Written Communication

Question 0

What decision was made with regards to letter in the Jenkins case?

Answer 0

Jenkins v De Souza 1977 (2) SA 342 (W): Read your letters – you are bound by errors even if typed by typist.

Question 1

When must you send a letter to a client?

Answer 1

Costs - don’t send a letter every time you do something, but:
 where a call, discussion etc. has an effect on the proceedings, then it must be reduced to writing.
 Letter cancels out any possible misunderstanding / prevents it.
 Can also be used as evidence of circumstances.
 Letters are work = money → good or bad work.

Question 2

What are the 3 general guidelines to know before you start writing letters?

Answer 2

1) Organization;
2) Clarity;
3) Image.

Question 3

What must you remember in terms of Organization when. Writing letters?

Answer 3

1) Collect all relevant information;
2) Present the information in descending importance (essential>take notice>”nice to know”);
3) The six “w’s”;
4) Numbered paragraphs.

Question 4

What are the 6 guidelines in terms of Clarity when writing letters?

Answer 4

1) Use the way you speak as a guide;
2) Use the active rather than passive voice;
3) Use proper nouns;
4) Use short sentences (no more than 35 words);
5) Simple short well-known words and phrases;
6) One idea per sentence and one main theme per paragraph.