A report for the Pass grade for Assignment 1 of communications and technology. describing the different types of formal and unformal forms of communication used in the public services.
Assignment 1: Formal and written Communications and Technology
P1- Formal and unformal writing
There are two types of ways you can use communicate regarding to the style of language you
use. This is formal and unformal language. writing or speaking in a formal manner means to use
respectful and professional language. This means to use correct terms and no slang. For
example, at an interview you would be expected to use formal and correct language to show
your mature and prelesional. Then on the opposite side you have Unformal where you use
more friendly and relaxed language such as using slang and how you would talk to your friends.
An example of formal and unformal writing is
1.formal: to whom it may concern, I’m writing to you regarding the job application on your
website. Yours sincerely.
2. unformal: hi, what’s up? I want a job because I need the money. Hope to see you soon.
Thanks.
Formal written communications
written forms of formal communication are used to ensure structure and correct
communication. They include a professional and polite tone, giving information or requesting
for information. some forms of formal written communication are letters, memos, and all sort
of reports. These are used in all public services organizations as they ensure an organized and
correct form of communication within the services.
Memos
Another form of written formal communication is memorandums (memos). Memos are small
and brief written message the are typically used in a professional manner. They are designed to
be easily and quick to understand. There are many reasons why a memo may be used such as
to remined someone to do something, a request for information, to reapply to someone else, a
request to do something or to communicate within an organization. Not like letters memos do
not need to be singed. Typically, the memo will contain one or two fact’s that’s purpose is to
act as a reminder.
Letters
Letters are a written form of communication that usually old two purposes. One to request
information or to give information to the recipient. The layout of a letter will include the name
and address of the precipitant on the top following with the date and beneath the name of the
person you are writing to (to whom it may concern may also be used if you’re unsure who
you’re sending to), the actual message finishing off with it signed. Public services organizations
do use this form of communication to communicate within the organization and with other
organization. They must have the following key components:
Name
Address
, Email
Phone number
Website (if have one)
Report
Reports a piece of written communications that provides concerning and examinations about
issues. Report allows both information and how the information is gathered included. The
typical layout and structure include:
Title what the report is about
Acknowledgments
Contents pages -what information is on what page.
Executive summery -only the manager or higher ups will need to read this page.
Introduction -brief decryption on why the report is being made.
Methodology
Findings
Conclusion
Opinion or recommendations
Refrancing
Incident reports
Incident reports are also required I the public services as they provide details and information
regarding what happened at a scene of an incident and how did the service respond to it.
Annual reports
Annual reports are used in the public services once a year to report the activities and
performance of the service during the previous year. It will include the pros and cons of the
overall performance of that organization during that year and what the targets are for the
upcoming year. It is used as a good way to look back at the organization and see what and
where they can improve. This is a requirement foe all services.
Other forms of written communication
Staff notice boards
Staff notice boards is a board set up somewhere in the organization where important matters
will be displayed on. This is a good way of communicating with staff especially if you need to
inform a group of people however, the problem with using a staff notice to communicate is that
someone must update it constantly. Where it may be easier and quicker to send emails instead.
Some public services like the prison service will use an electronic notice board which can be
updated electronic which is also much easier and faster than a normal notice board.
Formal published reports
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