Written Communication

Definition: The Written Communication refers to the process of conveying a message through the
written symbols. In other words, any message exchanged between two or more persons that make use
of written words is called as written communication.

The written communication is the most common and effective mode of business communication. In any
organization, the electronic mails, memos, reports, documents, letters, journals, job descriptions,
employee manuals, etc. are some of the commonly used forms of written communication.

Such communication is used when the information to be transmitted is lengthy and includes some
complex terms that cannot be explained verbally. Also, the organizations maintain their documents in
writings such that these can be used as a reference and evidence of any transaction anytime in the
future. Thus, it is essential for every business organization to develop effective writing skills and
inculcate this in all its employees.

The effectiveness of written content depends on the correct choice of words, their organization into
correct sentence sequence and the cohesiveness in the sentences. The information in writing is
considered more legal and valid than the spoken words. Also, people rely more on the written content
than what has been said orally. But, however, unlike verbal communication the feedback of written
communication is not immediate since it is not spontaneous and requires time to get into the
understandable form.

What are the different types of written communication?

What are the different types of written communication

There are many different types of written communication in the case of a business that can be used for
some purpose or another. But all of these can be classified into three different types. These are as
follows:

1. Transactional Written Communication

It refers to those written communications where a message is sent to get a response from the reader. It
includes requesting a meeting, asking a favor, or a quick clarification.

The sender can choose the tone and voice because, ultimately, they will receive a message back. The
best medium for this is usually an online medium. It is the fastest medium and thus most appropriate for
transactional written communication purposes.

2. Informational Written Communication

It includes the sender delivering a message for the benefit of the receiver. It is less dependent on the
reader, and thus no response is required here except in case the reader has some queries or doubts.
It can be done through offline or online channels. Examples of this can be an email or a memo sent to an
individual or a group.

3. Instructional Written Communication

It gives the receiver instructions or directions regarding a specific task. Thus, these messages should be
detailed and easy to understand. It includes the basics, which is also a good idea to give the receiver a
clear and thorough understanding of the topic.

The format here is more important than the method. Step by step instructions, along with making use of
bullet points or numbering phrases is always advisable and a great idea.

What are the advantages and disadvantages of written communication?

Written communication is one of the most potent forms of communication. It has been in use for a long
time. As this form of communication is evolving more and more, it is bringing about a significant change
in the way communications are being conducted, especially in the world of business. It has many
aspects, as well. Given below are a few advantages and disadvantages to this form of communication.

Advantages:

There is no need to deliver the message in the spur of the moment immediately. It can be edited and
revised several times before delivering it.

They provide the receiver with ample time to read and review the message thoroughly before replying
as well.

It provides a permanent record of the messages and information exchange. These are easy to track and
to study later.

Disadvantages:

Instantaneous replies and feedbacks are not possible as it is in case of oral communication which
sometimes leads to frustration and uncertainty in the business.

These messages take more time to compose as well as more effort and skill
Letter

A letter is a written message conveyed from one person (or group of people) to another through a
medium. The term usually excludes written material intended to be read in its original form by large
numbers of people, such as newspapers and placards, although even these may include material in the
form of an "open letter". The typical form of a letter for many centuries, and the archetypal concept
even today, is a sheet (or several sheets) of paper that is sent to a correspondent through a postal
system. A letter can be formal or informal, depending on its audience and purpose. Besides being a
means of communication and a store of information, letter writing has played a role in the reproduction
of writing as an art throughout history.Letters have been sent since antiquity and are mentioned in the
Iliad.Historians Herodotus and Thucydides mention and use letters in their writings.

Letter Writing

Letter Writing is simply 'The way or method of writing a Letter'. Letter Writing is an Art, one, which not
all of us are proficient in or appropriate as per conventional wisdom. Before, we focus our attention to
Letter Writing, let us understand what a Letter is? A Letter is a written message, request for assistance or
employment or admission to a school. Letters have played and are still playing an important role in
communication throughout the world. Paper Letters have been in existence from the time of ancient
India, ancient Egypt and Sumer, through Rome, Greece and China, up to the modern times. Paper letters
were once the most and at times the only reliable means of communication between two people in
different locations. Its format and importance has changed with evolution of technology, especially with
advent of email.

Types of Letters

There are various kinds of letters like Address Change Letter, Business Letter, Cover Letter, Farewell
Letter, Get Well Letter and so on. These different types of letters are different in their subject, occasion
and purpose. They have various criteria like format, length, vocabulary, language and other essentials
which need to be followed.

The most widely acceptable types of letters are:

Formal Letters

Formal letters are those letters which follow certain styles of writing a letter. They are known as formal
letters because they are written in accordance with certain established practices. Such letters are mostly
used in working environments like various offices and businesses and have very meagre emotional
language. Formal letters are mostly written by officials and businessmen.
Informal Lette rs

Informal letters are those letters which are written with minimalistic rules, thus the term informal
letters. Informal letters are personal correspondences and that is why they do not require as much of a
rule observance as compared to the formal letters. Informal letters are mostly written by relatives,
friends, peers etc. of the recipient. The purpose of writing informal letters is socialisation and
information exchange.

Informal and Formal Letters are further subdivided into various categories which further may have their
own subcategories

As is evident from the above mentioned, certain letters have been categorised under both informal and
formal types of letters. This is because certain letters have informal ingredients even when they are
written within the parameters of formal letters. The above categorisation is just to show a division and
not to strictly confine a letter to just one category only. Certain letters are strictly formal as they have to
follow certain regulations and their use is restricted to just the official environment. And some formal
letters when written to express emotions within a working environment use informal language as
without using the informal language the letters wouldn’t be able to properly express the emotions they
want to.

2-3 types of salutations are acceptable for informal letters as there is not much need of formality

Length of the letter is very important and it shouldn’t be too long

Length of the informal letters varies depending upon the subject matter

Closing or Complimentary gestures vary in formal letters

Closing or Complimentary gestures don’t vary as much in informal letters

Letter Head is a conventional practice in formal letters

Letter Head is not a conventional practice in informal letter

Letters can also be categorised as per their purposes. Since most of the letters are written for academic,
business, personal and reference purposes they can be categorised in a similar manner

The most common purposes for which letters are written divide them into

Academic Letters – Letters concerned with academic affairs of various academic institutions or
pertaining to academics under various capacities are known as academic letters.

Some of the types of academic letters

Announcement Letter,Application Letter,Leave Letter,Recommendation Letter

Business Letters – Letters written for purpose related to business and its’ relative processes are known
as business letters.

Some of the types of business letters

Acceptance Letter,Acknowledgement Letter,Adjustment Letter,Request Letter,Resolution Letter

Sales Letter

Personal Letters – Letters written for sharing personal information, views, opinions etc. are known as
personal letters. They are akin to Informal Letters.

Some of the types of personal letters

Cancellation Letter ,Condolence Letter,Farewell Letter,Friendly Letter,Get Well Letter,Holiday Letter

Reference Letters - Letters written by an authoritative person for an acquaintance, to introduce the
acquaintance to the concerned for employment, admission and/or other objectives. These letters are
similar to formal letters.

Some of the types of reference letters

Adoption Reference Letter,Business Reference Letter,Character Reference Letter,Employer Reference

Letter / Job Reference Letter,Scholarship Reference Letter,Teacher Reference Letter