Written Communication

By V P Bhagat
efinition
%he process of written communication
involves sending messages by written
words.
Written communication has primarily
been used as a medium to pass in
formation and ideas upwards and
downwards permanently.
Characteristics of written
communication
t allows the writer more time to think.
t is subjected to careful scrutiny and
interpretation.
t can be read at the convenience of the
receiver..
t commits the writer permanently to the
ideas expressed.
t provides the medium for wider or restricted
use and dissemination in the organization.
When to use Written Communication
When impersonality is in order.
When idea reliability and validity are import..
When idea verification is important.
When objective references are important.
When the speaker is not comfortable in oral..
When crucial decisions are to be considered.
When ideas need to be stored and retrieved.
-ective of Written Communication
uture reference
Record of evidence
Avoiding mistakes
acilitates decision-making
Measurement of progress
Guide for future action
Organizational efficiency
Legal requirements
!rocess of written communication
Writer's area
Reader's area
Environmental system
eedback
!ro-ems reated to Written
Communication
%he message
%he purpose
the audience
%he language, the style and the tone
%ransmitting media
%iming
$tructure of Written
Communications
ntroduction
Developing the argument
Conclusions
Recommendations
ssentias of ffective Written
Communication
%actfulness
Personal tone
Active voice
Positive ness
Unified
Coherence
Conciseness
Clarity
Mechanical Soundness
Readability
%ips for improved Writing
eep it simple
eep it active
Work together
nvest in employees
Make it interesting
Use new and better technology
Hiring a professional
Don't be wordy, be concise
Avoid repetitions
Avoid camouflaged verbs
Use familiar words
Avoid faulty use of prepositions
Avoid use of biased words

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