Advantages of Written Communication

Written communication is the most popular mode of communication in the business world. It has got some special qualification that made it popular among people engaged in organizational management. Its importance can be known from the following list of advantages and short discussion with each:

1. Authoritative Document: In case of difference of opinion in certain important matters of communication or in need of submitting any evidence in the court, written communication is considered to be authoritative because it is acceptable as a legal  document.

2. Easily Understanding: Written communication gives the receiver an opportunity to go through the message again and again until he understands the message clearly. Clear and complete understanding of the message is possible under such communication system.

3. Permanent Record: Written communication is a source of permanent record and can be used as a reference for future activities . So, fresh and new decision can be taken based on old orders and decision.

4. Acceptability: Written communication is reliable because anything written becomes authentic in the eye of law. For this reason, Organization always prefer written communication rather than oral communication.

5. Effective Communication System: Many persons can not effectively present their statements orally. First a draft of the message is prepared and after final adjustment the message is made attractive, well organized and easily understandable. Thus written communication can be done effectively.

6. Reduction of Risk: As written communication acts as a document, i.e. letters, memos, reports etc. it can help for a careful comparative study of documented information of several years. This will help to reduce the unexpected risk or loss.

7. Alternative Method: Business activities rely on written documents or information and superiors remain too busy for which they do not have much time to hear problems and complaints of their subordinates. Therefore, such communication is proved to be best alternative to serve the business purpose.

8. Less Possibility of Distortion: As written communication remains as evidence, there is less probability of distortion and it cannot be presented in a distorted way.

9. Delegation of Authority: Written communication facilitates the delegation of authority. From the written message, the employees who are delegated authority can clearly know their span of activities, authorities and responsibilities It is possible because these matters are clearly defined in the written message.

10. Effective Control: As written communication  is more reliable, it ensures effective control. Naturally,  supervisors feel more secured in discharging their controlling job with written  communication.

11. Personal Image: When there is written communication, the sender's personal image is also transmitted to the receiver and he gets better idea regarding the efficiency of sender. This helps a lot to make an effective communication.

12. Wide Access: Written communication enjoys a wide access to the communication world because of communication media having been very fast. The sender and receiver living at a far distance can exchange their written message through postal, Fax, Telex or Internet service.

Such communication is well accepted and considered as best way to all corporate organization and official working process. The above mentioned advantages of written communication justify the existence of written communication.