Written Communication Tips

We send and receive innumerable emails and letters. Gone are the days when we would take time out to sit down and write a letter. Besides using phones, sending emails, and sending text messages via mobile phones are some of the quick ways of communication that have replaced the letters. Still, there are instances when you need to draft a letter or an official email. In today's modern world, where people don't have time, we use shortcuts. However, we cannot fortunately or unfortunately take these shortcuts in official letters. It could cost us our jobs. Hence, the nervousness while drafting a letter.

Letter writing is one of the various forms of communication that you are required to follow. For whatever other reasons letters or emails are written, the purpose is to either provide some information, to document a fact or to request something. If the reader does not understand the reason for your letter, there will be no effective communication. The purpose of communication will not be solved. Many times you write a letter to a person, like a prospective customer, whom you want to close a deal with and have not yet met. It is very important that you write a good letter so as to make a good first impression. There are certain points that you need to remember while drafting such a letter. Mentioned below is a written communication guide which will definitely help you in letter writing.

Audience
The audience is the person(s) to whom the letter is written. It could be your manager, friend, client, a prospective client or a friend. Depending on who will read the letter, you will need to decide the tone of the letter. With your manager and your clients, prospective or existing, you will use a formal tone. If you are writing a letter to your friend or family, naturally you will use a relaxed and friendly tone. The format of the letter will be formal for official letters and casual for unofficial letters. It is very important that you use the correct language while writing an official letter. You should also use the appropriate greetings and sign-offs. You should be able to grab the attention of the reader.

Clarity
When you write a letter, remember that it is only you who knows the reason for the letter. The audience does not know why you have written the letter, until they read it. Hence, it is essential that you be very clear about the topic of the letter. One of the essential good communication skills is clarity. Write the letter in a simple language in simple words. Just because you know big words and jargons, don't use them as they might confuse the reader. Keep the letter simple and easy to understand. Avoid alliteration and using vague words and loose sentences. Use of active voice and using words effectively are good written communication techniques. Do not include quotations in a formal letter.

Logic
It makes sense to write a letter that makes sense. Simple, isn't it? But you will be surprised to know that when we start writing, we often go off the track and the poor reader gets more confused. Logic is one of those written communication skills, that you cannot compromise on. It is of vital importance that there be a logical flow in a letter. Whatever the subject, maintain a logical flow of ideas in the corresponding paragraphs. You will find that writing logically also helps you to think logically and you may remember points that you missed out on earlier.

Concise
A good written communication tip is that less is more. Writing a letter to the point is not rocket science. This is easily achieved by sticking to the main subject and avoiding fillers. There is also no need to write long sentences. If a short letter can convey your ideas, why complicate it by beating around the bush? Cover all the facts related to your subject in as small and simple sentences as possible. One of the business communication skills is to never combine two ideas in a single sentence.

Concrete & Correct
The information that you intend to pass on or the subject matter meant to be conveyed to the reader, needs to be concrete and correct. You can't put across wrong or incorrect information. If you write a letter based on assumptions, it leads to miscommunication, not communication. Use specific words and don't exaggerate. Also, be careful and double-check any statistical data that you might want to add. Credibility of the information is necessary.

Complete
Complete the sentences in the letter. One of the effective communication skills in business is don't keep the reader guessing what you want to say. He needs to understand the subject of the letter. Don't use vague sentences. Follow the subject - verb - object. Do not use rhetorical questions in your letter. Use effective sentences and punctuate them wherever necessary.

Considerate & Courteous
Give respect to the reader by applying a human touch to the letter. The tone of the letter should also match the occasion of the letter. e.g., if you are congratulating the reader, sound cheerful and vice versa while writing a condolence letter. Never write a letter when you are in an angry mood; you may not realize this but your anger can be reflected in the letter through its tone. Use appropriate greeting and sign offs.

Concentrate
For communicating effectively, concentrate on what you are writing. Don't drift off the subject. Read all the previous correspondence before writing the email or letter. Anticipate obvious questions and answer them.

Proofread
Never send the letter before proofreading it. Check for spelling mistakes, punctuation errors and grammatical errors. Re-read it from the reader's perspective. Correct the tone if required. Read out aloud so that the mistakes can be spotted easily. Read one sentence at a time. One of the written communication secrets is to read the letter or document from the last sentence, gradually going upwards. This helps to concentrate on the errors and not on the content. Ask someone else to read the letter for you for written communication help.

Another written communication instruction is to practice writing letter. Use templates if needed to begin with. Graduate to own techniques as time passes. This was a written communication walk-through to help you understand written communication and other relevant points. Understanding the content first and then forming the method to be used is a good written communication strategy to follow. Consider the above written communication tips and you can write good, effective letters.