WRITTEN

COMMUNICATION

Presented by: Sidharath

 What is written communication
Definition: 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.

Such communication is used when the information to be transmitted is lengthy and includes some complex
terms that cannot be explained verbally. Also, the organizations maintain their documents in writings such that
these can be used as a reference and evidence of any transaction anytime in the future. Thus, it is essential for
every business organization to develop effective writing skills and inculcate this in all its employees.

The effectiveness of written content depends on the correct choice of words, their organization into correct
sentence sequence and the cohesiveness in the sentences. The information in writing is considered more legal
and valid than the spoken words. Also, people rely more on the written content than what has been said orally.
But, however, unlike verbal communication the feedback of written communication is not immediate since it is
not spontaneous and requires time to get into the understandable form.
Functions of written communication
 Company managers must use written communication in
the form of reports or presentations. For example, a
marketing research manager will often analyze results from
a survey in a report.
 She may also recommend certain strategies for upper
management, based on consumer needs and preferences.
 Additionally, department directors often create written
presentation booklets for employees who attend their
meetings.
 Written presentations are an effective means of providing
key information to other departments.
Features of written communication
 Written communication is also important for business
advertising. Small companies need to promote their
businesses to potential consumers and business customers.
 Written advertisements include direct mail pieces such as
sales letters and brochures, magazine display ads, fliers,
Internet ads and catalogs.
 Advertising is designed to attract attention then compel
people to purchase products, according to advertising
expert Dave Dolak.
 Companies such as mail order or Internet businesses often
count exclusively on written advertisements for attracting
customers.
Types of written communication
 There are two main types of communication: oral and
written. Written communication involves any type
of message that makes use of the written word.
 Written communication is the most important and
the most effective of any mode of business
communication.
 Some of the various forms of written communications
that are used internally for business operations
include:
 Memos

 Reports

 Bulletins

 Job descriptions

 Employee manuals

 Emails

 Instant messages
Examples of written communications generally
used with clients or other businesses include:
 Email  Postcards

 Internet websites  Contracts

 Letters  Advertisements

 Proposals  Brochures

 Telegrams  News releases

 Faxes
Advantages of Written Communication
 No need for personal contact - you can tell an
employee he or she has to work overtime through an
email instead of face-to-face.

 Saves money - you can send an email instead of calling

long distance.

 Written proof - provides written proof in case of a

dispute.
 Disadvantages of Written
Communication
 Delay in communication - it may take a while to get to the intended recipient.

 Lack of secrecy - once it's on paper, anyone can read it.

 Costly - if the sender and receiver are sitting next to each other, you still have to
spend money on paper or Internet service.

Impersonality-Written communication is less personal than oral
communication, making it less ideal for emotional messages. For example,
most people feel that important news, such as being fired, getting a promotion,
ending a relationship or proposing marriage should be communicated in
person. Communicating through writing or email is also less effective than in-
person communication at building personal relationships.