Written communication is more precise and explicit

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Written communication is more precise and explicit. Effective written communication develops and enhances an organization’s image. It provides ready records and references. Legal defenses can depend upon written communication as it provides valid records. 17.3.3. DISADVANTAGES OF WRITTEN COMMUNICATION 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. 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. Written communication is time-consuming as the feedback is not immediate. The encoding and sending of message takes time. Effective written communication requires great skills and competencies in language and vocabulary use. Poor writing skills and quality have a negative impact on organization’s reputation. Too much paper work and e-mails burden is involved. 17.3.4. IMPORTANCE OF EFFECTIVE WRITING Effective writing is not simply a way of conveying information through a combination of grammatically correct sentences but also a way of presenting ideas in such a way that makes comprehension easy. To be really effective, good business writing should help turn the reader’s focus on the idea being communicated rather than the words or the author of the words. Thus, care should be taken by the writer not to draw attention on oneself. Writing with grace and impact requires a careful
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198 and conscious effort. Such writing is often a product of training, practice and experience. Business Writing Differs from Creative Writing Creative writing is an expression of the self, presented in the form of fiction, drama, essays and poetry. The writers interpret the reality in their own subjective way and present their own perceived version of the reality to the reader. Since they are not expected to define truth or present reality viewed with objective lenses, they can take liberty with the form and make experiments with the style. As a writer, you may be passionate, humorous, witty or critical. The focus is on the writer and the reader may appreciate or reject the idea. These characteristics almost never occur in business writing. Business writing is direct, to the point and precise. It follows the established format to stay within boundaries and conveys the message briefly. Any business writing starts with understanding the purpose. It involves understanding your audience, analyzing the situation and then determining how to address it. The underlying purpose of most business writing is establishing or enhancing good relationships irrespective of whether you are writing to internal audience or external one. For this, you structure the information in such a way that the receiver is always kept in mind. In documents such as business letter, a memo or an email, the key components are to connect with the reader, relate the main points and then clarify the action the recipient and writer may take.
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