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Written Communication

Written Communication

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9 views2 pages

Written Communication

Written Communication

Uploaded by

armandocercado03
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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What are the Principles of Written Communication?

Written communication is one form of verbal communication. It involves conveying


messages through written words or codes. Written communication occurs through
various means, including business letters, office memoranda, reports, resumes,
written telephone messages, newsletters, and policy manuals.
Principles are tested guidelines for a course of action that assist in performing tasks
correctly and effectively. Principles of written communication also aid people in
crafting communication effectively and systematically.
Principles of Written Communication
OBJECTIVITY - Written communication should align with the purpose of the
communication. There should be no deviation from the objectives while composing a
message. All aspects of communication, including words, sentences, information,
logic, and reasoning, should contribute to the achievement of the objectives.
COMPLETENESS - It ensures that the recipient has no unanswered questions about
the message’s content. To achieve completeness, consider the following guidelines:
✔ Provide all necessary information and address all questions.
✔ Offer additional information when necessary.
✔ Consider the reader’s perspective when addressing these factors.
CONCISENESS – It means delivering a complete message without unnecessary
wordiness. A concise message is brief yet comprehensive. Achieve conciseness by
following these guidelines:
✔ Use single-word substitutes when possible without altering the meaning.
✔ Avoid trite and unnecessary expressions.
✔ Replace wordy conventional statements with concise versions.
✔ Avoid overusing empty phrases.
✔ Limit the use of passive voice and employ shorter names and titles.
✔ Emphasize short sentences and avoid cluttering phrases.
✔ Eliminate surplus words that do not add meaning.
CONSIDERATION – It involves preparing every message with the recipient in mind.
When encoding a message, attempt to empathize with the recipients by considering
their desires, problems, circumstances, emotions, and probable reactions. Prioritize
their needs when drafting the message and maintain a considerate tone. There are
three specific ways to adhere to the consideration principle:
✔ Focus on ‘you’ instead of ‘I’ or ‘we.’
✔ Avoid insensitive language.
✔ Highlight the benefit or interest for the recipient.
CONCRETENESS – It entails being specific, definite, and vivid rather than vague and
general in communication. To enhance concreteness, adhere to the following
guidelines:
✔ Utilize specific facts and figures.
✔ Employ action-oriented verbs.
✔ Prefer active voice over passive voice.
✔ Choose vivid, image-evoking words carefully.
CLARITY – It is vital for ensuring that the intended meaning is accurately received by
the recipient. Individuals may interpret words differently based on their unique
experiences and perspectives. Clarity in business communication can be achieved
through two means:
✔ Choose precise, concrete, and familiar words.
✔ Construct effective sentences and paragraphs to enhance overall clarity.
COURTESY – It entails polite behavior and good manners, involving an awareness of
others’ perspectives and feelings. Courtesy stems from a sincere “you-attitude.”
Writing in a conversational tone, strategically emphasizing the reader’s viewpoint, and
carefully selecting positive words contribute to courtesy.
CORRECTNESS - Communication must be correct in terms of proper grammar,
punctuation, and spelling. This principle also emphasizes using the appropriate level
of language, ensuring the accuracy of figures, facts, and words, and adhering to
acceptable writing mechanics when crafting messages.
SIMPLICITY - Written communication should employ simple language, familiar jargon,
easily understandable charts, and graphs. It should involve simplified facts and
information, although it requires some knowledge of language.
✔ Study words carefully and learn their precise meanings.
✔ Use correct idioms.
✔ Employ familiar jargon sparingly.
✔ Use simple words instead of convoluted language.
✔ Utilize words that help you avoid a ‘long way around’ to express an idea.
UNITY – It implies oneness. Written communication must exhibit unity among ideas,
sentences, and facts. All parts of a sentence should combine to form one clear
thought. Ideas presented in a message should be arranged uniformly, with similar
information or thoughts grouped into one paragraph and written in one place.

SOURCE: iedunote.com/written-communication

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