Business Communication - Characteristics of Good Business writing | CSEET
Business Communication – Characteristics of Good Business writing | CSEET
Business Communication – Characteristics of Good Business writing – CSEET Notes
Communication is a process by which two or more persons exchange thoughts and concepts among themselves. If the communication is related to work, then it is called business communication. Any communication associated with law, administration, finance, trade, management, etc., is business communication.
It is no wonder that communication plays an integral role in everyone’s life, be it professional or personal, when trying to deliver thoughts to people. Business communication becomes more worthy when one wishes to build their network. It also helps establish an impression on the receiver.
Business writing, a subset of business communication, is used in a professional setting. It has a purpose to convey the required information to the reader in a clear, compact, and effective manner. It includes customer offers, reports, memos, emails, and notices.
Types of Business Writing
The broad field of business writing can be distilled into four divisions based on their objective, such as –
Informational business writing
Informational business writing provides information required to complete a task.
To give a perspective of the intent of such communication, let’s take an example. My manager sent me the October sales report. It included customer analysis, our profit margins, the sales overheads details. Since the sales report provided relevant information for me to understand the sales processes for October, it is Informational business writing. Areas leveraging Informational writing are business reports, financials of a firm, meeting minutes, etc.
Instructional business writing
The instructional business writing is directional and aims to guide the reader through the path of completing a task.
To give a perspective of the intent of such communication, let’s take an example – My company manufactures and sells washing machines. Since it is an electronic product and everyone may not know how to use it, my company includes an instruction manual in each washing machines package. Since my company provided the relevant instructions to operate the item, it is Instructional business writing. Areas leveraging Instructional writing are user manuals, memos, etc.
Persuasive writing intends to impress and convince the reader of the sender’s intent and ideas. It conveys crucial information to convince them that a specific product, service, company, or relationship offers better value.
To give a perspective of the intent of such communication, let’s take an example – I sent a mail to my customers telling them how my company’s services could help. Since I provided my customers with the value of my company’s services and encouraged them to purchase, it is Persuasive business writing. Areas leveraging Persuasive Writing are proposals, sales email, etc.
Transactional business writing
Transactional business writing group includes day-to-day communication at the workplace by email, authorized letters, forms, and checks.
What are the ten C’s of business writing?
Every business communication must be –
What are some samples of business writing?
Some samples of business writing from our day-to-day lives have been mentioned below –
Business proposal letters
Letters of advice
Interview follow-up letters
Letters of resignation
What are the elements of business communication?
The six elements of business communication are –
Message – Information or point to convey;
Sender – The one who gives information;
Receiver – The one that the communication is addressed to;
A channel – A medium via any message is transmitted;
Symbols – These are the words, actions, and signs employed by the sender while communicating with the receiver;
Feedback – This is the response for the sender by the receiver.
What are the objectives of business communication?
Some purposes of business communication are –
All-round development of a corporation
Conveying the idea, thought or decision
Encouraging others to require action
What are the characteristics of business communication?
It must avoid useless information to save time.
Any business communication must have a transparent purpose.
It should have little to no questions regarding clarity.
The concerned audience must be targeted.
It should not be attacking or offending in any way.
The communication must include all relevant information, advice, instruction, support.
Business communications should be clear and brief.
Polite and well-mannered words are the way to go.
It shouldn’t have any personal opinion.
One must use the precise format for business writing.
Includes a call to action
What are the steps for effective business communication?
The following points must be taken into consideration to build effective business communication –
Do away with any sort of assumptions in your communication.
Develop an honest habit of listening. Listen carefully about the subject, then speak out your ideas.
Ask questions that will contribute to the cause.
Treat both verbal and nonverbal communication as equally important.
Show your patience during any communication.
Maintain correct decorum with all employees at a corporation. Talk to seniors and employees at higher ranks politely and decently.
Writing and understanding any business communication is more than just a professional skill, it’s a life skill because it tends to come in handy for all official matters. In a professional space, having good business communication skills can get you a lot of recognition because this is a skill that can not be overlooked.
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