What is Written Communication? Advantages, Disadvantages Explained In Detail

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Written communication is the transmission of messages via writing symbols or signs that are conveyed by, to, or between people or groups.In written communication, a piece of information may be sent by email, letter, report, memo, or other method. The vocabulary and grammar employed in the message are just as important as the writing style and precision and clarity of language utilized.

The most frequent type of business communication is written communication. As a result, it is regarded as one of the fundamental skills in the corporate world. Internal communications are aided by memos, reports, bulletins, job descriptions, employee manuals, and electronic mail. Electronic mail, Internet Websites, letters, offers, telegrams, faxes, postcards, contracts, advertising plannings are all examples of communication with the external environment in writing.

It may include letters, circulars, proposals, memos, and business reports of various sorts in its written form. Continue reading about What is Written Communication? Advantages & Disadvantages.

  • MemoReport
  • Office order
  • Circulars
  • Graphs/Charts
  • Staff Newsletter
  • E-mail
  • Form/Questionnaire
  • Letter
  • Notice, Agenda, Notes on Agenda
  • Minutes of Meetings
  • Advertisement
  • Customer Newsletter
  • Press Release
  • Invitation
  • Leaflet/Brochure/Handbills
  • Manuals

Characteristics of Written Communication

Writing is a creative endeavor. It requires the use of innovative information. A human brain generates the inventive facts. The following are the major characteristics of a written communication:

  • Written or Recorded
  • Creative Activity
  • Human Activity
  • Language
  • Permanent Record
  • Legal Evidence
  • Lengthy Process
  • Accuracy

Written or Recorded

The goal of written communication is to convey information. The message is written in the form of a letter, report, chart, diagram, questionnaire, and given to the receiver by the sender.
Creative Activity

All forms of creative expression, from writing to singing and painting, are the result of human thought.

What Is Communication: Meaning, Purpose, Importance and Principles

Human Activity

Human-being can write or explain an idea, opinion and information in written form. Therefore, written communication is a human activity.


It’s possible to communicate in a variety of ways. It might be Hindi, English, any code language, chart, graph, or figure. The sender and receiver decide on the language based on their preferences.

Permanent Record

Written communication has proof of evidence. It provides a permanent record for a future reference.

Legal Evidence

When a message is transmitted via writing, these are also used as legal proof.

Lengthy Process

The process of written communication is time-consuming. The message is passed through numerous channels during this procedure. As a consequence, the execution takes longer.

It’s much easier to write a message in a peaceful location. It is more likely to be successful in the future objectives of an organization. As a result, it is prepared by the sender with great care.

Advantages of Written Communication

Some of the advantages of written communication are:

  • It’s a useful tool for keeping track of trends.
  • It becomes a permanent document that may be used to develop new regulations.
  • It is reliable. Because it is open to verification and may be verified, mistakes are unlikely to occur. It does not require physical presence of both parties.
  • It ensures transmission of information in uniform manner.
  • It is essential to communicate complex information and responsibility allocation.
  • It usually removes conflicts and misunderstanding.
  • It facilitates to convey message to a large number of persons

Disadvantages of Written Communication

Some of the disadvantages of written communication are:

  • Unlike spoken communication, written communication does not provide immediate feedback.
  • It takes longer to compose a note than it does for word of mouth to spread, and many individuals struggle with their writing skills.
  • Personal touch is required in written communications because otherwise such sentiments would not be able to travel the right way.
  • Use of clear communication with the goal of providing all the information and explanations is called for. The message grows lengthy, and the receiver does not read it carefully.

Purpose of Written Communication

When we refer to business activities, letters are no less essential than the blood circulation system in the body. When it comes to company operations, there are several demands for delivering mail. The following are some of them.

  • To widen contact scope
  • Building Goodwill
  • Documentary Evidence
  • Lasting Impression
  • Provide information
  • Reference and Record
  • Economic Communication
  • To widen contact scope

Many individuals and organizations are contacted in the corporate world, and it is not feasible to communicate with all of them. As a result, letters are used to expand the scope of business operations to the extent that was previously stated.

Building Goodwill

Letters in a favorable way to be used can help build goodwill for a firm and foster pleasant relationships with concerned parties. These are used as an advertisement for the company’s good will.

Documentary Evidence

Letters may be filed before a court as written evidence in the form of a business contract. Letters bear the signature of the authorised person. Hence, letters act as evidence in the course of deciding on liabilities.

Lasting Impression

As a result of the readers keeping the letters, they have an enduring impression on them. Unless a response is provided, these are frequently read by readers. They may also create a niche in their memory or keep them in theirs.

Provide information

In business, numerous people interact with one another on a wide range of topics and issues. Business letters that include data on them make it simple to exchange information. As a result, letters are the most essential media for the purpose of delivering information.

Reference and Record

It is impossible to keep memory fresh on a constant basis in light of the agreements entered, transactions done, and events going on during the course of running a business. Letters, on the other hand, can readily be used as records for future references. These may be utilized as a reference whenever such an occasion arises.

Economic Communication

Letters are a cheap and efficient way of exchanging information, since no additional expenses are incurred in this mode of communication. It is less expensive than direct personal contact with the parties.

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