Effective Written Communication

By Rupal Jain

According to Robert Anderson, “Communication is an interchange of thoughts, opinions, or information, through spee
writing or signs”. Written Communication means communication by means of written symbols (either printed or
handwritten).

There are several types of written communication in business like e-mail message, memos, proposals, reports,
letters, bulletins, minutes, orders, quotations, contracts, forms, enquires etc.

Poorly written message creates confusion and misunderstanding. Thus, understanding the purpose, the audience, the
message and the channel is essential. M.K Sehgal and Vandana Khetarpal have mentioned several advantages and
disadvantages of Written Communication which are briefed below: -

Advantages: -

1. Ready Reference.

2. Legal Defense.

3. Promotes Uniformity.

4. Mass Access.

5. Suitable for Distance Communication.

6. Image Building.

7. Accurate and Unambiguous.

8. Permanent in Nature.

9. Facilitates in order to Assign Responsibility.

10. Permits Substitutions and Revisions.

Disadvantages: -

1. Limited to literate world.

2. Time Consuming.

3. Lot of paper work.

4. Needs expertise in expression.

5. ‘Lack of immediate feedback.

6. Costly than oral communication.

7. More man hours needed.

8. No immediate clarification.

TIPS for effective Written Communication: -

• Draft an outline at the beginning by proper planning.

• Focus on the audience, purpose, topic and desired outcome. “Simply writing or talking, without regard to the recipien
response, is conducive to creating a gross misunderstanding” – George Terry.

• Structure the Introduction, Body and Conclusion in a systematic and logical order.

• Focus on each paragraph.

• Understand the reader’s perception.

• Avoid grammatical mistakes.

• Use proper vocabulary, punctuations, commas, colons and semi-colons.

• Avoid using slang language.

• Avoid using “you” while making any criticism.

• Always start with a positive phrase.

• Always write the name of the company and the person correctly.

• Keep sentences short, clear and concise.

• Avoid repetition and too many irrelevant details.

• Elaborate on the technical language and jargons used.

• Effectively use the charts, graphs, diagrams and pictures.

• Never express your anger, frustration, irritation and aggression in written communication.

• Proof read the document before sending.

• Use proper communication channel.

• Get a proper feedback.

• Continuously update yourself to improve written skills.

Thus, I would conclude by the famous words of Alexander Pope, “True ease in writing comes from art, not chance, As t
move easiest, who have learnt to dance”.
Written By: Rupal Jain, Lecturer, Atharva Institute of Management Studies (MUMBAI)

She can be reached at  jainrupal@sify.com