Unit 5. Written communication

1. Прочитайте текст и ответьте на вопросы.

1. What does written communication include?

2. What does the effectiveness of written communication depend on?

3. What communication forms are described in the text?

4. What are the aims of writing memos?

5. What should you do before writing a memo?

6. What does effective use of emails require?

7. What is the best advice for writing emails?

Written communication includes traditional pen and paper letters and documents, typed electronic documents, e-mails, text chats, SMS and anything else conveyed through written symbols such as language. This type of communication is indispensable for formal business communications and issuing legal instructions. Communication forms that predominantly use written communication include handbooks, brochures, contracts, memos, press releases, formal business proposals, and the like. The effectiveness of written communication depends on the writing style, grammar, vocabulary, and clarity.

A memo is a document typically used for communication within a company. Memos can be as formal as a business letter and used to present a report. Usually you write memos to inform readers of specific information. You might also write a memo to persuade others to take action, give feedback on an issue, or react to a situation. However, most memos communicate basic information, such as meeting times or due dates. Before writing a memo, outline what your purpose is for doing so, and decide if the memo is the best communication channel.

 

 

Email is used to communicate in many settings. Effective use of email requires a clear sense of the purpose for writing, as well as a clear statement of the message.

Email is not the same as talking to someone face-to-face or even over the telephone. When we talk face-to-face, we pick up meaning from facial expressions, body language, specific gestures, and, of course, tone of voice. Even telephone conversations preserve the meanings conveyed by tone of voice. But email messages lose these extra ways of conveying meaning as we exchange messages, and so writers need to take care when writing email messages, even though they seem impromptu or off-the-cuff.

The best general advice: What you include in your email message depends on why you are writing and to whom. Effective email messages are short and to the point. Receivers don't want to scroll through two or more screens of text to get your message. On the other hand, don't make your messages so short that the receiver doesn't understand you. Provide enough information so that the receiver understands both the context and the details of the message

Because email messages lack tone of voice and gestures that communicate so much during face-to-face and telephone conversations, some email writers include emoticons* to indicate humor, sarcasm, excitement, and other emotions; for example, :) is a happy face. As a writer, you’ll know which personal messages can include these touches, but they’re generally frowned upon in professional contexts.

Similarly, you may feel comfortable writing personalized abbreviations (such as imho for "in my humble opinion") in personal or social messages, but they are generally not considered appropriate for professional communications.

*emoticons – знаки, выражающие эмоции, смайлики

Emoticons
:) or:-)	happiness, sarcasm, or joke
:(or:-(	unhappiness
:] or:-]	jovial happiness
:[ or:-[	despondent unhappiness
:D or:-D	jovial happiness
:I or:-I	indifference
:-/ or:-\	undecided, confused, or skeptical
:Q or:-Q	confusion
:S or:-S	incoherence or loss of words
:@ or:-@	shock or screaming
:O or:-O	surprise, yelling or realization of an error
Abbreviations
AAMOF	as a matter of fact
BBFN	bye bye for now
BTW	by the way
BYKT	but you knew that
CMIIW	correct me if I'm wrong
EOL	end of lecture
FAQ	frequently asked question(s)
FITB	fill in the blank
FWIW	for what it's worth
FYI	for your information
HTH	hope this helps
IAC	in any case

 

 

2. Прочитайте два электронных сообщения (A, B), обращая внимание на структуру их написания. Ответьте на вопросы, используя информации из обоих сообщений.

1. How many parts does email comprise?

2. What are these parts? Name them and translate into Russian.

3. How can we greet friends and good acquaintances?

4. How should we address to strangers and officials?

5. What kind of information does the opening sentence of email contain?

6. Is an effective e-mail long or short?

7. Is an effective email divided into paragraphs? What for?

8. Do we use red lines or white space to visually separate paragraphs into separate blocks of the

text?

9. Is there anything brief but friendly in the closing salutations?

10. What else information should we put in closing? What for?

 

 

A.

 

To: [e-mail]

Dear Glenn,

I am writing this email to apologize for the way I behaved with you yesterday. I want to clear all the misunderstanding that is there between us:(or:-(.

Today I would like to tell you something that I have never told you before. If I have understood the meaning of true friendship, then the person responsible for it is you. I still, remember the days when we used to have fun together during school days and when you used to stand up for me whenever I was punished. I still remember how you used to help me with my homework. You protected not only as a friend but also as an elder brother.

 

But, I don’t want to lose all those lovely memories only because of one misunderstanding. I am sorry for behaving with you rudely. I was not aware of the situation, so I shouted at you. Please forgive me, my friend.

With regards,

Your best friend,

Sam

 

 

B.

Перепишите электронное сообщение (А) и поставьте «смайлики» там, где это возможно, чтобы показать в каком эмоциональном состоянии находится автор.