WRITTEN

COMMUNICATION
UNIT – 3
NIKITA SETH
 WRITTEN COMMUNICATION
• Written communication refers to the process of exchanging information or
messages through written words.
• It can take many forms, including emails, letters, articles, social media
posts, and even text messages.
• In written communication, the sender conveys a message to the receiver
using written language, which can be understood and interpreted by the
recipient.
 WRITTEN COMMUNICATION
• A ‘Written Communication’ means the sending of messages, orders or
instructions in writing through letters, circulars, manuals, reports, telegrams, office
memos, bulletins, etc.
• It is a formal method of communication and is less flexible.
• A written document preserved properly becomes a permanent record for future
reference .
• It can also be used as legal evidence. It is time-consuming, costly and unsuitable
for confidential and emergent communication.
 PURPOSE OF WRITING
1) It is suitable for long distance communication and repetitive standing orders.
2) It creates permanent record of evidence. It can be used for future reference.
3) It gives the receiver sufficient time to think, act and react.
4) It can be used as legal document.
5) It can be sent to many persons at a time. ( WIDE ACCESS )
6) It is suitable for sending statistical data, chart, diagram, pictures, etc.
 PURPOSE OF WRITING

7) Order, allocation of work, job distribution, etc. in written form reduce

ambiguity and help in fixation of responsibility.
8) Uniformity in work procedure can be maintained through written
communication.
9) It is easy to send unpleasant or bad news through written communication.
10) A good written communication can create goodwill and
promote business.
 PURPOSE OF WRITING

11) Future Reference

12) Effective Decision Making
13) Avoiding Mistakes
 CONS OF WRITTEN COMMUNICATION
 It is time consuming as the feedback is not immediate.
 It involves cost in terms of stationery Lend the manpower employed in and
writing/typing delivering letters.
 Spontaneous feedback is not possible.
 It requires great skills and competencies in language and vocabulary use.
 Secrecy cannot be maintained because these message can be read by anyone
 CLARITY IN WRITING
1) KNOW WHAT YOU WANT TO SAY :- It’s a whole new way of thinking. And it
forces you to think about what you’re writing before you start spilling words onto the page.
Before you write a word, you should know the following:-
• Your subject:- For example, this blog post is about clear writing.
• Your point:- ex- My point in this article is to explain how to write with clarity
• Your outline:- An outline is the basic structure of an article. Ex- My outline has 9 points.
 CLARITY IN WRITING
2) KNOW WHO YOU’RE TALKING TO
3) DEFINE UNFAMILIAR WORDS
4) CREATE A SENTENCE OUTLINE

5) WRITE 1 SENTENCE PARAGRAPHS – Make your sentence short

6) DON’T USE LONG WORDS
7) LEVERAGE WRITING TOOLS
8) BE CONSISTENT
 PRINCIPLES OF EFFECTIVE WRITING
Principle 1:- WRITE COHERENT SENTENCES
Make sure each sentence is complete and devoted to one topic. Do not include information that is not
related to the main topic of the sentence.
Incorrect: I like reading, horse riding, and I also work as a security guard
The sentence above is about one’s hobbies. Yet the last part, “I also work as a security guard", seems to
be related to one's occupation (and not hobbies). Therefore, this last part does not belong to this
sentence. A new sentence should be created to discuss ones’ occupation.
Correct: I work as a security guard. In my spare time I like reading and horse riding.
Principle 2:- WRITE COHERENT PARAGRAPHS .
 PRINCIPLES OF EFFECTIVE WRITING
Principle 3:- USE SHORT SENTENCES
It makes easier for the reader to understand the intended message. Every long sentence can
be broken down into several short , simple sentence .
EXAMPLE
Incorrect: I like riding horses since horses are very energetic yet, at the same time ,
caring animals .
While the sentence above is quite simple , it can made even simpler and easier to
understand by splitting into shorter sentences.
Correct: I like riding horses . They are very energetic and also very caring animals .
 PRINCIPLES OF EFFECTIVE WRITING
Principle 4:- BE SPECIFIC
Being specific does not mean increasing the length of the writing by adding many details. It is
more about using precise terms and being factual.
Principle 5 :- KEEP IT SIMPLE
If one wants to make his or her message easy to understand, then simple sentence structures
and simple vocabulary should be used.
EXAMPLE :- INCORRECT -This system is designed with the aim of helping improve the
efficiency and effectiveness with which people find parking spots in the central business
district of Chicago.
CORRECT - This system will make parking in Chicago downtown easier
 PRINCIPLES OF EFFECTIVE WRITING
Principle 6:- USE ACTIVE VOICE
Use active voice to make the message simple and direct.
EXAMPLE – INCORRECT – Active voice should be used in sentences.
CORRECT – Use active voice in sentences .
Principle 7 :- AVOID JARGONS
Principle 8 :- USE PROPER PUNCTUATION
Principle 9 :- PAY ATTENTION TO GRAMMER
Principle 10 :- BE FACTUAL
 WRITING TECHNIQUES
1) PERSUASION :-
The technique of persuasion is employed in writing to do and alter the reader’s
purpose of read on a specific subject or topic.
During this writing technique the author presents during a compelling format facts
and opinions so as to persuade the reader.
Persuasive writing is most typically found in editorials, newspapers, magazines and
political publications.
 WRITING TECHNIQUES
2) DESCRIPTION:-
Through description , a writer helps the reader use the senses of feelings, seeing,
hearing , smelling and tasting to experiences.
Description helps the reader more clearly understand the people , places , and things
about which the writer is writing .
It is the most common form of writing .
 WRITING TECHNIQUES
3) COMPARISON AND CONTRAST:-
The aim of the writing technique is to indicate the reader the similarities and
differences about a topic
Comparison is employed to indicate or justify however what's alike or common.
Contract is employed to indicate what is not common .
 WRITING TECHNIQUES
4) NARRATION:-
Through narration a writer tells a story .
A story has characters , a setting , a time , a problem , attempts at solving the
problem and a solution to the problem .
Bedtime stories are example of short stories.
While Novels are example of long stories.
 WRITING TECHNIQUES
5) EXPOSITION:-
Through exposition , a writer informs , explains , and clarifies his / her ideas and thoughts .
Exposition goes beyond description to help the reader understand with greater clarity and
depth of the ideas and thoughts of the writer.
6) PROOFREADING :-
Proofreading is another key part of revision.
After you use a spell checker, read over your work again and look for spelling and grammar
errors the spell checker may have missed.
 Also take a moment to ensure the information you're writing about is
accurate and up to date.
 ELECTRONIC WRITING PROCESS
1) MOBILE DEVICES
2) E-MAIL
3) SOCIAL NETWORKING MEDIA
ELECTRONIC WRITING PROCESS
3x3 WRITING PROCESS