Written Communication Skills: 2023 Complete Guide

1. Written Communication Skills: 2023
Complete Guide
Written communication skills are among the most important skills to learn. These skills are
powerful tools that can be used to share information with a large number of people.
Students need written communication skills to communicate with their lecturers and apply for
scholarships, internships, jobs, etc. Poor communication skills can cost you a lot, you might
lose a scholarship or internship because your application letter was not well written.
Written communication is one of the most common and effective forms of communication.
This type of communication is increasingly important in the digital age.
According to the National Association of Colleges and Employers , 77.5% of employers want
a candidate with strong written communication skills.
In this article, you will learn the definition of written communication, examples, importance,
limitations, and ways to improve written communication skills.
What are Written Communication Skills
Written communication is a form of communication that uses written words. It means
communicating through written words, either digitally (eg emails) or on paper
Written communication skills are those skills necessary to communicate effectively with
written words.
Effective written communication requires the following skills or qualities:
Sentence construction
Appropriate use of punctuation
Knowledge of basic grammar rules
Appropriate use of tone
Use of certain editing tools or software.
Importance of Written Communication
Below are the importance of written communication:
Creating a permanent record
Reduce misunderstandings

2. infallible
Create professional relationships
Suitable for long distance communication
Very easy to spread .
1. Create a Permanent Record
Any type of written communication is a permanent record and can be a future reference.
Written communication documents can be used as evidence in any legal case or when
needed.
2. Reduce misunderstandings
Written communication is the best way to present a complex issue without any
misunderstanding. Effective written communication is easy to understand because it is
written in simple words.
Also, in case of any misunderstanding, a reader can easily go through it several times until
he/she understands completely.
3. Round
There is little or no room for error in written communication. Accuracy is essential in written
communication as there are many opportunities to correct or edit words. You can easily edit
email, memos, flyers, etc.
4. Create professional relationships
Appropriate communication with your clients or customers can foster a professional
relationship. Written communication is the most effective way to achieve a professional
relationship. Greetings, congratulatory messages, etc. can be sent via email without
interrupting the receiver.
5. Suitable for Long Distance
Communication

3. Written communication is a faster way to communicate with people far away from you. For
example, you can easily send messages through WhatsApp wherever you are.
6. Very easy to distribute
Written communication is the best way to spread information to a large number of people at
the same time. For example, an email can be forwarded to multiple people at the same time.
Restrictions on Written
Communications
Although written communication has several advantages, it still has some limitations.
Below are the limitations (disadvantages) of written communication:
Call back late
Written communication cannot provide immediate feedback. The recipient must read and
understand a message before he/she can respond to the sender.
This type of communication should not be used when you need immediate clarification.
Takes time
Writing and delivering a written message can take a lot of time. You must write, edit and
proofread before you can send most forms of written communication.
Expensive
Written communication is expensive because you need to buy equipment such as ink, paper,
printer, computer, etc.
You may also need to hire someone to write or write for you.
Meaningless to Illiterate
Written communication is useless if the receiver cannot read or write.

4. This form of communication requires the ability to read and write. Written communication
should not be used when communicating with an illiterate person.
Examples of Written Communication in
Schools.
Here we share the most common forms of written communication used in schools.
Note: There are several examples of written communication but below are the most common
examples of written communication used in schools.
Emails
Email is one of the most effective and cheapest forms of written communication. Emails can
be used for various purposes: communicating with professors and supervisors, sending
electronic files, applying for jobs, internships, and scholarships etc.
Memorandum
Memos can be used to communicate important information to people within a school. It is an
effective way to communicate with school departments.
Bulletin
A bulletin is a short official statement used to inform a group of people about a particular
issue.
Questionnaires
A questionnaire is a set of questions used to obtain the required information from students,
during a research or survey.
Teaching materials
Instructional Materials such as textbooks, workbooks, leaflets, study guides, manuals etc.
are also examples of written communication. They are a collection of materials that a
teacher could use in teaching.
Progressive messages

5. Instant messaging is a type of written communication in which two or more people
participate in a conversation on their mobile phones or computers. It can be sent via
Facebook messenger, Snapchat, WhatsApp, Telegram, WeChat, etc.
Website Content
Website Content can be used to educate site visitors about the services a school provides.
information leaflets
Leaflets can be used to help parents understand how a school works. It contains information
about the school, the staff, and the board of governors.
Classroom Web Pages
Classroom webpages can be used for a variety of purposes: posting important updates,
uploading assignments, providing access to grades, communicating with parents and
students, etc.
Newsletters
Newsletters are an effective way to inform students and parents about various school
activities, news, events, schedule changes, etc.
News
A press release is an official statement issued by a company or organization to the media.
Schools can use it to share information of interest.
Report Card Ideas
Report card comments inform parents about their children's academic performance.
Letters
Letters can be used to send information, complaints, greetings, etc.

6. Postcards
Classroom postcards are a quick and easy way to send short personal messages (eg a
welcome back to school message) to your students.
Recommendations
Proposals may be used to obtain approval for a specific educational project
Tips to Improve Your Written
Communication Skills
To develop effective written communication skills follow these tips:
Identify your goal
Use the correct tone
Avoid using jargon
Stick to the topic
Easy to read
1. Identify your goal
Effective written communication must have a purpose. This reason must be identified and
communicated to the recipient in a simple manner.
2. Use the Right Tone
The tone you use will depend on your target audience and purpose of writing. Some forms of
written communication (such as proposals, resumes etc.) require a formal tone.
3. Avoid Using Jargon
In written communication, your word choice should be simple and easy to understand. Avoid
using jargon and complex words.

7. 4. Accept the subject
You must stick to the topic and avoid sharing inappropriate information. This can make it
difficult to understand the purpose of the message.
Effective written communication must be concise. Therefore, you must state your points
clearly without including irrelevant information.
5. Use Active Voice
Write most sentences in active voice instead of passive voice. Sentences written in the
active voice are easier to understand than sentences written in the passive voice.
For example, "I fed the dogs" (active voice) is easier to read and understand than "The dogs
were fed by me" (passive voice).
6. Easy to read
Effective written communication must be easy to read. Use spaces, short sentences, short
paragraphs, bullet points, headings, and subheadings. This makes it easier and harder to
read any type of written communication.
7. Proofread
Check carefully for grammar, spelling and punctuation errors before sharing any written
communication document.
You can either ask someone to proofread your writing or do it yourself using proofreading
software such as Grammarly, Paper Rater, ProWriting Aid, Hemingway etc.
In addition, practice writing several documents to improve your written communication skills.
You can start by emailing your friends and family.

8. .