2.5.3: When to Use Different Types of Communication

• There are 5 main types of business communication:

  • Verbal
  • Formal
  • Electronic
  • Marketing documentation
  • Recruitment documentation
• Formal communication is used for information that passes through official channels and can be in the form of a letter, report or notice.
• A letter is signed by someone with authority and delivered by post or mail.
• A notice is used for short messages, mainly internal communication.
• A report summarises information of a specific topic, consisting of a title, introduction, body, conclusion and recommendations.
• Verbal communication can be on the telephone, which is considered to be a more personal approach, through message, which is used when the recipient is not available and face-to-face, which is considered to be most effective.
• Electronic communication can be in the form of emails, picture message, web page, texts or social media.
• Marketing communication involved market research and promotion materials, which can be in the form of business cards, press release, promotional literature, questionnaire or data collection sheet.
• Recruitment communication is used during the recruitment process, typically including the job descrpition, job application, advertisement and person specification.
• When choosing the appropriate type of communication, businesses need to consider:

  • audience
  • content
  • cost
  • speed
  • clarity
  • effectiveness