Written communication

WRITTEN COMMUNICATION

Types of communicationInternal

CircularNoticeMemos

External Business letters E-mail message Proposal Telegram

COMMON ETIQUETTES IN WRITTEN COMMUNICATION

Focus on formatStructuring of the contentEnsuring connectivityTempering the content as per the level of

formalityAvoid short formImportance of grammar, spelling and punctuationImportance of creativityAvoiding excessive use of jargonAwareness of the audience/medium

1.FOCUS ON FORMAT

2.STUCTURING OF THE CONTENT

3.ENSURING CONNECTIVITY

4.TEMPERING THE CONTENT AS PER THE LEVEL OF FORMALITY

5.AVOID SHORT FORM

6.IMPORTANCE OF GRAMMER, SPELLING AND PUNCTUATION

7.IMPORTANCE OF CREATIVITY

8.AVOIDING EXCESSIVE USE OF JARGON

9.AWARNESS OF THE AUDIENCE/MEDIUM

ADVANTAGESCreates a permanent recordAllows you to store information for future

referenceEasily distributedIt is a permanent means of communication. Thus,

it is useful where record maintenance is required.Written communication is more precise and

explicit.Effective written communication develops and

enhances an organization’s image.Necessary for legal and binding documentation

DISADVANTAGES

Written communication does not save upon the costs.

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.

Effective written communication requires great skills and competencies in language and vocabulary use.

DIFFERENT WRITING STYLESColloquialCasualFormal

Three-Step Writing ProcessStep 1 Step 3Step 2

Planning Writing Quality controll

CompletenessConcisenessConsiderationClarityConcretenessCourtesyCorrectness

7 c’s of communication