Definition: Written communication is the process of communicating a message through written symbols. It is official communication between businesses and within an organization. It is a controlled communication and can be used as a reference point.
Written communication can be considered a legal document, so it is necessary that the words chosen are careful, and language should be clear, complete, correct, concise, and professional.
Written communication is used when a business needs to share or discuss critical technical issues requiring complex figures, facts, data, and explanations.
Examples of Written Communication
- Memo
- Letter
- PowerPoint Presentation
- Journal
- Notice
- Notice Board
- Circular
- Report
- Fax
- Advertisement
- Press Release
- News
- Brochure
The Five Cs of Effective Written Communication
The five Cs of effective written communication are:
- Clarity: Effective communication must be written in clear and straightforward language.
- Connection: An effective written communication must connect the sender and receiver.
- Cause: The communication must show the reason for sending a message and includes the specifics.
- Concision: The message should not contain unnecessary information; it should stick to the key points.
- Correctness: The information given in the written communication must be correct. It can cause a legal issue if the information is wrong.
Advantages of Written Communication
The key advantage of written communication is that it can be rewritten many times until the message is perfect. It also gives the receiver the same benefits. They can read, review, and take time to respond with a proper message.
It gives all parties enough time to prepare a message that is impossible in other forms of communication where the response and feedback should be prompt.
Some other advantages of written communication are:
- It works as a reference point.
- It is a permanent record.
- It is traceable.
- It provides clear information.
- The receiver has enough time to review and respond.
- It can be used as a legal document.
- Orders, notices, and reports can be sent through this form of communication.
- It is an official method of communication between businesses.
Limitations of Written Communications
- It requires resources and time.
- Feedback takes time.
- If not written properly, it can cause misunderstandings and legal issues
- Maintaining message secrecy is difficult.
- There is no flexibility in modifying the message once it is sent.
Summary
Written communication is business communication. Businesses use it to convey messages to the audience, give instructions, and communicate with other businesses. Written communication should be carefully drafted and must contain correct and clear information.