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Jericho B.

Pedragosa
AC-401

WRITTEN COMMUNICATION
DEFINITION:

Written communication involves any type of interaction that makes use of the written
word.
The most common form of business communication. It is essential for small business
owners and managers to develop effective written communication skills and to
encourage the same in all employees.
Written communication allows businesses to communicate developments,
expectations and legalities to employees and contacts in the outside world.

CHARACTERISTICS:

MOST FORMAL TYPE OF COMMUNICATION. Usually most of the informal, casual


conversation or friendly conversation is done orally. Whenever there is need for formal
communication, it is written mode that is preferred.
USED FOR DOCUMENTATION. Written communication is mostly used for
documentation. In an organization, documentation of records and decisions made from
time to time are very important for which written communication come handy.
USED FOR CIRCULATION OF INFORMATION. This is used for circulation of information in
the organization. Written communication makes it possible to circulate information
without distortions and misrepresentations.
CONVENTIONAL BY NATURE. There are not many rules of grammar for oral
communication, as there are for written communication. Written communication is
conventional in the sense that it has to follow definite pattern as per rules laid down
by the language.
PRESENCE OF BOTH SENDER AND RECEIVER IS NOT NECESSARY AT THE SAME TIME. It
is an important feature of written communication where the presence of just the
sender or the receiver is sufficient at a given point in time, to continue the process of
communication.
A CREATIVE ACTIVITY. Written communication is essentially a create activity which
requires conscious and creative effort. The creativity of this effort comes from the
stimuli produced by the mind. The stimuli of oral communication are picked up from
the outside by sensory receptors. In other words, written communication is more
specifically, more carefully thought out than oral communication that is based on
spontaneous reaction to signs picked up from outside.

IMPORTANCE :
a. SIGNIFICANCE

Written communication can take the form of legal documents or manuals. For example,
OSHA (Occupational Safety and Health Administration) outlines health and safety policies
and procedures for industrial and commercial businesses. These documents ensure clarity
among employees and minimize the chance for any misunderstanding. Employers may also
issue dress policy or personal conduct guidelines for employees to better ensure proper
behavior. Written warnings are also used to enforce certain policies in the workplace. An
employee will likely change his behavior when employers document infractions with letters
and he faces possible termination for noncompliance.
b. IDENTIFICATION
Written communication is also important for instructing employees on certain tasks and
projects. For example, a boss may meet with an employee about a special project. She may
hand the employee a list of tasks she wants completed for the day. The written instructions
may inform the employee whom to contact for certain information. The boss may also
indicate which items are most important so the employee can prioritize his tasks.
c. FUNCTION
Company managers must use written communication in the form of reports or presentations.
For example, a marketing research manager will often analyze results from a survey in a
report. She may also recommend certain strategies for upper management, based on
consumer needs and preferences. Additionally, department directors often create written
presentation booklets for employees who attend their meetings. Written presentations are an
effective means of providing key information to other departments.
d. FEATURES
Written communication is also important for business advertising. Small companies need to
promote their businesses to potential consumers and business customers. Written
advertisements include direct mail pieces such as sales letters and brochures, magazine
display ads, fliers, Internet ads and catalogs. Advertising is designed to attract attention then
compel people to purchase products, according to advertising expert Dave Dolak. Companies
such as mail order or Internet businesses often count exclusively on written advertisements
for attracting customers.
e. EMAIL
Email is an extremely important written communication tool used in business. Employees
write multiple emails each day, setting up meetings or apprising bosses about the status of
projects. The email is often used as an information tool after a meeting. Managers can sum
up the key points of a meeting, then confirm follow-up assignments or tasks with email
recipients.
REFERENCES:
http://www.referenceforbusiness.com/small/Sm-Z/Written-Communication.html
http://smallbusiness.chron.com/written-communication-business-2935.html

Jericho B. Pedragosa
AC-401
http://www.inc.com/encyclopedia/written-communication.html
https://books.google.com.ph/books?
id=gqu_uuRHzuAC&printsec=frontcover&dq=importance+of+written+communication&hl=e
n&sa=X&ved=0CFUQ6AEwCWoVChMI69GW4Y6OxgIVSpeICh0WlABW#v=onepage&q=impor
tance%20of%20written%20communication&f=false
http://smallbusiness.chron.com/importance-written-communication-business-2936.html