The mediums are the means, by which communication entity transmits a message to the target audience. They include personal communication, external information, and public events. Medium can be direct and indirect, formal and informal, personal and not personal. Private mediums are the most effective, because they ensure the interaction of several people in the process of communication, both directly and by phone, over Internet, correspondence, etc. Depending on the situation, different style of message can be applied (Blundel and Ippolito, 2008).
A message of condolence to the family of a team member, who died recently, should be sincere and delicate. The message should also be concise and restrained. The title should contain the words of condolence (Lewis, 2011). It will be as follows:
The news of the sudden death of our colleague, who faithfully served the interests of the company for many years, was a great shock for us. It is hard to believe that life of such an energetic and friendly, full of hope and optimism person was cut short. We will always remember Mr. B.
Please, accept our condolences for this loss and be sure you can contact Our Company for help.
Head of Employee Relations Department
The explanation to the staff of a new increase in bi-weekly health care expenses should be specific and clear. The main reasons of the increase should be provided (Blundel and Ippolito, 2008). It will be as follows:
Please, be kindly informed that Our Company is subjected to some changes in health care services’ provision. Due to the increase in costs of maintaining previously procured equipment, price of spare parts, medicines and reagents for laboratory equipment, the Company took a decision to increase bi-weekly health care expenses.
In case of any questions arise, please, feel free to contact our HR manager.
The notification about the change of dress code can be first shared as the rumors. This will allow assessing the employees’ reaction, seeing how they would react to the dress code at all. After the first wave of emotion will pass, news that management plans to establish certain requirements on how employees of the company should look like can be placed on the corporate website (Lewis, 2011). The message will be as stated below:
In order to improve the business culture and to support the uniform corporate standards, Our Company sets requirements for personnel clothing (corporate dress code) in the summer period to maintain a single corporate business style and image of the company. The official dress code is based on the requirements to adhere to the clothing business style.
The official dress code for women should consist of trousers or skirt suits of not bright colors. Strict, closed dresses are also permitted. The business ensemble should include no more than three colors and two types of drawings. An addition to suit, a variety of low-key accessories and a few ornaments is acceptable. The official dress code for men should consist of suits of quiet colors, which can vary by the change of tie and shirt.
Despite the necessity of strict adherence to the new policy rules, Friday is determined as casual style of clothing. On this day, it is recommended to stick to low-key style, but jeans clothes are allowed. However, in case of official meetings, negotiations, interviews with candidates, and so on hold on Friday, the official dress code should be followed.
We hope that new requirements will only increase the desire of each of you to perform his/her duties and inspire for the development of new ideas. We want to demonstrate the highest level of labor discipline in the business world and it is possible only with your help.
Thank you for your attention!
Director of HR
In case of billing error, the Customer Sales Representative should write the letter favorable for the addressee. It must be sincere and do not contain false information. It is not recommended bringing all sorts of reservations or evasions, as well as to shift the blame on a third party. Only a frank admission of guilt is able to save further positive attitude to the compiler, and perhaps business contacts with it (Blundel and Ippolito, 2008). The message can be as follows:
We are very sorry that your last bill remained unpaid for a long time. We sincerely apologize for the carelessness and vagueness in the work of our staff, which made you worry once. However, we hope that you will continue to cooperate with us.
Customer Sales Representative
Thus, modern management requires every manager and leader to be able to write business texts of very different focus. This can be a compilation of business letters and business proposals, as well as design of congratulatory or thankful letters. The success of the administrative and commercial activities of the company will directly depend on the writing of some of these documents (Lewis, 2011). In this regard, the practical writing skills of the development of business letters, regardless of thematic focus of the text, are required in the daily work of almost any specialist, including managers at all levels, managers of business units, specialists in advertising, personal assistant manager, as well as all office workers.
Blundel, R. and Ippolito, K. (2008). Effective Organisational Communication: Perspectives, Principles and Practices. 3rd ed. Harlow, UK: FT Prentice Hall.
Lewis, L. L. (2011). Organizational Change: Creating Change Through Strategic Communication. Hoboken, NJ: Wiley-Blackwell.