Importance of Written Communication

1. Written Communication
“Reading make the full man, writing an exact man, conference a ready
man”.
Business communication is both written as well as oral. But written
communication is very important aspect of business communication. When
exchange of opinion is in written form, rather than by spoken words it is
written communication. It is important to fix accountability and
responsibility of people in organization. This requires much of paper work
as it becomes the permanent means of communication. It helps in building
goodwill of an organization.

2. • The decisions of the management concerned with objectives policies, programs,
procedures, budgets etc. are normally expressed in writing.
• Written communication is recommended when evidence of events and
proceedings are requiring to be kept for future references & when many persons
are to be contacted at the same time.
• Every place of written communication requires use of human memory,
imaginative power. Ability to observe and think & mastery over language.
• When writing message, it would be wise to adopt the K.I.S.S. principle which
means “kept it short and simple.” To make the earning clear so that it
accomplishes the desired purpose.

3. 1. In an organization there are too many people to have face-to-face communication.
2. The people may be spread across wide geographical distance and may sometimes
not be connected by telephone.
3. People have to function within defines limits of authority and responsibility.
Absence of writing communication makes determination o responsibility a
difficult task.
4. It is an essential part of the responsibility of an executive on an organization to,
communicate on paper. Written communication is thus an essential part of an
organizational life.
5. It is not that fax, telex; telephones have in any affected the importance of letters.
They have only changed the mode of transmission.
Thus for all these reasons the concept of written communication continues to
flow even at present

4. Advantages of Written Communication
 It helps to provide ready records, reference etc.
 It helps to build legal defenses.
 Promotes uniformity in policy and procedure.
 Gives access to a large audience through mass mailings.
 Written communication is accurate and unambiguous.
 Communication when done in writing provides a sense of security for the lower staff
specially.
 It gives sufficient time to think over and reply on a concerned subject.
 Helps in clear guidelines which are easily followed.
 Permanent & well maintained records & reference can lead to growth.
 Evidence of proof against anything.

5. Disadvantages of Written Communication
1. It becomes difficult to maintain piles of records and can be easily destroyed if not
properly handed.
2. It proves to be ineffective in the hands of those people who are poor in expressions but
otherwise good in their job.
3. Immediate feedback is not obtained in the written communication as in the case of face
to face communication.
4. It is a costly process. It involves large amount of stationary and people.
5. Immediate clarification, interjection is not possible in written communication.
6. It brings unnecessary forma tone in relations because there is no personal touch.
7. There is no secrecy.
8. Loss of man-hours in dictation, records maintaining, dispatching etc.

6. Importance of Written Business Communication
1. Important for any organization or individual for giving or seeking information.
2. The success or failure an organization depends to a large extent on its
correspondence.
3. It helps to achieve clarity in the policies & procedures to be followed in an
organization.
4. Information’s are clearly transmitted to the receiver, thus making communication
effective.
5. It helps in the proper functioning as the instructions messages are clear.

7. 6. It helps the customers to form a strong impression about the company
if the letters are efficiently drafted.
7. It is a strong linking device between the organization and its
customers.
8. A steady progress is surely based on effective written business
communication.