Written Communication Skills: 2023 Complete Guide

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written communication skills
written communication skills

Written communication skills are among the most important skills to learn. These skills are powerful tools that can be used to share information with a large number of people.

Students need written communication skills to communicate with their lecturers and apply for scholarships, internships, jobs, etc. Poor communication skills can cost you a lot, you may lose a scholarship or internship because your application letter was poorly written.

Written communication is one of the most common and effective methods of communication. This type of communication is becoming increasingly important in the digital age.

According to the National Association of Colleges and Employers, 77.5% of employers want a candidate with strong written communication skills.

In this article, you will learn the definition of written communication, examples, importance, limitations, and ways to improve written communication skills.

What are Written Communication Skills

Written communication is a type of communication method that utilizes written words. It involves communicating through written words, either digitally (e.g emails) or on paper.

Written communication skills are those skills required to effectively communicate with written words.

Effective written communication requires the following skills or qualities:

  • Sentence construction
  • Appropriate use of punctuation
  • Knowledge of basic grammar rules
  • Appropriate use of tone
  • Usage of certain editing tools or software.

Importance of Written Communication

Below is the importance of written communication:

1. Creates a Permanent Record

Any form of written communication is a permanent record and can serve as a future reference. Written communication documents can be used as evidence in any legal case or whenever it is needed.

2. Lessen Misunderstandings

Written communication is the best way to present a complex matter without any misunderstanding. Effective written communication is easily understood because it is written in simple words.

Also, in case of any misunderstanding, a reader can easily go through it several times till he/she fully understands.

3. Accurate

Written communication has little or no space for errors. Accuracy is guaranteed in written communication because there are multiple chances to correct or edit words. You can easily edit an email, memos, brochures, etc.

4. Create professional relationships

Adequate communication with your clients or customers can foster a professional relationship. Written communication is the most effective way to achieve a professional relationship. Greetings, congratulatory messages, etc. can be sent via email without interrupting the receiver.

5. Suitable for Long Distance Communication

Written communication is a faster way to communicate with people far away from you. For instance, you can easily send messages via WhatsApp regardless of the location.

6. Very Easy to Distribute

Written communication is the best way to distribute information to a large number of people at the same time. For instance, an email can be forwarded to several people at the same time.

Limitations of Written Communication

Although written communication has several advantages, there are still some limitations.

Below are the limitations (disadvantages) of written communication:

  • Late Feedback

Written communication cannot provide instant feedback. The recipient will have to read and understand a message before he/she can reply to the sender.

This type of communication should not be used when you need immediate clarification.

  • Time-consuming

Composing and delivering a written message can take a lot of time. You will have to write, edit, and proofread before you can send most forms of written communication.

  • Expensive

Written communication is expensive because you will have to buy some equipment like ink, paper, printer, computer, etc.

You may also need to employ someone to write or type for you.

  • Meaningless to Illiterate

Written communication is useless if the receiver cannot read or write.

This method of communication requires the ability to read and write. Written communication should not be used when communicating with an illiterate.

Examples of Written Communication in Schools.

Here we will be sharing the most common forms of written communication used in schools.

Note: There are several examples of written communication but below are the most common examples of written communication used in schools.

Below are examples of written communication in schools:

  • Emails

Email is one of the most effective and cheapest means of written communication. Emails can be used for different purposes: communicating with professors and supervisors, sending electronic files, applying for jobs, internships, and scholarships e.t.c

  • Memos

Memos can be used to communicate important information to people within a school. It is an effective way to communicate with school departments.

  • Bulletin

A bulletin is a short official statement used to inform a group of people about a specific matter.

  • Questionnaires

A questionnaire is a set of questions used to get the required information from students, during research or survey.

  • Instructional Materials

Instructional Materials like textbooks, workbooks, handouts, study guides, manuals e.t.c are also examples of written communication. They are any collection of materials that a teacher may use in teaching.

  • Instant Messaging

Instant messaging is a form of written communication in which two or more persons participate in a conversation over their mobile phones or computers. It can be sent via Facebook messenger, Snapchat, WhatsApp, Telegram, WeChat, etc.

  • Website Content

Website Content can be used to educate site visitors about the services a school render.

  • Brochures

Brochures can be used to assist parents to understand how a school operates. It contains information about the school, its staff, and the board of governors.

  • Classroom Webpages

Classroom Webpages can be used for different purposes: posting important updates, uploading assignments, providing access to grades, communicating with parents and students, etc.

  • Newsletters

Newsletters are an effective way of informing students and parents about various school activities, news, events, schedule changes, etc.

  • Press Release

A press release is an official statement given by a company or organization to the media. It can be used by schools to share information that is newsworthy.

  • Report Card Comments

Report card comments inform parents about their children’s academic performance.

  • Letters

Letters can be used to send information, complaints, greetings, etc.

  • Postcards

Classroom postcards are a quick and easy way to send short personal messages (e.g welcome back to school message) to your students.

  • Proposals

Proposals can be used to get approval for a specific education project

Tips to Improve your Written Communication Skills

To develop effective written communication skills follow these tips:

1. Identify Your Goal

Effective written communication must have a purpose. This purpose must be identified and communicated to the recipient in a simple way.

2. Use the Right Tone

The tone you use depends on your target audience and the purpose of writing. Some forms of written communication (like proposals, resumes etc.) requires a formal tone.

3. Avoid the Use of Jargon

In written communication, your choice of words should be simple and easy to understand. Avoid the use of jargon and complex words.

4. Stick to the topic

You must stick to the topic and avoid sharing irrelevant information. This can make it difficult to understand the purpose of the message.

Effective written communication must be concise. So, you need to state your points clearly without including irrelevant information.

5. Use Active Voice

Write most sentences in active voice instead of passive voice. Sentences written in active voice are easier to understand than sentences written in passive voice.

For example, “I fed the dogs” (active voice) is easier to read and understand than “The dogs were fed by me” (passive voice).

6. Easy to Read

Effective written communication must be easy to read. Make use of spacing, short sentences, short paragraphs, bullet points, headings, and subheadings. This will make it easier and less boring to read any form of written communication.

7. Proofread

Carefully check for grammar, spelling, and punctuation mistakes before you share any written communication document.

You can either ask someone to proofread your writing or do it yourself by making use of proofreading software like Grammarly, Paper Rater, ProWriting Aid, Hemingway etc.

In addition, practice writing a variety of documents to improve your written communication skills. You can start by sending emails to your friends and family.

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Conclusion

The digital age has transformed how we communicate with each other. Some years back, we share information via letters, which can take days to be delivered. Now, you can easily share information with just one click.

Modern written communication methods e.g emails, text messages e.t.c are more convenient than older methods of written communication e.g letters.

Beyond high GPA scores, Employers look out for communication skills, especially written communication skills. No doubt, written communication is an essential part of our lives. This is why you have to improve your written communication skills.

We have now come to the end of this article, Do you find this article helpful? Let us know in the Comment Section.

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