Written communication


Communication is a very important part of human life . The written communication allows man to express themselves through paper or through a computer today. It is a method used to communicate and but express ideas in writing . Written communication implies that the sender writes elaborates different types of texts or writings with the aim of transmitting his message and that it can reach an undetermined number of recipients .


What is written communication?

Written communication is the writing of the record that a person can make who speaks about what he has previously devised in words, and then puts those ideas on paper or on a keyboard to make it reach a specific receiver or receivers.

  • What is written communication?
  • What is it for
  • features
  • History of written communication
  • Elements
  • Types
  • Media
  • Techniques
  • Target
  • Process
  • Advantage
  • Disadvantages
  • Importance
  • Examples of written communication

What is written communication?

Written communication consists of thinking about the ideas that we want to transmit and then, expressing those ideas by means of letters on paper so that the message reaches the recipient to whom the message is to be transmitted.


What is it for

Written communication is a means that helps us to express and publicize our ideas or requirements on a certain topic. It is a method to let the recipient of the message know what we need to be done or informed .


The most important characteristics of written communication are:

  • Has cohesion of ideas .
  • Adapt the vocabulary depending on the occasion.
  • Follow the spelling and grammar rules .
  • The paragraphs must be connected to each other and must have sequence .
  • It is clear to be able to provide the appropriate information.
  • Your ideas are presented in an orderly fashion to avoid confusing the reader.
  • They must make sense .
  • It has a relationship between the sender and the receiver .

History of written communication

The first form that man had as a written medium were pictograms , which were symbols that had a specific meaning . They were found in pre – Columbian cultures , and the Egyptian pyramids . The oldest inscriptions considered as writing were the Neolithic period drawings of birds, the sun, and the moon.

In the Middle Ages, books were copied by hand so it was a slow and expensive process, which did not satisfy the growing demand for texts. In the year 1450, the German Johannes Gutenberg began using various mobile types of metal for each letter, punctuation and spaces, these movable type made it possible to compose a page which was inked and printed in this way all the leaves that were necessary. When the printing press was invented , the number of published books increased greatly.


The elements of written communication are:

  • Sender who transmits the message and receiver who receives that message.
  • Message that is what we need to be able to develop written communication and is the most important element of communication.
  • Code that are the signs that we use to be able to communicate properly.


In written communication we find several types such as: written letters that are sent by mail, emails or e-mail that at present is perhaps one of the most used media, the press , magazines and news newspapers , the internet , social networks and messaging applications .


The means to prepare the written communication are the following:

  • The writing because it is an intercom system that we use humans.
  • The typewriters , although these are already some discontinued.
  • The telegram is therefore fast to send information.
  • telegraph him that sends messages by means of electrical impulses.
  • The chat .


Among the techniques of written communication we have, for example, the abstract , essays , theses , letters , memoranda , newspapers , magazines .


The main objective of written communication is not only to give information, but it must also comply with the communication process . Then its objective is to establish a type of communication, in which the message is fixed on a support , so that it achieves permanence, guaranteeing the durability of the message. It looks for a way to facilitate the wide dissemination of the message, to inform a specific population about a certain topic that can reach remote places .


The process to start written communication begins with the planning of the message that also involves the generation of ideas , their organization and the formulation of what the message is going to carry. The next step in this process is the textualization of, which refers to the production of the text , and finally, the revision , which involves reading the message and evaluating what has been written.


The main advantages of written communication are:

  • Through it we can establish principles , policies and rules for the operation of an organization.
  • It is a permanent means of communication.
  • It is useful for record keeping .
  • Helps with the correct delegation of responsibilities .
  • It is more precise and explicit .
  • Effective written communication develops and improves the image of an organization.
  • Has the ability to provide records and references
  • The legal defenses can rely on written communication, providing valid records.


Among its disadvantages we can mention:

  • Communication is expensive as large amounts of money must be invested in stationery and the labor used to write / write and deliver letters.
  • When the recipients of the written message are separated by distance and need to clarify their doubts, the response is not spontaneous.
  • It is time consuming as feedback is not immediate.
  • The proper coding and sending messages takes time.
  • Effective written communication requires great skills and competencies in the use of language and vocabulary.
  • The bad skills of writing and quality have a negative impact on the reputation of the organization.
  • Too much work on paper and loading of e – mails is involved.


The quality of written communication is essential in all the different ways of establishing a connection with clients: documents, contracts, emails, presentations, offers. In fact, all written communication speaks of the company itself, its attitude and its level of professionalism . It is also important because it works as a means of information for employees and as evidence of the different actions that are taken.

Examples of written communication

Some examples of written communication are as follows:

  • Books and different types of literature .
  • Emails.
  • Letters and faxes.
  • Make reports.
  • Memorandum.

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