Other word for written communication

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How to pronounce written communication?

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Citation

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This kind of communication involves any kind of exchange of information in written form. To put it simply, written language communication is communication by means of written symbols that are communicated by or to, or between people or groups. Thus, written communication is the presentation of ideas or essays that make a clear point, supply details supporting that point, and demonstrate unity and coherence of thought.

For example, e-mails, texts, letters, reports, SMS, posts on social media platforms, documents, handbooks, posters, flyers, etc. Written communication requires careful consideration. Writing is a result of long practice and patience in learning. The written word is an indelible record of proceedings in a business environment and therefore needs to be carefully planned.

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Definition of Written Communication

These are some simple and understandable definitions of written communication:

Examples of written communications generally used with clients or other businesses include proposals, letters, advertisements emails, the internet, websites, etc. Written communication within an organization includes circular letters, order letters, inquiry letters, collection letters, etc. All these letters serve important and multidimensional business purposes.

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Types of Written Communication

Some important types of Written Communication include:

1. Emails
2. Proposals
3. Reports
4. Brochures

Emails

Emails are the most common type of written business communication, according to Startupbizhub, an online reference site. Business professionals use emails to communicate with each other, set up meetings, send documents, confirm appointments, and contact job candidates. Despite their relative casualness, your emails should still come across as professional.

Make sure you address your emails to all intended parties. Leaving just one person out can hinder your email’s effectiveness. Also, list the specific topic of your email in the “Subject” area. Avoid writing long paragraphs in emails. Instead, break your text up with bullet points and shorter paragraphs, according to Forbes online magazine.

Proposals

Proposals are documents that outline upcoming projects. For example, business consultants and advertising agencies submit proposals to companies for projects or special assignments. A marketing manager may submit a proposal to the research and development department to conduct product research.

Proposals are often just one or two pages long. Many companies use specific forms for their proposals. Make sure you clearly identify all the project steps and tasks in your proposal. Include the associated costs of each specific task as well. For example, list the printing, mailing, and postage costs if you are writing up a proposal for a direct mail project.

Reports

Reports are another type of written business communication. Companies use reports to inform employees about various aspects of the business. For example, the finance department will write financial reports to summarize a company’s profit and sales.

Similarly, a marketing research manager may write a report which summarizes the results of a customer phone survey. Write your reports in a structured format. Provide a brief introduction to your report. For example, tell department managers how and when you conducted a customer phone survey.

Include the key objectives you intended for the project. Summarize your findings in the body of your report. Add graphs and charts to clarify more complex concepts. Include an executive summary section in your report that highlights key findings or results. Moreover, always include a cover letter with your report to introduce it to managers or executives.

Brochures

Brochures are literature that features your products and services. Companie uses brochures to sell products or assist sales reps with sales calls. Companies produce brochures in many shapes and sizes. Some brochures are letter size while others are folded in half or thirds. Use color and pictures in your brochures that feature your main products or services. Break up each page of your brochure with plenty of blank space, which makes the brochure more readable.

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6 Principles of Written Communication

The following are the six principles of written communication:

1. Clarity
2. Completeness
3. Conciseness
4. Consideration
5. Courtesy
6. Correctness

Clarity

Written communication requires clarity of thought and clarity of expression like using simple words, active construction, avoiding ambiguity and Jargon, using simple sentences, etc.

Completeness

The writer needs to check the completeness of the message. He should verify whether all questions are answered in the message or not.

Conciseness

Conciseness is communicating complete information about the idea in a few words. Concise writing also involves being mindful of word choice. Brevity is very important for effective writing. The writer should include only relevant facts and avoid repetitions.

Consideration

This principle advocates that the writer should consider the reader in his writing. It is always better to emphasize positive and pleasant facts. The writings should reflect the integrity of the writer.

Courtesy

According to this principle, courtesy will be observed through promptness in writing and giving replies, avoidance of imitating expressions, sincere apology for an omission, and generous thanks for a favor.

Correctness

According to this principle, the writer should give correct facts in the message. The message should be sent to the reader at the right time and in the correct style.

Written communication is accurate and serves as a permanent record. One can reach a large number of people through this media simultaneously. You can also fix responsibility for the people through this communication. However, written communication is much more time-consuming and more expensive when compared to oral communication.

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Advantages and Disadvantages of Written Communication

These are the followings advantages and disadvantages of written communication:

1. Advantages of Written Communication
2. Disadvantages of Written Communication

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Advantages of Written Communication

There are several advantages of written communication some are given below:

1. Suitable for Lengthy Message
2. Written Proof
3. Clear Message
4. Less Expensive Method
5. Time-Saving
6. Presence of Both Parties Not Necessary
7. True and Effective
8. Communication in Different Places
9. Use as a Reference
10. Longevity
11. Delegation of Authority
12. Effective Communication
13. Maintaining Image
14. Proper Information
15. No Opportunity to Misinterpret
16. Controlling Tool
17. Easy to Verify

Suitable for Lengthy Message

Suitable for Lengthy Message: The lengthy message can clearly communicated with the help of written communication.

Written Proof

Written Proof: Some documents with regard to some special facts have to be kept for future reference. This is possible only through written communication.

Clear Message

Clear Message: A message may be long or short, it can be made understandable in written communication. There is no fear of anything being left out in such a system.

Less Expensive Method

Less Expensive Method: Messages are to be sent to distant places, if there is no urgency involved, it can be sent at a little expense through this method. But if the message is to be sent to a distant place quickly, this method is not useful.

Time-Saving

Time-Saving: Underwritten communication, there is no open conversation with a big human group. Hence, time is not lost in useless talks.

Presence of Both Parties Not Necessary

Presence of both parties not necessary: In this system, it is not necessary that the receiver should be present before the sender.

True and Effective

True and effective: The written communication is true and hence effective. A sender sends the information after careful consideration because of the written proof it carries with it.

Communication in Different Places

Communication in different places: When messages have to be sent to different places, written communication proves to be useful.

Use as a Reference

Use as a reference: If it is needed, written communication can be used as a future reference.

Longevity

Longevity: Written documents can be preserved for a long time easily. That is why; all the important issues of an organization should be back and white.

Delegation of Authority: Written communication can help the authority delegate the power and authority to the subordinate. It is quite impossible to delegate power without a written document.

Effective Communication

Effective communication: Written communication helps to make communication effective. It is more dependable and effective than those other forms of communication.

Maintaining Image

Maintaining image: Written communication helps to maintain the images of both the person and the organization. It also protects the image of the company or organization.

Proper Information

Proper information: It is a proper and complete communication system. There is no opportunity to include any unnecessary information in a written document.

No Opportunity to Misinterpret

No opportunity to misinterpret: there is an opportunity to misinterpret the information or messages of written communication.

Controlling Tool

Controlling tool: Written communication can help to control the organizational activity. The written document may be used as a tool for controlling.

Easy to Verify

The information and messages that are preserved can be verified easily. If there arises any misunderstanding any party can easily verify the information.

Others: Clear understanding, Legal document, Acceptability, Reduction of risk, Creating confidence, Easy circulation, Wide access or coverage, etc.

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Disadvantages of Written Communication

Now let’s clarify the disadvantages of written communication which are given below:

1. Unfit for Uneducated Persons
2. Lack of Secrecy
3. Wastage of Time
4. No Quick Information About Feedback
5. Expensive
6. Red-Tapism
7. Lack of Flexibility
8. Delay in Response
9. Delay in Decision Making
10. Complex Words
11. Lack of Direct Relation
12. Other

Unfit for Uneducated Persons

Unfit for Uneducated Persons: Written communication has no significance for uneducated people. They can only be made to understand orally.

Lack of Secrecy

Lack of secrecy: Because of written proof, nothing can remain secret.

Wastage of Time

Wastage of time: Because of the organizational constraints it is essential to send less important facts in writing, it shall be the waste of time, labor, and money.

No Quick Information About Feedback

No quick information about feedback: Some difficulty is felt when the reactions of the receivers are not known immediately. It also becomes difficult to bring an immediate change in the message.

Expensive

Expensive: Written communication is comparatively expensive. For this communication paper, pen, ink, typewriter, computer and a large number of employees are needed.

Red-Tapism

Red-Tapism: Red-Tapism is one of the most disadvantages of written communication. It means to take time for approval of a project.

Lack of Flexibility

Lack of flexibility: Since writing, documents cannot be changed easily at any time. Lack of flexibility is one of the most important limitations of written communication.

Delay in Response

Delay in response: It takes much time to get a response from the message receiver; prompt response is not possible in the case of written communication but is possible in oral communication.

Delay in Decision Making

Delay in decision-making: Written communication takes much time to communicate with all the parties concerned. So the decision maker cannot take decisions quickly.

Complex Words

Complex words: Sometimes the writer uses complex words in writing a message. It becomes difficult to mean out to the reader. So the objectives of the communication may lose.

Lack of Direct Relation

Lack of direct relation: If there is no direct relation between the writer and the reader, writer communication cannot help to establish a direct relation between them.

Other

Other: Prompt feedback is impossible, Slowness, Bureaucratic attitude, Understanding-problem between boss and subordinates, lack of quick clarification and correction, formality problem, lack of personal intimacy, etc.

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Ways to Improve Written Communication

When trying to get your point across to others in writing, here are some ways to improve written communication:

1. Vocabulary, Spelling, and Grammar
2. Proof-Reading and Editing
3. Brevity and Simplicity
4. Logical Progression of Ideas
5. Authenticity
6. Confusing Language
7. Poor Sentence Structure
8. Information Overload

Vocabulary, Spelling, and Grammar

Vocabulary, spelling, and grammar these things do matter. A written document with a lot of spelling mistakes or grammatical errors loses credibility. It can look as if the writer doesn’t care about the quality of his or her work.

Proof-Reading and Editing

Few pieces of written work are born perfectly formed. Usually, you will need to read over a piece of writing a few times, making changes every time, to obtain a good quality finished product. If you can, it’s often a good idea to go away from a piece of writing for a few hours, days, or even weeks, so that you come back to it again with ‘fresh eyes.

Brevity and Simplicity

Try to get your written points across as simply and concisely as possible. As you gain writing experience and confidence, you can experiment with making your sentences and paragraphs more complex, but if in doubt, do keep it simple.

Logical Progression of Ideas

Most pieces of good writing from the shortest email to the longest thesis follow a very simple rule. This is that your written work should have a clear beginning or introduction, middle or main body, and end or conclusion.

Authenticity

Don’t pass other people’s written work or ideas off as your own – learn how to cite and reference other people’s work appropriately. Work on developing a fluid, personal writing style, and on finding your own voice.

Confusing Language

Confusing language means confusing words that can mislead the reader and cause communication breakdown or barriers between the writer and the reader. Some words are ambiguous, bombastic, vague, sexist, trendy, exaggerated, inflated, and archaic.

Again, we must always remember to write to convey meaning in plain English. It is better to use the familiar word for the far-fetched, the concrete word for the abstract, the single word for the circumlocution, and the short word for the long.

Poor Sentence Structure

Poor sentence structure relates to writing fragments instead of complete sentences and writing sentences that lack unity. Try to keep your sentence(s) short and compact to ensure that they are correct, logical, and easy to read. Long, complicated sentences can be difficult to read and understand. Word order is important for meaning.

Information Overload

Information overload means giving too much information, hence, the reader becomes overwhelmed and confused. This may also cause frustration and cast doubts on the writer’s credibility. Therefore, as a writer, you must decide what sort of information is required in order to produce a clear, concise, and relevant written work.

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FAQ Section

Written communication is communication by means of written symbols or sign that is communicated by or to or between people or groups.

In written communication, a message can be transmitted via email, letter, report, memo, etc. The message, in written communication, is influenced by the vocabulary and grammar used, writing style, precision and clarity of the language used.

Written communication is the most common form of communication being used in business. So, it is believed core among business skills. Memos, reports, bulletins, job descriptions, employee manuals, and electronic mail are the types of written communication used for internal communication.

For communicating with the external environment in writing, electronic mail, Internet Websites, letters, proposals, telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases are used.

In the written form, it may require the drafting of letters and circulars, proposals, memos and business reports of varying kinds and includes

• MemoReport
• Office order
• Circulars
• Graphs/Charts
• Staff Newsletter
• E-mail
• Form/Questionnaire
• Letter
• Notice, Agenda, Notes on Agenda
• Minutes of Meetings
• Advertisement
• Customer Newsletter
• Press Release
• Invitation
• Leaflet/Brochure/Handbills
• Manuals

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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

Written or Recorded

Written communication is an effective process of transferring a message. The sender writes the message in the form of a letter, report, chart, diagram, questionnaire and passes to the receiver.

Creative Activity

Written communication is a creative activity. All the creative activities are produced by the human mind.

Human Activity

Human-being can write or explain an idea, opinion and information in written form. Therefore, written communication is a human activity.

Language

Written communication can be expressed in a language. It may be Hindi, English, any code language, chart, figure etc. The selection of the language depends on the convenience of the sender and the receiver.

Permanent Record

Written communication has proof of evidence. It provides a permanent record for a future reference.

Legal Evidence

When the message is transferred through written communication, these are also used as legal evidence.

Lengthy Process

The process of written communication is very lengthy. The message is transferred in this process through several channels. Therefore, it takes more time.

Accuracy

Written messages are generally prepared in a peaceful environment. It is more effective for achieving future goals of an organization. Therefore, it is prepared by the sender with and accuracy.

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Advantages of Written Communication

Written communication is one of the most extensively used modes of communication in most organisations. There are different forms of written communication that are primarily used to exchange information related to business operations, such as memos, reports, circulars, notices, manuals, e-mails, etc. Some of the benefits that written communication offers are as follows:

Some of the advantages of written communication are:

Can maintain records

Most written correspondence can be on record, such as information exchanged with stakeholders, minutes of meetings, mails, etc. Just imagine getting an oral appointment letter. Written documents provide a long-lasting record that can be used for future references.

Has legal validity

Written records provide legal authority, which can be used as proof of any information by organisations for any legal defence. E-mails, for instance, are the most inexpensive and quickest medium of written communication in cases where in-person communication is not possible.

Is accurate and dependable

Written communication is considered more accurate and reliable than oral communication because information exchanged cannot be changed unlike in the case of the latter.

Can be well drafted

Oral words can be spontaneous, unlike written communication which can be edited, modified and carefully articulated offering maximum clarity and accuracy of meaning.

Can be used to assign responsibility

It may not always be possible to communicate the work responsibilities to all employees in person. To take care of such situations, written communication can be used to effectively assign responsibilities.

Allows little chance of misunderstanding

In case the words to be written are carefully chosen and present the meaning precisely, there are very little chances of misunderstanding using written communication.

Allows editing and omissions

Written words can be edited or modified to suit the receiver before the message is sent across to the receivers.

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Disadvantages of Written Communication

Some of the disadvantages of written communication are:

It is a time-taking medium

Written communication requires a lot of time. Putting one’s thoughts into words and formulation of the same is, of course, a time-consuming process, as proper structuring is required.

It uses too many resources

A large number of resources are wasted in an organisation on stationery and storage of files and records. Though the use of computers helps save or rather just cut down on some of these expenses, but still written communication costs a lot to organisations and also to the environment as the use of paper means cutting of trees.

It requires good writing skills

Proper grammatical knowledge of a language is required to communicate effectively. Written communication is constrained by grammar and handwriting if the message is not properly typed. Moreover, a poorly drafted message may lead to the loss of business for an organisation.

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Purpose of Written Communication

Business letters are not in any way less vital than the blood circulation system in body when we talk and count it with reference to business activities. Needs for sending letter in business is felt for several purposes. Some of such purposes are as under.

1. To widen contact scope
2. Building Goodwill
3. Documentary Evidence
4. Lasting Impression
5. Provide information
6. Reference and Record
7. Economic Communication

To widen contact scope

As already mentioned told, several parties are contacted in business and it is not possible to contact with all parties concerned. Thus, letters are the means that extend the scope of business activities to the desired extent.

Building Goodwill

Letters contribute largely in building goodwill for a business and making friendly relations with concerned parties if these are written in influence manner. These act as an advertisement for building goodwill of the business concerned.

Documentary Evidence

Letters may be filed before a court as written evidence in the form of a business contract. Letters bear the signature of the authorised person. Hence, letters act as evidence in the course of deciding on liabilities.

Lasting Impression

As the letters are retained by the readers, these have a lasting impression on them. These are repeatedly read by readers unless a response is given. They are also remembered by them or make a niche for them in their memory.

Provide information

In business, several parties communicate one another on a number of topics or matters. Business letters with information written on them make such transactions of information very easy. Hence, letters are the most important medium in view of providing information.

Reference and Record

Everyone may agree that it is not possible to keep memory afresh every time in respect of the contracts executed, transaction made and the events taking place in the course of running the business. Letters, however, can easily be used as record for future references. These can use as a reference whenever such need is felt.

Economic Communication

Communication through letters is always economic as no extra cost is incurred in this mode sending information from one place to another. It is cheaper than personal contact with the parties.

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Business Communication Notes

(Click on Topic to Read)

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Reference

1. Business Communication: “ K.K. Sinha, Golgotia Publishing Company.
2. Dr K.C. Goyal, Dr Ummed Singh, Dr Kapil Dev, Business Communication.
3. Essentials of Business Communication: Rajendra Pal, J.S Korlahalli, Sultan Chand & Sons.

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