{"id":56999,"date":"December 09, 2021","title":"The Art of Effective Written Communication","content":"<h3>Summary<\/h3>\n<ul>\n<li aria-level=\"1\">What is written communication?<\/li>\n<li aria-level=\"1\">Types of written communication<\/li>\n<li aria-level=\"1\">The importance of communication in writing<\/li>\n<li aria-level=\"1\">Advantages of written communication<\/li>\n<li aria-level=\"1\">Tips to improve written communication skills.<\/li>\n<\/ul>\n<p>Written communication is any form of communication that is presented in writing. It could be a formal or informal letter, an email, or any written message.<\/p>\n<p>It is communicated through characters or symbols which is understood by the audience it is intended for.<\/p>\n<p>Going back to the ancient world, written communication has been in use since the earliest man learned to communicate.<\/p>\n<p>The <a href=\"https:\/\/www.thoughtco.com\/proto-cuneiform-earliest-form-of-writing-171675#:~:text=Proto-Cuneiform%3A%20Earliest%20Form%20of%20Writing%20on%20Planet%20Earth,or%20dairy%20products%20to%20individuals.%20More%20items...%20\">earliest form of writing<\/a> dates back to around 3200BC, in Mesopotamia, where symbols were engraved into puffed-up clay tablets.<\/p>\n<p>These symbols were used as documentary proof of grain production and trade during that period. These symbols that were engraved, though not uniform, were understood by those for whom it was intended. That is the beauty of written communication skills.<\/p>\n<h4>Types of Written Communication<\/h4>\n<p><img loading=\"lazy\" loading=\"lazy\" decoding=\"async\" class=\" wp-image-57022 aligncenter\" src=\"https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Type-300x200.jpg\" alt=\"Type written on wooden blocks\" width=\"441\" height=\"294\" srcset=\"https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Type-300x200.jpg 300w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Type-1024x682.jpg 1024w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Type-768x512.jpg 768w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Type-1536x1024.jpg 1536w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Type-330x220.jpg 330w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Type-420x280.jpg 420w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Type-615x410.jpg 615w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Type-860x573.jpg 860w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Type.jpg 1700w\" sizes=\"auto, (max-width: 441px) 100vw, 441px\" \/>There are many\u00a0types of written communication. If we consider ancient written communication, we would have to include writing and carvings on stone, rock, cave walls, clay moulds and papyrus leaves.<\/p>\n<p>Coming to the modern era, written communication can take the form of formal or informal letters, emails, brochures, leaflets, advertisements, graphs and much more.<\/p>\n<p>Whatever the\u00a0type of written communication, the point is that it should be understood by the audience it is intended for.<\/p>\n<p>Having good\u00a0written communication skills\u00a0is important, not only for students but also for working people.<\/p>\n<p>Again, the\u00a0types of written communication\u00a0can be classified according to the tone of the communication.<\/p>\n<p>Accordingly, written communication can be classified into three types:<\/p>\n<h5>1. Transactional Written Communication<\/h5>\n<p>This\u00a0type of written communication\u00a0refers to that communication that requires at least two people; the sender and the receiver.<\/p>\n<p>This sender communicates to the receiver with the intention of receiving a response from the latter. It is two-way written communication.<\/p>\n<h5>2. Knowledge Communication<\/h5>\n<p>Knowledge communication refers to written communication that provides information to the audience, irrespective of whether the audience uses the information or not.<\/p>\n<p>The intention is to make the audience aware. A perfect example of this kind of communication is an advertisement.<\/p>\n<h5>3. Directional Communication<\/h5>\n<p>This\u00a0type of communication\u00a0gives the receiver certain instructions to follow. A recipe or a map are examples of directional communication.<\/p>\n<p>Notice that in all three\u00a0types of communication, the main intention is to transfer information from one end to another and ensure that the receiver understands the communication.<\/p>\n<h4>Why Are\u00a0Written Communication Skills\u00a0Important in Today&#8217;s World?<\/h4>\n<p>Written communication skills\u00a0are important, firstly because it is documented proof. Once a letter has been submitted it is evidence or proof of its existence. Therefore, having good\u00a0written communication skills\u00a0is important so that the right intention is put forth.<\/p>\n<h5>Let\u2019s Look at Some More Aspects of The Importance of Written Communication<\/h5>\n<p>Written communication has intention and purpose. It is meant for the receiver to understand. It is important to have good\u00a0written communication skills\u00a0to enable the receiver to understand its purpose.<\/p>\n<p>If the purpose of written communication is not communicated well, then it is very difficult to understand and may not serve the purpose.<\/p>\n<p><a href=\"https:\/\/collegemarker.com\/blogs\/the-art-of-communication\/\">Effective communication skills<\/a> are important for students as well as the working population. The\u00a0importance of communication skills\u00a0can be seen during examinations for a student or instructional communication in an office.<\/p>\n<p>For a student, writing clear answers that portray to the examiner his or her level of understanding of the concept, is very important.<\/p>\n<p>The main intention of examinations is to ensure that students have understood the concepts taught in the classroom.<\/p>\n<p>If a student has understood the concept but is unable to effectively communicate the same in writing, the student would necessarily lose marks.<\/p>\n<p>Therefore, learning effective\u00a0written communication skills\u00a0are important for students<\/p>\n<p>Similarly, in a workplace, instructional written communications are common. An officer may communicate to another, in writing, a list of jobs to be completed.<\/p>\n<p>If this communication is not written well, the work will not be done accordingly and the work suffers. Here also, we can see the\u00a0importance of written communication\u00a0at the career level too.<\/p>\n<h4>Advanatages of Written Communication<\/h4>\n<p><img loading=\"lazy\" loading=\"lazy\" decoding=\"async\" class=\" wp-image-57023 aligncenter\" src=\"https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Benefits-300x200.jpg\" alt=\"Benefits\" width=\"420\" height=\"280\" srcset=\"https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Benefits-300x200.jpg 300w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Benefits-1024x682.jpg 1024w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Benefits-768x512.jpg 768w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Benefits-330x220.jpg 330w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Benefits-420x280.jpg 420w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Benefits-615x410.jpg 615w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Benefits-860x573.jpg 860w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Benefits.jpg 1280w\" sizes=\"auto, (max-width: 420px) 100vw, 420px\" \/>Now that we know the\u00a0importance of written communication skills, the advantages of written communication\u00a0will follow. Possessing effective\u00a0written communication skills\u00a0has several advantages.<\/p>\n<h5>1. Eliminates the Need for Voice Modulation and Control<\/h5>\n<p>One of the main\u00a0advantages of written communication\u00a0is that, unlike oral or verbal communication, the communicator need not pay attention to voice tone, pitch, or sound.<\/p>\n<p>Written communication eliminates the need for all these. However, keep in mind that the style of writing may at times affect the intention of the communication.<\/p>\n<h5>2. Chance to Edit<\/h5>\n<p>All written communication channels have a chance to be proofread many times before communicating it. This means there is less chance of any mistakes in the communication.<\/p>\n<p>Whereas, in oral communication, something once said, is already heard and cannot be taken back.<\/p>\n<p>Many live examples show the\u00a0importance of written communication\u00a0in this regard. Several eminent personalities like politicians and film stars are often quoted making controversial oral statements at open rallies or events.<\/p>\n<p>These statements once made, become controversial, demanding apologies from the masses. Apologies are usually made in writing so that it goes on the record.<\/p>\n<p>Thus, reiterating the fact that oral communication cannot be taken back, but written communication can be proofread before publication, thereby eliminating the chances of mistakes and errors.<\/p>\n<h5>3. Written Communication Is Not Lost<\/h5>\n<p>When we say written communication is not lost, we mean that written communication is always on the record. It could be in the form of emails, letters, memos, or advertisements.<\/p>\n<p>Whatever the form of written communication, it is always there for revisits. You can always take up an old written communication and refer to it sometime in the future.<\/p>\n<p>Written communications are almost permanent unless intentionally deleted by a party. This is also an important\u00a0advantage of written communication.<\/p>\n<h5>4. Time on Hand<\/h5>\n<p>Another\u00a0advantage of written communication\u00a0is that the receiver has ample time to read the communication, think, analyse and then act on it. Unlike oral communication, which most of the time, requires immediate responses.<\/p>\n<p>Apart from the receiver having ample time to respond to written communications, another\u00a0advantage of written communication\u00a0is that it <a href=\"https:\/\/collegemarker.com\/blogs\/the-importance-of-time-management-for-students\/\">saves time<\/a>.<\/p>\n<p>For example, you would like to send a communication to your colleagues reminding them of the meeting at 3 pm. In such a case, a simple SMS or email informing them of the same will serve the purpose.<\/p>\n<p>In contrast, oral communication requires you to inform each one personally. This is time-consuming, unlike written communication which is fast and more effective.<\/p>\n<h5>5. Serves as A Reminder<\/h5>\n<p>Written communications are physical documents.\u00a0Therefore, it serves as a reminder for those who have to act on the communication.<\/p>\n<p>This is one of the\u00a0benefits of written communication. For example, sending a written invitation to a friend for your birthday party is more effective than letting them know by word of mouth.<\/p>\n<p>Written communication serves as a constant reminder, unlike oral communication that could be forgotten.<\/p>\n<h5>6. Written Communication Is More Effective<\/h5>\n<p>One of the\u00a0benefits of written communication\u00a0is that it is more effective than verbal communication. People are more likely to believe something that is written rather than something that was said.<\/p>\n<h5>7. Comfort Zone for Introverts<\/h5>\n<p>Introverts are more comfortable writing rather than communicating orally. It gives them the freedom to voice out their thoughts, which otherwise they might not have been able to do orally. Writing is the comfort zone for introverts.<\/p>\n<p>Now that we have seen\u00a0what are the benefits of written communication, let\u2019s look at some\u00a0ways to improve written communication skills\u00a0so that it is more effective and productive.<\/p>\n<h4>Fantastic Tips to Improve Written Communication Skills<\/h4>\n<h5><img loading=\"lazy\" loading=\"lazy\" decoding=\"async\" class=\" wp-image-57026 aligncenter\" src=\"https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Helpful-tips-300x200.jpg\" alt=\"Helpful tips\" width=\"492\" height=\"328\" srcset=\"https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Helpful-tips-300x200.jpg 300w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Helpful-tips-1024x683.jpg 1024w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Helpful-tips-768x512.jpg 768w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Helpful-tips-1536x1025.jpg 1536w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Helpful-tips-330x220.jpg 330w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Helpful-tips-420x280.jpg 420w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Helpful-tips-615x410.jpg 615w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Helpful-tips-860x574.jpg 860w, https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/Helpful-tips.jpg 2000w\" sizes=\"auto, (max-width: 492px) 100vw, 492px\" \/><\/h5>\n<h5><\/h5>\n<h5>1. Legible Handwriting<\/h5>\n<p>If your written communication is a handwritten piece, it must be legible and easy to read. Having an illegibly written document will be difficult to read and may not be understood by the receiver.<\/p>\n<p>Therefore, an important\u00a0tip to improve written communication skills\u00a0is to <a href=\"https:\/\/collegemarker.com\/blogs\/good-handwriting-how-important-is-it\/\">practice good handwriting<\/a>.<\/p>\n<h5>2. Know Your Target Audience<\/h5>\n<p>One of the\u00a0ways of improving written communication\u00a0is to know your target audience. Age, type, occasion are all factors that determine your intention.<\/p>\n<p>If you are communicating with a young crowd, remember to keep the piece modern and futuristic, at the same time simple to understand.<\/p>\n<p>This way you can capture the attention of the audience. Different audiences demand different styles of writing- act accordingly.<\/p>\n<h5>3. Language<\/h5>\n<p>The most important part of written communication is the language which you use.\u00a0Written communication demands that a person knows the language well.<\/p>\n<p>Writing in a language that you do not know may result in a different meaning altogether. Therefore, knowing the language before writing is an important\u00a0tip for written communication.<\/p>\n<h5>4. Presentation<\/h5>\n<p>Another method of\u00a0how to improve written communication skills\u00a0is to present them well. A lengthy written piece may not attract the attention of the reader.<\/p>\n<p>Whereas a short, crisp, to-the-point article can capture the attention span of the <a href=\"https:\/\/collegemarker.com\/blogs\/strategical-tips-to-become-a-good-reader\/\">reader<\/a>.<\/p>\n<h4>Conclusion<\/h4>\n<p>When you write, it is the best way to talk without being interrupted. The beauty of written communication lies in the fact that it is one of the most effective methods of communication.<\/p>\n<p>It brings out the true intent of the sender. This is because you can read and rewrite it many times before sending it. Also, it is read several times before the receiver responds to it.<\/p>\n","excerpt":"<p>Summary What is written communication? Types of written communication The importance of communication in writing Advantages of written communication Tips to improve written communication skills. Written communication is any form of communication that is presented in writing. It could be a formal or informal letter, an email, or any written message. It is communicated through [&hellip;]<\/p>\n","image":"https:\/\/collegemarker.com\/blogs\/wp-content\/uploads\/2021\/12\/sealed-envelope.jpg","category":"Education","link":"https:\/\/collegemarker.com\/blogs\/the-art-of-effective-written-communication\/"}