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PMAL104: Business Writing and

Communications
Unit 4: Written Correspondence

Team Members:
Priyanka Chhabra, 239669250 Sidekpreet Kaur, 239666440 Hafsoorath Chenniyeri, 239665800 Divya
Sanjaybhai Dave, 239669790

Explain the writing process steps:

Writing process includes: prewriting, inventing, researching, collaborating, planning, organizing,
designing, drafting, rereading, revising, editing, proofreading, sharing or publishing. Expand your
composing repertoire -- your ability to respond with authority, clarity, and persuasiveness -- by learning
about the dispositions and strategies of successful, professional writers. Prior writing Prewriting is all
the preparation a writer undertakes for a piece of writing before they actually start writing. Revising
Because revision is such a crucial step in the writing process, seasoned authors frequently use the
expressions "writing is revision" or "all writing is revision." Revision is the process of going back over,
reevaluating, and improving written material in order to increase its content, clarity, and general
effectiveness. Drafting The act of creating a rough first draught of a document is referred to as
"drafting." Early on in the writing process, writers participate in experimental writing. Writers
concentrate on freewriting while drafting; they produce brief Rereading Rereading is the practise of
closely going over a printed document. Rereading texts requires writers to scan the spaces between each
word, phrase, sentence, and paragraph. They search for holes in information, logic, organisation,
design, diction, and other areas.writing in short bursts without pausing or paying attention to grammar.
Proofreading The final time you will review a document before sharing or publishing it with its
intended audience(s) is referred to as proofreading. It's too late to include any fresh supporting data
you've discovered at this stage of the writing process.

List and explain the components of professional writing at the workplace:

List and explain the components of professional writing at the workplace. A variety of elements of
professional writing that support good communication and professionalism are included in professional
writing in the workplace. The following are some essential elements of professional writing: Clarity-
Professional writing should be concise and simple to comprehend. To communicate concepts and
information clearly and without ambiguity, it involves utilizing short, precise sentences. Writing clearly
lowers the likelihood of misinterpretation and assists readers in rapidly understanding the intended
message. Tone and style- Professional writing should be appropriate for the subject matter and target
audience. It frequently takes on a formal tone while keeping a degree of professionalism. The style
should be uniform and in keeping with any applicable organizational policies or industry norms.
Grammar and Punctuation: Correct grammar and punctuation are essential for clearly expressing
ideas and upholding the written work’s professionalism. To maintain this, writers should be aware
regarding sentence structure, subject-verb agreement, appropriate usage of tenses, and punctuation
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rules. Structure and organization- Professional writing must have a clear structure that makes it easier
for readers to follow the progression of ideas. A well- organized work of writing has distinct topic
sentences, sensible transitions, and efficient paragraphing. Awareness of audience- When writing in a
professional capacity, writers should consider their target audience. It helps to appropriately adapt the
language and content by being aware of the readers’ background, levels of knowledge and demands. It
helps to build engagement and comprehension of audience. Conciseness- The ability to communicate
ideas clearly, is frequently valued in professional writing. The writing is kept concise and effective by
avoiding excessive repetition and jargon. The goal of writers ought to be to deliver message clearly
using minimum words. Professional Formatting: Writing documents seems more professional when
they are formatted properly. This entails employing consistent font styles, suitable font sizes, well
arranged headings and subheadings, bullet points or lists of numbers. Proofreading and editing-
Professional writing must include editing and proofreading. It entails checking the text for formatting,
punctuation, spelling, and grammar mistakes. A professional and expert end output is ensured by
checking for overall coherence, logical flow, and consistency. Professional language and ethical
consideration- Slang, informal phrases and offensive language are not allowed in professional writing.
It uses terminology that is appropriate for the workplace – formal and respectful. Writing that is done
professionally follows ethical norms by being accurate, truthful, and courteous. It respects
confidentiality, avoids plagiarism, and correctly credits source when required for. Professionals can
effectively express ideas, maintain professionalism, and make sure their messages are understood at
work by include these elements in their writing.

Differentiate between oral and written communication:

Differentiate between oral and writing communication. There are two main ways of communicating
verbally and in writing, each having unique qualities. The main contrasts between oral and written
communication are as follows: Communication medium- This distinction stands out most. Speaking
aloud over the phone, in person, at a presentation, in a meeting, or in a meeting, or in an audio
recording constitutes oral communication. Contrarily, written communication entails the transmission
of written words through letters, e-mails, memoranda, reports, articles, or any other type of written
communication. Speed and response time- Verbal communication is frequently quicker than written
communication. Speaking enables people to communicate their ideas in real-time, enabling instant
response and back-and-forth conversations. In contrast, written communication frequently takes longer
to create, edit, and send, and the answer or reply might not come right away. Communication
performance and record keeping- written communication is more permanent than oral communication.
Written materials can be kept, referred to, and used as a communication log. They offer information
that may be reviewed or referred to later in a tangible manner. Due to the ephemeral nature of oral
communication, it is dependent on memory or the recordings of talks for reference in the future. Clarity
and accuracy- Written communication is frequently more accurate and clearer than verbal exchange.
Before submitting their work for publication, writers might carefully select their words, organize their
sentences, and edit their substance. Oral communication has a larger likelihood of spontaneous
speaking, which could lead to less organized or exact delivery. Non- verbal cues- In addition to using
words, oral communication also makes use of non- verbal cues including body language, gestures, and
non – verbal cues like facial expression and voice tones. These non-verbal clues assist communicate
emotions, intensions, and emphasis while adding new layers of meaning to the message. Non -verbal
cues are lacking in written communication, so the message is entirely dependent on the written words.
Audience reach- Written communication has the advantage of having a wider, more scattered audience
in terms of geography. Through platforms like emails, newsletters, or magazines, it enables the
widespread distribution of information. Although it can be recorded or broadcast to a larger audience,
oral communication is often limited to the individuals present during the conversation or presentation.
Editing and complexity- written communication typically handles complicated concepts or in-depth
information more skillfully. Writers can carefully arrange their text, offer clarifications, and add visual
aids as needed. Written communication also allows for several iterations of editing and modification to
guarantee precision and clarity. Without the use of visual assistance or the chance for instant editing,
oral communication may have trouble communicating ideas. In every aspect of personal and
professional life, communication-oral and written- plays a significant role. The context, goal, audience,
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and expected results all in fluence the choice of communication medium. Effective communicators are
proficient at tailoring their messages to the advantages and disadvantages of oral and written
communication.

List channels of communication at the workplace:

WORKPLACE COMMUNICATION STRUCTURES Email is the most common means of sending

written business communications, however many professionals make the mistake of using it instead of
another channel. Only communicating sensitive issues via email or text tends to exacerbate a quarrel
and cause delays. The Range of Typical Office Communication Channels 1. Personal interaction and
gatherings with the group 2. Email; 3. Text or instant message 4. Tweet; 5. Instagram; 6. Blog post; 7.
Letter; 8. Memo 9. PowerPoint or a report; 10. Fax 11. Voicemail, conference calls, VoIP, and phones
12. Web conferences and video chat. Channel: Face-to-face communication and group gathering. the
method of communication that combines verbal and nonverbal cues and has the highest informative
density. Conversation allows for immediate exchanges of ideas and maintains the human factor that is
lost in most other channels. Additionally, more people can participate in group discussions. 2. Email
Emails instantly transmit communications to any anyone worldwide with an email account and an
internet connection. We can send messages to a single receiver or a large group of recipients
simultaneously, including audiences that have been CCed or BCCed. Text or instant message Instant
messaging, also referred to as text messaging, enables the rapid exchange of textual communications. In
order to avoid being overheard, they can also be done discreetly. Letter Letters will demonstrate respect
through formality and effort. When sealed in an envelope and sent to the recipient's actual address, this
ensures confidentiality. Tweet Tweet can reach a sizable audience of social media users for marketing
purposes and has the capacity to broadcast real-time updates that are accessible on smartphones.
Instagram Instagram for Business allows customers to interact in real time and provides branding
graphics for interested clients, especially millennials. Blog, article, or essay Essays Adaptable enough to
write in-depth about any subject and maybe attract a large online audience through a blog post or
article published on an online media site. Memo Memos serve as written records of group decisions,
statements, rules, and practises within an organisation. In addition, it can be used as a format for
presenting brief reports (like conference reports) and documenting negotiations in contracts between
organisations. Powerpoint or a report a report or PowerPoint presentation By offering research and
analysis, it enables the presentation of a substantial amount of information, and it can be presented
using PowerPoint, a paper booklet, or a suggestion for solitary reading, among other formats. Fax
Business letterhead can be used while transmitting documents through fax, and documents can be
delivered quickly. Voice over IP, conference calls, voicemail Anywhere in the world, calls over the
phone, VoIP, voicemail, and conferences provide audio-only contact between speakers, and the speedy
back-and-forth saves time compared to written communication via email or text. Participants have the
opportunity to communicate directly with those who are geographically distant from them through this
channel. Web conferences and video chatting. This channel enables face-to-face interaction between
people or groups that are geographically separated from one another and allows participants to see
facial expressions that would be obscured during a phone conference. It can also be added to a real-
world meeting to include people who can't attend in person. Referance A. Stracuzzi and B. Dunphy
(2019). Professional writing is a typical strategy in the workplace. Fanshawe University.
https://openlibrary.ecampusontario.ca/catalogue/item/?id=68b5d817- 406e-4ef7-b8f0-542e17c92c1b
Chapter 2: The Writing Process: Planning Chapter 7: Parts 7.1, 7.2 of Traditional Written
Communication

Write a memo with impact:

Memorandum To: Marketing Department From: Gloria Mathis, director of marketing Date: December
1, 2022 Subject: Importance of social media for attracting the audience This is to announce that we are
updating our marketing policy to include social media for attracting the audience. The new policy takes
effect June 1. After sending out surveys to all employees and studying organizations that use similar
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policies, we believe this change can help us fulfill our goal of creating an environment that nurtures our
team. We support your passions and callings and want to empower you to give back in ways that speak
to you. Beginning June 1, you can find the social media icons to work on the tool. We hope you're as
excited as we are about this positive step. If you have any questions, please email me at
[email protected]. Thank you, Gloria Mathis 811-436-0830 [email protected]

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