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Kinds/Forms of Communication
Communication means the act of sharing information, ideas and feelings with others in an understandable manner. In our daily life,
we usually communicate in two ways, verbally (through words) and non-verbally (without words). We can convey our information, ideas
and opinions through both ways. So, we can say that there are two kinds of communication.

1. VERBAL COMMUNICATION: Communication through words is called verbal communication. We can divide this kind of
communication into two categories. In other words, verbal communication can take place through spoken words as well
as through written words. The communication through spoken words is called Oral communication while the
communication through written words is called written communication. Let’s discuss both of them in detail.

1) Oral Communication: Oral communication means sending message through spoken words. It is also known as
interpersonal communication because we spend much more of our time talking and listening to our colleagues and
clients than writing and reading. It is a process which begins in childhood. Gradually, it becomes more complex.
Business people spend 75% of their time on oral communication. Oral communication has variety of forms.

Forms of Oral Communication: Following are some of the major forms of oral communication.
1. A conversation over lunch 4. A gossip in the lift 7. A gathering of staff
2. Instructing subordinates 5. Interviews 8. Telephone calls
3. Dealing with clients 6. Conferences/ Seminars 9. Presentations

How Can We Make Oral Communication Effective? We can make oral communication effective by:
1. Planning what to say. (KISS principle) 3. Knowing and understand the situation.
2. Thinking of the receiver’s level, age etc. 4. Being open-minded and open-hearted.

Advantages of Oral Communication: Following are some of the advantages of oral communication.
1. It provides immediate feedback. 4. It can easily be changed according to the situation.
2. It is easy to convey. 5. It often does not need stationary or equipment.
3. It may be relatively detailed. 6. It is time saving, energy saving, more fruitful.

2) Written Communication: Written communication means sending message through written words. It is the most
important and the most effective form of communication. It is long-lasting communication. Written communication
has gained such an importance that millions of written messages travel around the globe daily. Business people
spend 25% of their time on written communication. One can have the written proof of it.

Forms of Written Communication: These are some of the techniques of written communication.
1. Letter 5. Report 9. Press release
2. Memos 6. Notice 10. Advertisement
3. Minutes 7. Staff newsletter 11. Invitation
4. Applications 8. Circular

How Can We Make Written Communication Effective? We can make written communication effective by:
1. Knowing the purpose 3. Sending a correct message (KISS principle)
2. Knowing the receiver’s age, level etc. 4. Choosing the proper channel/medium

Advantages of Written Communication:

1. It is well planned and saves money. 4. It has a permanent record & written proof.
2. There is no need of personal contacts. 5. It has relatively low in cost.
3. It is useful to convey long & complex messages. 6. It may be sent to various people at one time.

2. NON-VERBAL COMMUNICATION: Communication without words is called non-verbal communication. Spoken or written
words are not involved in this kind of communication. It actually takes place through gestures, symbols, appearance,
body posture, facial expressions, smell, touch, silence and space etc. Although, non-verbal communication is the process
of communicating without words, but it is just as important as verbal communication. It is estimated that maximum of
our information comes through nonverbal communication. The nonverbal signals of listeners provide instant feedback.
There are different kinds or forms of nonverbal communication. Let’s discuss them in detail.
Composed by M. Khalid (Lecturer in English) Govt. Postgraduate College, Haripur
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1) Appearance: Appearance conveys nonverbal impressions which affect receivers’ attitudes towards the verbal
message even before they read or hear them. Appearance has effects on written messages. For example, an
envelope’s appearance (size, colour, weight, postage) can impress the receiver and give him the idea of letter as
“important” or a “routine” letter. Next, the letter, report or title page also communicates nonverbally before its
contents are read. Its paper quality, its length, format, neatness and even language, spelling, grammar &
punctuations also communicate. Similarly, appearance also has effects on oral messages. For example, whether the
speaker is speaking to one person face to face or to the whole group, his personal appearance convey some
message to receiver nonverbally. His personal appearance like his clothing, hairstyle, neatness, jewelry, cosmetics,
posture etc. are the part of his appearance. They also convey impressions about his/her occupation, age, nationality,
social or economic level etc.

2) Body language: It is rightly said by someone that actions speak louder than words. Body language also communicates
nonverbally. It includes facial expressions, posture, gestures and movement etc. Our face is important site for
expressing our emotions. It reveals the type and intensity of our feelings. These feelings may be of love, hatred, joy,
sorrow, anger, fear, surprise, boredom and tiredness etc. Similarly, posture also communicates nonverbally. It is a
way in which a person stands, walks or sits. Posture is important in suggesting the right image. It shows confidence
or nervousness of the speaker. Like postures, gestures are also important. Gestures and movements are culture-
specific. A clenched fist pounding on a table indicate anger or emphasis in America while it is unacceptable in Asia.
Moreover, eye contact is also significant nonverbally. Eyes are especially effective for indicating attention and
interest. Our eyes make the first connection with the people. Eye contact shows confidence of a person. Eyes are
usually a reliable source of meaning. In United States, direct eye contact is considered normal while the person
whose eyes droop or shift away is considered as shy or dishonest. Smell also gives a strong message. It affects the
mood of a person. Fragrance gives a pleasant message while stink gives an unpleasant message. Smell may also
warn against danger. It may be a caution against gas leakage, smoke, fire etc. Touch is also an important tool for
conveying warmth, comfort, friendship, love, anger, hatred, affection etc. A kiss on cheek, pat on shoulder, slap, a
pinch, a tickle, a pull or a push etc. convey different messages. Voice quality and extra sounds that speaker make
are also a part of nonverbal communication called paralanguage. It includes voice volume, articulation, throat
clearing and sighing. A loud voice show urgency while soft voice show calmness. Speaking fast suggest nervousness
or haste. Throat clearing can distract the listener from speaker’s spoken words.

3) Silence, Time and Space: These also communicate nonverbally more than one can think. These are also different
across cultures. One can think that what will be his/her reaction when his/her request is answered with silence; or
when he/she receives no response of the written message. Similarly, if someone is waiting for reply and his request
is ignored, it also creates anger. It causes problems and the attitude of the speaker changes. In US and Germany,
being on time is appreciated while business people in Middle Eastern countries are not much careful about time.
In Portugal, if you are on time, your host wonders why you came so early. Moreover, space is also very important
nonverbally. In United States, the need for personal space in a two-person conversation is about 18 inches. Space
is less important in Saudi Arabia. They hug and even kiss each other’s cheeks while meeting for the first time. So,
effective communicators must learn to adapt to both senders’ and receivers’ expectations regarding space.

How Can We Make Nonverbal Communication Effective? We can make nonverbal communication effective by
following these steps.
1. Be honest, especially when communicating emotions.
2. Use firm, friendly handshake when meeting.
3. Maintain eye contact with your entire audience.
4. Be aware of your body posture.
5. Use appropriate gestures to support your points.
6. Show respect for speakers and listeners.
7. Smile genuinely, as a fake smile will be obvious.
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Composed by M. Khalid (Lecturer in English) Govt. Postgraduate College, Haripur