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Advantages of Written Communication

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Read this article to learn about the Advantages and Disadvantages of Written Communication.

Advantages of Written Communication

Written form of communication is widely used in different business organisations as a major tool of communication systems. This clearly gives a message that a written communication definitely has a positive effect as compared to other forms of communication. 

However, some advantages of written communication are enumerated below:

  1. Letters or written communication can be kept as legal record
  2. They can be retained for purposes for further reference 
  3. They are formulated more carefully than oral communication
  4. They can save money and time. 
  5. Written communication is used for all practical purposes in all organizations.
  6. Written messages do not have to be delivered on the spur of the moment; instead they can be edited and revised several times before sending so that the content can be shaped to the maximum effect. 
  7. More responsibility can be assigned on written communication as the words are put on paper. 
  8. Good written communication builds up the organization image. 
  9. Many can access written messages through mass mailing. 
  10. Written communication is the only means, which promotes uniformity in policies. 
  11. Written communication provides maximum satisfaction, improves inter organizational efficiency and enhances the image of the organization in the community and the industry. 
  12. Written communication helps in laying down apparent principles, policies and rules for running an organization.
  13. It is a permanent means of communication. Thus, it is useful where record maintenance is required.
  14.  It assists in proper delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge.
  15.  Written communication is more precise and explicit.
  16.  Effectives-written communication develops and enhances an organization’s image.
  17. It provides ready records and references.
  18. Legal defenses can depend upon written communication as it provides valid records.
  19. Suitable for Lengthy Messages – However the message may be lengthy; it can be clearly communicated with the help of written communication.
  20. Some documents with regard to some special facts have to be kept for future reference. This is possible only through written communication.
  21. A message may be long or short, it can be made understandable in a written communication. Nothing is omitted.
  22. Messages which are to be sent to distant places and there is no urgency involved, can be sent at a little expense through this method. But if the message is to be sent to a distant place quickly, this method is not useful.
  23. In case of written communication there is no open conversation with a group. Hence, time is not lost in useless talks.
  24.  In this system it is not necessary that the receiver should be present before the sender.
  25.  Written communication is more true and hence effective. A sender sends the information after careful consideration because of the written proof it carries with it.
  26. When messages have to be sent to different places, written communication proves to be more useful.
  27.  It ensures transmission of information in a uniform manner. 
  28. It provides a permanent record of communication for future reference. 
  29. It is an idealistic way of conveying long messages. 
  30. It assists in proper delegation of responsibilities. 
  31. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge. 
  32. It ensures little risk of unauthorised alteration in the message. 
  33. It is more precise and explicit. 
  34. It tends to be comprehensive, obvious and accurate. 
  35. It helps in laying down apparent principles, policies and rules for running an organization. 
  36. It is well suited to express messages to a large number of people at the same time. 
  37. It is a permanent means of communication. Thus, it is useful where record maintenance is required. 
  38. Written messages do not have to be delivered on the spur of the moment; instead, they can be edited and revised several times before they are sent so that the content can be shaped to maximum effect.
  39. Written communication provides a permanent record of the messages that have been sent and can be saved for later study.
  40. Since they are permanent, written forms of communication also enable recipients to take more time in reviewing the message and providing appropriate feedback.
  41. Written messages can be preserved as a record and reference source which also can be used as proof or evidence if required.
  42. Written communication is most suitable for lengthy matters as it can be effectively circulated and retained.

Disadvantages of Written communication

Written communications suffers from following drawbacks or disadvantages: 

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1. Written communication adds to the time and costs in terms of stationery and the manpower employed in writing/typing and delivering letters. 

2. Without the help of body language and vocal intonation to guide the reader, written communication is open to his/her interpretation, which can lead to huge misunderstandings. There is a lack of personalisation in letters, emails, text messages and instant messenger tools. 

This lack of personalisation means there is greater need to think carefully about how these messages will be perceived. Poor written or verbal communication can lead not only to a distortion of the facts, but also of the writer’s thoughts and intentions. 

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3. Perhaps the biggest problem with written communication is that once it is in the hands of the reader, it does not provide a second chance to make your point in a different way. Once the reader is lost, it is difficult to get him back. 

This is why you need to pick and choose your words carefully, and present your points in a style, manner and sequence that best suit the message you are sending. 

4. If the receivers of the written message are separated by distance, and if they need to clear their doubts, they will have to wait. 

5. Feedback is not immediate. The encoding and sending of messages takes time. 

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6. Effective written communication requires great skills and competencies in language and vocabulary use. Poor writing skills and quality have a negative impact on an organisation’s reputation and can create confusion and even disputes. 

7. Too much paperwork and e-mails burden is involved. 

8. Written communication does not save upon the costs. It costs huge in terms of stationery and the manpower employed in writing/typing and delivering letters.

9. Also, if the receivers of the written message are separated by distance and if they need to clear their doubts, the response is not spontaneous.

10. Written communication is time-consuming as the feedback is not immediate. The encoding and sending of messages takes time.

11. Effective written communication requires great skills and competencies in language and vocabulary use. Poor writing skills and quality have a negative impact on an organisation’s reputation.

12. Too much paperwork and e-mails burden is involved.


Advantages and Disadvantages of Written Communication

Advantages of Written Communication are as follows:

1. Permanent Evidence – 

A written matter or documents are permanent to a large extent and can be used in the future for reference. 

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2. Accurate and Appropriate – 

The written matter is usually formulated with great care as it can be checked any time. So the matter has the quality of its accuracy and appropriateness. 

3. Wide Coverage – 

It is only the means of communication in which the sender and receiver of the message are separated by long distances. As such, written messages and contents have the widest possible coverage. 

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4. More Transcribed – 

Written matter can easily be reproduced or make a new copy of transcription for a new shape in an ordinary way. 

5. Identical Actions – 

Sometimes there is uniformity in order and procedures and other messages that can develop some identical actions etc. 

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6. Repeatedly Referred – 

A written message is convenient as it can be taken up for further corrections. Any partner, including the writer of the document can view it repeatedly for any needful reasons. 

7. Legal Evidence – 

Written messages may be used as legal evidence and it is more reliable and acceptable as documentary proof. 

8. Lengthy Message – 

Written communication is very suitable for involving some detail matters and transmitting lengthy messages. 

Disadvantages of Written Communication:

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1. Lack of Secrecy – 

Sometimes it is difficult to keep and maintain the written message secret. 

2. Time Consuming –

It takes time to prepare and complete the process as involved in written communication. As much time is wasted, it is not suitable when it is to be sent immediately. 

3. Costly – 

Written communication is more expensive than oral communication. All the supporting materials and the process of writing messages are very costly. 

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4. Feedback is Slow –

In this communication the immediate feedback is not possible. Both the time and means as taken in it consumed a lot of time. 

5. Rigidity – 

Written communication lacks flexibility on the spot and immediate clarifications and modifications in written messages cannot be made. 

6. Impersonal – 

Generally the written messages used to be formal and there is a lack of personal touch.

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