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.
In written communication, a message can be transmitted via email, letter, report,
memo, etc. The message, in written communication, is influenced by the vocabulary
and grammar used, writing style, precision and clarity of the language used. Written
communication is the most common form of communication being used in business.
Hence, it is believed core among the business skills. Memos, reports, bulletins, job
descriptions, employee manuals, and electronic mail are the types of written
communication used for internal communication.
For communicating with the external environment in writing, electronic mail, Internet
Websites, letters, proposals, telegrams, faxes, postcards, contracts, advertisements,
brochures, and news releases are used. In the written form, it may require the drafting
of letters and circulars, proposals, memos and business reports of varying kinds and
includes the following -
• Memo report
• Office order
• Circulars
• Graphs/ Charts
• Staff newsletter
• E-mail
• Form/ Questionnaire
• Letter
• Notice, Agenda, Notes on Agenda
• Minutes of the meetings
• Advertisement
• Customer newsletter
• Press release
• Invitation
• Leaflet/ Brochure/ Handbills
• Manuals
Written communication involves any type of interaction that makes use of the written
word. Communication is a key to any endeavour involving more than one person.
Communicating through writing is essential in the modern world and is becoming ever
more so as we participate in what is now commonly called the information age. In fact,
written communication is the most common form of business communication. It is
essential for small business owners and managers to develop effective written
communication skills and to encourage the same in all employees. The information
age has altered the ways in which we communicate and placed an increasing
emphasis on written communications in respect to the oral communications.
Written communication skills are made up of the following five core elements -
• Conciseness
The goal of every written communication is to get to the point quickly. It is essential to
include only relevant details to communicate the information effectively. Concise
writing avoids unnecessary details and effectively delivers the information. Such
concise writing reduces instances of complex sentence structures and imparts
confidence in your written communication.
Example - “After seeing your presentation skills, I have concluded that you are
one of the best orator in our team”.
• Clarity
Clarity helps the readers understand the message that is being conveyed. By bringing
clarity to the writing, one can reduce instances of misinformation, misconception,
miscommunication and mistakes. Clarity comes with using simple language and
avoiding complex words or sentence structures.
Example - “Use your best judgement to decide whether you should build the
web design from the start or update the existing one. Click on the link below to
see the details of the new project. If you have any questions, direct them to your
project head.”
The above message conveys the writer's expectation and provides steps to follow if
the readers require further clarification.
• Tone
The tone is the voice of the writing and conveys the emotions to the readers. For
business writing, use of a professional tone with an appropriate degree of friendliness
and formality is always a good sign. Even when pointing out errors and inaccuracies,
the tone should be friendly yet professional. Instead of directly accusing someone,
know what is expected from the reader.
Example - “Thank you for sending over the web design on such short notice. I
have highlighted a few inaccuracies and attached a more detailed brief that
conforms to the client's requirement. Please get the revised design back to me
latest by Wednesday morning. Feel free to get in touch with me if you have any
questions.”
• Active voice
Active voice uses action verbs that make the writing clearer, more accessible and
engaging to the readers. It is preferred over passive voice because active voice allows
a reader to move through the writing quickly. Active voice flows better and makes the
writing more persuasive. While passive voice finds its use in other forms of writing, in
professional communication, passive voice dilutes the content's action.
Example - “Call the presenter about the webinar on Monday morning and ask
whether we can shift the webinar to Wednesday afternoon. If she agrees, send
out date change emails to the attendees. If she disagrees, remind me on
Monday morning to talk to her.”
• Grammar and punctuation
Grammar and punctuation makes the writing clear, engage the readers, avoid
miscommunication and make the communication effective. In professional
communication, grammar and punctuations help deliver correct information to the
readers. Without using the correct spelling, preposition, punctuation, verb tense,
article, conjunction and other basic grammar rules, it becomes difficult to read and
interpret the information.
Example - “Our client requires the use of word processing programs, blogging
platforms, design tools, communication tools and collaboration apps for their
next project.”
Characteristics of Written Communication
Written communication is a creative activity and it requires creative facts. The main
characteristics of a written communication are as follows –
• Written form
Written communication is an effective process of transferring a message. The sender
writes the message in the form of a letter, report, chart, diagram, questionnaire and
passes to the receiver.
• Creative activity
Written communication is a creative activity and all creative activities are produced
by the human mind.
• Human activity
Human-being can write or explain an idea, opinion and information in written form
and therefore it is a human activity.
• Language
Written communication can be expressed in a language. The selection of the
language depends on the convenience of the sender and the receiver.
• Permanent record
Written communication has proof of evidence, thereby providing a permanent record
for future reference.
• Legal evidence
When the message is transferred through written communication, these can/are also
used as legal evidence.
• Lengthy process
The process of written communication is very lengthy. The message is transferred in
this process through several channels thereby taking time.
• Accuracy
Written messages are generally prepared in a peaceful environment and is more
effective in achieving future goals of an organization. Therefore, it is prepared by the
sender with and accuracy.

Written Communication - Advantages and Disadvantages

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. While speech is spontaneous, writing causes delay and
takes time as feedback is not immediate.
Advantages of Written Communication from an organization’s perspective -
• Written communication helps in laying down principles, policies and rules for
running an organization.
• It is a permanent means of communication. A written communication is always
useful where record maintenance is required.
• It assists in proper delegation of responsibilities. While in case of an oral
communication, it is impossible to fix and delegate responsibilities on the
 ground of speech as it can be taken back by the speaker or the speaker may
refuse to acknowledge it.
• Written communication is more precise and explicit.
• Effective written communication develops and enhances an organizations
image.
• It provides ready records and references
• Legal defences can depend upon written communication as it provides valid
records.
Disadvantages of written Communication from an organization’s perspective -
• 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.
• 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 emails burden is involved.

Purpose of Communication
In order to communicate successfully to a particular audience, understanding the
purpose of writing is important. Purpose is the reason or reasons why a person
composes a particular piece of writing . Focussing on the purpose as one writes
helps a person to know what form of writing to choose, how to focus and organize
the writing, what kind of evidence to site, how formal or informal the writing style
should be and how much should be written. Following are the eleven main purpose
of writing among others –
• To express
• To describe
• To explore/ learn
• To entertain
• To inform
• To explain
• To argue
• To persuade
• To evaluate
• To problem solve
• To mediate
• To Express
In expressive writing, the writer's purpose or goal is to put thoughts and feelings on
the page. Expressive writing is a form of personal writing. Usually, expressive writing
is informal and is not intended for outside readers. Journal writing is a form of
expressive writing. However, one can write expressively for other readers when they
write poetry (although not all poetry is expressive writing). One can write expressively
in a letter or may include some expressive sentences in a formal essay intended for
other readers.
 • To Describe
Descriptive writing portrays people, places, things, moments and theories with enough
minute detail to help the reader create a mental picture of what is being written about.
Description allows the audience to feel as though they are a part of the writer's
experience of the subject.
• To Explore/ Learn
In exploratory writing, the writer's purpose is to ask key questions and reflect on topics
that defy simple answers. In those topics where intuition and reflection are more
important than rational analysis or argumentation, writers focus more on their journey
of discovery than on any definite answers. In exploratory writing, the readers are
companions, sharing the journey of discovery, listening to the thoughts and reflections.
• To Entertain
As a purpose or goal of writing, entertaining is often used with some other purpose,
which can be, to explain, to argue, or to inform in a humorous way. Sometimes,
entertaining others with humour can be the main goal. Entertaining may take the form
of a brief joke, a newspaper column, a television script or an internet home page titbits
but its goal is to relax the audience and share some story or surprising actions.
• To Inform
Writing to inform is one of the most common purposes for writing. Most journalistic
writing fits this purpose. A journalist uncovers the facts about some incident and then
reports those facts, as objectively as possible, to his or her readers. Of course, some
bias or point-of-view is always present, but the purpose of informational or reportorial
writing is to convey information as accurately and objectively as possible. Other
examples of writing to inform include laboratory reports, economic reports and
business reports.
• To Explain
Writing to explain, or expository writing, is the most common of the writing purposes.
The writer's purpose is to gather facts and information, combine them with his or her
own knowledge and experience and clarify for some audience who or what something
is, how it happened or should happen, and/or why something happened. Explaining
the who’s, what’s, how’s, why’s, and wherefores requires that the writer to analyze the
subject and show the relationship of those parts. Thus, writing to explain relies heavily
on definition, process analysis, cause/effect, analysis and synthesis.
• To Explain
Explaining goes one step beyond informing or reporting. A reporter merely reports
what his or her sources say or the data indicate. An expository writer adds his or her
particular understanding, interpretation, or thesis to that information. An expository
writer says this is the best or most accurate definition of literacy or the right way to
make a dish or the most relevant causes of an accident.
• To Argue
An arguing essay attempts to convince its audience to believe or act in a certain way.
Written arguments have the following key features -
o A debatable claim or thesis - The issue must have some reasonable
arguments on both (or several) sides.
o A focus on one or more of the four types of claims - Claim of fact, claim
of cause and effect, claim of value, and/or claim of policy (problem
solving).
 o A fair representation of opposing arguments combined with arguments
against the opposition and for the overall claim.
o An argument based on evidence presented in a reasonable tone.
Although appeals to character and to emotion may be used, the primary
appeal should be to the reader's logic and reason.
• To Persuade
Although the terms argument and persuasion are often used interchangeably, the
terms do have slightly different meanings. Argument is a specific type of persuasion
that follows certain ground rules. Those rules are that opposing positions will be
presented accurately and fairly and that appeals to logic and reason will be the primary
means of persuasion. Persuasive writing may, ignore those rules and try any strategy
that might work. Advertisements are a good example of persuasive writing. They
usually do not fairly represent the competing product, and they often appeal to image,
to emotion, to character, or to anything except logic and the fact, unless those facts
are in the product's favour.
• To Evaluate
Writing to evaluate a person, product, thing, or policy is a frequent purpose for writing.
An evaluation is really a specific kind of argument and it argues for the merits of the
subject and presents evidence to support the claim. A claim of value - the thesis in an
evaluation - must be supported by criteria (the appropriate standards of judgment) and
supporting evidence (the facts, statistics, examples, or testimonials).
• To Problem Solve
Problem solving is another specific type of argument. The writer's purpose is to
persuade his audience to adopt a solution to a particular problem. Often called "policy"
essays because they recommend the readers adopt a policy to resolve a problem,
problem solving essays have two main components as mentioned under - a
description of a serious problem and an argument for specific recommendations that
will solve the problem.
• To Mediate
Traditional argument, like a debate, is confrontational. The argument often becomes
a kind of “war” in which the writer attempts to “defeat” the arguments of the opposition.
Non-traditional kinds of argument use a variety of strategies to reduce the
confrontation and threat in order to open up the debate as follows -
o Mediated argument follows a plan used successfully in labour
negotiations to bring opposing parties to agreement. The writer of a
mediated argument provides a middle position that helps negotiate the
differences of the opposing positions.
o Rogerian argument also wishes to reduce confrontation by encouraging
mutual understanding and working toward common ground and a
compromise solution.
o Feminist argument tries to avoid the patriarchal conventions in traditional
argument by emphasizing personal communication, exploration, and
true understanding.
Clarity in Writing
Clarity in writing means the ease with which a reader can understand you. It means
avoiding unintended ambiguity or confusing sentence structure. Clarity in writing refers
to writing’s ability to convey -
• Coherent, intelligible meaning - readers can understand the writing and what
the author is trying to say, to a reasonable degree.
• Sharpness of image or idea - clarity allows light to refract the thoughts better,
making what the writer wants to convey sharper and clearer.
Clarity is a characteristics of a speech or a composition that communicates effectively
with its intended audience. In general, the qualities of a clearly defined composition
will include carefully defined purpose. Logical organization, well-constructed
sentences and precise word choice. Clarity improves connection and engagement
because it increases because it increases trust and transparency. Clarity exposes by
unveiling expectations. Clarity tells people exactly what one wants. Testing the
message reduces misrepresentation and failures in communication.
Clarity means the writer as a sender of the message will deliver a specific message
which should have a very specific goal. So rather trying to say too many thing at the
same time, the writer has to make sure to state clearly what he/she wants the audience
to do. Here the writer needs to make it clear about the intention of his/her message.
Writing clearly and concisely means choosing the right words precisely and
constructing the sentences carefully to eliminate unnecessary things and using
grammar properly. By writing clearly and concisely, the writer will get straight to his
point in a way the audience can easily comprehend. Following are the ways to improve
clarity in writing –
• Making few to no assumptions about the readers prior knowledge
• Watching the choice of words being used – Delivery matters almost as much
as content does.
• Reducing and eliminating unnecessary verbiage, if it doesn’t contribute to the
argument or the message.
• Staying focussed.
Principles of Clarity in Writing
One of the key elements of effective communications is clarity. Your persuasiveness,
accuracy or interesting subject matter cannot achieve your objectives if the audience
is struggling to understand your message. Following are the ten basic principles for
having clarity in writing -
• Use of short active verb
Simple words have the ability to get the point across more quickly than complex words
and using the active voice makes it obvious who did what to whom (or what).
Additionally, simple words and the active voice make the text direct and concise, which
means it will be easily understood.
Example - It runs like a well-oiled machine (simple verb, active voice) works
better than it operates like a well-oiled machine (more complex verb) or it is
run like a well-oiled machine (passive voice).
• Be Concise
Unnecessary words dilute the meaning of the message so it is better to read through
the drafts in order to look for sentences or words that are redundant (needlessly
repetitive) or otherwise not required. Being concise does not mean that all your
sentences must be brief. A sentence without unnecessary words can still be relatively
lengthy, and an interesting text typically has a variety of sentence lengths. As a rule,
aim for an average sentence length of 12-25 words.
Examples - In the phrase connect together, the word together is redundant.
Another example are these two sentences - Henry is not like William. Henry
takes more risks. They can be combined into one - Henry takes more risks than
William.
• Be Specific
The more specific the writing is, the more likely people are to understand the writer.
Example - Senior vice president is more specific and precise than mentioning top
executive.
• Use familiar words
Acronyms and jargon are shortcuts of communication and they are not effective unless
the majority of readers understand the references or the context of it being used with.
It is better to use such things only if you the writer think at least 95 percent of the
audience will understand them.
• Provide context
When the writer know the subject well, it is easy to forget that most of your readers do
not have access to the same information. Every message needs a context in order to
be clearly communicated. Following points need to be kept in mind while providing the
content to the audience -
o How much background knowledge about the subject does the audience
have? Given the purpose of the message, what information should be
given?
o If the message contains photos or illustrations, are they clearly related to
the subject via their placement and captions?
• Watch for misplaced phrases
The placement of phrases can cause a hindrance or clarify the meaning of the
sentence.
Example - Having been a member of the association for decades, I believe that
Mr. Gupta deserves to be named emeritus. In the sentence above, does the
phrase having been a member of the association for decades refer to the writer
or to Mr. Gupta? By comparison, this revised sentence is much clearer: I
believe that Mr. Gupta, having been a member of the association for decades,
deserves to be named emeritus.
• Organize the text
Make sure that the content is organized in a way that allows the audience to progress
smoothly from a point to another point smoothly. The order chronological or narrative
(as in a story progression), logical or categorical (arranging points into specific
groupings). Other options include spatial (using geographical location or physical
size), cause and effect, problem and solution, compare and contrast, order of
importance or step-by-step instructions.
• Make sure the points always support the writers position
Everything included in the writeup should reinforce the writer’s main message. This
can include testimonials, study results, guarantees, comparisons, observations or just
details about your product or service.
• Pay attention to commas
Missing or superfluous commas can change the meaning of a sentence.
 Example - Originally selected students… has a different meaning
than Originally, selected students…
• Tell readers what to do
Often the writer sends out perfectly-written, persuasive text, but most often it is
forgotten to tell the audience what to do. Most people are busy and distracted, they
might not be sure what is expected of them unless it is being told to them. If the writer
wants them to write, call, remember the products or expect a call, then the same must
be said or communicated so.

Principles of Effective Writing

• Principle1 - 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.
• Principle 2 - Write coherent paragraphs
One paragraph is one unit of thought. Do not include sentences that are not related to
the main thought into the paragraph.
• Principle 3 - Use short sentences
Using short sentences makes it easier for the reader to understand the intended
messages. Every long sentence can be broken down into several short, simple
sentences.
• Principle 4 - Be specific
If one mentions something in writing, the reader needs to know exactly what is being
discussed, otherwise there is no need to mention it. Being specific does not mean
increasing the length of the writing by adding many details. It is more about using the
precise terms and being factual.
• Principle 5 - Omit redundant words
Delete words that do not convey any valuable information. It is very easy to
miss the intended message in the clutter of words and expressions that are not
necessary for transmitting the message. Declutter writing to reduce its length and
make it easier for a reader to understand the message.
• Principle 6 - 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.
• Principle 7 - 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 8 - Avoid jargon, idioms, acronyms, and cultural references
Avoid jargon, idioms, acronyms, and cultural references to make the intended
message easy to understand for a broader audience. In some situations, jargon,
idioms and cultural references can make the message easier to understand. They can
also make the message more vivid and memorable. All this happens under the
condition that the writer and his or her audience share a common professional,
linguistic, and cultural background.
 • Principle 9 - Structure the writing
Any written message should have a simple and clear logical structure. A well-
structured message has a clear roadmap for the reader to follow. This roadmap
has enough signs and clues that help a reader to travel from start to finish. One
should always put some thought into the structure of a paragraph or a report before
writing.
• Principle 10 - Put important things first
The essence of the message should be stated upfront. The first part of the message
should contain not only the main idea but also a brief justification as to why the
message is important. Clearly articulating the importance of the message can
motivate the readers to understand and remember the message. All the details,
clarifications and examples should follow the main message, not precede it.
• Principle 11 - Avoid strong claims and hype
Avoid strong claims and hype in formal writing. Any kind of extreme position is usually
wrong by definition. Moreover, hype language may make the reader doubt whether
the message can be trusted or not. Give the reader facts and let him or her decide
whether this is “without any doubt the most effective solution.”
• Principle 12 - Be factual
In order for writing to be effective in transmitting useful information, one needs to
concentrate on facts. Facts should be separated from emotions and interpretations of
those facts.
• Principle 13 - Pay attention to spelling
Spelling mistakes can lead to two problems. First, it makes a literate reader “stumble”-
--- the reader pauses for a moment to register a misspelled word and figure out the
correct spelling of the intended word. Second, spelling errors also make it less likely
that the reader will take the written message seriously or remember it.
• Principle 14 - Pay attention to grammar
It is important to master some of the most important rules of grammar. These rules are
useful conventions that aid in delivering a message. Violating these conventions may
not conventions may not constitute a fatal flaw, yet may seriously distort the intended
message or simply distract the reader from understanding the intended message.
• Principle 15 - Use proper punctuation
Proper punctuation divides the written message into meaningful parts or shows the
relationships among those parts. This makes it easier for a reader to understand the
message understand the message.
• Principle 16: Use text formatting to aid understanding
Proper usage of fonts, in text formatting (bold, italics, underline) and spacing.
• Principle 17 - Use tables and figures to aid understanding
Tables and figures are important for organizing and communicating data in a way that
makes it easy for a reader to understand, analyze and interpret. Both tables and
figures should be accompanied by text that introduces a table or a figure and provide
analysis. Analysis should not duplicate the information provided by a table or a figure.
Example – If a table lists annual sales data of a company for the last five years,
it will be redundant to list those sales figures in a paragraph as well. Instead,
the related paragraphs should be used to provide some highlights, point to
trends or patterns, and provide interpretations for those patterns.
Writing Techniques
Having a good verbal skill set and an effective writing style is important for efficient
workplace communication. One of the first step in productive communication is to use
the writing style that fits the needs and will connect to the audience in the best possible
manner.
A writing style is the technique an writer uses to share their communication or
message with an intended audience. Although each writer's style may differ from one
another, the audience is an important part of the equation, as it's also necessary to
adjust the writing style depending on the purpose of the message and who is reading
it. For example, the writer may use one writing style to persuade a customer to buy
the company's product, but use another style to share a process update with internal
staff within the organization. Following are the most prevalent writing techniques
generally adopted –
1. Narrative writing
2. Descriptive writing
3. Persuasive writing
4. Expository writing
• Narrative writing
The narrative writing style is descriptive and tells a clear story with a beginning, interval
and end. Some writers in the narrative style use foreshadowing and flashbacks as
tools to engage with their audience, and they'll also use characters and dialogue to tell
a complete story. In the workplace, a sales team may use the narrative writing style to
give a sales pitch. Narrative writing style are used by writers in -
o Novels
o Short stories
o Memoirs
o Biographies
o Poems
o Screenplays

• Descriptive writing
Descriptive writing is primarily focused on details of things like a group of characters,
a setting or an event. The goal of this writing style is to make the reader feel as if they
are experiencing the events from the storyline for themselves. The writer may use
metaphors and similes to provide vivid images to the reader. Through this descriptive
language, the reader is better able to use all five senses to create a detailed image of
the story. Many times, descriptive writings are personal, subjective and short.
In the workplace, an example of a descriptive writing style would be the biographies
or autobiographies used to introduce an employee. The descriptive writing style both
provides information about an event and it incorporates sensory details into the
specifics of the event, objects or things the writer is featuring. Descriptive writing style
are used by the writers in -
o Poetry
o Personal journals
o Descriptive passages
o Diaries

• Persuasive writing
The persuasive writing style is used to convince the readers or decision-makers to
believe in the content that is produced. Persuasive writing is grounded in research and
logical reasoning, so the writer tries to convince the readers to agree to their views
through justification and logical points. This style of writing appeals to the reader's
emotional connection and attempts to persuade them to adopt the writer's opinions.
As the primary objective of persuasive writing is to sway a reader's thoughts, this style
of writing is often grounded in bias. Persuasive writing styles are used in -
o Company brochures
o Advertisements
o Opinion columns
o Business proposals
o Cover letters
o Recommendation letters
o Reviews

• Expository writing
The expository writing style is one of the basic techniques of writing used to inform the
reader or describe something to them. This style of writing is based on facts and does
not account for a writer's personal opinions on the subject. Instead, expository writing
answers readers' questions with the figures and descriptions that support the topic.
Expository writing also usually follows a logical order, so it's easier for the reader to
understand the content and gather the information they need or want. Expository
writing style are used in -
• Textbooks and educational articles
• Newsletters
• Instruction manuals
• Business, technical and scientific writing
• Recipes

The Writing Process

The writing process is something that no two people do the same way. There is no
"right way" or "wrong way" to write. It can be a very messy and fluid process and the
following are the commonly used steps in the writing process.
Steps of the Writing Process
Step 1 - Pre-Writing (Think and Decide)
• Make sure the assignment is understood – Papers or essays
• Decide on a topic to write about - Narrow the topic.
• Consider who will read the work - Audience and voice
• Brainstorm ideas about the subject – Prewriting strategies.
Prewriting is anything that is done before writing a draft of the document. It includes
thinking, taking notes, talking to others, brainstorming, outlining, and gathering
information (e.g., interviewing people, researching in the library, assessing data).
Although prewriting is the first activity that is engaged in, generating ideas is an activity
that occurs throughout the writing process.
Step 2 - Research, if required (Search)
• List places where information can be found.
• Do the research - Evaluating sources and primary vs secondary sources.
• Making an outline to help organize the research – Draw outlines.
Step 3 - Drafting (Write)
• Put the information researched into one’s own words - Paraphrases and
summary.
• Write sentences and paragraphs even if they are not perfect.
• Read what have been written and judge if it says what it is meant to be - Thesis
statement.
• Write some more - Incorporating references.
• Read it again.
• Write some more.
• Read it again.
• Write until everything has been written what has to be conveyed about the topic.
Drafting occurs when one put the ideas into sentences and paragraphs. Here one has
to concentrate upon explaining and supporting the ideas fully. Here ideas begin to
connect. Regardless of how much thinking and planning one does, the process of
putting the ideas in words changes them; often the very words one select evoke
additional ideas or implications.
Step 4 - Revising (Make it Better)
• Read what have been written again - Revising content
• Rearrange words, sentences or paragraphs.
• Take out or add parts.
• Do more research if needed.
• Replace overused or unclear words.
• Read the writing aloud to be sure it flows smoothly.
Revision is the key to effective documents. Here one needs to think more deeply about
the readers’ needs and expectations. The document becomes reader-centered. At this
stage prose is redefined, making each sentence as concise and accurate as possible,
making connections between ideas explicit and clear.
Step 5 - Editing and Proofreading (Make it correct)
• Make sure all sentences are complete - Editing and proofreading.
• Correct spelling, capitalization, and punctuation.
• Change words that are not used correctly or are unclear.
• Make sure appropriate style formatting is used.
• Have someone else check on the work.
Checking for things as grammar, mechanics, and spelling. The last thing one should
incorporate is the spell check for the document. Editing is the last step in writing and
done when all the other steps have been completed.
There are various electronic writing processes for communication. They are faster
than traditional modes of communication. Some of them are –
• E-mail - This option is the counterpart of traditional letter writing. There are
various emails service email service providers that offer this service.
• SMS - This helps to get short text messages across to others using the mobile
phone.
• Chatting apps - These can be used to send not just text messages but also
images, videos, documents, and more using smartphones provided there is an
active data connection on the device or a Wi-Fi connection. E.g. WhatsApp,
Viber.
Electronic communication (or e-communication) puts new demands on language that
prompts fascinating varieties in composed language utilize. The language of email,
chats, web-based discourses and SMS messages is set apart by highlights of both
casual speech and formal written work, a large group of content based symbols and
acronyms for overseeing social cooperation, and changes in spelling norms.