WRITTEN COMMUNICATION

OVERVIEW OF
WRITTEN
COMMUNICATION

the process of conveying a message through

the written symbols. In other words, any
message exchanged between two or more
persons that make use of written words is
called as written communication.

This Types of communication takes places

through medium such as letter, emails, social
media and other written formats.
 TYPES OF WRITTEN
COMMUNICATION
1. B a s e d o n s t y l e a n d c o n t e x t o f w r i t i n g
2. B a s e d o n g o a l o f w r i t i n g

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1. BASED ON
STYLE AND
CONTEXT

1. F O R M A L W R I T I N G
2. I N F O R M A L W R I T I N G
3. C R E A T I V E W R I T I N G
4. T E C H N I C A L W R I T I N G

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FORMAL WRITING

conveys information in professional and impersonal

manner, prioritizing clarity and objectivity over personal
opinions or creative method

Examples: Business reports and proposals, Formal

business letter, Business emails

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INFORMAL WRITING

opposite of formal writing.

Its relaxed, conversational, and aims to feel like we are talking
directly to the reader
Examples: Emails to friends and family, Text messages, Instant
messages, social media posts, Blog posts (depending on the blog's
style), Personal letters, Journal entries

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CREATIVE WRITING

Imagination and artistic expression of the writer through words onto

page.
Examples: Poetry, Short stories, Novels, Scripts, Songwriting

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TECHNICAL WRITING

specialized form of communication used by professionals to convey

information about complex topics.
Examples: Instruction manual, User guides, Assembly instruction,
API documentation.

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2.BASED ON GOAL OF WRITING

1. Informational writing
2. Instructional writing
3. Transactional writing
4. Persuasive writing

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INFORMATIONAL WRITING

Giving information on specific topic.

Educates the reader on a particular topic by presenting information.
Examples: News articles, research papers (some styles), blog posts
(informative), brochures, reports (informative).

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INSTRUCTIONAL WRITING

Provides step-by-step instructions on how to do something.

Examples: User manuals, assembly instructions, recipes, how-to
guides, tutorials.

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TRANSACTIONAL WRITING

Facilitates some kind of exchange of goods, services, or

information.
Examples: Business contracts, legal documents, invoices, purchase
orders, order confirmations.

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PERSUASIVE WRITING

aims to convince the reader to take specific action, adopt to certain

belief, or change their mind about something.
Examples: sales letters, marketing copy, opinion editorials, political
speeches(written form).

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TYPES OF BUSINESS LETTER

Business letter : is a form of written communication within an

organization or between two organizations. It is usually a letter from
one company to another, or between such organizations and their
customers, clients and other external parties

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TYPES OF BUSINESS LETTER

1. Acknowledgement letter
2. Apology letter
3. Sales letter
4. Compliant letter
5. Inquiry letter
6. Order letter
7. The letter of recommendation
8. Appreciation letter 15
ACKNOWLEDGEMENT LETTER

It’s written when we want to acknowledge someone for his help or

support when you are in trouble.
The letter can be used to just say thanks for something we have from
someone.

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APOLOGY LETTER

It’s is written for a failure in delivering the desired results.

If the person has taken up a task and fails to meet the target and then
he apologizes for opportunity to improve by an apology letter.

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SALES LETTER

it’s used to convince the customers for existing products or a new

product.
A sales letter should be Persuasive and contain the main features of
the products.

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COMPLIANT LETTER

A compliant letter is written to show one that an error has occurred

and that needs to be corrected as soon as possible.
The letter can be used as a document that was used for warning the
reader.

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INQUIRY LETTER

the letter of inquiry is written to inquire about a product or service .

if you have ordered a product and yet not received it then you can
write a letter to inquire when you will be receiving it.

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ORDER LETTER

it’s used for ordering products.

This letter can used as a legal document to show the translation
between the customer and vendor.

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RECOMMENDATION LETTER

It’s written to recommend a person for a job position .

The letter states the positive aspects of the applicant's personal and
how he/she would be an asset for the organization.
Recommendation letter is even used for promoting a person in the
organization.

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APPRECIATION LETTER

An appreciation letter is to appreciate someone's work in the

organization.
This type of letter is written by a superior to his junior.
An organization can also write an appreciation letter to other
organization, thanking the client for doing business with them.

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TYPES OF REPORT WRITING

Report writing refers to the process of creating a document that represents

information in a clear and concise manner
1. Informational reports
2. Analytical reports
3. Formal reports
4. Informal reports
5. Progress reports
6. Lateral reports
7. Technical reports
8. Feasibility reports
9. Business reports
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TYPES OF REPORT WRITING

1. Informational reports: These reports provide information about a

topic, such as a product, service, or process.
It includes; the annual reports, monthly payments, and
attendance reports that transfer information from one sector to
another.

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TYPES OF REPORT WRITING

2. Analytical reports: : are business documents that provide you a

clear understanding of what is happening within your organization.
These reports present data or information in a structured and
organized manner, often with charts, graphs, or tables, to help the
reader understand trends, patterns, or relationships.
Analytic reports include scientific research, feasibility reports, and
real estate appraisals.

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TYPES OF REPORT WRITING

3. Formal reports: These are detailed and structured reports

written for a specific audience, often with a specific objective.
In comparison with informal reports, formal reports are typically
longer and more complex than other types of reports.

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TYPES OF REPORT WRITING

4. informal reports: on the other hand, are short messages, such as

memorandum. In these reports, casual language is used.
Examples: digital postings, emails, memorandum the employment
of casual language.

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TYPES OF REPORT WRITING

5. Progress reports: These reports provide updates on a project or

initiative, detailing the progress made and any challenges or
obstacles encountered.
They serve as a vital mechanism for keeping everyone informed
about the status of a project, department, or organization

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TYPES OF REPORT WRITING

6. Lateral reports: priorities interdepartmental coordination within

an organization.

They serve to transmit information, ensuring that the entire team is

on the same page when making collective decisions.

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TYPES OF REPORT WRITING

7. Technical reports: These reports provide technical information, such as

specifications, designs, or performance data, often aimed at a technical audience.

8. Feasibility reports: A feasibility report assesses the likelihood of achieving

success for a suggested project or initiative.

9. Business reports: These reports are used in a business setting to communicate

information about a company’s performance, operations, or strategies..

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GUIDELINES FOR WRITING EFFECTIVE
BUSINESS LETTER

1.Determining recipient: identifying name and address of the

manager and understanding their role

2.Establish the purpose of the letter:

Building relationships
Persuasive communication
Informative communication

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CONTINUED

3.Structure of the letter:

I. Heading: mailing address and date, recipient address and company name

II. Salutation: “Dear Mr. Abera”, “Dear Dr. Abiy Ahmed”

III. Body: main idea of the letter

IV. Closing: sincerely, yours truly or best regards.

V. Signature

VI. Enclosures: documents with the letter

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GUIDELINES FOR EFFECTIVE REPORT
WRITING

1. Determining recipient and establishing the purpose of reports

The recipient cam vary greatly depend on the purpose of reports
• Informational reports
• Analytical reports
• Persuasive reports
2. Conduct research

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CONTINUED

3. Report structure
I. Title page
II. Table of contents
III. Executive summary
IV. Introduction
V. Body
VI. Conclusion
VII. Appendices

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CONTINUED

4. Writing first draft

5. Analyze data and record findings
6. Recommend course of action
7. Edit and distribute the report

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GUIDELINES FOR EFFECTIVE REPORT
WRITING AND BUSINESS LETTER

Both business letter and reports should follow the following format
• Professional layout: Times new roman or Arial with consistent
font size “12”.
• Spacing: maintain appropriate spacing between lines “l.5”.
• Left alignment

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CAUSES FOR POOR BUSINESS LETTER AND
REPORT WRITING

1. Poor formatting
2. Lack of clear and concise language
3. Poor grammar and spelling

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FACTORS AFFECTING WRITTEN
COMMUNICATION

1. Language ability
2. Audience
3. Purpose
4. Context
5. Clarity and organization
6. Tone and style
7. Revision and feedback

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QUESTIONS???

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