Written Communication

1. Unit 3-
Written Communication

2. The 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.

3. 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.

4. 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

5. Purpose of Written
Communication
• Creates a Permanent Record-All forms of written communication become
a permanent record of ideas, incidents, proposals and other facts. The
record helps business owners access information quickly, especially if it is
written in a digital medium. Written communication is also used in legal
proceedings, and can become the only defense for adverse legal actions
taken against the company.
• Defines the Brand-Written communication is part of your brand. In
general, most letters should have a professional tone, as well as proper
English and solid grammatical skills. Without these, readers might think
that the company is filled with illiterate people, who are unable to do a
good job. After all, with all the help that computer programs offer in
spelling, grammar and style, there is no reason for a writer to be
unprofessional in communication.

6. • Establishes Loyal Relationships-Communication is about building
relationships by conveying messages. Clear messages help build trust and
integrity between the writer and the reader. Well-written communication
helps define goals, identify problems and arrive at solutions. This is
important in every aspect of business.
• Offers Ease of Distribution-When you need to get information distributed
to a large number of people, written communication is very efficient. This
could be a company memo outlining a new policy or process that
everyone needs to be aware of and comply with. Using digital distribution
methods makes the process faster so that implementation can start
sooner.

7. Principle of Effective writing
• Identify the audience: effective writers identify their
audience and address their interests and know (know who
you are talking to)
• Know your goal: effective writers have a specific purpose and
use it to shape their work
• Guide the reader through the text
• Pick the best format for you: effective writer picks the best
format in which to write their essay
• Present yourself well: through writing you are presenting
yourself so make sure you look your best

8. • Plan: effective writers know it takes time to write a
good essay (good things take time)
• Revise, Revise, Revise: good writing emerges over
multiple drafts
• Different disciplines use different conventions: not
every profession utilizes the same writing style
(auditors do not write like nurses)
• Communicate clearly: effective writers use simple
language to make complex ideas more
understandable

9. • Clean up after yourself: effective writer
proofread
• Seek feedback: effective writers ask for advice
(four eyes are better than two)
• Writing is a craft: effective writing takes
practice
• Dare to speak up: good writing takes courage