COMMUNICATION SKILLS III
(LDC32101)
J.G.Sitima
Agriculture Education and Development Language Dept
Faculty of Development Studies
Business Writing
Introduction
• Business writing is internal or external professional communication used in
organisations which includes memorandums, reports, press releases, emails, minutes and
other forms of writing.
• The readers are known in most cases, and must be targeted. These include bosses, junior
staff, customers/clients, prospective employees CVs, job application letters, newsletters,
reports, etc.
• The purposes of business writing are: to persuade, acknowledge, recommend, offer,
advice and to give instructions.
Business letters
• Business letter is a formal letter from one organisation to another, or between
organisations and their customers, clients, prospective employees, and other external
parties.
• Principles of language use in business letters:
a)
Lucidity: Clarity of thought and style; easy to understand (comprehensible);
b)
accurate. This is because writing is the most visible and permanent record
that will be accessible to many in a long time.
Conciseness can be achieved by avoiding wordy expressions and repetition.
Using brief and to the point sentences (brevity), including relevant material
makes the message concise. Achieving conciseness does not mean to loose
completeness of message. Conciseness saves time.
• Active voice: Active voice is more direct, positive and personalised. Passive
voice can be used where the identity of the person is not important. I am
writing this letter/this letter is being written; It will be noted that/ you will note
that. Personal pronouns like I, me, and you are appropriate.
• Courtesy: can be achieved by using polite words and gestures, being
appreciative, thoughtful, and showing respect to the receiver. Appearing to
suggest rather than command or instruct. Courtesy builds goodwill. Courtesy
strengthen relations.
Parts of a business letter
a) Heading: The address of the sender on the top right (centre or top left) side of the page,
b)
c)
d)
e)
f)
including the date.
Inside Address: Address of the receiver. Consists of the name/position receiver.
Salutation: “Dear Sir/Madam:” “Dear Ms./Mrs., or Dr Jane Brooks,”. Salutation in business
letters should always ends with a colon or a comma.
Subject: Summarises the letter. Written in bold and underlined.
Body: The body is the meat of your letter. Be sure to leave a blank line between paragraphs.
Complimentary Close: A short and polite remark that ends your letter. Capitalize the first
word of your closing (Thank you, Yours faithfully,).
g) Signature block: Leave space for a signature between the complementary close
and the sender’s name. A comma should follow the complementary close. The
wording may vary according to the degree of cordiality or friendship. Dear
Sir/Madam (Yours faithfully). Dear Miss Jane Brooks (Yours sincerely)
h) Enclosure line: If you have any enclosed documents, such as a resume, you
can indicate this by typing “Enclosures” one line below the listing. You also may
include the name of each document.
i) Distribution line: CC (Carbon Copy) list of individuals who will be copied the
written communication.
Lilongwe University of Agriculture and
P.O. Box 219
Lilongwe
12th December 2018
The Chief of Party
Village Reach
P.O. Box 32
Lilongwe
Dear Sir/ Madam:
APPLICATION FOR THE POSITION OF RESEARCH ASSISTANT
Natural Resources
(body)
Yours faithfully,
Signature
John Phiri
Enclosures: CV
3 Copies of certificates
CC: Managing Director
Human Resource Manager
Body for an application
• Paragraph 1: a) Reference: setting the context of the letter by referring to the
information for your application. E.g. a newspaper, website…
source of
b) Purpose: Expressing clearly the purpose of your writing (that
you are applying for a post or a scholarship)
• Paragraph 2: Your interest or suitability
• State why you are interested in the job or scholarship
• State why you think you are the most suitable candidate
• State why yu think the job will benefit you
• State what contribution you can make in this area if taken
• Paragraph three (and four if necessary)
a) Personal details:
• Briefly provide information about yourself. (Age, sex and only those requested by the
advert) (marital status, religion, race, tribe)
b) Professional or academic qualification: Start with the highest or the most relevant. When,
where you obtained the qualification. Relevant courses in the curriculum. Lowest qualifications
may be left out.
c) Relevant experience : employment/internship experience relevant to the job you are
applying for
d) Hobbies/Interests: if relevant to the position
•
• Paragraph 4 (or 5): Referees
• Give names and contact information for two or three people who can recommend
you. Select those that can give positive information relating to you about professional
or academic ability and your character.
• State here that you have enclosed your CV to provide more details if required.
• Concluding paragraph: Expectations
• Make appeal for positive response
• State when you would be ready to take the position
• Read the scholarship application. Do you think this is a good
application? Give reasons to your answer.
Application for the Position of Agricultural New Analyst
This letter is in response to your advertisement of the Weekend Nation newspaper of 5-12 January 2019
for the position of Agricultural News Analyst at Bunda Radio Station. I write to apply for this position.
I have relevant experience and educational qualifications for the position of Agricultural News Analyst. I
have worked as an intern at Zodiac Broadcasting Station for two months (August to October 2018) both
as a radio and television journalist for agricultural news. In June 2017 I also worked as a Journalist for
Agriculture news, for both production and post-harvest news at Dzimwe Broadcasting Station. This
experience has given me various skills that would be applicable at your organisation. I will be graduating
in June 2019 with a Bachelor of Science in Agriculture Development Communication from the Lilongwe
University of Agriculture and Natural Resources. While I have taken courses in Agricultural Journalism, I
have also audited courses such as Advanced Writing Skills, Legal and Ethical Issues in Journalism and
Investigative Journalism. Details of my experience and educational qualifications have been presented in
the enclosed CV.
I would be grateful if I am shortlisted for interviews.
Dear Sir:
Britain is where things are happening in my particular field. I have very little experience, but my degree allows for the
specialisation in economic planning. As far as I can see, Leeds and Birmingham would be good places to study. At the end of
this year, my course will end, and I would like to go on studying the economics of subsidies. I have worked in the Economic
Planning office in Mzuzu City Council, but only for three months.
Several of the reports which I have read, although not exactly research, were produced in Great Britain and the USA, and
subsidies are a big problem in the districts of Malawi. If I could study, say, for one year, then that would continue my optional
subject. The period could be any time starting next year in October, because my four year degree course in Agriculture
Economics ends at LUANAR, next year.
I was not paid while I was working in July, August and September in the Economic Planning office, but I would like to do
post-graduate work in the same field. I understand that Leeds and Birmingham have experts in subsidy economics, and I
should like to apply for a British Council Scholarship to study in Britain.
I look forward to hearing from you.
Signed
Chikondi Msumba.
Memorandum/Memo
• Memorandum is Latin word which means “something that must be remembered.”
Memos are basically for internal communications within organisations.
• Memoranda do not require inside address, salutation and complementary close.
• The format using To, From and Date is standard but the order in which these
items appear can vary from one organization to another.
• A reference (REF.) (used for filing and retrieval of documents) eg REF:
BC/AEDC/12/18 or subject heading of Memorandum may not always be used.
Memos may also have CC: which stands for Carbon Copy.
• Memos should not be long and should be written in a concise style, addressing one
topic only.
MEMORANDUM
To:
All Staff
From:
Chris Weber, Managing Director
Date:
10th December, 2018
Subject:
Fire Drill Procedure
REF: BC/AEDC 20/18
Last week’s fire drill was not carried out successfully. In fact many staff ignored it and carried on with their work. The correct procedure must be adhered to
and any member of staff who does not comply with this instruction will be disciplined.
Not only is it a legal requirement that all organizations carry out regular fire drills, but it is also an essential safety procedure organized to ensure the safety of
staff in the event of fire.
The next fire drill will take place on Monday 20 December, 2018and on hearing the continuous bell, staff must:
Stop work immediately
a)
b)
c)
d)
Close all windows and the last person leaving a work area should close doors as they vacate the area.
Leave the building quickly and calmly through the nearest fire exit.
Not use the lift.
Congregate at the designated meeting points outside the building.
It is imperative that all employees follow these instructions and familiarise themselves with the fire procedure notices in their section which identify fire exits
and meeting points.
Signature block; Enclosure line and /or distribution line may be added if they apply down here.
To:
From:
Date:
Mrs. A. B. Tembo (Accounts Section)
Human Resource Manager
10 December 2011
REF: BC/AEDC 20/18
RE: Application for Compassionate Leave
With reference to your memo dated 5th October, 2018, I am extremely sorry to hear from you of your
husband’s illness, and on behalf of the company I would like to express my best wishes for speedy
recovery.
The company regulations state that paid compassionate leave of absence can only be given in the case
of death of a close relative, and for no longer than a maximum of ten days. Unfortunately therefore,
compassionate leave is not applicable in your case.
However, we are willing to grant you unpaid leave from duty or, as a second alternative, to allow you
to take next year’s leave in advance.
I should be grateful if you would let me know as soon as possible of these proposals you would
prefer.
Curriculum vitae
• Curriculum vitae (CV/Resume) is a brief account of a
person's education, qualifications, and previous
occupations, typically sent with a job application.
• Curriculum Vitae
A. Personal Details
• Full name, Address, Phone numbers, Email (nationality, date of birth, marital status, languages)
B. Educational Qualifications
• 2014-2018: Lilongwe University of Agriculture and Natural Resources. BSc Agriculture Extension
(Credit)
• 2010-2014: Malawi School Certificate of Education (Distinction)
• (start with the highest )
C. Employment Experience
2018-Present: Agriculture Communications Branch, Zomba. Development of farm newsletter
2014-2018 Editor of Bunda Newsletter. A students’ creative writing and critical reviews magazine.
D. Skills: Familiar with Microsoft Word, Excel, Outlook, PowerPoint and desktop publishing;
driving licence;
Membership; Hobbies
E. Publications: (important in academic career- articles, chapters, books, journals published)
F. References: Ms TD Banda
LUANAR
P.O Box 219
Lilongwe
Email: bandathoko@gmail.com
(Choose lecturers who taught you or senior officers you worked under that can speak
positively about you (academic/profession and character), two or three )
Meetings
• Meeting is a formal or informal gathering of people to discuss issues
and make decisions. Meetings are tools for accomplishing work. The
work to be done can include decision making, information gathering
and sharing or problem solving. Meetings are also excellent venues for
recognition or celebrations
• An effective meeting is an efficient tool in the communication process.
Meetings enable face-to-face contact of a number of people at the
same time.
Examples of meetings:
a) Seminars, Conference, workshop, symposium, colloquium: Meetings where papers
are presented by experts, discussed to make recommendations for actions.
b) Convention (large gathering held periodically to make important decisions in
politics, sports, religion)
c) Convocation (cultural academic assembly where awards are given; family and
friends are invited to celebrate together) or graduation ceremony.
d) Reception: a social function where light refreshments are served in order to
socialize for a specific purpose.
Types of meetings
• Formal meetings: These may be public (concerning the public or a section of the public) and
private (Limited to membership eg trade unions, business meetings f clubs and other specialised
groups )
• The rules of conduct of formal meetings are laid down in a company’s articles of Association
and/ or Constitution or Standing orders.
• With such meetings a quorum must be present, i.e. the minimum number of people who should
be present in order to validate the meeting.
• The company’s secretary must keep a formal record of these meetings, usually.
• Formal meetings are intended to produce group decisions, by some method of voting following
traditional organizational procedures.
Examples of Formal Meetings
1. Annual General Meeting
• AGM are held once a year to assess the trading of the organization over the year. All shareholders
are invited to attend the AGM but they must be given at least 21 days notice.
2. Statutory Meetings
Statutory meetings are called so that the directors and shareholders can communicate and consider
special reports. Companies are required by law to hold these statutory meetings.
3. Board Meetings
Board meetings are held as often as individual organization require. All directors attend and the
chairperson of the board chairs the meeting.
Examples of Informal Meetings
1. Management Meetings
• A group of managers who may need to discuss a specific matter, report on progress or receive progress reports
attends these meetings. For example, the marketing manager, sale manager, production manager and research and
development manager may meet to discuss the launch of a new product being launched soon.
2. Departmental Meetings
• The Head of Department or Manager of a section calls for the meeting. All staff are invited to attend so that
information can be passed on or reports received from some members of staff regarding a specific project.
3. Working parties/taskforce meetings
• Working parties may be set up to work together on specific project or problem. At meetings, progress reports will
be given and decisions for further action taken.
• Note that, what are called informal meetings may sometimes be formal and the dividing line is thin. This is
because some informal meetings may use some set procedures, like the issue of quorum and keeping minutes
and provision of Agenda.
Roles of meetings in organization
a) Providing for dialogue between members; allowing exchange of information, views and
opinions.
b) Generating idea or solutions to problems.
c) Monitoring and evaluating performance or progress.
d) Making policy and other decisions.
Effective Meeting
An effective meeting has the following: Good attendance, active participation of all
members, efficient use of time, timely record/report of the meeting, timely follow up of
decisions made.
Unfortunately, meetings are not conducted effectively, which leads to wasting time and
dissatisfaction of the participants.
Guidelines to conducting effective meetings
Meeting Preparation
•
Decide on the purpose of the meeting: The purpose of the meeting should be
what the team expects to accomplish during the meeting. The meeting should
have a measurable outcome.
•
Prepare and distribute an agenda: Call the team members for agenda items to be
submitted at least two days prior to the meeting so attendees have time to
prepare. Make hardcopies of the agenda to bring to the meeting for those that
may forget to bring their agenda.
•
•
•
•
•
Determine who needs to be at the meeting.
Determine the required length of the meeting. Make sure the agenda indicates
both a starting and ending time for the meeting
Find a location and time for the meeting. It is useful to set a regular time and place
to meet that satisfies everyone’s schedule.
Send out Notices: For all meetings adequate notice must be given to those who
are to attend. Notice may be oral, written, or by public advertisement. For informal
meetings oral notice is often sufficient, but for formal private meetings written
notice is desirable.
The notice must give details of the type, place, day, date and time of the meeting.
It is essential that it be given early enough for the recipient to have a reasonable
chance of attending. Notices for formal private meetings must be sent to every
person entitled to be present
Effective Meeting Procedures
At the Beginning
1.
Attendance
A record of participants that are present, late comers, absent but with apologies and absent.
If there is anyone at the meeting who is not familiar with everyone else, quick introductions are in order.
2. Review and Approval of the Agenda
This is the point additional agenda items should be put forward. These items should be included only if they are relevant to
the meeting and there is time available
3. Review and Approval of minutes of the previous meeting
• Meeting participants should come to the meeting having read the minutes of the previous meeting.
• Updating of items that have not been accurately recorded.
• Matters arising: Discussions of problems, questions and further discussions of the previous minutes
During the Meeting
1. Stick to the agenda: Stay on the topic of the agenda item and be compliant with the
allotted time.
2. Take minutes: One person should be responsible for keeping meeting minutes. Should
focus on recording decisions as well as any action items (What needs to be done? Who is
responsible? When is it to be done?).
3. Defer items that cannot be effectively addressed. Document an action item to prevent the
same item from
being deferred repeatedly.
4. Meeting may be adjourned: postponed, suspended to a later time or date.
Concluding the meeting:
1. Set the agenda for the next meeting: In the agenda, include the purpose and
objectives of the meeting as well as a time to meet. Any unfinished or
unaddressed business from the current meeting should be noted.
2. Evaluate the meeting: Briefly discuss if the meeting addressed the intended
purpose and objectives, and if not, why.
3. End on time
• After the meeting: Consolidate and distribute the minutes to the team members
within a day of the meeting.
The roles of the Chairperson
• To ensure the meeting is properly constituted and that there is a quorum.
• To control the meeting in accordance with the standing orders and any
other legal requirements that applies.
• To take business in the order that it appears on the agenda, (unless the
committee determines otherwise) by opening the discussion and guiding
the debate, such that all who wish to speak may do so.
• To ascertain the sense of the meeting at the conclusion of the discussion
on an item (by reaching a common agreement or by voting on a specific
motion) and ensure that the decision reached is properly recorded.
The roles of the secretary
• Advance notice of the meeting, agenda preparation and general
house keeping and administration (room booking, resources, etc)
• Advising on the application of standing orders and any legal matters,
during the course of the meeting.
• Recording the proceedings accurately, distributing minutes and
following up any decisions after the meeting.
Agenda and Minutes
Agenda
• An agenda is a letter inviting members to a meeting, containing a list of
items to be discussed.
• The purpose of the agenda is to guide the Chairperson through the meeting
and to give prior indication of what is to be discussed at the meeting to those
attending so that they can prepare their ideas in advance.
• The list is called “items of the agenda”
GENERAL ASSEMBLY FOR ALL YEAR FOUR LUANAR
AGRICULTURE EDUCATION STUDENTS
You are invited to a meeting to be held at Bunda Campus on 10th December, 2021 at 9: 00am in the College Hall. Items of the agenda are
as follows:
AGENDA
1)
2)
3)
4)
5)
6)
7)
8)
9)
Opening remarks
Approval of the agenda
Review and approval of previous minutes
Matters arising
Delivery of Innovation in Education course
Teaching practice progress of identifying schools
Career talk
Graduation party
Closing remarks
Minutes
• Minutes
• Minutes are a brief report of a formal meeting in which important decisions
were made.
• During the meeting, the Secretary takes minutes. These are primarily a
record of decisions reached.
• Once minutes are signed by that Chairperson at the subsequent meeting,
minutes of formal meetings are legally binding, may not be altered and may
be submitted in court as evidence incase such requirement occurs in future.
• It is important to take minutes to have an accurate record of meetings for
those who attended and including those who did not attend the meeting.
• Lay out of minutes:
• Date and place of meeting, including the name of the meeting.
• The names of those present, absent, apologies,
• The items of business transacted, with the decisions reached- these will
of course be in the same order as the agenda (unless the Chairperson
sort the meeting’s permission to vary the order); the agenda s therefore a
most useful guide to the secretary in preparing minutes.
• Written in passive form/third person and as reported speech; Accuracy; clarity; concise
with systematic numbering of decisions made.
• 3/6/19 Maintenance of Vehicles (minute number/6th meeting/year). Minutes may
also use a format where minute number may continue from the first to the last meeting in
the year (127/19 Maintenance of Vehicles)
MINUTES OF THE SPORTS CLUB HELD IN CONFERENCE SUITE ON FRIDAY 10TH AUGUST 2018 AT 10:00AM IN THE SQUASH COURT
PRESENT
Mr. Chris Evans (Chairperson)
Miss Carol Chen
Mr. Frank Jones
Apologies:
Miss Ellen Forster
ABSENT:
Miss Bettie Banda
01/6/18 OPENING REMARKS
The Chairperson welcomed members present to the sixth meeting of the Sports Club. Opening prayer was offered by Carol Chen.
02/6/18. CONFIRMATION OF PREVIOUS MINUTES
Members corrected an error in item 3.1 where a figure MK12,000.00 should read MK120,000.00. After this correction, the minutes were approved and signed by the Chairperson as a
correct record.
03/6/18 MATTERS ARISING
There were no matters arising
10/6/18 PURCHASE OF TENNIS EQUIPMENT
Ellen Foster reported that the in-house tennis tournament would start on Monday 4 September. New nets and balls were
needed and the tennis courts needed repairing. It was agreed that Ellen should make the necessary arrangements as soon as
possible.
11/6/18 ANNUAL DINNER AND DANCE
It was agreed that the Annual Dinner and dance would be held on Saturday 19 September. Ellen Foster to take charge of the
arrangements. She was asked to contact Asto Hall to make preliminary enquiries about their facilities and to report back to the
next meeting. Members were asked to consider ideas for the program for discussion at the next meeting.
12/6/18
ANY OTHER BUSINESS
There was no other business
13/6/18 DATE OF NEXT MEETING
It was agreed that the next meeting would be held in Conference SUITE A on
Thursday, 2nd September 2018 at 1500.
…………………………………………… (Chairperson)
…………………………………………… (Secretary)
Kinds of Minutes
1. Verbatim Minutes: These are used primarily in court reporting where everything needs to be reported word for word.
2. Minutes of Resolution: Only the main points and conclusions, which are reached at the meeting, are recorded, not a
note of discussions which took place. These are usually used for minutes of AGM and other statutory meetings. It is
important to note the exact wording of any resolution passed:
4 /8/17
PURCHASE OF PHOTOCOPIER
The company secretary submitted report from the Administration Manager containing full details of the trial of the AEZ photocopier. It was
resolved that the AEZ photocopier be purchased at a cost of MK120, 000.00
3. Minutes of Narration
These minutes will be a concise summary of all the discussions that took place, reports received, actions taken and
decisions made.
4/8/17
PURCHASE OF PHOTOCOPIER
The company secretary submitted a report from the administration manager containing full details of the AEZ Photocopier. This machine had
been used for a period of 4 weeks in the printing room. The machine’s many benefits were pointed out, including reduction/enlarging facilities
and collating. After discussion, it was agreed that such a machine would be extremely valuable to the company. The company Secretary was
asked to make the necessary arrangements for the photocopier to be purchased at the quoted price of K120, 000.00
Press Release
• A press release is a document issued to media and consumers to announce yourself
and your product. It is basically an announcement that is news worthy.
• Press release may concern charitable work, donations, sponsorship, product/service
launch, opening of public/private school, public warnings, public apologies, etc.
• A well written release can dramatically increase your sale, expose your company to the
masses and greatly enhance the image of your business or products.
• How to write a press release and what to include in a press release
a) It should have the heading “press release” on top.
b) It should have a catchy headline of about 20 words or less.
c) Both the headline and the introductory paragraph should summarize the story.
d) The introduction should stand on its own, summarise the information and action.
e) It should contain the following in its introductory paragraph:
i. What it is about?
ii. Who is doing that particular activity and who are the target audience?
iii. Where/place of the ceremony?
iv. When the ceremony is to take place?
v. Why you have written the release?
vi. How people can participate/attend/register?
f) It should be no longer than one side of A4 paper
g) Your release must have a general interest to the target audience and a strong
news angle. It should be written objectively and needs to inform people
without emotions and based on real facts.
h) Consider using bullet points and numbers where appropriate.
i) It should be typed, double-spacing where possible
j) Highlight what is new, unusual, different, etc
k) It is worthy while to include a picture/photograph
m) Give it a date (on which it was prepared)
m)Do not underline anything-key points should be obvious. The editorial
team may choose to italicize or subdivide the details.
n) Give an embargo date if possible( A restriction date when the press
release should come out/ when the release will still be valid)
o) It must contain contact name, address and telephone number. This
should be at the bottom of the sheet after the word ‘END’
p) Make sure you keep a record of all press releases you send out (they are
useful for other promotional activities) and follow up by readers.
q) Language of press release: Use third person
Press Release Request
Company letter Head/Logo, Contact Office/Person, Address, telephone, email address
Press Release
For Immediate Release (Embargo date)
Issued on:
Headline
Message
END
Any enclosures, e.g. photograph