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Definition: The Written Communication Refers To The Process of

Written communication refers to conveying messages through written symbols. It is a common mode of business communication used in various forms like emails, memos, reports, letters, manuals, and more. There are three main types of written communication: transactional seeks a response, informational provides benefit without response needed, and instructional gives directions for a task. Written communication has advantages like being a permanent record, legal document, allowing mass dissemination, and suitability for lengthy messages. However, it also has disadvantages like being slow, lengthy, expensive, lacking personal touch and confidentiality. Effective written communication is concise, clear, uses active voice, has the appropriate tone, and correct grammar and punctuation.

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Tejeshwani Choudhary
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72 views

Definition: The Written Communication Refers To The Process of

Written communication refers to conveying messages through written symbols. It is a common mode of business communication used in various forms like emails, memos, reports, letters, manuals, and more. There are three main types of written communication: transactional seeks a response, informational provides benefit without response needed, and instructional gives directions for a task. Written communication has advantages like being a permanent record, legal document, allowing mass dissemination, and suitability for lengthy messages. However, it also has disadvantages like being slow, lengthy, expensive, lacking personal touch and confidentiality. Effective written communication is concise, clear, uses active voice, has the appropriate tone, and correct grammar and punctuation.

Uploaded by

Tejeshwani Choudhary
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Definition: 

The Written Communication refers to the process of


conveying a message through the written symbols. In other words, any
message exchanged between two or more persons that make use of
written words is called as written communication.

The written communication is the most common and effective mode of


business communication. In any organization, the electronic mails, memos,
reports, documents, letters, journals, job descriptions, employee manuals,
etc. are some of the commonly used forms of written communication.

Types of Written communication

Transactional Written Communication

It refers to those written communications where a message is sent to get a


response from the reader. It includes requesting a meeting, asking a favor,
or a quick clarification.

Some Examples of Transactional Written Communications are emails,


instant messages, invoices, short memos, forms & letters

Informational written communication

It includes the sender delivering a message for the receiver's benefit. Since this
is less dependent on the receiver, there is no response needed. If the receiver has
questions or concerns, that would bring the conversation back to transactional
communication

Some Examples of informational business communication include quarterly


or monthly financial reports, employee handbooks and annual departmental
overviews

Instructional Written Communication

it gives the receiver instructions or directions regarding a specific task.


Thus, these messages should be detailed and easy to understand. It
includes the basics, which is also a good idea to give the receiver a clear
and thorough understanding of the topic.
Examples of instructional communication in business include user manuals, job
description handbooks, technical specifications and instructional memos

Characteristics of Written Communication


Written communication is a creative activity. It needs creative facts. The creative
facts are produced by a human mind. The main characteristics of a written
communication are as follows:

1. Written or Recorded
2. Creative Activity
3. Human Activity
4. Language
5. Permanent Record
6. Legal Evidence
7. Lengthy Process
8. Accuracy

Now,vLet us now take a look at some of the advantages and disadvantages


of written communication

Starting with Advantages of Written Communication

1. Permanent record
Benefits of written communication is that it is a filed for future reference purpose. It becomes official
and a permanent record of the organization.

2. Legal document
Merits of written communication are that it serves as a legal document in a business transaction. A
composed message can be retained, duplicated, circulated and re-consulted long after its contents
are first expressed.

3. Mass dissemination
Written communication can be easily duplicated through printing or photocopying; it is possible to
reach a wide audience at once.

4. Suitable for long messages


Written communication is suitable for lengthy messages. For E.g. Annual report or job instruction
manual.

5. Accountability
Written documents are always signed and thus can be linked to a person or persons responsive for an
action.

6. Goodwill and image building


Written documents acts as a representative of the company and helps to increase goodwill and image
building. A business man can create goodwill by sending greeting-cards, invitations, thank-you note in
writing, etc.

Limitations or Disadvantages of Written Communication

1. Slow and time consuming


Drawbacks of written communication is that it takes time to get committed to writing and transmitted
to its destination. The feedback in written communication is much delayed.

2. Lengthy and expensive


Limitation of written communication is that it is a lengthy process. The infrastructure required to write
a proper business letter is quite an expensive affair.

3. Lacks personal touch


Written communication lacks personal touch, hence it is difficult to persuade / Motivate through a
letter.

4. Unsuitable for illiterate people


In developing / underdeveloped countries large number of people are illiterate so written
communication can become a hindrance rather than help.

5. Lacks confidentiality
cannot be as confidential as personal communication.

6. Filing
whether received or sent has to be filed properly and preserved for reference. Increasing files create a
problem of storage.

The purpose of written communication is to capture your reader’s attention and get your
point across clearly. Ultimately, when you communicate in writing, you are helping the reader
understand your perspective on a topic. There are certain qualities all effective written
communication shares, and if you add these elements to your writing, your work will be
more powerful.

How to achieve effective written communication?


Effective written communication is made of five elements. These are:

1. Conciseness

Written communications need to be concise. The goal is to get your point


across to your reader quickly and directly. When there are too many other
words and no direct point, it does not get the desired results.

2. Clarity

This is essential to make your reader understand what you are trying to
convey. When you have clarity in your writing, even if the reader does not
understand your content thoroughly, they will know what doubts and
questions they need to ask to understand it further.

Clarity can be achieved by writing in simple language and providing specific


and robust information.

3. Active voice

Active voice is simpler and more comfortable to follow as compared to


passive voice. Thus it is advisable to use active voice in your writings rather
than a passive voice.

4. Tone

Tone concerns itself with the way you are writing and the emotions it
conveys along with the reactions it extracts. The tone should always match
your relationship with the readers.

For example, written communication in case of business must always be


professional.

5. Grammar and Punctuation

Correct grammar and punctuation make the writing more appealing and
prove your point more accurately.

Other tips and tricks that can be followed to improve written


communications are:

 You must know your goal and target audience before writing.
 Include the details that are important to know.
 You can make use of outlines to present a clear and well-organized
report.
 It is crucial to edit your work thoroughly.

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