Workplace Communication: Week 5
Workplace Communication: Week 5
Workplace Communication: Week 5
COMMUNICATION
Week 5
WORKPLACE COMMUNICATION.
• Communication is an essential part of the workplace, making it a valuable skill
for professionals across industries and job roles.
• Enhance your workplace relationships and your contributions to your job role.
• Improve productivity and efficiency within a team.
• Using effective communication in the workplace also helps you maintain
positive professional relationships with your co-workers and superiors by
encouraging you to ask for clarity and use appropriate communication
channels.
• Overall, good workplace communication contributes to a positive company
culture and an ability to meet company goals.
WHAT IS WORKPLACE COMMUNICATION?
• Workplace communication is defined as a type of internal communication within the
boundaries of an organization that occurs in-person or virtually for getting a job
done and accomplishing the objectives of an organization.
• Some of the important communication tools that are used to improve
communication at workplaces are:
Internal newsletters Business letter
Instant messaging Forums
Intranet Podcasts
Team collaboration tools Screensavers
Internal Blogs Digital signage
Corporate social media Planning tools
Video chat Employee experience tools
Video broadcasts Virtual events
Alerting software Idea management tools
Team bonding tools Employee engagement software
Surveys Employee apps, etc
UNDERSTANDING BUSINESS
LETTERS
• A business letter is a professional, formal letter that is sent by one company to
another.
• These letters can be used for professional correspondence between business
clients, employees, stakeholders as well as individuals.
• Whether you need to tell a potential client about your product, collaborate with
another company, convince someone to attend your event, or give a thank you
note – a well-written business letter can stand out.
TYPES OF BUSINESS LETTER
1. Cover Letters
2. Business Invites
3. Complaint Letters
4. Letter of Resignation
5. Order Letters
6. Letters of Recommendation
TYPES OF BUSINESS LETTERS
1. Cover Letters
• First up, a cover letter is a one-page document that candidates submit along with their
resumes. It takes the employer on a guided journey of their greatest career & life
achievements.
• No matter if you’re a student or an experienced professional, a cover letter is an
important document to show your skills, experience, and why you’re fit for the position
you are applying for.
• Tips:
• Don’t try to fit your whole career in your cover letter. It should have a carefully curated
collection of stories.
• Don’t state a skill that you don’t actually have. You’ll definitely regret it when you’re asked
to use that skill in the interview.
• Keep it concise and to the point. The employer does not have time to sit down and read
an entire memoir.
TYPES OF BUSINESS LETTERS
2. Business Invites
• These letters are a formal way to reach out to a company or an individual and
invite them to attend an event hosted by your company.
• As business events tend to be formal, an invitation letter is most likely to be
formal as well. But, if you are organizing a casual event, it should be reflected in
your invite and tone.
• Tips:
• Write the letter in such a way that it builds anticipation about the event.
• Clearly mention the date, time, and venue.
• Set a friendly follow-up to remind them of the event.
TYPES OF BUSINESS LETTERS
3. Complaint Letter
• This letter is a way to formally express your disappointment formally. You
can report a bad experience, poor customer service, or let a company know that
their products didn’t meet your expectations.
• The key to this letter is that it shouldn’t sound like you are nagging, but also
shouldn’t lose its importance if you want to be taken seriously.
• Tips:
• Don’t get too emotional or over-the-top angry. Just state the facts.
• Be cordial and professional. Let them know the entire story and how’d you like
them to rectify their mistakes.
TYPES OF BUSINESS LETTERS
4. Letter of Resignation
• It is a document that notifies your employer that you’re leaving your job. Whether
you work at a coffee shop or a big-shot company, it’s proper protocol to submit a
letter of resignation before you leave.
• Also, if you have an urge to send an incendiary letter of resignation, don’t give in!
You might cross paths with these people again.
• Tips:
• Keep it simple, stick to the facts, and don’t start complaining. Resignation letters
are not the right place for complaints & critiques.
• Thank your boss and/or the company for the opportunities and describe some of
the key things you learned on the job.
• If you’re in a high-profile position, consider your words super carefully because
your letter would likely be made public
TYPES OF BUSINESS LETTERS
5. Order Letters
• Also known as “purchase orders”, these letters are used to order things or buy
material. They act as a legal record, documenting the transaction between the
buyer and seller.
• These letters are generally written by one business to another business to make
an order or to modify it.
• Tips:
• Be concise and clear to avoid any misunderstanding or confusion.
• Include everything the seller would need to deliver the order and get the
payment.
• Provide contact information for future conversations or follow-up.
TYPES OF BUSINESS LETTERS
6. Letter of Recommendation
• These letters intend to recommend someone for an internship, job, fellowship,
or other such opportunities.
• Before hiring an employee, many employers ask for such kinds of letters. It tells
why the person the letter is about is a good person to hire and describes their
strengths & abilities.
• Tips:
• Be honest and don’t agree to write a letter to someone you don’t know.
• Use specific examples to highlight the person’s strengths, skills, and abilities.
• Include why you believe the candidate would excel in the role.
OTHER TYPES OF BUSINESS LETTER
• Application letters
• Letters of intent
• Letters of interest
• Inquiry letters
• Query letters
• Motivation letters
• Transmittal letters
FORMAT/STRUCTURE OF BUSINESS LETTERS
Step 2: Date
• Rather than abbreviating with numbers, write the entire date.
• When you’re writing to American companies, use the American date format i.e,
put the month before the day.
• Example: October 20, 2016
• Write the date before the month if you’re sending a letter in the U.K. or
Australia.
• Example: 20 October 2016
FORMAT/STRUCTURE OF BUSINESS LETTERS
Step 6: Closing
• Here, you’ll mention that the recipient can contact you or your team if he has
any concerns or questions. You can also thank him or her for reading the letter.
• Make sure that the closing isn’t more than two sentences long!
• For instance, you can write:
• Kindly email me at (your email) to schedule a meeting. Thank you!
• If you have any queries, don’t hesitate to call me at (your contact number).
FORMAT / STRUCTURE OF BUSINESS LETTERS
Step 8: Signature
• Below the complimentary close, sign the letter.
• Make sure that you skip at least four lines so that there’s enough room for your
signature. After that, type out the name that has to be signed.
• You can include your job title below your full name too.
• Here’s the format:
1) Your signature
2) Typed full name
3) Title
PRESENTATION: FULLY-BLOCKED LAYOUT
• When it comes to writing a business letter, you have two primary styles to choose
from.
• The first, known as closed punctuation, requires the strict use of traditional
punctuation, such as a colon after the salutation – Dear Sir: – in your business letter.
This is the type of punctuation you likely learned in English class.
• Open punctuation is a much more relaxed way of writing. Choose this option, and
you can give those pesky colons a miss.
THE DIFFERENCE BETWEEN OPEN AND CLOSED PUNCTUATION