35 Advantages and Disadvantages of Written Communication

Presently, written communication is very necessary, we will discuss the Advantages and Disadvantages of Written Communication in this post. Entrepreneurs and managers must cultivate strong written communication skills, and they must encourage their staff to do the same.

Effective written communication is necessary for the production of marketing materials that are valuable for business growth. Effective writing requires thoughtful word selection, proper word placement within sentences, and coherent sentence construction.

Continue reading to see the Advantages and Disadvantages of Written Communication.

Meaning of Written Communication

Communicating in this manner is tougher and more formal. A well-maintained document gives a permanent record for use in the future. It can serve as evidence in court.

It is intensive, costly, and unsuitable for communication that has to be critical or delicate.

Clarity, thoroughness, brevity, accuracy, and politeness are all qualities of effective written communication. Written communication has become of far greater value nowadays.

Effective written communication is necessary for creating marketing materials that are beneficial for business growth. The speech was followed by writing. Writing, on the other hand, is more unique and professional than speaking.

Word choice, sentence structure, and word order all need to be carefully considered while writing effectively. Writing is also more trustworthy and valid than speaking. Writing requires time and causes holds up since the reply is delayed, whereas conversation happens instantly.

Types of written communication

Written communication can be categorized into five categories based on the intention or aim of the exchange:

1. Informational Writing

Sharing information about a certain topic with the target reader is the primary objective of informational written communication. Informational writing typically does not call for a reaction or other action from the reader. For improved comprehension, the language employed in instructive information must be straightforward. The substance of informational items is frequently extensive and detailed.

Below are some examples of Informational writing:

• Articles
• Reports
• Manuals

2. Persuasive Writing

Persuasive writing aims to inform the reader and prompt a response. After reading the written text, this type of writing encourages the reader to act by providing a solution to their issue.

Cold emails and commercials that employ persuasive communication typically explain to the reader the reason an item or service is good and how it is going to help them.

Writing compelling content can utilize a little aggressive language to persuade readers to buy something.

The following are some instances of persuasive communication:

• Advertisements
• Brochures
• Leaflets
• Newsletters

3. Instructional Writing

When giving detailed instructions on a certain topic, instructional communication is employed. To help the reader comprehend what has to be done to complete a task, instructional material frequently includes step-by-step guidance.

By using instructional communication, a reader can do a task at the same time.

Short, uncomplicated sentences that are simple to understand must be used while composing instructional content. To assist readers of diverse levels of knowledge, the issue must be thoroughly covered, from fundamentals to complex directions.

Several examples of instructive writing are:

• Manuals
• Procedures
• Instructional memos

4. Transactional Writing

Daily use of this form of communication is common. After reading the message, transactional communication calls for the reader to respond or take action. Transactional content typically contains a brief, basic message.

Examples of written transactional communication include:

• Emails
• Forms
• Short memos

5. Advisory Writing

These publications’ goals include educating readers and assisting them in making decisions. Comparatively speaking, advisory texts are fairer than persuasive ones. They offer a few alternatives that can aid readers in determining which is best for them.

Written guidance is frequently seen in:

• Magazine articles
• Blog posts
• Letters

What Purposes does Written Communication Serve?

An institution can better track the growth and stages of multiple current initiatives with the aid of written communication. Making subsequent evaluations and decisions is aided by this track.

Written communication encourages consistency across diverse company processes. This uniformity and structure are frequently lost in other forms of communication.

Advantages of Written Communication

The advantages of Written Communication are stated below:

1) It Is Easier To Store

One of the biggest benefits of written communication is how simple it is to keep records in writing. Communication that takes place orally or nonverbally is lost.

Even while it can be done, it is not probable to keep track of it at all times. Important information can be gathered from the initial stored material through written communication.

2) It is Easier to Understand

A clear and complete grasp of the message that has to be transmitted is also provided via written communication. Written communication allows for multiple readings until the target readership fully comprehends the information.

There are also fewer chances for any communication-related information to be misplaced or misconstrued. In turn, the recipient precisely understands and receives the sender’s intended meaning.

In other circumstances, the person receiving may not be paying careful attention while listening because the oral or nonverbal message is easily forgotten.

3) It Provides a Permanent Record

Written communication also has the significant benefit of leaving a permanent record because of its written documentation. A business also frequently keeps written records, which can be very useful for future referencing.

For example, Past choices may serve as a guide for present and future choices.

If it is in writing, a lot of work will be saved.

4) It Makes Presentation Easier

The advantage of written communication is that we may quickly and more effectively transmit complex ideas or facts. Administrators in businesses can convey information in writing form in a more precise and understandable manner.

It offers guidance on how to state the facts in the easiest terms possible.

5) It has Legal Significance

Significant company operations and transactions are documented legally through written records. The only form of evidence recognized in judicial proceedings is written communication.

Since it is legal evidence and was written in accordance with all applicable requirements, it is preserved with the appropriate care and accountability.

6) It makes Huge Time and Financial Savings.

Writing communications down also saves time and money. It is because the sender and recipients can exchange thoughts without having to meet, i.e., each individual or member can communicate their ideas or facts despite never having met.

7) It lessens the Potential for Misunderstanding

Additionally, there is a reduced likelihood of distortion while communicating in writing.

Similar to written communication, information is preserved permanently, lessening the possibility of distortion or other alterations to the text. When communicating orally, the speaker may omit certain important features or details. However, there is minimal possibility that the communication’s details will be misrepresented because they were recorded in writing.

8) It helps One to Maintain Image

Maintaining one’s image and appearance in front of others is made easier by written communication for both the organization and the individual. A company’s business can be promoted and its reputation improved through effective written communication.

9) It is Easier to Verify

This benefit of written communication could have been obvious to you. If there is any misunderstanding, it may be quickly verified. If something is acknowledged or uttered, you can check its veracity by looking at the written record. It is straightforward to determine if there was an issue of communication between the parties.

10) It gives a Sense of Security to the Receiver

Any message that is conveyed in writing form makes the recipient feel secure, particularly if they are a subsidiary of the company.

11) It Promotes Formality

Written communication helps preserve the formal relationship that could possibly disappear when employing spoken communication involving employees and chief-level leaders in a business.

12) It gives Enough Time to Respond

When communicating in writing, both the sender and the recipient have enough time to structure their messages and prepare their responses.

13) It Enhances Efficiency in Upward Communication

Through the upward communication medium, written communication makes it simpler for staff to express any grievances or suggestions to their superiors. The support of visuals, facts, or statistics is also facilitated by such communication.

14) Distance is not a Barrier

Written communication is highly helpful for long-distance conversations and routine standing orders.

15) It can be sent to Multiple Recipients

It could be sent to numerous people at once.

16) There’s Room for Pictorial Information Representation

It is appropriate for conveying images, charts, diagrams, and statistical data.

17) It Enhances the Division of Labor

Written orders, job assignments, and job distribution eliminate ambiguity and aid in responsibility fixation.

18) It Succeeds Where Words Fail

It is simple to convey unfavorable or negative news via textual communication.

19) It is Better for Setting Rules and Regulations

The establishment of clear principles, norms, and regulations for an organization’s operation is facilitated by written communication.

20) It Aids in Effective Responsibility Distribution

While it is hard to set and assign duties based on speech in oral communication since the speaker may retract or refuse to recognize what he has said.

Disadvantages of Written Communication

The following are the limitations or disadvantages of Written Communication:

1) It is Costly

Compared to other modes of communication, one disadvantage of written communication is its cost. Paper, pens, ink, typewriters, printing presses, as well as the upkeep of such tools and machinery, a computer, and a sizable workforce, are required for textual communication.

Additionally, the expense of preparing and distributing the organization’s letters as a collection of individuals is high, which is expensive for any organization. It is therefore pricey.

2) It is Time-Consuming

Written communication takes a lot of time and is quite expensive. Writing and crafting a message takes significantly longer than verbally communicating.

A phone call can transmit oral communication in only a few seconds, whereas a written message could take two or three days to get to its target.

Additionally, since the response is delayed, written communication takes time as well. A message’s encoding and transmission take a long time.

3) Low Level of Confidentiality

One of the primary drawbacks of written communication is that maintaining information confidentiality isn’t always attainable. The chance of information leaking by any employees exists considering written communication is sent to everyone who is interested in the information or specific subject.

This leakage of information would be detrimental to the firm and could result in losses.

4) Making Decisions Could be Delayed

If the intended recipient of the communication is far away and has any questions that need to be answered, the reply is not real-time, which ultimately causes a holdup in making future decisions.

5) Red Tapism

It is one of written communication’s main drawbacks. Red tape refers to the length of time required for project approval. Normally, the Scalar chain is used to transmit all messages, however occasionally it happens that a piece of writing or letter is stored on file without being immediately responded to.

The concerned party purposefully slowed down the process of responding, which ultimately slowed down the decision-making process.

6) It is Difficult for illiterates to Comprehend

Additionally, the ineffectiveness of written communication, if either the sender or the person receiving it is unable to read or write, is another drawback.

Illiteracy frequently results in unsuccessful communication because the sender isn’t going to be able to create a written message and its receiver won’t be able to understand it because he can’t read it.

7) Information can be Doctored

There is a chance that employees will fabricate written messages when doing so would be against the interests of higher officials or somebody in a position of authority.

They could exaggerate or embellish the facts provided in an effort to impress higher-ups for their own gain. In the prepared letter, the sender may also exaggerate and sweeten the truth if they want to protect themselves from criticism.

8) It is Difficult to Formulate

There are procedures and guidelines that must be observed while creating and drafting any written message. It should be formatted correctly in accordance with the purpose for which it was written, it usually leaves the one sending or writing the information in doubt.

9) Expression of Emotions is Difficult

A major drawback of written communication as opposed to oral communication, which is seen to be preferable for such communications, is that some messages or information, such as emotional, sensitive, and urgent messages, may be challenging to frame in the appropriate way when written.

10) Storage Issues

Every written form of communication, whether it be printed or digital, needs to be preserved, which leads to the storage issue.  There is too much strenuous email and paperwork.

11) Scarcity of Writers

The fact that formal writing at the chief level frequently necessitates the services of professional writers is one limitation of written communication in business. Without a writer, it can be challenging to carry out such communication.

12) Persuasion Might be Difficult

Usually, written communication lacks a personal touch. As a result, persuading and convincing others through written means of communication becomes rather challenging.

13) It May Contain too Much Complex Words

The reader may find it challenging to grasp at times because of the usage of sophisticated terms. Written documents and reports can occasionally contain a lot of technical terms, which makes it hard for laypeople to comprehend them.

14) It is Difficult to give Follow-Up Replies

There is frequently a delay in the information’s prompt explanation and rectification. You can rapidly ask a follow-up query to get more information when communicating verbally. The scenario for written communication is different.

(15) Not ideal for Emergencies

In an emergency, it is ineffective.

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Conclusion

Even though written communication has several drawbacks, it is nevertheless a popular method of communication. Due to its numerous benefits, it is a powerful communication tool for legal and corporate matters.