what is written communication skills
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Updated 30-Sep-2023
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Nearly every job would require a point of written language skills, whether it‘s sending emails, writing memos or providing briefs and reports. The ability to communicate clearly, concisely, and concretely in writing ensures that everyone you work with understands what you’re telling them. Because written language skills are so important in business, it‘s worth taking the time to enhance yours.
In this article, we‘ll go over what defines strong communication skills and give you some tips on how to improve your own skills.
What are written communication skills?
Written communication skills are those necessary to urge your point across in writing. While they share many of an equivalent features as verbal communication skills, there are some important differences. Where verbal communication uses visual communication and tone of voice to precise meaning and tone, written language relies on grammar, punctuation and word choice. Developing written language skills requires practice and fine attention to detail.
Written communication skills examples
In professional settings, great written language skills are made from five key elements. Look at some examples of each of these elements below:
1.Clarity
2.Conciseness
3.Tone
4.Active voice
5.Grammar and punctuation
6.Clarity
Clarity
Clarity helps your reader understand what you're saying or, at least, understand enough to understand what questions they have to invite further clarification. Clarity shows in writing in easy language and sticking to concrete, specific information:
For eg:-“We are applying a renewal late policy to make sure that each one employees can confidently believe our agreed-upon schedule. See the details of the new policy below. If you've got any questions, you'll direct them to the top of human resources.”
The above example gets to the goal of the message directly , touches on the intention behind the about-face , and provides explicit steps to follow just in case a reader needs further clarification.
Conciseness
It‘s important to get to your point quickly and efficiently. Include only the small print that are necessary to speak your point:
For example:- “The content you've got written for us is appreciable, I’ve concluded that you simply simply are one of the foremost talented writers on our team.”
Concise writing, like that within the above example, helps maintain clarity by avoiding unnecessary details or overly complicated sentence structures. It also lends more confidence to your writing.
Tone
Tone refers to the “voice” of your writing. In business writing, your tone should be one among professionalism blended with varying degrees of ritual and friendliness:
For eg:- “Thank you for providing this over. I highlighted a few inaccuracies found in this report and attached the latest numbers from our accounting department. Please get the revised report back to me by Friday afternoon. If you've got any questions, be happy to ask.”
Even while communicating negative news, like remarking mistakes, avoid accusations or language which may make the reader feel singled out. You also want to be specific. Rather than saying, “This report is wrong,” identify exactly what you‘re posing for .
Active voice
Active voice is usually more accessible and easier to follow for readers than passive . Active voice helps a sentence flow better and allows the reader to maneuver through your writing at a quicker pace. Complex, passive has its place in other sorts of writing, but it slows the reader down in professional communication.
For eg:- “All management heads have criticized the proposal.”
Grammar and punctuation
How much you concentrate to express grammar and punctuation will depend upon how formal the writing must be. Still, even in informal writing, grammar and punctuation are important for ensuring that your point is getting across.
For eg:- “The initial guide identifies the scope and framework of the project, breaks it down into milestones, and provides criteria for tracking progress and measuring outcomes.”
Without correct use of commas, articles, prepositions, verb tense and other basic grammar, the sentence above would be difficult to know .
