Written communication: -

 Introduction:-
o You use written communication to express all kinds of messages; to share stories note financial transactions, record history,
imagine the future, to express love, hatred, humour or melancholy.
o Writing gives you access to knowledge.
o You can trace how an idea has changed over thousands of years, or argue against the opinions of those long dead, all because
the discoveries of others have been recorded and collected.
o According to historians, the earliest form of writing can be dated to around 3000 BC, when Sumerians in ancient Mesopotamia-
modern day Iraq-wrote on clay tablets.
o This writing system is known as “Cuneiform.”
o “Writing can be boring, especially is you don’t think you’re very good at it.
o It’s a skill, however, that you need to develop in order to be competitive in today’s society.
o While you’re a student take the time to learn to write well.
o Learning to write must go along with learning to read; one reinforces the other.
o Writing activities should be integrated with reading activities.
o As learners gain experience reading books and other printed matter, they increasingly try to spell the words by using patterns
they have seen in print.
 Importance of writing:-
o Communication may be made through oral or written.
o In oral communication, listeners can make out what speaker is trying to say, but in written communication, text matter in the
message is a reflection of your thinking.
o So, written communication or message should be clear, purposeful and concise with correct words, to avoid any
misinterpretation of your message.
o Written communication provides a permanent record for future use and it also gives an opportunity to employee to put up their
suggestions in writing.
o Writing is an act of recording.
o The word written becomes fixed.
o Depending on what it is written with, its mark can remain preserve for a very long time.
 o Although different readers might interpret a piece of writing in different ways, the text itself does not change.
 Written communication is permanent: - Once the words are down on paper, they are saved for future reference.
 Written communication is easier to understand: - Complex messages can be easily be understood.
 Written communication can be composed in advance: - You can take as much time as you want to draft a message.
 Written communication is less prone to errors: - since the message is drafted in advance errors can be avoided.
 Written communication leaves lasting impression: - visual representation leaves a lasting impression on the readers
than oral representation.
 Creative writing: -
o The term Creative Writing describes several approaches of writing, all of which assume that the act of writing is something to
which every person can be trained and guided.
o Creative writing can technically be considered any writing of original composition.
o In this sense creative writing is a more contemporary and process- oriented name for what has been traditionally called
literature writing.
 Writing tips:-
o Cut the boring parts: -
 I try to leave out the parts that people skip.
-Elmore Leonard
 Unless you’re writing for personal reasons, you need to consider the attention of your readers.
 There’s no point in writing content that isn’t useful, interesting, or both.
o Eliminate unnecessary words: -
 Substitute “damn” every time you’re inclined to write “very;” your editor will delete it and the writing will be just as it
should be.
-Mark Twain
 Avoid using words like “really”, “actually”, or “extremely”.
 They only distract the reader.
o Write with passion: -
 Fill your paper with the breathings of your heart.
-William Wordsworth
 It’s important to realize that unless you’re excited about your writing no one else will be.
o Paint a picture: -
  Don’t tell me the moon is shining; show me the glint of light on broken glass.
-Anton Chekhov
 Simply starting something is fine, but when you need to capture attention, using similes, metaphors, and vivid imagery
to paint a picture creates a powerful emotional response.
o Keep it simple: -
 Vigorous writing is concise.
-William Strunk Jr.
 It’s more difficult to express yourself in the simplest possible manner.
 So keep your message short and sweet.
o Do it for love: -
 Write without pay until somebody offers to pay.
-Mark Twain
 When you’re just starting out it’s hard to decide where to begin.
 So don’t just start writing.
 You should develop a passion for writing.
o Learn to thrive on criticism: -
 You have to know how to accept rejection and reject acceptance.
-Ray Bradbury
 Writing means putting yourself at the mercy of anonymous readers.
 Learn to make the most of the insults and distrust the praise.
o Write all the time: -
 Quantity produces quality. If you only write a few things, you’re doomed.
-Ray Bradbury
 The way you define yourself as a writer is that you write every time you have a free minute.
 Constant writing improves the quality of writing.
o Write what you know: -
 If any man wishes to write in a clear style let him be first clear in his thoughts; and if any would write in a noble style, let
him first process a noble soul.
-Johann Wolfgang von Goethe
 If you are confident of a topic, you can think of writing.
  If you don’t have an expertise, reading and writing is the best way to develop one and put it on display.
o Be unique: -
 Learn as much by writing as by reading.
–Lord Acton
 Your writing should be unique and should not replicate anyone’s.
 Successful writing is all about trust and authority.
 It makes sense to write about your area of expertise.
 Drawbacks of written communication:-
o Time consuming: - It takes a lot of time to prepare as well as understand.
o Possibility for wrong interpretation: - Different people interpret differently the same message.
o Immediate feedback is not possible: -It takes time to get feedback from the readers.
o Not possible to see the non-verbal clues: - The readers cannot see the facial expressions hence the hidden meanings are not
understood.
o Not all the messages can be put in words: - Some messages can be put in words.
 Effective way to use written communication: -
o The written communication constitutes the bulk of recorded communication in s business organization.
o It is also the most important form of communication because written communication is a tangible record of information,
messages, enquires &instructions.
o There are several forms of written communication, each with its own format.
o Various types of effective types of written communication are as follows-
 Memo: -
 The word ‘memo’ is the abbreviation of the word ‘Memorandum.’
 A memo is a short, informal message pertaining to daily work.
 The memo is a short important means of communication within an organization.
 It is an informal intra-organizational message between the employees of an organization (company or industry).
 Letters: -
 Letters are the oldest form of written communication.
 Letters are of two types :
o Formal letters.
o Informal letters.
  Formal Letters: -
o Formal letters are used as official &business.
o They are used for large number of purpose such as applying for job, leave, appointments, conveying
information, for placing orders, for making complaints & answering them and so on.
 Informal letters: -
o Informal letters are used in family and friends.
o They are used for large number of purpose such as greeting the family members & friends, and so on.
 Report: -
 A report is a formal, objective, well organized written communication.
 It acts as a written database of information for making a decision or as a basis for further action.
 There are many kinds of reports such as financial reports, project reports, work progress reports/ status reports,
etc.
 Reports sometimes make use of graphics such as: tabular columns, pie-diagrams, bar diagrams, tree diagrams &
fish –bone diagram, etc. to add clarity to the report.
 Notice: -
 A notice is a short communication with the object of informing a large number of people about something.
 Some notices are posted or pinned on notice boards & others are circulated.
 The letters are known as circulars.
 Notices & circulars are simple, straight forward communications, which can be easily understood by employees
having different types & levels of education.
 Telegram: -
 A Telegram is the shortest format used in communication & is written or typed on a telegraph form provided by
the telegraph department.
 As the cost of the telegram is calculated on the basis of the number of words in it, the telegram must be signed
by the sender or his representative.
 It is usually used for communications in emergencies.
 However, in modern time it is rarely used by business organization.
 Fax Message: -
 Fax is a useful communication tool.
  Fax message is a written/ typed communication sent through a telex machine.
 As it is possible to send & receive written messages a fax may be classified under written communication.
 Because it is possible to receive these messages without continuously attending to the machine.
 It is used in many big firms, business establishments & industries.
 It is of great use in share markets.
 E-mail: -
 E-mail or Electronic mail is written or typed communication conveyed over an electronic network.
 E-mail is used for a variety of purposes & its users include business, financial organizations & many others to
communicate across the globe.
 Currently, it is the most effective tool used to communicate inside & outside organizations.
 This device is now very often used by all forms of organization for social & business purposes.
 Internet Domain: -
 Internet Domains are a form of communication, which may be downloaded.
 They are used by business concerns for advertising their products & services.
 Advertisements in newspapers, magazines, journals & the internet are also examples of internet domains
communication.
 Advertisement: -