Importance of Written Communication skill:
Business Writing vs Other Writing (See Below)
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. Effective writing is
pre-requisite of existence in modern set up and success in any business or
profession. Not all successful persons are good writers, but generally a close
correlation between success and effective written exists.
To be successful in any
field, one should master the skill and art of expressing oneself clearly and
precisely through written message. Written message whether on letter, report,
memo, etc. conveys a lot about writer’s personality. Well written and well
executed message not only helps the other person to understand the purpose of
conversation but also enhances the writer’s image. The importance of written communication can
be discussed under the following head:
1.
Easy to preserve: The documents of written
communication are easy to preserve. Oral and non-verbal communication
cannot be preserved.
2.
Easy presentation of complex matter: Written
communication is the best way to represent any complex matter easily and
attractively.
3.
Permanent record: The documents of written
communication act as a permanent record. When it is needed, important
information can be easily collected from the preserved documents.
4.
Prevention of wastage of time and money: Written
communication prevents the waste of money and time. Without meeting with each
other the communicator and communicate can exchange their views.
5.
Accurate presentation: Through
the documents of the written communication top executive can present the
information more accurately and clearly. As it is a legal document everybody
takes much care does draft it.
6.
Use as a reference: If
it is needed, written communication can be used as future reference.
7.
Delegation of authority: Written
communication can help the authority to delegate the power and authority to the
subordinate. It is quite impossible to delegate power without a written
document.
8.
Longevity: Written document can be
preserved for a long time easily. That is why; all the important issues of an
organization should be back and white.
9.
Effective communication: Written
communication helps to make communication effective. It is more dependable and
effective than those of other forms of communication.
10.
Maintaining image: Written
communication helps to maintain the images of both the person and the
organization. It also protects the images of the company or organization.
11.
Proper information: It
is a proper and complete communication system. There is no opportunity to
include any unnecessary information in a written document.
12.
Less distortion possibility: In
this communication system information is recorded permanently. So, there is
less possibility of distortion and alteration of the information.
13.
No opportunity to misinterpret: there
is any opportunity to misinterpret the information or messages of written
communication.
14.
Controlling tool: Written communication can
help to control the organizational activity. The written document may be used
as a tool for controlling.
15.
Easy to verify: The information and
messages that are preserved can be verified easily. If there arises any
misunderstanding any party can easily verify the information.
16.
Others: Clear understanding, Legal
document, Acceptability, Reduction of risk, Creating confidence, Easy
circulation, Wide access or coverage etc.
Business letter vs.
other letters
1.
Nature: Business letter or
commercial letter it is impersonal and universal in nature. But other letters may
be fully or partly personal in nature.
2.
Purpose: Business letter is
exchanging various business related issues and information. But other letters are
mainly exchanging personal or family related affairs and information.
3.
Scope: Business letter scope is
wide and contains various types of business information. But Scope of other
letters is limited and contains only personal information.
4.
Structure: Business letter follow
officially recognized structure. But other letters may or may not follow any
recognized structure.
5.
Formality: Business letter it
maintains formal rules and procedure. But other letters may be informal.
6.
Size: Business letter generally
it is concise in size and avoids irrelevant matter. But other letters may be
concise or large in size.
7.
Types: Business letter it can be
categorized differently. But other letters generally cannot be categorized.
8.
Language: Business letter language
should be easy and simple. But other letter’s language may easy, poetic,
emotional etc.
9.
Copy: Business letter copy of
business letter is preserved. But Copy of other letters may or may not be
preserved.
10.
Method: Business letter it uses
direct and persuasive method. But other letters may use only direct method.
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