It is a process of conveying the message through written words. For the message to be understood by the receiver, it needs to be accurate and precise and have easy language.
Examples of written messages include e-mails, letters, telegrams and internet websites.
Pros of Written Communication
- Easy to refer
With written communication, it is easy for someone to refer in case he or she has forgotten something that was discussed. It is not like non- verbal communication where the sender and the receiver do not have where to refer in case they forget the agreement.
- Easy to circulate the message
As opposed to non-verbal communication whereby the message may be distorted, with written it will remain original hence easy to circulate the message to others as copies will be made available to each and every one.
- Clearly understood by the receiver
The sender has no need to keep on repeating the same thing many times as each and everyone will read for himself or herself and understand the information that is written.
- Clear and precise
Through written communication, information can be clear and precise hence no irrelevant information contained in the message.
- Good when presenting complex matters
When the matter is complex, written communication is the preferred means as the sender is able to explain the idea in written until can really convince the receiver.
- E-mails save on time and money
When communicating through E-mails, it is easy for someone to share the information as one message may be sent to various people hence saving on time. It can also be sent to people who are far away instead of the sender making journeys to convey the message.
Cons of Written Communication
- Use of complex words
The receiver may not be able to understand the information if the sender uses complex words hence no feedback will be obtained from such a message.
- Requires writing skills
When using written communication, the sender should have good writing skills to communicate the information well. If not, it may create a bad impression to the receiver of the information.
- Filling cost
With written communication, there is an additional cost if filling as the documents will require good filling for them to be used in future.
- Literacy of the receiver
The receiver must be well conversant with the literacy skills for the information to be received as the receiver will be required to read.
Written communication requires a lot of time to compose and write the message as it should be with correct language for the receiver to get the information.
- Ineffective for emotional messages
Someone cannot really send an emotional message through written communication. As opposed to facing to face communication where one can directly see the emotions of the receiver on receiving either good or bad news.
- Late feedback
The feedback is usually late in written communication. This is because the information has to take some time for the receiver to receive then reads before giving the feedback.
Written communication is good when the message to be communicated is complex and needs a lot of explanation.