Written communication

Communication performed using any written format is called Written Communication and in today’s digital world where every second we update our status on social media or tweet for updates, written communication is the key to success.

 

It is word based communication such as letters, emails, memos, notices, notes, messages etc.

 

“The way you communicate reveals everything about you. Words are clothes your thoughts wear.” – Amanda Patterson

 

  • Good written communication skills

 

A sentence is a self-contained unit of meaning. And effective writing is constructed by putting sentences in sequence.

 

What is meant by good written communication skills?

 

Proper usage of grammar, spellings and punctuations is the key to good written communication skills.

 

  • How can you improve your skills?

 

Here are few tips which shall immediate make you master your written communication skills.

 

  • Write short and simple sentences. If you need to narrate more, then use compound or combine sentences but break the sentence into two parts to make it easier for the reader to understand.
  • Make short paragraphs, and limit the paragraph to three or four sentences. This allows the room for white space and makes the paragraph look neat.
  • Capitalize the first letter after full stop and learn to use proper punctuation marks.
  • Use people’s names, as it gains attention of the reader and they value reading that the message is specifically for them.
  • Be clear in the message and have a habit of reading the message once you have finished writing. Write to the point.
  • Be concise and use less number of words to communicate, this saves your time and also doesn’t create ambiguity.
  • Provide a complete response to all the questions being asked. And make a point you address each one.
  • Break down multiple topics using numbers and paragraphs.
  • Use a positive tone, the reader can figure out the tone easily with the kind of words you use.
  • Have it edited and if possible get it proof read from someone else also.

 

  • Advantages of written communication

 

Let us deep dive to understand how written communication affects our professional life and what its advantages are:-

 

  • Permanent record of the matter:- Unlike verbal communication, written communication is documented to all the facts and figures which can be stored for long or even forever.
  • Less Ambiguity: – Written communication ensures less ambiguity and there is a clear understanding too.
  • Considered as legal document:- Many a times the communication done if in written can be considered as a legal document
  • No probability of distortion:- Written document ensures we have covered all the points are covered and unlike verbal communication the speech cannot be distorted.
  • Creates confidence I people:- written communication builds confidence in people as the message is permanent in nature and one can bank on it.
  • Increases the image of the sender:- Person who writes beautifully, aptly is assumed to be well read and good communication skills creates an impact on the reader’s mind.
  • Gives accountability:- When you write, you create an accountability of the matter and the necessary details of the same. Unlike verbal communication doesn’t have any accountability?

 

  • Importance of written communication at work place & in personal life

 

Mostly people in today’s world are known for what they are and they do. Written communication is important to be good for personal as well as professional life.

 

  • Your personal and professional level of knowledge increases when you have good reading and writing skills.
  • You are being valued more by colleagues and relatives to have known the English language properly.
  • You can easily handle important documentation at personal as well as professional front like banking, drafting, email, policy making, notices etc.

 

The way digital space is moving, it has become imperative to express yourself on social media and networking platforms in written. Your English written communication skills endorses you a successful career where language is considered as an asset.

 

  • Do’s & Don’ts

 

Here are some dos’ and don’ts for written communication

 

Do’s Don’ts

 

DO Write with the reader in mind, so that you write to the apt point & you know whether the reader is technical or non-technical. DON’T over rely on your computer’s spelling or grammar checking. Proof read all the spellings and grammar.
DO keep writing as simple as possible, usually complex sentences creates ambiguity and then the communication is extended without any reason. DON’T joke sarcasm in written communication, firstly you don’t know what the reader’s frame of mind is and secondly you wouldn’t know how he reacts to it. The entire communication can be misunderstood.
DO structure your business and personal writing. The more you keep it organize; it creates an ease to read. DON’T be careless while writing the name of the recipient, check proper spelling, designation etc. This mistake may offend someone badly.

 

DO maintain a professional tone while writing whether you are aware or not about the recipient. Respect should come first. DON’T forget to include a call to action if needed. This will add to your business and also let ou measure response of what you send.
DO save the best document template for reference for future. DON”t be unprofessional or use slang language in your writing. The message can travel from one place to another and others may form an impression of your persona.

 

Have a successful and fruitful day ahead

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