Communication

Module 3: Lecture Content - Written Communication: Writing

i.    What is Written Communication About? 

1.     Definition: Written communication is the action of exchanging information, concepts, or thoughts with the written word as a medium. As a sender, it enables you to construct a message at your own pace. It is more effective than verbal communication because it helps the receiver or other readers recall the information with greater efficiency. It also helps to ease the process of comprehending complex ideas. (Harappa, 2021)

In the modern-day, effective written communication is essential because everyone is expected to navigate emails, bulletins, reports, advertising, and social media. (Harappa, 2021)

Studies show that texting and other forms of written communication have become widely popular among smartphone users. But like most human abilities, written communication has a broad historical growth. (Open Market, 2017)

2.     History of Writing: According to Poe (2011) at the University of Minnesota (2016), around 3500 BC, the "Manuscript Era" began, promoting a cultural switch from oral to written communication. Hunter-gatherers evolved to a more settled, rural life in small villages.  This change developed the need for ways to plan and sow store and protect their food for trade or sale. Such transactions were initially tracked with actual objects that represented an amount. Later symbols carved into clay served as a primary written method for record-keeping. For example, in this case, five dots might equal five measures of grain. (University of Minnesota, 2016) Written symbols spread rapidly with the rise of elite classes and armies that required records and bookkeeping. During this period, more successful farmers turned into business people, prospered, and took leadership positions, giving villages more developed class systems. As clergy and philosophers began writing, the systems became more complex. (University of Minnesota, 2016) The rapid increase in communication technology signified the end of the "Manuscript Era." The invention of the printing press gave birth to the "Print Era," which extended from 1450 to 1850. This 400-year period gave way to the ability to mass-produce written texts. Right behind this era follows the "Audiovisual Era, which only lasted 140 years (1850 to 1990). This almost century and a half gave us the invention of the radio, the telegraph, the telephone, and television. (University of Minnesota, 2016)

3.     Social Media and Writing: The year 1990 brought the greatest technological leap in communication history: The Internet Era. The rapid dispersion of a new method of communication signaled the beginning of the digital age. (University of Minnesota, 2016) The extreme quickness with which technology grows has challenged traditional media in the face of communication. In print and broadcast, professional journalists compete with amateur publishers that aim their content to readers with short attention spans. Web-based and mobile apps like Twitter, Instagram, and Facebook are almost always the first source for readers looking for breaking news. (American University, n.d.) Social media has provoked a radical twist in what we understand as communication. Before these platforms were brought to light, people had a very selective way of interacting with others. We limited ourselves to who we knew in person. Social Media made us able to interact with thousands of people worldwide, almost simultaneously. (Edwards, 2015) Nevertheless, from its beginnings in 1997 with a platform called Six Degrees, and later social networks that arose like Friendster and MySpace, our writing has been affected by different kinds of tendencies that keep evolving at such a fast pace that the effects projected in our written communication can be argued as negative. (Jones, 2015) Social Media networks users enact a broad and variable literacy practice. Students, for example, perform writing activities in social media technologies that create literacy ecologies that shape their social and personal lives (Pigg et al., 2014, p. 93 in Walls & Vie, 2017). The writing and composition of a message employ elements like hashtags, captioning, personal profiles, and other ways of writing that take a considerably large amount of time for users. Writing in social media has turned more summarized. The 140-character limit brought by Twitter felt like a challenge for users. Most of us questioned the possibility of constructing a meaningful message or idea using just 25 to 30 words. The 140-character line has pushed us to get to the core of what we want to say quickly and solidly as we have adapted to the social media universe. (Walls & Vie, 2017)

ii.    Advantages and Disadvantages of Written Communication: 

1.     Advantages: Some of the advantages of written communication are: (Inc. 2020)

-    Messages do not have to be delivered instantly as oral communication would.  -    A written idea can be edited and revised several times to ensure the content is shaped to its maximum effect.  -    Carries longevity. A permanent written form records messages that can be saved for later study, allowing recipients to take more time reviewing an idea and providing appropriate feedback. For this, written communication works as a perfect path for complex messages that carry important facts and figures. 

2.     Disadvantages: On the other hand, some of the disadvantages are: 

-    Unlike oral communication, where impressions and reactions are exchanged instantly, the sender does not receive feedback as fast as expected in written communication. This can be a source of frustration and uncertainty in situations where a swift response is needed. (Inc., 2020) -    Written messages often take more time to compose for individuals because of their information-packed nature and difficulty level. (Inc., 2020) Many companies, however, have taken a proactive stance in addressing the latter issue. Mindful of the many workers who struggle with their writing abilities, some firms have begun to offer on-site writing courses or enrolled employees in business writing workshops offered by professional training organizations, colleges, and community education programs. (Inc., 2020)

iii.    Types of Written Communication: The different types of communication are: 

1.     Transactional: You engage in transactional communication when the sole purpose is to get a response from your reader.  To achieve the expected outcome, the message must be constructed and framed carefully, mindful of tone, language, and style. (Harappa, 2021) Examples: asking for a favor, scheduling a meeting, or clarifying doubts. (Harappa, 2021) 2.     Informational: This is intended to benefit and inform the reader without expecting feedback. A sense of responsibility is placed on the writer to deliver a clear and concise message. The reader acts only as a receiver, taking out the responsibility of feedback, except for raising questions or clarifying doubts provoked by the text. (Harappa, 2021) These questions must be an effect of the analysis of the text. If the questions involve trouble with the comprehension of the text as it is written, then the intention was not achieved. (Harappa, 2021)

3.     Instructional: On Instructional Communication, the writer tells the reader what to do. It is meant to instruct or direct someone to do a specific task. The most important feature of instructional communication is the format. (Harappa, 2021) An instructional message should be clear and detailed to grasp a fair idea of the topic. Bullet points are effective in presenting step-by-step instructions. Also, concise paragraphs and short sentences give the reader, in some way, an enjoyable flow of comprehension. (Harappa, 2021)

iv.    How to Communicate Properly with Written Communication: 

1.     Skills: To effectively get your point across through the written word, you must develop the following skills and aspects to develop good written communication: 

-    Use active voice so that readers follow your writing at a quicker pace. (Harappa, 2021) -    Use the appropriate tone, also known as the voice, which will indicate the degree of formality or friendliness. (Harappa, 2021) -    Use the correct grammar and punctuation to ensure that your point is sent across the way you intend it to; poor grammar reflects poorly on you as well as the organization (Harappa, 2021) -    Be precise; it helps you not divulge too much or too little information when communicating your main agenda. (Harappa, 2021) -    Keep it simple; it will prevent you from confusing your readers. (Harappa, 2021)

2.     Written Communication Formula: Written communication has a different level of importance from verbal communication. The written word records information that can be referred to in the future. Effective written communication depends on various factors summarized in the five Cs: (Harappa, 2021)

-     Connection: This is the engagement achieved with your readers through common or general topics, relatable situations, and ways of writing that spark feeling in the reader. (Harappa, 2021) -     Clarity: A message needs to be fully comprehended by the reader. A writer must be aware of elements like language, syntax, tenses, jargon, colloquialism, etc. (Harappa, 2021) -     Cause: Before you write something down, ask yourself what you want to convey. Your goal or purpose should be clear for you before or while you write. This way, the reader's mindset is defined during the reading and even before starting. (Harappa, 2021) -     Conciseness: Straight forward, direct, and to the point writing. Conciseness carries your message clearly from start to finish. Every word in a text has its purpose. (Harappa, 2021)  Depending on the topic, it is easy to drift away on a topic that, as good as it may look, does not give any support for the central idea and can confuse the reader. Carefully select the language and words that better suit your idea to convey a strong, stable, and comprehensible message. (Harappa, 2021) -     Correctness: No matter how interesting, important, or entertaining a written text might be, grammar mistakes can turn down any good idea. Be aware of punctuation, syntax, and tenses (verbs). (Harappa, 2021)  Work your text to put the right number of adjectives depending on your topic. Sometimes, an excess of adjectives can backfire. Select the language and tone that better suits the way you want your message to be presented. This will keep your reader interested and flowing from the start. (Harappa, 2021)

3.     Features of Effective Writing: The features of effective writing are:

-     Focus: Put your whole focus on the target. Direct the topic or subject in response to the writing task presented. If the writer retreats from the subject matter or addresses it too broadly, the reader's focus is weakened. The presence of a focus must be determined in light of the method of development chosen by the writer. If the reader is confused about the subject matter, the writer has not effectively established a focus. A carefully defined target or goal ensures a better workflow for the writer and gives a sense of trust to the reader on what the writer wants to say. (Pearce, 2008) -     Organization: Writing a text is about progression: beginning, middle, and end. A well-established composition guides the reader to get the topic of the text first. Then, how it is addressed, followed by related ideas that support the main plot, argument or, presentation. If performed correctly, the text will lead effectively to a conclusion. This organization guides the reader to a unified closing of the conveyed idea. (Pearce, 2008) -     Support and Elaboration: There are two important concepts in determining whether details are supportive in a text: relatedness and sufficiency. Details must be related to the focus of the writing. Relatedness has to do with the directness of the writer's relationship between the information and the subject matter. (Pearce, 2008) Supporting details should be relevant and clear, effective use of concrete, specific details strengthen the power of the response. The writer must present clear and well-established ideas infused with enough power to cause sufficient support. Sufficiency has less to do with the amount than with the weight or power of the provided information. (Pearce, 2008) -     Grammatical Conventions: The writer controls grammatical conventions, which are correctness in sentence formation, usage, and mechanics of a text. These conventions are applied in a more appropriate way for a writing task. If present, errors will not interfere with the reader's understanding of the ideas presented. (Pearce, 2008) -     Style: Style is the writer's control of language, word choice, and sentence fluency. This can be adjusted according to the writer's purpose, audience, and context. Using various styles of sentences to ensure fluency establishes effective connections among ideas related to the writing task. (Pearce, 2008)

v.    Technology Tools: New technologies have emerged to structure documents and articles in written communication.

1.     Microsoft Office: Developed by Microsoft, this software groups different features necessary for academic, personal, and professional writing. These are: 

-     Word: It is used to write different types of documents. It features other formats and fonts that can be used according to what will be written.  -     PowerPoint: It is used to prepare presentations. It has different templates, fonts, and features that will enhance what will be presented.  -     Excel: It uses different formulas to make charts and graphics that can be included in a document or presentation.  -     Outlook: It is an information manager used by many institutions that feature email, calendar, and contacts. Its purpose is to maintain electronic communication between the institution and its employees. 

2.     Google Drive: It's a cloud made by Google included in every Gmail account. It works similarly to Microsoft Office, meaning that it has its different features like Google Docs, Google Slides, Google Sheets, among others. For everyone's benefit, these features are also compatible with the ones from Microsoft Office.  Since the documents are automatically stored in the cloud, a person can share a document or presentation with several persons so that they can edit the document simultaneously. 3.     WordPress: This is an open-source content management system in which anyone can manage their content, creating their website or blog, without knowing anything about programming. (Kinsta, 2022)

vi.     Writing Structures: Several writing structures can guarantee effective communication in a professional environment: 

1.     Letter: It is reserved for important communications, like recommendation letters, cover letters, company communications, among others. (Doyle,2021) The following sample presents the information you need to add to a letter. (Doyle, 2021)

-     Contact Information (Include your contact information unless you are writing on letterhead that already includes it.) (Doyle, 2021)

o    Your Name o    Your Address o    Your City, State Zip Code o    Your Phone Number o    Your Email Address

-    Date (Doyle, 2021) -    Contact Information (The person or company you are writing to) (Doyle, 2021)

o    Name o    Title o    Company o    Address o    City, State Zip Code

-    Greeting (Doyle, 2021)

Dear Mr./Ms. Last Name: Use a formal salutation, not a first name. If you do not know the person's gender, you can write out their full name. If you do not see the recipient's name, it's still common and acceptable to use the old-fashioned "To Whom It May Concern." (Doyle, 2021)

-    Body of Letter (Doyle, 2021)

The first paragraph should introduce the reason for your letter. The following paragraphs should provide specific details about the information provided. Finally, the last paragraph must reiterate why you are writing and thank the reader for reviewing your request. (Doyle, 2021)

-    Closing (Doyle, 2021)

Best regards. 

-    Signature: (Doyle, 2021)

Handwritten Signature (For a hard copy letter, use black or blue ink to sign the letter.) (Doyle, 2021) Typed Signature (Doyle, 2021)

2.     Cover Letter: This document is sent along with the resume to give more details about your abilities and experience. It should not repeat the same things that are on the resume. Instead, it should say why you're the perfect candidate for that job. (Doyle, 2022) It should have: 

-     Heading: It should begin with your and the employer's contact information (name, address, phone number, email), followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature. Your contact information should include: (Doyle, 2022)

o    First and Last Name o    Street Address (optional) o    City, State Zip (optional) o    Phone o    Email

-     Salutation: Begin with "Dr./Mr./Ms. Last Name." If you are unsure if your contact is male or female, you can write out their full name. If you do not know the employer's name, simply write, "Dear Hiring Manager." (Doyle, 2022) -     Introduction: Your goal in the introduction is to get the reader's attention. Begin by stating what job you are applying for. Explain where you heard about the job. Briefly mention how your skills and experience match the company and position. (Doyle, 2022) -     Body of the Letter: In a paragraph or two, explain why you are interested in the job and why you make an excellent candidate for the position. Mention specific qualifications in the job posting and explain how you meet them. For this, use tangible examples. (Doyle, 2022) -     Closing: Restate how your skills make you a strong fit for the company and position. State that you would like the opportunity to interview or discuss employment opportunities. (Doyle, 2022) -     Signature: Use a complimentary close, like: "Best regards," "Sincerely," "Regards," among others, and then end your cover letter with your signature, handwritten, followed by your typed name. If this is an email, just include your typed name, followed by your contact information, after the complimentary close. (Doyle, 2022)

3.     Proposal letter: This is a document used to propose cooperation between organizations in the form of agreements or to supply products and services. You can send it as a response to a request for information about your business or to prospective clients to introduce your company and your products/services. (Indeed Editorial Team, 2021) Below are some elements that you should include in a proposal letter: -     Create a business header: Write your contact information at the top of the letter with the date. Then add the contact information of the recipient. If you're sending an email proposal, you'll use a subject line with your name and general purpose instead of a business header. (Indeed Editorial Team, 2021) -     Address the recipient adequately: Begin the body with a formal salutation, using the correct title of the recipient: "Mr.", "Dr.", etc. (Indeed Editorial Team, 2021) -     Include relevant background information: In the first paragraph, address the proposal's subject. (Indeed Editorial Team, 2021) -     State the purpose of the proposal: State the reason for the proposal. Be concise. Include any relevant facts that demonstrate your claim. (Indeed Editorial Team, 2021) -     Include a request to follow up: State the potential benefits to the recipient, along with an opportunity for further contact. (Indeed Editorial Team, 2021) -     Close the letter appropriately: Thank the recipient and invite a contact to answer questions. Also, use a complimentary close. (Indeed Editorial Team, 2021)

-     Include supporting documentation: Attach any sales records, forms the recipient can need, or any additional information about your project or business. (Indeed Editorial Team, 2021)

References: American University (n.d.). 5 Ways Technology Has Changed the Communication Field.  https://programs.online.american.edu/msc/masters-strategic-communication/resources/5-ways-technology-has-changed-the-communication-fieldLinks to an external site.  

Doyle, Alison (2021). Letter Format Example and Writing Tips.  https://www.thebalancecareers.com/sample-letter-format-2063479Links to an external site.   Doyle, Alison (2022). How to Write a Cover Letter for a Job.  https://www.thebalancecareers.com/get-your-cover-letter-noticed-2060153Links to an external site.  

Edwards, Mandy (2015). How Social Media has Changed How We Communicate.  https://fowmedia.com/social-media-changed-communicate/Links to an external site.  

Harappa (2021). Effective Written Communication Skills.  https://harappa.education/harappa-diaries/written-communication/Links to an external site.  

Inc. (2020). Written Communication.  https://www.inc.com/encyclopedia/written-communication.htmlLinks to an external site.  

Indeed Editorial Team (2021). Business Proposal Letter Examples.  https://www.indeed.com/career-advice/career-development/business-proposal-letter-examplesLinks to an external site.  

Jones, Mathew (2015). The Complete History of Social Media. A Timeline of the Invention of Online Networking.  https://historycooperative.org/the-history-of-social-media/Links to an external site.  

Kinsta (2022). What is WordPress? Explained for Beginners.  https://kinsta.com/knowledgebase/what-is-wordpress/Links to an external site.  

Open Market (2017). Why Millennials Still Love Text.  https://www.openmarket.com/resources/millennials-still-love-text/Links to an external site.  

Pearce, Jan (2008). What are the Features of Effective Writing?  https://cs.berea.edu/courses/csc126/bottasks/EffectiveWriting.pdfLinks to an external site.  

University of Minnesota (Ed.) (2016). Communication in the Real World.  https://open.lib.umn.edu/communication/chapter/1-1-communication-history-and-forms/Links to an external site.  

Walls, D.M. & Vie, S. (2017). Social Media and Social Writing: An Introduction.  https://wac.colostate.edu/docs/books/social/intro.pdfLinks to an external site.  

Module 3: Lecture Content - Written Communication: Writing

i.    What is Written Communication About? 

1.     Definition: Written communication is the action of exchanging information, concepts, or thoughts with the written word as a medium. As a sender, it enables you to construct a message at your own pace. It is more effective than verbal communication because it helps the receiver or other readers recall the information with greater efficiency. It also helps to ease the process of comprehending complex ideas. (Harappa, 2021)

In the modern-day, effective written communication is essential because everyone is expected to navigate emails, bulletins, reports, advertising, and social media. (Harappa, 2021)

Studies show that texting and other forms of written communication have become widely popular among smartphone users. But like most human abilities, written communication has a broad historical growth. (Open Market, 2017)

2.     History of Writing: According to Poe (2011) at the University of Minnesota (2016), around 3500 BC, the "Manuscript Era" began, promoting a cultural switch from oral to written communication. Hunter-gatherers evolved to a more settled, rural life in small villages.  This change developed the need for ways to plan and sow store and protect their food for trade or sale. Such transactions were initially tracked with actual objects that represented an amount. Later symbols carved into clay served as a primary written method for record-keeping. For example, in this case, five dots might equal five measures of grain. (University of Minnesota, 2016) Written symbols spread rapidly with the rise of elite classes and armies that required records and bookkeeping. During this period, more successful farmers turned into business people, prospered, and took leadership positions, giving villages more developed class systems. As clergy and philosophers began writing, the systems became more complex. (University of Minnesota, 2016) The rapid increase in communication technology signified the end of the "Manuscript Era." The invention of the printing press gave birth to the "Print Era," which extended from 1450 to 1850. This 400-year period gave way to the ability to mass-produce written texts. Right behind this era follows the "Audiovisual Era, which only lasted 140 years (1850 to 1990). This almost century and a half gave us the invention of the radio, the telegraph, the telephone, and television. (University of Minnesota, 2016)

3.     Social Media and Writing: The year 1990 brought the greatest technological leap in communication history: The Internet Era. The rapid dispersion of a new method of communication signaled the beginning of the digital age. (University of Minnesota, 2016) The extreme quickness with which technology grows has challenged traditional media in the face of communication. In print and broadcast, professional journalists compete with amateur publishers that aim their content to readers with short attention spans. Web-based and mobile apps like Twitter, Instagram, and Facebook are almost always the first source for readers looking for breaking news. (American University, n.d.) Social media has provoked a radical twist in what we understand as communication. Before these platforms were brought to light, people had a very selective way of interacting with others. We limited ourselves to who we knew in person. Social Media made us able to interact with thousands of people worldwide, almost simultaneously. (Edwards, 2015) Nevertheless, from its beginnings in 1997 with a platform called Six Degrees, and later social networks that arose like Friendster and MySpace, our writing has been affected by different kinds of tendencies that keep evolving at such a fast pace that the effects projected in our written communication can be argued as negative. (Jones, 2015) Social Media networks users enact a broad and variable literacy practice. Students, for example, perform writing activities in social media technologies that create literacy ecologies that shape their social and personal lives (Pigg et al., 2014, p. 93 in Walls & Vie, 2017). The writing and composition of a message employ elements like hashtags, captioning, personal profiles, and other ways of writing that take a considerably large amount of time for users. Writing in social media has turned more summarized. The 140-character limit brought by Twitter felt like a challenge for users. Most of us questioned the possibility of constructing a meaningful message or idea using just 25 to 30 words. The 140-character line has pushed us to get to the core of what we want to say quickly and solidly as we have adapted to the social media universe. (Walls & Vie, 2017)

ii.    Advantages and Disadvantages of Written Communication: 

1.     Advantages: Some of the advantages of written communication are: (Inc. 2020)

-    Messages do not have to be delivered instantly as oral communication would.  -    A written idea can be edited and revised several times to ensure the content is shaped to its maximum effect.  -    Carries longevity. A permanent written form records messages that can be saved for later study, allowing recipients to take more time reviewing an idea and providing appropriate feedback. For this, written communication works as a perfect path for complex messages that carry important facts and figures. 

2.     Disadvantages: On the other hand, some of the disadvantages are: 

-    Unlike oral communication, where impressions and reactions are exchanged instantly, the sender does not receive feedback as fast as expected in written communication. This can be a source of frustration and uncertainty in situations where a swift response is needed. (Inc., 2020) -    Written messages often take more time to compose for individuals because of their information-packed nature and difficulty level. (Inc., 2020) Many companies, however, have taken a proactive stance in addressing the latter issue. Mindful of the many workers who struggle with their writing abilities, some firms have begun to offer on-site writing courses or enrolled employees in business writing workshops offered by professional training organizations, colleges, and community education programs. (Inc., 2020)

iii.    Types of Written Communication: The different types of communication are: 

1.     Transactional: You engage in transactional communication when the sole purpose is to get a response from your reader.  To achieve the expected outcome, the message must be constructed and framed carefully, mindful of tone, language, and style. (Harappa, 2021) Examples: asking for a favor, scheduling a meeting, or clarifying doubts. (Harappa, 2021) 2.     Informational: This is intended to benefit and inform the reader without expecting feedback. A sense of responsibility is placed on the writer to deliver a clear and concise message. The reader acts only as a receiver, taking out the responsibility of feedback, except for raising questions or clarifying doubts provoked by the text. (Harappa, 2021) These questions must be an effect of the analysis of the text. If the questions involve trouble with the comprehension of the text as it is written, then the intention was not achieved. (Harappa, 2021)

3.     Instructional: On Instructional Communication, the writer tells the reader what to do. It is meant to instruct or direct someone to do a specific task. The most important feature of instructional communication is the format. (Harappa, 2021) An instructional message should be clear and detailed to grasp a fair idea of the topic. Bullet points are effective in presenting step-by-step instructions. Also, concise paragraphs and short sentences give the reader, in some way, an enjoyable flow of comprehension. (Harappa, 2021)

iv.    How to Communicate Properly with Written Communication: 

1.     Skills: To effectively get your point across through the written word, you must develop the following skills and aspects to develop good written communication: 

-    Use active voice so that readers follow your writing at a quicker pace. (Harappa, 2021) -    Use the appropriate tone, also known as the voice, which will indicate the degree of formality or friendliness. (Harappa, 2021) -    Use the correct grammar and punctuation to ensure that your point is sent across the way you intend it to; poor grammar reflects poorly on you as well as the organization (Harappa, 2021) -    Be precise; it helps you not divulge too much or too little information when communicating your main agenda. (Harappa, 2021) -    Keep it simple; it will prevent you from confusing your readers. (Harappa, 2021)

2.     Written Communication Formula: Written communication has a different level of importance from verbal communication. The written word records information that can be referred to in the future. Effective written communication depends on various factors summarized in the five Cs: (Harappa, 2021)

-     Connection: This is the engagement achieved with your readers through common or general topics, relatable situations, and ways of writing that spark feeling in the reader. (Harappa, 2021) -     Clarity: A message needs to be fully comprehended by the reader. A writer must be aware of elements like language, syntax, tenses, jargon, colloquialism, etc. (Harappa, 2021) -     Cause: Before you write something down, ask yourself what you want to convey. Your goal or purpose should be clear for you before or while you write. This way, the reader's mindset is defined during the reading and even before starting. (Harappa, 2021) -     Conciseness: Straight forward, direct, and to the point writing. Conciseness carries your message clearly from start to finish. Every word in a text has its purpose. (Harappa, 2021)  Depending on the topic, it is easy to drift away on a topic that, as good as it may look, does not give any support for the central idea and can confuse the reader. Carefully select the language and words that better suit your idea to convey a strong, stable, and comprehensible message. (Harappa, 2021) -     Correctness: No matter how interesting, important, or entertaining a written text might be, grammar mistakes can turn down any good idea. Be aware of punctuation, syntax, and tenses (verbs). (Harappa, 2021)  Work your text to put the right number of adjectives depending on your topic. Sometimes, an excess of adjectives can backfire. Select the language and tone that better suits the way you want your message to be presented. This will keep your reader interested and flowing from the start. (Harappa, 2021)

3.     Features of Effective Writing: The features of effective writing are:

-     Focus: Put your whole focus on the target. Direct the topic or subject in response to the writing task presented. If the writer retreats from the subject matter or addresses it too broadly, the reader's focus is weakened. The presence of a focus must be determined in light of the method of development chosen by the writer. If the reader is confused about the subject matter, the writer has not effectively established a focus. A carefully defined target or goal ensures a better workflow for the writer and gives a sense of trust to the reader on what the writer wants to say. (Pearce, 2008) -     Organization: Writing a text is about progression: beginning, middle, and end. A well-established composition guides the reader to get the topic of the text first. Then, how it is addressed, followed by related ideas that support the main plot, argument or, presentation. If performed correctly, the text will lead effectively to a conclusion. This organization guides the reader to a unified closing of the conveyed idea. (Pearce, 2008) -     Support and Elaboration: There are two important concepts in determining whether details are supportive in a text: relatedness and sufficiency. Details must be related to the focus of the writing. Relatedness has to do with the directness of the writer's relationship between the information and the subject matter. (Pearce, 2008) Supporting details should be relevant and clear, effective use of concrete, specific details strengthen the power of the response. The writer must present clear and well-established ideas infused with enough power to cause sufficient support. Sufficiency has less to do with the amount than with the weight or power of the provided information. (Pearce, 2008) -     Grammatical Conventions: The writer controls grammatical conventions, which are correctness in sentence formation, usage, and mechanics of a text. These conventions are applied in a more appropriate way for a writing task. If present, errors will not interfere with the reader's understanding of the ideas presented. (Pearce, 2008) -     Style: Style is the writer's control of language, word choice, and sentence fluency. This can be adjusted according to the writer's purpose, audience, and context. Using various styles of sentences to ensure fluency establishes effective connections among ideas related to the writing task. (Pearce, 2008)

v.    Technology Tools: New technologies have emerged to structure documents and articles in written communication.

1.     Microsoft Office: Developed by Microsoft, this software groups different features necessary for academic, personal, and professional writing. These are: 

-     Word: It is used to write different types of documents. It features other formats and fonts that can be used according to what will be written.  -     PowerPoint: It is used to prepare presentations. It has different templates, fonts, and features that will enhance what will be presented.  -     Excel: It uses different formulas to make charts and graphics that can be included in a document or presentation.  -     Outlook: It is an information manager used by many institutions that feature email, calendar, and contacts. Its purpose is to maintain electronic communication between the institution and its employees. 

2.     Google Drive: It's a cloud made by Google included in every Gmail account. It works similarly to Microsoft Office, meaning that it has its different features like Google Docs, Google Slides, Google Sheets, among others. For everyone's benefit, these features are also compatible with the ones from Microsoft Office.  Since the documents are automatically stored in the cloud, a person can share a document or presentation with several persons so that they can edit the document simultaneously. 3.     WordPress: This is an open-source content management system in which anyone can manage their content, creating their website or blog, without knowing anything about programming. (Kinsta, 2022)

vi.     Writing Structures: Several writing structures can guarantee effective communication in a professional environment: 

1.     Letter: It is reserved for important communications, like recommendation letters, cover letters, company communications, among others. (Doyle,2021) The following sample presents the information you need to add to a letter. (Doyle, 2021)

-     Contact Information (Include your contact information unless you are writing on letterhead that already includes it.) (Doyle, 2021)

o    Your Name o    Your Address o    Your City, State Zip Code o    Your Phone Number o    Your Email Address

-    Date (Doyle, 2021) -    Contact Information (The person or company you are writing to) (Doyle, 2021)

o    Name o    Title o    Company o    Address o    City, State Zip Code

-    Greeting (Doyle, 2021)

Dear Mr./Ms. Last Name: Use a formal salutation, not a first name. If you do not know the person's gender, you can write out their full name. If you do not see the recipient's name, it's still common and acceptable to use the old-fashioned "To Whom It May Concern." (Doyle, 2021)

-    Body of Letter (Doyle, 2021)

The first paragraph should introduce the reason for your letter. The following paragraphs should provide specific details about the information provided. Finally, the last paragraph must reiterate why you are writing and thank the reader for reviewing your request. (Doyle, 2021)

-    Closing (Doyle, 2021)

Best regards. 

-    Signature: (Doyle, 2021)

Handwritten Signature (For a hard copy letter, use black or blue ink to sign the letter.) (Doyle, 2021) Typed Signature (Doyle, 2021)

2.     Cover Letter: This document is sent along with the resume to give more details about your abilities and experience. It should not repeat the same things that are on the resume. Instead, it should say why you're the perfect candidate for that job. (Doyle, 2022) It should have: 

-     Heading: It should begin with your and the employer's contact information (name, address, phone number, email), followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature. Your contact information should include: (Doyle, 2022)

o    First and Last Name o    Street Address (optional) o    City, State Zip (optional) o    Phone o    Email

-     Salutation: Begin with "Dr./Mr./Ms. Last Name." If you are unsure if your contact is male or female, you can write out their full name. If you do not know the employer's name, simply write, "Dear Hiring Manager." (Doyle, 2022) -     Introduction: Your goal in the introduction is to get the reader's attention. Begin by stating what job you are applying for. Explain where you heard about the job. Briefly mention how your skills and experience match the company and position. (Doyle, 2022) -     Body of the Letter: In a paragraph or two, explain why you are interested in the job and why you make an excellent candidate for the position. Mention specific qualifications in the job posting and explain how you meet them. For this, use tangible examples. (Doyle, 2022) -     Closing: Restate how your skills make you a strong fit for the company and position. State that you would like the opportunity to interview or discuss employment opportunities. (Doyle, 2022) -     Signature: Use a complimentary close, like: "Best regards," "Sincerely," "Regards," among others, and then end your cover letter with your signature, handwritten, followed by your typed name. If this is an email, just include your typed name, followed by your contact information, after the complimentary close. (Doyle, 2022)

3.     Proposal letter: This is a document used to propose cooperation between organizations in the form of agreements or to supply products and services. You can send it as a response to a request for information about your business or to prospective clients to introduce your company and your products/services. (Indeed Editorial Team, 2021) Below are some elements that you should include in a proposal letter: -     Create a business header: Write your contact information at the top of the letter with the date. Then add the contact information of the recipient. If you're sending an email proposal, you'll use a subject line with your name and general purpose instead of a business header. (Indeed Editorial Team, 2021) -     Address the recipient adequately: Begin the body with a formal salutation, using the correct title of the recipient: "Mr.", "Dr.", etc. (Indeed Editorial Team, 2021) -     Include relevant background information: In the first paragraph, address the proposal's subject. (Indeed Editorial Team, 2021) -     State the purpose of the proposal: State the reason for the proposal. Be concise. Include any relevant facts that demonstrate your claim. (Indeed Editorial Team, 2021) -     Include a request to follow up: State the potential benefits to the recipient, along with an opportunity for further contact. (Indeed Editorial Team, 2021) -     Close the letter appropriately: Thank the recipient and invite a contact to answer questions. Also, use a complimentary close. (Indeed Editorial Team, 2021)

-     Include supporting documentation: Attach any sales records, forms the recipient can need, or any additional information about your project or business. (Indeed Editorial Team, 2021)

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