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    Written Communication

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    satyam sk
    Written communication includes messages, orders, and instructions sent in various formats like letters, reports, memos, and telegrams. It provides a permanent record but is less flexible than oral communication. Some key advantages of written communication are that it serves as an authoritative document, allows information to be easily understood by rereading, has strong acceptability when used for formal purposes, and ensures a permanent record of communication. However, written communication also has disadvantages like lack of secrecy, high costs, time delays, inability to establish personal relationships, inflexibility, and uselessness for illiterate recipients.

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    Written Communication

    Uploaded by

    satyam sk
    45 views8 pages
    Written communication includes messages, orders, and instructions sent in various formats like letters, reports, memos, and telegrams. It provides a permanent record but is less flexible than oral communication. Some key advantages of written communication are that it serves as an authoritative document, allows information to be easily understood by rereading, has strong acceptability when used for formal purposes, and ensures a permanent record of communication. However, written communication also has disadvantages like lack of secrecy, high costs, time delays, inability to establish personal relationships, inflexibility, and uselessness for illiterate recipients.

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    Written communication includes messages, orders, and instructions sent in various formats like letters, reports, memos, and telegrams. It provides a permanent record but is less flexible than oral communication. Some key advantages of written communication are that it serves as an authoritative document, allows information to be easily understood by rereading, has strong acceptability when used for formal purposes, and ensures a permanent record of communication. However, written communication also has disadvantages like lack of secrecy, high costs, time delays, inability to establish personal relationships, inflexibility, and uselessness for illiterate recipients.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    45 views8 pages

    Written Communication

    Uploaded by

    satyam sk
    Written communication includes messages, orders, and instructions sent in various formats like letters, reports, memos, and telegrams. It provides a permanent record but is less flexible than oral communication. Some key advantages of written communication are that it serves as an authoritative document, allows information to be easily understood by rereading, has strong acceptability when used for formal purposes, and ensures a permanent record of communication. However, written communication also has disadvantages like lack of secrecy, high costs, time delays, inability to establish personal relationships, inflexibility, and uselessness for illiterate recipients.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 8

    Meaning of Written Communication:

    A ‘Written Communication’ means the sending of messages, orders


    or instructions in writing through letters, circulars, manuals,
    reports, telegrams, office memos, bulletins, etc.

    It is a formal method of communication and is less flexible. A


    written document preserved properly becomes a permanent record
    for future reference.

    Importance/benefits/ advantages of written


    communication
    Authoritative Document
    The main purpose of written communication is the evidence is
    also known as an authoritative document.

    Easily understanding
    Another reason for the popularity of written communication is
    easily understanding if you don’t understand something for the
    first time you have a huge chance to see it next time which is
    not available in oral communication.

    Acceptability
    Written communication has exceptional acceptability to people
    especially when it is formal communication.
    Advantages and Disadvantages of Written Communication

    Effectiveness
    Undoubtedly we can say that mass people give more priority to
    written document as well as every organization announce
    they’re an important issue in written format.

    Permanent record
    This is another important facility for written communication.
    Every kind of written communication document is a permanent
    record and can preserve for further assistance.

    Reduction of Risk
    Written communication is one kind of evidence so, it can
    reduce the risk this is the most important advantage of written
    communication.

    Less possibility of Distortion


    In written communication, there is less chance of distortion
    because there are multiple chances to revise the written
    communication document.

    Alternative Method
    Written communication can be easily used as an alternative to
    any method of communication.

    Delegation of Authority
    Only written communication can properly maintain the
    delegation of authority. Actually, there is no other type of
    communication to delegate authority.

    Effective control
    Written communication can control an organization effectively.
    This type of communication is mainly used for organizational
    control.

    Personal Image
    Written communication does not involve any personal issues
    so, written communication can protect your personal image. It
    is also helpful to protect the company’s image.
    Wide Access
    Written communication has a large number of uses in every
    type of organization. Actually, you can’t even think of an
    organization without written communication.

    The above-mentioned advantages justify the existence of


    written communication.

    Disadvantages of written communication


    Written communication is not applicable to all the
    circumstances.) Due to some limitations, written
    communication is not always effective everywhere as a mode of
    communication. Some important demerits/limitations are
    presented below:

    Written communication is not applicable to all circumstances.


    Due to some limitations, written communication is not always
    effective everywhere as a mode of communication.
    Advantages and Disadvantages of Written Communication
    Lack of secrecy
    Written communication is exposed to everyone who is
    concerned with the message or information. So there is a
    chance of leakage of information from any employees which
    may cause a huge loss to the organization.

    Expensive
    Such communication is expensive. It involves expenditure in
    purchasing paper, .ink, typewriting, and printing machine as
    well as the maintenance of such equipment and machines.

    Wastage of time
    Such communication is time-consuming. From start to end it
    takes a lot of time. A message sent through a mechanical device
    like a telephone may take a moment to reach a destination;
    whereas a message if sent through any written device like a
    letter may require two, three, or even more days to reach the
    destination.

    Late Feedback
    In written communication, the receiver opens the letter and
    reads it very attentively taking more time. When he responds to
    the letter, he takes some additional time to answer according
    to the requirement. For this reason, feedback is delayed.

    Lack of Direct Relations


    Through written communication, there is very little scope for a
    personal relationship to grow between the sender and the
    receiver. Lack of personal touch may cause a communication
    gap or delayed communication.

    Lack of flexibility
    There are some pre-determined formalities that are required to
    be maintained while making written communication.
    Observation of such formalities is a lengthy process. If any
    immediate change is required, it is not possible instantly due to
    the lack of flexibility in written communication.
    Red-tapism
    Written communication facilitates red-tapism. A message from
    the chief executive reaches its destination via different sections
    of people. It may happen that an urgent letter or message is
    kept on a file without any action. The concerned persons
    intentionally do such which causes a delay in processing
    information. Due to this red-tapism, quick decision-making is
    hampered.

    Useless for the illiterate


    If the receiver is illiterate then written communication does not
    make any sense. So, such communication is meaningless to
    illiterate people. This causes ineffective communication.

    Cost of filing and indexing


    This is an additional cost to be borne by the Organization.
    Written communication is documented or filed for future
    purposes. Expenditures are required to be incurred for making
    racks and arranging other equipment.

    Flattery and Inflated information


    If any message is supposed to go against the interests of
    employees or higher officials then there is a chance of
    fabrication of such a message by the concerned person. To gain
    an extra advantage or to avoid criticism, such a person may
    flatter and inflate information in the written message.

    Delayed correction
    In written communication due to the lack of direct contact
    between a communicator and communication, any mistake that
    occurred takes a huge time its correct. Even if the mistake is
    identified immediately, still its correction is not possible. For
    Example, a letter that is posted cannot be brought back for
    correction if any mistake is identified later on.
    Complexity and sluggishness
    To determine the objective of sending any message. Drafting
    such a message and therefore sending the message to the
    receiver involves observation of various rules, procedures, or
    formalities. Furthermore, there is a delay in feedback in such
    communication. The whole process involves complexity and
    sluggishness.

    The above demerits are required to be addressed while making


    written communication. Such demerits should be minimized to
    make effective communication.

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