Writing Ability & Drafting

Presented
By
Advocate Bakul Pandya

Communication
Communication may be defined as interchange of
thought, idea or information to bring about mutual
understanding and confidence. I t is the
information intercourse by words, letters, symbols
or messages. I t is the exchange of facts, feelings,
ideas and viewpoints which bring about
commonness of interest, purpose and effort
High Performing Organizations
& Communicatons
Communications professionals in high-
performing organizations play a strategic
role
High-performing organizations do a better
job of explaining change
High-performing organizations focus on
communicating with and educating their
employees.
High-performing organizations provide
channels for upward communication.
Employees in high-performing
organizations have a better under-standing
of organizational goals and their part in
achieving them.

Guidelines for Effective
Communication
Pay attention to the communication
Pay special attention to the actual results
of your speaking and writing
Read and listen to communication from
cultures and countries other than your
own
Make sure that your communication
process is as efficient and effective as
possible
Start collecting tools methods and
techniques for effective communication

Advantages of Oral
Communication
I nstantaneous
Carry far more information than just
words can express
Oral messages can be answered with
immediate feedback
One can constantly adjust communication
based on listeners response

Disadvantages of Oral
Communication
I mpermanence
Content is extraordinarily difficult to
search and retrieve
Advantages of Written
Communication
Permanence
Always available for rechecking
Can easily be skimmed or indexed
Components of Writing
Competence
Performance
I mportant Components Of
Performance
Confidence
Process Knowledge
Reinforcement
Basic Training

Organize Your Thoughts
Analyze Your Audience
Be Clear and Concise
Keep I t Simple
Accentuate the Positive
Avoid Certain Words
Add a Personal Touch
Tailor Your Content
Communication I n Business
Environment
Business letters.
Business Meetings
Chairpersons Speech
Press Releases
Corporate Announcements
Business Reports

Parts of A Business Letter
1. Heading or
Letterhead
2. Reference Number
3. Dateline
4. I nside Address
5. Salutation
6. Body of the Letter
7. Complimentary Close
8. Enclosure Line
9. Postscript
10. Copies Line
Business Meetings
A meeting is get-together of a group of
persons to discuss ways and means to deal
with a specific time-bound task assigned.
The members of the group share common
experience, common concern and
common interest.
Procedure for Convening
Business Meetings
Notices
Agenda
Minutes & Resolutions
Circumstances in Which The I ssue
of Notice Becomes Necessary
Calling or convening of a meeting (General,
Special, Extraordinary, Statutory, Board etc.);
Making calls or forfeiture of shares;
Notifying declaration of dividends and issue of
dividend warrants;
Notifying loss of share certificates or
debentures;


I nviting tenders for supply of some
commodities;
Notifying any change in internal business
arrangements;
Notifying some administrative order or
instruction to the staff; etc.

Guidelines for Drafting a Notice
Need not be lengthy
Language must be explicit, free from
ambiguity and reasonably intelligible to
the recipient.
To be written in an impersonal tone and
in an indirect form of speech
Types of Minutes

1. Minutes of Narration
2. Minutes of Decisions
Minutes of a Meeting Must
Contain
1. Date and the number of meeting.
2. A list of name of those who attended the meeting.
3. A list of those who did not attend and from whom
apologies were received.
4. The record of conformation of the previous
minutes and any amendments agreed to by the
committee.
Minutes of a Meeting Must
Contain
5. The essential, relevant background to the topic
under discussions.
6. A clear and unambiguous record of the decision
reached/resolution, and if appropriate, of those
individuals/bodies responsible for taking
subsequent action.
7. Where discussion of a specific case leads to a
policy issue, it is important that a separate
minute be written on the policy issue

Press Release
Press releases relates to the announcement
of the important message or development
concerning themselves that organization
wish to convey to the public at large, through
the press and other media
Characteristics of A Good Press
Release
1. I t should be newsworthy
2. I t should be factually true
3. I t should be brief and precise
4. I t should be drafted in a simple language and
conversational style
5. I t is suitable for publication
6. Who, what, when, where, why
Types of press Releases
Press Communiqus

Press Notes

Hand-outs,

Un-official Stories or Un-official Hand-outs
Business Report
A business report is an orderly and objective
communication of factual information that
serves a business purpose. To be classified as
business report, a report must serve a
business purpose.
Steps for Writing a Business
Report
Step-1: Pre-writing
Step-2: Writing the first draft
Step 3: Revising and Preparing the Final
draft

Types of Business Report

1. Shorter Reports
2. Long and Analytical Reports.


Drafting Process of Legal
Documents
The formulation and preparation of
documents that define relationships and
set out procedures which govern a
transaction
The rights, benefits, duties and liabilities
which will, or may, arise from a
transaction are set out in a definitive form
and the persons upon whom they are
conferred or imposed are identified

Objective of Drafting
Provide written evidence of transactions
Prevent fraud
Set out future rights and obligations
Record rights and obligations already
conferred
Set out the details of complex transactions.

Reasons for Drafting
I naccuracy
I mpenetrable language

Ambiguity

Omissions
Acquiring Drafting Skills
Through articles or similar apprenticeship

Learning on the job

THANK YOU


Email : bakulpandya@gmail.com