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Unit - 5 Written Communication

1. Written communication is an important aspect of business communication as it allows for accountability, responsibility, and permanent records. It helps build goodwill for an organization. 2. Written business communication includes letters, memoranda, agendas, manuals, and reports. Important decisions, policies, objectives, and procedures are normally expressed in writing. 3. Written communication is recommended when keeping evidence and records of events that may need future reference, and when communicating with many people at once. It requires skills like memory, language, observation, and clear thinking.

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234 views4 pages

Unit - 5 Written Communication

1. Written communication is an important aspect of business communication as it allows for accountability, responsibility, and permanent records. It helps build goodwill for an organization. 2. Written business communication includes letters, memoranda, agendas, manuals, and reports. Important decisions, policies, objectives, and procedures are normally expressed in writing. 3. Written communication is recommended when keeping evidence and records of events that may need future reference, and when communicating with many people at once. It requires skills like memory, language, observation, and clear thinking.

Uploaded by

rahulmanjare
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© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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UNIT – 5

Written Communication

Introduction :

“Reading make the full man, writing an exact man, conference a ready man”.
Business communication is both written as well as oral. But written
communication is very important aspect of business communication. When
exchange of opinion is in written form, rather than by spoken words it is written
communication. It is important to fix accountability and responsibility of people in
organization. This requires much of paper work as it becomes the permanent
means of communication. It helps in building goodwill of an organization.

Written business communication includes-better, memoranda, agenda, manual


reports etc.

 The decisions of the management concerned with objectives policies,


programs, procedures, budgets etc. are normally expressed in writing.
 Written communication is recommended when evidence of events and
proceedings are requiring to be kept for future references & when many
persons are to be contacted at the same time.
 Every place of written communication requires use of human memory,
imaginative power. Ability to observe and think & mastery over language.
 When writing message, it would be wise to adopt the K.I.S.S. principle
which means “kept it short and simple.” To make the earning clear so that it
accomplishes the desired purpose.
Written Communication in Business- Its Concepts:

To imagine life without water or social life without oral communication is


impossible. Similarly to think of a business or an organization without written
communication is impossible. Various reasons have been put forth for it.

1. In an organization there are too many people to have face-to-face


communication.

2. The people may be spread across wide geographical distance and may
sometimes not be connected by telephone.

3. People have to function within defines limits of authority and responsibility.


Absence of writing communication makes determination o responsibility a difficult
task.

4. It is an essential part of the responsibility of an executive on an organization to,


communicate on paper. Written communication is thus an essential part of an
organizational life.

5. It is not that fax, telex; telephones have in any affected the importance of letters.
They have only changed the mode of transmission.

Thus for all these reasons the concept of written communication continues to flow
even at present

Advantages of Written Communication:-

1. It helps to provide ready records, reference etc.

2. It helps to build legal defenses.

3. Promotes uniformity in policy and procedure.


4. Gives access to a large audience through mass mailings.

5. Written communication is accurate and unambiguous.

6. Communication when done in writing provides a sense of security for the lower
staff specially.

7. It gives sufficient time to think over and reply on a concerned subject.

8. Helps in clear guidelines which are easily followed.

9. Permanent & well maintained records & reference can lead to growth.

10. Evidence of proof against anything.

Disadvantages of Written Communication:-

1. It becomes difficult to maintain piles of records and can be easily destroyed if


not properly handed.

2. It proves to be ineffective in the hands of those people who are poor in


expressions but otherwise good in their job.

3. Immediate feedback is not obtained in the written communication as in the case


of face to face communication.

4. It is a costly process. It involves large amount of stationary and people.

5. Immediate clarification, interjection is not possible in written communication.

6. It brings unnecessary forma tone in relations because there is no personal touch.

7. There is no secrecy.
8. Loss of man-hours in dictation, records maintaining, dispatching etc.

Types of Written Communication:-

Reports, Magazines, Circulars, Manuals, Memoranda, Newspapers, Agreements,


pictures, diagrams, graph, order, rules and Regulations Book, Manuals, notice
Boards, Telegram, Tele Printers, Telex.

Importance of Written Business Communication

1. Important for any organization or individual for giving or seeking information.

2. The success or failure an organization depends to a large extent on its


correspondence.

3. It helps to achieve clarity in the policies & procedures to be followed in an


organization.

4. Information’s are clearly transmitted to the receiver, thus making


communication effective.

5. It helps in the proper functioning as the instructions messages are clear.

6. It helps the customers to form a strong impression about the company if the
letters are efficiently drafted.

7. It is a strong linking device between the organization and its customers.

8. A steady progress is surely based on effective written business communication.

Thus we can sum up by saying that written business communication plays an


essential & effective role in the growth & progress of an organization.

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