A written communication is always put into writing and generally used when the audience is at a distance or when a permanency or record is required or where its preservation is essential in case it is needed as a evidence in cases of dispute. It is generally in the form of instruction, orders, rules and regulations, policies, procedures, posters, memos, reports information bulletins.
The merits of written communication are:
1 It serves as evidence of what has occurred or what was stated
2 It provides a permanent record for future use
3 It reduces the chances for misinterpretation and distortion of information
4 It is reliable when transmitting lengthy information on financial, production or other important data.
5 It provides an opportunity to the subordinates to put up their grievances in writing and get them supported by facts However, a written communication also suffers from certain disadvantages.
6 It is generally an expensive and a time-consuming process.
7 Even though such communication has been transmitted, it is not certain whether the receiver has understood it.
8 Written materials not only get out of date but may also be leaked out before time.
9 It sometimes leads to excessive formality and rigidity in personal relations.
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