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Choosing the Correct Writing Medium
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In business communication it is of utmost importance to choose the correct medium through which communication will take place. Imagine being retrenched via e-mail!
The communication medium must be planned according to the purpose and audience of the message. Always keep in mind the frame of reference of the receiver(s).
Business Letters
Letters are mostly used for external communication to customers and clients, while memos are used for internal communication.
Click here to view a video on the format of a business letter.
Click here to download a sample of a formal business letter.
Memos
Memos are used to:
Communicate instructions
Put information, policies or decisions reached in meetings on record
Keep people informed of events in the company
Request information, assistance or input from workers
A memo is short and to the point, click here for an example of a memo.
Click here to view a video for tips to writing a clear business memo.
Electronic Transfer of Messages
Electronic transmitting of messages has definite advantages for organisations e.g. faster transfer and access to information, faster responses to requests, faster decision-making, and elimination of routine and time-consuming tasks.
E-mail transfers messages quickly and inexpensively, does not depend on the availability of the receiver and reduces the amount of paper being used. The disadvantages of using e-mail are that the communication volume increases, there is a lack of message permanence if the message is not printed and there is a lack of confidentiality. E-mails must be as equally well-planned as letters and memos. Communication breakdowns may occur if the purpose, audience and frame of reference of the reader are not considered. Professional standards should still apply.
Faxed messages are still an important and convenient way to communicate. The advantages of faxed messages are that it transfers messages quickly, provide written proof, typed or hand-written messages and any type of written message can be faxed e.g. letters and documents. The disadvantages are that faxes are not always very clear and tend to fade with time. The fax must be copied before it could be filed.