Explain written communication with its different forms.
Answer
In written communication, the sender uses the written mode to transmit his her message. Written communication is routinely used for documentation purposes in business and government organizations. Reports, proposals, books handbooks, letter, emails, etc. are come in this type of communication,
It has been said, 'Reading maketh a full man, conference a ready man and writing an exact man' (Bacon, Essays). Written communication forms an integral part of life today. Letters, memos, documents, reports, and articles are constantly prepared and exchanged especially in the business and professional arena.
Nowadays, any organization requires a team of specially qualified persons who carry out specific assignments. In order to coordinate and integrate the knowledge and work of these diverse specialists, written communication is employed. Written communication is an indispensable aspect in every business house as it receives, analyzes and records information and data and checks the complexity of business activities.
Written communication has various forms such as -
Letter - Letters are the most widely used form of written communication. They help a business person to build new relations and maintain established ones. Letters are mostly used by a business person to correspond and communicate with customers, suppliers, buyers, business associate banks, employees and government agencies.
Memo - A memo or memorandum is used to communicate within an organization. It is an informal message system and generally related to daily work. It is used to convey instructions or information. Many organizations provide pads of memo i.e., blank sheets for the exchange short messages among individuals memo forms are small and have
company's name printed on the top of the form space is also provided a date, sender's name and department and the receiver's name and department. Top executives generally have their own personalized memo pads. Men may or may not be signed.
Notice- A notice is used when many people in an organization or area have to be given the same information. It is the most common of mass communication within an organization. Notice is short and pithy. it's language is simple and clear and the type is large and well-spaced so that it is easy to read.
Circular - It is a detailed document giving information, instruction or orders on a specific issue. A Circular has a number and date for reference and is signed by the authorized signatory of the issuing office. Circulars are generally issued by government departments and official bodies such as councils, universities and head offices of an organization.
Report- A report is a document prepared by an individual or a committee entrusted with the task of collecting and compiling data on a given topic,.It entails careful research, collection of data, thorough planning and lucid presentation of findings along with conclusions and recommendations.
Reports can be of varyıng length and can be anything from two pages to a full book divided into chapters.
Minutes - Minutes are the written record of decisions taken at a meeting. Different organizations have different conventions of recording the discussion and decisions at a meeting. Minutes may be written by hand or
typed and pasted in a minute book or typed and filed in a minute file. Minutes of a meeting constitute a legal document.
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