Written Communication

2009-07-03T23:53:00.000-07:00

It will be a good idea if you also refer: (Communication) http://communication-for-business.blogspot.com/, (Email Etiquette) http://email-etiquette-manners.blogspot.com/, (Presentation Skills) http://presentation-effectiveness.blogspot.com/, (Research Methodology) http://research-work-methodology.blogspot.com/
Types of Communication

1. Verbal communication
- Oral
- Written

2. Non-verbal communication
- Silence
- Signals:
Audio signal
Visual signals
Advantages of Written Communication

Provides a permanent record and reference.
Can be used as documentary evidence in cases of legal matters.
Helps promotion of uniform policies and procedures.
Can cover a large number of people in case of mass communication.
Builds up an image for the organization.
Helps in bringing in objectivity/clarity in allocation of responsibilities, performance appraisals, delegation, decision making etc.
Avoids an effect on phonetics (science of sounds).

Disadvantages of Written Communication

Creates enormous records that require lots of storage and retrieval.
Does not evoke immediate feedback/response.
More time consuming process- sending, receiving, results. Therefore, slower.
Costly.
Compared to non-verbal communication, somewhat impersonal.
Semantics play an important role.

Tips on Improved Written Communication

Write from the reader’s viewpoint.
Aim at specific objectives.
Show reader/receiver the benefit(s).
Choose words that draw pictures.
Have action in your verbs.
Avoid unnecessary jargons.
Write short sentences- average maximum 20 words in a sentence.
Use paragraphing.
In longer written reports, use titles and sub-titles.
Organize for interest and action.
Contents of your written communication should be consistent with what you had said on the phone or in earlier correspondence.
Develop your vocabulary.
Simplify.

Double Check Your Written Communcation for

Is your written communication complete in every respect?
Have you checked the accuracy of facts and contents as well as grammar, punctuation etc?
If there was any issue or problem for which you are writing, has it been brought out clearly?
Have you clearly clarified the purpose of writing as to what you intend to achieve?
Has your key message been appropriately and correctly included?
Have you provided the supporting details in your communication?
Is the organization of your written communication cohesive and sequential?
Is the overall effect on the reader(s) right and as desired?

Check List

Check your written communication against each of the following:

Preparing
Composing
Logical structuring
Formatting
Visual appeal
Grammar
Punctuation
Effective subject line
Salutation and signing off
Using simple words
Effective vocabulary
Avoiding jargon and cliche
Avoiding archaic phrases
Correct tone and attitude
Courtesy
Ethics

Business Correspondence
Protocol
Salutation: Male recipient: Mr, Sir, Dr
Female recipient: Ms, Miss, Mrs, Dr, Madam
Company as recipient: Messrs, M/S
Complimentary close: If addressed as Dear Sir: Yours faithfully, Cordially yours, Yours sincerely
If addressed as Dear Mr Kulkarni: Yours sincerely, Sincerely
If addressed as Dear Rakesh/ Dear Anita: Sincerely. Yours Sincerely
Other closing details: Office landline and cell phone numbers, office/correspondence address, your office hours/work days.
Effective Sentences

No sentence should be more than 20 words long.
In writing sentences, follow logical sequence: Background or explanation of earlier events, then events or what happened next and finally, results or the conclusions.
Writing in the active voice is simpler and makes more impact. Instead of writing “This defect can only be rectified by him”, write, “Only he can rectify this defect”.
Use correct grammar.
In writing business letters/emails you normally want your readers to do what you suggest. Construct sentences with this end in mind.