Written communication is an important skill to have in the modern information age. Most jobs require you to communicate in writing, whether through email, formal letters, notes, text messages, or online messaging. Written communication skills enable you to provide effective direction.
In today’s business world, written communication is extremely important. It is a mental creative activity. Effective written communication is required when creating valuable promotional materials for business growth. Writing came after speaking. However, writing is more distinct and formal than speech.
Importance of Written Communication
(a) Accuracy – Many business communications are lengthy and complex. Carefully written letters help ensure the accuracy of even the most complicated communications. Miscommunications are more likely in verbal communications, such as phone calls.
(b) Record-keeping – Written communication is more official than verbal communication, especially when signed by one or more parties. It is a permanent record of an agreement, conversation, or deal that can be referred to in the future.
(c) Authoritative Document – A document that serves as evidence for the main purpose of written communication is also known as an authoritative document.
(d) Easily understandable – Another reason for written communication’s popularity is its ease of understanding. If you don’t understand something the first time, you have a much better chance of seeing it the next time, which is not available in oral communication.
(e) Acceptability – Written communication is extremely acceptable to people, especially when it is formal.
(f) Effectiveness – Without a doubt, the majority of people prioritize written documents, and every organization announces that they are an important issue in written format.
(g) Permanent record – Another crucial facility for written communication is the permanent record. Every type of written communication document is a permanent record that can be saved for future reference.
(h) Risk Reduction – Because written communication is evidence, it can reduce risk. This is the most important advantage of written communication.
(i) Less chance of distortion – Because there are multiple chances to revise the written communication document, there is less chance of distortion in written communication.
(j) Alternative Method – Written communication is a simple alternative to any other method of communication.
(k) Delegation of Authority – Delegation of authority can only be properly maintained through written communication. There is no other type of communication that can be used to delegate authority.
(l) Effective control – Written communication can effectively control an organization. This communication style is primarily used for organizational control.
(m) Personal Image – Because written communication does not involve any personal issues, it can protect your personal image. It is also beneficial to the company’s image.
(n) Wide Use – Written communication has a wide range of applications in all types of organizations. In fact, an organization cannot exist without written communication.
(o) Goodwill and branding – Invitations, seasonal greetings, thank-you letters, congratulatory messages, and condolences are best communicated in writing. Personalized written messages contribute to the development of positive and respectful professional relationships. You can also use letters to strengthen customer relationships, make a good impression, and generate goodwill.
The benefits listed above justify the existence of written communication. Letters, in addition to communicating information and building goodwill, help to create a positive image of the company that sends them. Every letter that a company sends serves as a goodwill ambassador for the organization’s values and quality.