Communication

The process of passing information from person to another

Communication must be:

• Clear and easily understood
  
• Correct
  
• Provided at the right time
  
• Can be internal or external
  
• Most appropriate channel should be selected

Methods of Communication

Oral
Face to face individually or in meetings/telephone/video conferencing

Written
Letters, notes, reports, bulletins, newsletters, e-mail, fax

E-MAILS

• Should be professional
  
• Should be prompt
  
• Should be polite
  
• Include subject
  
• CC – carbon copy
  
• Bcc – blind carbon copy: each recipient does not see addresses of other recipients (options, field, Bcc)
  
• Consider addressing recipient and signing off
  
• Check for house style

MEMORANDUM

• A formal note either hand written or word processed, may be sent by email
  
• Use to give instructions, request information, make suggestions, confirm conversations
  
• Includes To, From, CC, Date, Subject
  
• The text
  
• Signature
  
• Details of any enclosures

NOTE

• Informal
  
• Ensure it is legible
  
• Indicates who it is to, from, date and time

Fax (Facsimile)

• Useful for sending copies of documents, e.g. Invoices
  
• Include a cover sheet which states who the fax is to, from ,date, number of pages being sent

Letter

• Sent on letter heading
  
• There may be specific house style which must be followed which will include
  
• Font style and font size
  
• Margin sizes
  
• Where to position recipients name and address, date, any reference

Formal Report

• Title
  
• Terms of Reference (introduction – purpose of report)
  
• Procedures (how the information was gathered)
  
• Findings
  
• Conclusion
  
• Recommendations
  
• Appendices

Informal Report

• Used to communicate routine matters
  
• Title and date (include to, from,)
  
• Introduction (what the report is about, who asked for it, deadlines)
  
• Findings
  
• Conclusions and Recommendations (if requested)
  
• Avoid abbreviations