LESSON 3. WRITTEN COMMUNICATION

In written communication, written signs or symbols are used to communicate. A written message maybe printed or hand written. In written communication message can be transmitted via, letter, report, memo, reports, bulletins, job descriptions, employee manuals, and electronic mail are the types of written communication used for internal communication. For communicating with external environment in writing, electronic mail, Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases are used (Wenbin Nah, 2008). Message, in written communication, is influenced by the vocabulary and grammar used,
writing style, precision and clarity of the language used. Written Communication is most common form of communication being used in business.
Written communication has various advantages and disadvantages as explained here under:-

Advantages of written communication

i. Written communication is good for complicated and vital instructions, which can be given in a precise and uniform manner.

ii. Written communication helps in laying down apparent principles, policies and rules for running of an organization.

iii. It is a permanent means of communication: written instructions can be used for future
references. Therefore important where record maintenance is required

iv. It assists in proper delegation of responsibilities.

v. Written communication is more precise and explicit

vi. Effective written communication develop and enhances an organization's image.

vii. It provides ready records and references.

viii. Legal defenses depend upon written communication as it provides valid records

ix. There is a lesser chance for the message to be misunderstood.

x. Authority is transmitted more effectively with a written order than with an oral one

xi. Messages can be edited and revised many time before it is actually sent.

xii. Written communication provides record for every message sent and can be saved for later
study.

xiii. Reader can read the information at a pace that suits them.


xiv. A written message enables receiver to fully understand it and send appropriate
feedback.


Disadvantages of written communication

i. People may not always read them.

ii. Written communication takes time.

iii. It is impersonal or unfriendly.

iv. Written communication is expensive. It costs huge in terms of stationery and the
manpower employed in writing/typing and delivering letters.

v. Written communication is time-consuming as the feedback is not immediate. The
encoding and sending of message takes time

vi. Effective written communication requires great skills and competencies in language and reputation.

vii. Too much paper work

viii. It does not answer questions and there is no immediate feedback.

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