you
wish to clarify, yours sincerely…”
-Signature: It has no signature, but as a signature we will write our name and our position in the
company.
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