Level 2 Diploma in Business Administration presentation Power
Level 2 Diploma in Business Administration • presentation Power. Point Communication in a business environment Handout 2: Written communications © 2014 City and Guilds of London Institute. All rights reserved. 1 of 11
Level 2 Diploma in Business Administration Uses of different written communications – external • Letters – formal communication; when information is complicated or technical; as confirmation or for later reference. • Fax – used to send copies of documents instantly; useful when a signature is required; original document is retained by sender. © 2014 City and Guilds of London Institute. All rights reserved. 2 of 11
Level 2 Diploma in Business Administration Uses of different written communications – internal • Reports – used to document researched information. • Memos – usually formal communication. • Email – can be internal or external communication; less formal, quick to send to many recipients, with or without attached documents; can be used for confirmation or urgent written communication. © 2014 City and Guilds of London Institute. All rights reserved. 3 of 11
Level 2 Diploma in Business Administration House styles A set format for documents used by an organisation. Any documents produced by an organisation will conform to its image, eg: • they will all show the logo • be of same colour of paper • same font • set document layout. © 2014 City and Guilds of London Institute. All rights reserved. 4 of 11
Level 2 Diploma in Business Administration Summary of house style factors • Font style and colour • Size of font • Style and position of headings • Spacing • Justification of the text • Size of the margins • Position of date, references and addressee’s details on letters. © 2014 City and Guilds of London Institute. All rights reserved. 5 of 11
Level 2 Diploma in Business Administration Fit for purpose Your written communication must be suitable for • the intended nature, purpose, reader • type of information to be communicated. © 2014 City and Guilds of London Institute. All rights reserved. 6 of 11
Level 2 Diploma in Business Administration Every written communication should … • be presented in the format required • adhere to agreed business conventions • have the correct degree of formality • be unambiguous in meaning • be accurate in terms of grammar and spelling and details included. • be completed by the required deadline. © 2014 City and Guilds of London Institute. All rights reserved. 7 of 11
Level 2 Diploma in Business Administration Accuracy • Correct grammar • Sentence structure • Punctuation • Spelling. This is important for: • Understanding • Impression • Liability. © 2014 City and Guilds of London Institute. All rights reserved. 8 of 11
Level 2 Diploma in Business Administration General rule for structuring communications • Introduction • Main content • Summary. © 2014 City and Guilds of London Institute. All rights reserved. 9 of 11
Level 2 Diploma in Business Administration Methods to structure information Paragraphs • to separate the text into readable chunks. Headings • to group information according to topic and indicate to the reader in advance the subject of the text. © 2014 City and Guilds of London Institute. All rights reserved. 10 of 11
Level 2 Diploma in Business Administration Readability Ensure communications are written in such a way as to be easy to understand for the reader Do not using technical jargon or over-complicated sentences. Keep sentences concise – to the point. © 2014 City and Guilds of London Institute. All rights reserved. 11 of 11
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