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Summary Learning Unit 4: Planning and Writing Communication Messages
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- University Of South Africa (Unisa)
A summary of Planning and Writing Communication Messages
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Learning Unit 4: Planning and Writing Communication MessagesTheme 1: Planning and Organizing Messages
Messages are integral to the business running effectively. These messages can have a significant impact
on the business reputation. If done incorrectly, will impact negatively on the perception stakeholders have
of the company.
Theme 2: Writing Summaries (Used in for business documents)
Characteristics of a summary - A summary has the following characteristics. It:
Is placed at the beginning and not at the end of a text
Keeps the reader’s needs in mind
Has no fixed length – it is as long as is necessary
Includes key information
May change the emphasis of the original document
May change the proportion of the information
May change the order if the information
May have key summary diagrams and other figures
Uses your own words.
Types of Summaries:
1. Precis: A summary that keeps the information in the same order as the original text. It also keeps
the original document’s proportion. A precis is sometimes used for business documents.
2. Executive Summary/Synopsis: The same as the summary, they are written to suit the needs and
time of the reader, and may change the order and proportion of the original information if needed.
An executive summary requires the following:
No longer than one page i.e. 400-450 typed words
Written for busy executives who need to read the summary quickly
May be published and circulated separately to the original
Must be highly readable, with short paragraphs and sentences, sub-headings and short
bullet points.
3. Abstract: Similar to a precis, but the same order and proportion of the original text is kept. There
are two types of abstracts:
I. Informative abstract (a full-length summary that gives all of the main points from the
original).
II. Descriptive abstract (two or three sentences only to give the reader a brief idea of what is
in the original).
Purposes of a summary: Readers need summaries for four main reasons.
1. They help readers decide whether or not they need the original text.
2. They help readers to get the main points quickly and reliably.
3. They inform readers of the purpose of the original document.
4. They remind readers of the key points in the original, which then helps them to read the original
more easily.
Requirements for writing a summary - In order to write an effective and precise summary, a writer must be
able to:
Grasp the main idea or thesis statement in a passage
Grasp the key points in a passage
Rewrite these key points simply and logically so that the reader understands want the original text
is about
Organize and present information coherently
Choose and write words in a clear, informative style
Present the summary in a highly readable way.
Theme 3: Writing Essays
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