Written communication can take place in many forms, such as letters, memos, circulars, manuals, notices, reports, questionnaires, etc. Written communication is generally used when the audiences are in a distant location or when a permanent record is required to be kept for use as a reference to solve any future problem.
Learn Written Communication
What is Written Communication?
Written communication is one form of verbal communication. It involves conveying messages through written words or codes. Gregory Moorhead and Ricky W. Griffin define written communication as “the message encoded and transmitted in written form.”
Written communication occurs through various means, including business letters, office memoranda, reports, resumes, written telephone messages, newsletters, and policy manuals.
It is the most prevalent method of communication in the world, especially in the business world. Therefore, we can conclude that any communication conveyed through written words or code is considered a written communication.
10 Principles of Written Communication
Principles are tested guidelines for a course of action that assist in performing tasks correctly and effectively. Principles of written communication also aid people in crafting communication effectively and systematically.
All the principles listed under the heading of principles of business communication shall be fully applied here. Nevertheless, for the sake of clarity, these principles are restated concisely below:
Principle of Objectivity
Every human action is goal-directed, with a specific objective in mind. Business communication is a deliberate human action aimed at achieving a mutually understood meaning within a message containing business content to attain economic gain.
Therefore, written communication should align with the purpose of the communication and the goals of the business organization. There should be no deviation from the organization’s objectives while composing a message.
All aspects of communication, including words, sentences, information, logic, and reasoning, should contribute to the achievement of the organization’s objectives.
Principle of Completeness
Business communication must be comprehensive in every sense. A business message is complete when it includes all the information the reader or listener requires to take the desired action.
Completeness ensures that the recipient has no unanswered questions about the message’s content. To achieve completeness, consider the following guidelines:
- Provide all necessary information and address all questions.
- Offer additional information when necessary.
- Consider the reader’s perspective when addressing these factors.
Principle of Conciseness
Conciseness is essential for effective business communication. A concise message saves time and resources for both the sender and the receiver, especially given the busy nature of business executives. Conciseness means delivering a complete message without unnecessary wordiness.
A concise message is brief yet comprehensive. Achieve conciseness by following these guidelines:
- Use single-word substitutes when possible without altering the meaning.
- Avoid trite and unnecessary expressions.
- Replace wordy conventional statements with concise versions.
- Avoid overusing empty phrases.
- Limit the use of passive voice and employ shorter names and titles.
- Emphasize short sentences and avoid cluttering phrases.
- Eliminate surplus words that do not add meaning.
Principle of Consideration
Consideration involves preparing every message with the recipient in mind. When encoding a message, attempt to empathize with the recipients by considering their desires, problems, circumstances, emotions, and probable reactions.
Prioritize their needs when drafting the message and maintain a considerate tone. This approach is often referred to as the “you attitude” or “empathy.” There are three specific ways to adhere to the consideration principle:
- Focus on ‘you’ instead of ‘I’ or ‘we.’
- Avoid insensitive language.
- Highlight the benefit or interest for the recipient.
Principle of Concreteness
Concreteness entails being specific, definite, and vivid rather than vague and general in communication. Business communication should employ concrete language to craft engaging messages, using denotative words instead of connotative ones.
Denotative words are direct, explicit, and dictionary-based, while connotative words carry additional associations or notions. To enhance concreteness, adhere to the following guidelines:
- Utilize specific facts and figures.
- Employ action-oriented verbs.
- Prefer active voice over passive voice.
- Choose vivid, image-evoking words carefully.
Principle of Clarity
Clarity is vital for ensuring that the intended meaning of business messages is accurately received by the recipient. Individuals may interpret words differently based on their unique experiences and perspectives.
Therefore, transmitting messages accurately and facilitating mutual understanding are crucial for effective communication. Clarity in business communication can be achieved through two means:
- Choose precise, concrete, and familiar words.
- Construct effective sentences and paragraphs to enhance overall clarity.
Principle of Courtesy
Courtesy is a significant contributor to effective communication. It entails polite behavior and good manners, involving an awareness of others’ perspectives and feelings.
Courtesy stems from a sincere “you-attitude.” Writing or speaking in a conversational tone, strategically emphasizing the reader’s viewpoint, and carefully selecting positive words contribute to courtesy.
Courtesy is not limited to mere politeness with mechanical insertions of ‘please’ and ‘thank you’ in socially acceptable manners. It goes beyond that, reflecting respect and concern for others. It is an effort to put the reader in a favorable frame of mind.
Principle of Correctness
Communication must be correct in terms of proper grammar, punctuation, and spelling. This principle also emphasizes using the appropriate level of language, ensuring the accuracy of figures, facts, and words, and adhering to acceptable writing mechanics when crafting messages.
Guidelines
There are three levels of language: formal, informal, and substandard. Business communication should employ informal language—short, well-known, and conversational. Substandard language should be avoided.
- Check the accuracy of figures, facts, and words.
- Maintain acceptable writing mechanics.
Principle of Simplicity
Business communication should employ simple language, familiar jargon, easily understandable charts, and graphs. Expressing business subjects should involve simplified facts and information, although it requires some knowledge of language.
In fact, the greater your knowledge, the better your ability to communicate effectively and in a simplified form. The following guidelines can help maintain this principle:
- Use simple sentences, not complex ones. Simple sentences are easily understandable, readable, and communicative without a loss of meaning.
- Study words carefully and learn their precise meanings.
- Use correct idioms.
- Employ familiar jargon sparingly.
- Use simple words instead of convoluted language.
- Utilize words that help you avoid a ‘long way around’ to express an idea.
Principle of Unity
Unity implies oneness. Effective communication must exhibit unity among ideas, sentences, and facts. All parts of a sentence should combine to form one clear thought.
Ideas presented in a message should be arranged uniformly, with similar information or thoughts grouped into one paragraph and written in one place.
Unity in communication can be compromised for various reasons:
- Unrelated ideas in a sentence violate unity. Correct this by putting unrelated ideas in separate sentences, making one idea subordinate to the other, or adding words showing relationships among ideas.
- Excessive detail can disrupt unity. If the detail is essential, placing it in a separate sentence is better.
- Illogical construction can undermine a sentence’s unity, often resulting from illogical thinking. Use logical thinking to establish unity.
- Paragraph design may also affect unity.
14 Advantages of Written Communication
Written communication is the world’s most popular mode of communication, possessing inherent and apparent qualities that have contributed to its popularity among those involved in organizational management. These merits are discussed below:
Permanent Record
Written communication provides a permanent record that can be referenced in the future for managerial decision-making and other relevant purposes. It serves as evidence for resolving disputes related to the communication.
Legal Tenability
Written communication is accepted as a legal document or evidence in a court of law, making it a preferred choice for businesses to avoid document-related shortcomings in legal disputes.
Easy Understandability
Written communication is typically encoded in a communicative language to ensure easy comprehension by the recipient. The recipient can revisit and clarify the message as needed.
Wide Acceptability
Written communication is widely accepted globally, surpassing oral communication. Its legal standing, prevention of future misunderstandings, reference for documentation, and event recording have established it as the preferred method of communication worldwide.
Effective Presentation
The preparation of written communication receives extra attention, care, and articulation. People feel a greater sense of obligation and commitment to written communication due to its lasting impact and legal validity. Therefore, it often ensures the effective presentation of communicated thoughts.
Greater Accuracy
Written communication promotes message accuracy through well-constructed sentences, precise word choices, proper grammar, style, formatting, and correct spelling. Its documentary nature discourages the inclusion of false information, resulting in greater accuracy compared to oral communication.
Effective Control
Written communication allows for thoughtful planning and systematic arrangement of messages, offering effective control to the communicator. Additionally, it serves as a valuable reference tool for managing employee performance.
Reduced Distortion
Written communication, as a permanent record, is resistant to distortion. It serves as an accurate reference for any facts, information, or viewpoints conveyed within it, significantly reducing the possibility of communication distortion.
Reduced Redundancy
Written communication minimizes excessive event descriptions and repetitions. People take the time to craft concise messages with essential content, leading to reduced redundancy and improved acceptance by modern executives.
Easy Verifiability
The facts within written communication can be verified at any time from the communication record, a capability lacking in oral communication. This facilitates management in justifying its actions and evaluating their reasonableness.
Appropriate Method
Written communication is the most suitable method for creating, preserving, and disseminating policies, budgets, plans, directives, orders, goals, objectives, and instructions to individuals at various organizational levels. Additionally, it is the sole method for entering contracts with third parties, as oral communication is insufficient in such contexts.
Establishing Reputation
Written communication is a reliable means of establishing an organizational reputation in the market. Customers and clients perceive it as a valid and trustworthy document of organizational commitments, presentations, or information, contributing to the establishment of a firm’s reputation in the market and with clients.
Wide Dissemination
Written communication can be widely disseminated with minimal effort. Multiple copies can be printed and distributed to a large audience efficiently, surpassing the reach of oral communication.
Thought Provocation
Written communication encourages both the sender and the reader to think critically about its content. It allows both parties to carefully contemplate the intended message.
10 Disadvantages of Written Communication
Written communication is not a panacea for all the circumstances that individuals or organizations encounter during their operations. It has several limitations that can hinder its effectiveness in certain situations. The following are descriptions of these disadvantages:
Costly
Written communication can be expensive. Estimates indicate that producing a single letter or memo can cost over $7, with some estimates reaching as high as $25 for the average memo (Max, 1985:50-51). This includes expenses for pens, paper, typewriters or machines, executive time, and filing. In comparison to oral communication, written communication requires more financial resources.
Time-Consuming
Written communication takes more time compared to oral communication. It involves various stages, such as preparation, drafting, revision, finalization, and formal dispatch. Additionally, the delivery of written communication through postal or courier services typically takes longer than oral communication.
Impersonal
Written communication lacks the direct personal touch that oral communication offers, affecting its ability to establish intimate relationships with the recipient.
Delayed Feedback
Written communication often results in delayed feedback because recipients require time to prepare their responses. Understanding the written message and formulating a thoughtful reply take time, leading to delays in assessing the effectiveness of the communication.
Lack of Dynamism
Once prepared and sent, it is challenging to make changes to written communication without initiating further correspondence. This lack of dynamism can be a disadvantage in certain situations.
Sluggishness
The formalities associated with written communication, aligned with organizational protocols, can slow down its flow. People often give extra attention to written communication, which can lead to extended delivery times.
Lack of Prompt Clarification
Written communication faces inherent challenges in obtaining prompt clarification of doubts or questions. The process often requires sending additional written inquiries through formal channels, which can be time-consuming.
Not Suitable for Illiterates
Written communication is not suitable for illiterate individuals. In countries like Bangladesh, where 35% of the population remains illiterate, written communication has limited utility. This limitation extends to a significant portion of the global population.
High Misunderstanding Possibility
Written communication is indirect, relying on the independent interpretation and understanding of the message by the recipient. This can lead to a high possibility of misunderstandings.
Formality
Written communication often necessitates adherence to formal communication chains for message delivery. This formality can slow down the communication process and make it cumbersome to prepare and deliver.
23 Techniques of Written Organizational Communication
Organizations use various means to communicate with their employees. Organizational people – are categorized into two- managerial and non-managerial people. Non-managerial people are known as employees.
- Organizational Manual
- Management Bulletin
- Management Newsletter
- Formal Report
- Memo
- Supervisor’s Handbook
- Employee Bulletin
- Employees’ Newspaper
- Monthly House Organ
- Welcome Letters
- Booklets
- Reading Racks
- Suggestion System
- Grievance Book
- Payroll Envelope
- Essay Competition
- Annual Financial Report
- Complaint Box
- Internal Circular
- Special Report
- Memorandum
- Work Schedule
- Note Sheet
The techniques of written communication used for management and employees are discussed in a nutshell below:
Techniques of Written Organizational Communication for Management
Communication for management is a technique used to convey managerial information, achievements, or development news to managerial personnel. Organizations employ various means to communicate with managers, including:
Organizational Manual
The organizational manual provides a written statement of job descriptions, job specifications, authorities, and responsibilities for positions within an organization. It also includes a description of the organizational culture.
Managers gain a comprehensive understanding of the organization’s operations, authority structure, and the positions held by other managers. Additionally, it offers insights into products, services, operations, vision, mission, goals, objectives, and organizational culture.
Management Bulletin
Management bulletins are published to communicate critical but temporary issues to managers. They provide information about the organization’s achievements, immediate targets, special meetings, changes in short-term plans, and other relevant updates for managers.
Management Newsletter
A management newsletter contains news related to less critical management issues and is typically published on a weekly basis.
Formal Report
Formal reports are circulated among managerial staff to acquaint them with various situations. These reports enable managers to participate effectively in group decision-making processes.
Memo
A memo is an internal communication technique used to convey directives, policy descriptions, or opinions on various matters to subordinates. Subordinates may also use memos to communicate messages to their superiors.
Supervisor’s Handbook
A supervisor’s handbook, or supervisory manual, serves as a guideline for supervisors. It includes job techniques, methods, directives, and other necessary resources essential for successful supervisory roles.
Techniques of Written Organizational Communication for Employees
Employee Bulletin
This is used by supervisors to quickly communicate important information to employees. It may also be posted on the bulletin board.
Employees’ Newspaper
This is typically published weekly and contains social, political, economic news, as well as organizational objectives and policies.
Monthly House Organ
Large corporations publish a monthly house organ to keep employees informed about relevant matters.
Welcome Letters
Letters are sent to new employees, containing a welcome message from top management or managers, fostering comfort and commitment to the organization.
Booklets
These booklets contain the company’s historical background, policies, philosophies, plans, procedures, and welcome speeches from relevant managers.
Reading Racks
To promote reading habits among employees, reading racks are stocked with books, newspapers, and other materials for employees to peruse during their free time.
Suggestion System
Employees are encouraged to provide suggestions for improving organizational operations in an upward communication process.
Grievance Book
This book is maintained to record employee grievances about any matter, facilitating their resolution and ensuring uninterrupted operations.
Payroll Envelope
Some organizations pay wages to employees in envelopes containing net cash wages and a statement detailing gross wages, deductions, and changes.
Essay Competition
To increase employee engagement, organizations may organize essay competitions on various topics and offer rewards.
Annual Financial Report
The company circulates its annual financial statement among employees to enhance their confidence in the organization.
Complaint Box
This serves as an avenue for employees to lodge complaints about organizational matters or authority behavior, providing an opportunity for improvement and conflict resolution.
Internal Circular
Used to communicate emergency matters or instructions to a large number of employees, often posted on notice boards or distributed to department heads for dissemination.
Special Report
Used to convey special matters to employees in the form of a concise report.
Memorandum
Widely used for written communication, memorandums circulate general instructions or information to all employees regarding matters such as salary increases, leave policies, or gratuity.
Work Schedule
Workers receive job cards and schedules detailing daily tasks and timeframes for completing specific jobs.
Note Sheet
Used to convey the authority’s opinion on a particular matter to employees, often for providing special job instructions.
5 Situations Where Written Communication is More Effective
Although people spend more time in oral communication, written communication is more effective under the following circumstances:
Conveying Complex Information
When the sender wants to convey complex information, written communication serves better than oral communication. Having the written document, the receiver can read it repeatedly until he/she understands the entire message.
Need for Permanent Record
Written communication is preferable when a permanent record is needed for future reference.
Communicating with Large Audience
When the audiences are large in number and geographically dispersed, written communication is fruitful there.
The sender can communicate repeatedly with the same written document or information sheet.
Less Need for Interaction with Audience
Written communication is also suitable when immediate interaction with the audience is either unimportant or undesirable.
Maintaining Uniformity of Application
When any message is to be applied uniformly at different places, the sender should prefer written communication instead of oral communication.
7 Ways To Make Sure Written Communication is Courteous
Courtesy in business communication is pivotal for fostering respect and building positive relationships. It encompasses empathy, understanding the receiver’s perspective, and acknowledging their feelings. Tactfulness is essential, addressing issues thoughtfully to maintain harmony.
Expressing appreciation and offering sincere apologies when necessary are integral to courteous communication, as they build goodwill and trust.
Avoiding negative language, addressing people respectfully, and responding timely are also forms of courtesy, showing respect for others’ feelings and time. Clear and concise communication is vital, reducing misunderstandings and demonstrating respect for the reader’s attention.
Non-verbal cues and cultural sensitivity further convey courtesy and attentiveness, especially in a diverse environment. Incorporating these elements ensures effective and harmonious interactions in both personal and professional settings, highlighting the significance of courtesy in communication.
Be sincerely tactful
Avoid being abrupt or blunt. This entails using minimal words that can often come across as rude or impolite. It also means avoiding speech that is not smooth or lacks a natural flow.
These issues may arise from a mistaken idea of conciseness, negative personal attitudes, or a lack of understanding of the culture of a country or community. To be courteous, steer clear of discourteous expressions and present your message with tact.
Single out your reader
Polite communication necessitates addressing and writing directly to your reader. This involves tailoring your communication to the specific situation and providing individualized treatment to the reader. This is known as customizing communication, and you can personalize it by addressing the reader by name.
Refrain from preaching
A preaching tone can be offensive. People tend to value their independence and do not appreciate being bossed around or lectured.
Treating them as equals is more appealing. Avoiding a preachy style, refraining from teaching, or delivering sermons enhances the effect of courtesy. Simple, straightforward statements often sound less preachy.
Avoid Anger
Anger can harm goodwill and is rarely justified. The impact of angry words is evident, as they can infuriate the reader and put business relationships at risk.
Be thoughtful and appreciative
Cordial and courteous messages that express deserved congratulations and appreciation help foster goodwill. Asian people, in particular, appreciate a soft and polite approach in both oral and written communication.
Use expressions that show respect.
No reader wants to receive offensive messages. Therefore, follow the guidelines below:
- Omit irritating expressions.
- Avoid questionable humor.
Remember that what may be laughter to one person can be seen as disgust by another. Everyone has a different sense of humor.
Choose nondiscriminatory expressions
The use of nondiscriminatory language that reflects equal treatment of people regardless of gender, race, ethnic origin, and physical features would be courteous.
- Avoid sexist words: ‘Man’ words.
- Avoid masculine pronouns and make the reference plural.
- Reword the sentence to eliminate the offending words.
- Make the reference plural and avoid discriminating sentences.
- Substitute mental expression instead of a sexist sentence.
- Avoid words that demean women’s status.
- Use names in parallel form.
Conclusion
Written communication means the communication in written form. In this communication, the sender writes the message using words and then sends it to the receiver.
It is a kind of formal communication, and management mainly relies on written communication for transmitting decisions, orders, and instructions.
Similarly, written communication lets subordinates send their problems, suggestions, opinions, and views to their bosses.