By Zoe Daniels
Olynsie Moris
Outline
 Principles of Oral & Written Communication
 Report writing techniques
Oral communication
 Why oral
Communication ?
 It is : time saving
 Economical
 Easy to
understand
 Fast feedback
Communication Model
Oral communication
Oral communication is based on
gestures , body language, posture and
listening at presentations, sermons
etc.
It is needed when there is direct
interaction, face to face, and it helps
to build trust.
 There is high level of understanding as it
is most times interpersonal.
 There is flexibility for allowing changes
in the previous decisions that were made.
 Oral communication has a spontaneous
feedback and the decisions made can be
quick without any delay.
It is divided into
 Face to face
communication
Telephonic
communication
Oral communication
includes
 Speeches
 Video conferencing
 Social gathering
 Interviews
 Debates
 Lectures
 Group discussion
Principles
 Start off well
 Self confidence
 Look at audience
 Involve audience
 Don’t memorize
 Body language
 Good vocal quality
 Pronunciation
Advantages &
Disadvantages
Advantages
Disadvantages
 Time saving
 Not easy to maintain
 There can be
 Saves money and
efforts
 Best used to transfer
private and
confidential
information.
misunderstandings
 Not frequently used as
legal records
 Less authentic
 Not as organized as
written communication
Advantages
Disadvantages
 Best in the case of
problem resolution,
 May not be as sufficient as
conflict and disputes;
can be resolved by
talking
 Promotes receptive and
encouraging morale
among organizational
employees.
business communication as it
is organizes and formal
 At meetings and
presentations, speech
consumes a lot of time.
Written communication
 Communication by means of written
symbols either printed or handwritten.
 Written communication is the most
common form of business
communication.
 It is essential for small business owners and
managers to develop effective written
communication skills and to encourage
the same in all employees.
Objectives
 Future reference
 Record of evidence
 Effective decision making
 Legal requirements
 Precedents
 Measurement of progress
Types of Written
Communication
Formal
Informal
 Pamphlets
 Personal letters
 Manuals
 Personal essays
 Business letters
 Official letters
 Leaflets
 Auditors’
questionnaire
We
must
 Keep it short
 attract attention
 Avoid negative writing
 Use key words
 Place emphasis
 Ensure its readable
 Avoid jargans
 Show sequence
 Read before sending
Written communication
includes
 Words
 Diagrams
 Reports
 Graphs
 Charts
 Letters
 Memo
 Bulletins
Advantages &
Disadvantages
Advantages
disadvantages
 Work related
 Lack of personal
 No distortion
touch
 No feedback
 Bureaucratic
 No interaction
 One way channel
 Slow movement
 Ignores subordinates
 Record of evidence
 No rumors or gossip
 Time saving
 Suitable foe lengthy
matters
 Documentary work
Report writing techniques
What is a report ?
 A Report may be defined as a document in
which a given problem is examined for the
purpose of conveying information, reporting
findings, putting forward ideas and, sometimes,
making recommendations.
Report writing
Report writing is a specialised form of
written communication.
Principles of Report
Writing
 The language should be simple, clear and unambiguous.
 Short sentences should be used.
 No technical terms or business phrase should be used which




are not likely to be understood by the person (s) for whom
the report is intended.
Reports written by an individual should be written in the
first person (I), but reports submitted by a committee or
subcommittee must be written in an impersonal manner,
i.e., in the third person, and in past tense.
Principles cont’d
 The report should preferably be written in the narrative
form setting out the facts, findings and recommendations
in such a logical way that they present a coherent picture.
 The data presented in support of the recommendations
should be accurate, reliable and complete.
 The conclusions and recommendations should be based on
factual data (not impressions) and unbiased so that they
can be depended upon by the recipient (s) for deciding on
a course of action
We must ensure
 Accuracy
 Brevity
 Clarity
Structure of Report
Writing
 Title
 Introduction
 Body
 Conclusion
 Recommendation
 References
Title
 Name of the story,
report, what we are
talking about
Introduction
 the act of introducing or fact of being introduced
 the reader will have an idea of what he/she is going to be
reading
Body
 Your report should be in one tense
 All your facts and ideas should be included in
these paragraphs
 Here can be about two to three paragraphs in
this section
Conclusion
 Restate your important points
 Gives a summary of the entire report
Recommendation
 The act of recommending
 An endorsement
References
 the use of a source of information in order to ascertain
something in which you are researching
 Where you got your sources or information from.
Stages
 Pre writing ; deciding on what you are about
to write
 Planning ; build structure of report
 Drafting ; after this read over to include new
ideas
 Revise ; make changes if necessary
 Finalizing ; check for grammatical errors or
spelling
References
www.thefreedictionary.com/introduction
https://student.unsw.edu.au/report-writing-support
Oxford pocket school dictionary
English Language for CXC students 3rd edition