Scribd
Upload
38 views12 pages

Presentation1 - Writtent Communication

Written communication is important for business development and requires careful choice of words, structure, and composition. It has advantages like being a permanent record but disadvantages like being time-consuming. Effective written communication uses an easy language and definite structure.

Uploaded by

Agang Nicole Bakwena
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
38 views12 pages

Presentation1 - Writtent Communication

Written communication is important for business development and requires careful choice of words, structure, and composition. It has advantages like being a permanent record but disadvantages like being time-consuming. Effective written communication uses an easy language and definite structure.

Uploaded by

Agang Nicole Bakwena
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
You are on page 1/ 12

Written Communication

Written communication has great significance in today’s


business world. It is an innovative activity of the mind.
Effective written communication is essential for preparing
worthy promotional materials for business development.
Speech came before writing. But writing is more unique and
formal than speech. Effective writing involves careful choice
of words, their organization in correct order in sentences
formation as well as cohesive composition of sentences. Also,
writing is more valid and reliable than speech. But while
speech is spontaneous, writing causes delay and takes time as
feedback is not immediate.
Advantages of Written Communication

• Written communication helps in laying down apparent


principles, policies and rules for running of an organization.
• It is a permanent means of communication. Thus, it is useful
where record maintenance is required.
• It assists in proper delegation of responsibilities. While in
case of oral communication, it is impossible to fix and
delegate responsibilities on the grounds of speech as it can
be taken back by the speaker or he may refuse to
acknowledge.
• Written communication is more precise and
explicit.
• Effective written communication develops and
enhances an organization’s image.
• It provides ready records and references.
• Legal defenses can depend upon written
communication as it provides valid records.
• Disadvantages of Written Communication
• Disadvantages of Written Communication
Disadvantages of Written Communication
Disadvantages of Written Communication

• Written communication does not save upon the costs. It


costs huge in terms of stationery and the manpower
employed in writing/typing and delivering letters.
• Also, if the receivers of the written message are
separated by distance and if they need to clear their
doubts, the response is not spontaneous.
• Written communication is time-consuming as the
feedback is not immediate. The encoding and sending
of message takes time.
• Effective written communication requires great skills and
competencies in language and vocabulary use. Poor writing
skills and quality have a negative impact on organization’s
reputation.
• Too much paper work and e-mails burden is involved.
Characteristics of Written Communication
1. Easy Language should be used in written communication, the
sentences must be understandable to the reader.
Easy language: Easy language should be used in written communication. The sentences of written communication must be
understandable to the reader.
Structure: Definite structure must be followed in drafting any written document. Every written form has its own structure.
Easy language: Easy language should be used in written communication. The sentences of written communication must be
understandable to the reader.
Structure: Definite structure must be followed in drafting any written document. Every written form has its own structure.
1. Definite structure must be followed in drafting any written
document. Every written form has its own structure.
2. A well written document must be accurate and precise.
Written communication insists on greater accuracy and
precision.
3. Direct speech should be used in written communication.
Indirect and passive sentences must be avoided.
4. A good written communication bears a paragraph
design. Paragraphing is also important to clear
communication.
 
5. A well written document must be free from error in both
grammar and language.
6.There must be you - attitude in written communication.
The reader can be impressed for this.
7.A good written communication bears the personal image
of the writer. It also increases the organizational image
as a whole.
Written Communication for Business
Much of the business communication you engage in will
involve letters and emails. Writing well for business is
important if you want your business relationships to last.
Many of the skills required during conversation can also be
applied to written communication, such as the need to ask
questions and use the right tone. You should be clear in
what you're asking or saying to another party, particularly
if your written communication requires follow-up actions.
Formal language in Written Communication

• Using the correct level of formality in your written communication can be


crucial. Factors to consider include:
• Your personal relationship with the recipient
If you have not met the recipient, or your meetings have been in only formal,
business settings, it is sensible to continue to remain formal in letters and emails.
If you have already struck up a rapport with the recipient you can be more
informal, but make sure you keep the communication focused on the business at
hand.
• The purpose of the communication
If you are, for example, following up a transaction to check that a client is happy
with their purchase, you should not need to be as formal as if you were making a
complaint or communicating with someone for the first time.
Rules of writing formally and informally

Some general rules for writing in each different tone


include the following:
• Formal writing avoids contractions such as 'you're' and 'won't'.
• Informal writing can include more colloquialism and slang, such as 'loads
of' in place of 'many'.
• Formal writing is less likely to use abbreviations, preferring 'television' to
'TV' for example.
• Informal writing is more likely to use short, simple sentences, while more
formal communication prefers longer sentences and complex expressions.
• Generally, you should probably be more formal in written communication
than you would be in a conversation.
Choosing to send a Letter or Email

• Letters are becoming increasingly rare in the business world due


to the speed and ease of email communication.
• You should only send letters if there is a specific need to do so,
such as the recipient has indicated they do not like using email,
or they do not have the means to communicate electronically.
• Alternatively the situation may require a letter, but you may be
able to attach it to an email for fast receipt.
• It is normal to use letter conventions such as 'Dear…' and 'Yours
sincerely' in emails, though the latter is increasingly being
substituted with 'Kind regards'.
Style and Grammar

• Make sure you check your writing and correct any spelling or
grammar mistakes. This is particularly important when writing emails.
• In an age of automated spelling and grammar checkers it is more
unforgiveable to make such mistakes.
• If you are unclear on the spelling of any words there are many online
dictionaries you can use.
• Remember there can be differences between
British/American/Australian spelling and spelling used in other
countries - you should make sure to use British spelling in all your
written communication.

You might also like

pFad - Phonifier reborn

Pfad - The Proxy pFad of © 2024 Garber Painting. All rights reserved.

Note: This service is not intended for secure transactions such as banking, social media, email, or purchasing. Use at your own risk. We assume no liability whatsoever for broken pages.


Alternative Proxies:

Alternative Proxy

pFad Proxy

pFad v3 Proxy

pFad v4 Proxy