A Complete Guide to Effective
Written Communication
Indeed Editorial Team
Updated April 12, 2023
Written communication is a crucial skill to have in the modern
information age. Most jobs require you to communicate in writing
through email, formal letters, notes, text messages or online
messaging. Written communication skills allow you to give direction
effectively.In this article, we define written communication and
discuss ways to communicate clearly using written communication.
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What is written communication?
Written communication is any written message that two or more
people exchange. Written communication is typically more formal
but less efficient than oral communication. Examples of written
communication include:
Emails
Text messages
Blog posts
Business letters
Reports
Proposals
Contracts
Job descriptions
Employee manuals
Memos
Bulletins
Instant messages
Postcards
Faxes
Advertisements
Brochures
News releases
Most businesses require and depend on written communication to
function and share information.Related: What is Written
Communication?
Qualities of effective written communication
All effective forms of written communication have these qualities:
Comprehensive: Includes all the relevant details
Accurate: All details are correct
Appropriate: Has the right tone and level of formality
Composition: Has correct spelling and grammar
Clear: Is understandable
Related: 4 Types of Communication (With Examples)
Ways to communicate clearly with written
communication
Effective writing allows the reader to understand everything you are
saying. Here are a few ways you can communicate clearly and
efficiently:
1. Identify and clearly state your goal
Effective written communication has an obvious goal that you
convey to the reader. Describe in clear words what you want the
reader to do or know.
2. Use the right tone
Tone can help your writing be more effective. Some forms of
communication, such as memorandums, require a formal tone.
Writing to a friend, however, requires an informal tone. The tone you
use depends on the purpose of the writing and the audience.
3. Keep it simple
Avoid jargon, expressions or big or complex words. You want to
make it easy for the reader to understand what you are saying,
regardless of their familiarity with your company or industry.
4. Stay on topic
Avoid irrelevant information. Clarity is essential. Keep paragraphs
and sentences short, as complicated and lengthy statements slow
the reader down. Only include words that add value to the reader
and focus on your main goal.
5. Use active voice
Active voice strengthens your writing and makes your statements
easier to understand. Active voice also engages the reader and
keeps their attention. An example of passive voice is, "The letter
was sent." You can communicate this statement more clearly and
concisely if you rewrite it in active voice: "I sent the letter."
6. Have someone proofread your writing
Correct punctuation, spelling and grammar are crucial. Have
someone read your writing before you send or share it. If no one is
available, then read it out loud to yourself.
7. Make it easy to read and scan
Emails, memos, letters and webpages with brief text and plenty of
white space are easier to read than text-heavy communications.
Break your content into easy-to-read and understandable paragraphs
or sections. This is particularly important when viewers read on a
screen, such as web content and emails. Use bullet points, headers
and short paragraphs to make your text easier to understand.
8. Be professional
When writing for work, keep the content professional. Avoid making
jokes or discussing sensitive topics that the reader might interpret
differently than you intended. A professional tone, particularly in
formal communications, makes it easier for the reader to trust and
respect you.Related: 11 Writing Strategies for Effective
Communication
9. Practice
The more you write, the stronger your written communication skills
get. Practice writing a variety of communication types frequently,
including:
Emails
Letters
Press releases
Blog posts
Memos
Reports
Website content
Consider writing hypothetical press releases and advertisement
copy, for example, rather than documents your organization plans to
send or publish. Have a friend or colleague read your writing and
give you feedback so you know what to improve when your manager
does ask you to write professional communication.
Show Transcript
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The importance of written communication in
business
Companies use written communication in nearly everything they do.
Here are several reasons this form of communication is important
for business:
Economical and efficient
Written communication is cost-effective. A letter, for instance, costs
less to make than a long-distance phone call but can communicate
the same thing. Letters are also accommodating. Professionals can
write letters at their convenience, and recipients can read them.
Alternatively, you might receive an important phone call any time of
day, including times when you are busy.Written communication is
ideal for sending messages that are not urgent. For example, you
can send a simple postcard or letter to thank a client or inform
customers about order updates.
Accuracy
Many business communications are long and complex. Carefully
written letters help ensure that even complicated communications
are accurate. Miscommunications are more likely to occur with
verbal communications such as phone conversations.
Record-keeping
Written communication, particularly when signed by one or more
parties, is more official than verbal communication. It serves as a
permanent record of an agreement, conversation or deal, and you
can refer to it in the future.
Goodwill and branding
The best way to convey communications such as invitations,
seasonal greetings, thank-you letters, congratulatory messages and
condolences is in writing. Personalized written messages help
develop positive and respectful professional relationships. You can
also use letters to promote customer relationships, create a positive
impression and build goodwill. For example, you might send a
professional contact a written note for their birthday, when their son
or daughter gets married or when they receive a promotion.Written
business letters make these situations more personal and promote
friendship. For this reason, they are indirect business promotion
tools.Besides communicating information and building goodwill,
letters also help create a positive image of the company that sends
them. Every letter a company sends is a goodwill ambassador that
speaks for the organization's values and quality.
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