Merits and Demerits of Written Communication

  Merits of Written Communication:

1. Permanent Record: Written communication provides permanent record for the organisation and can prove very useful for future reference or legal documents. Written record serve as a good guide for decision making and planning in future.Old orders and decision can serve as precedents for future decisions. Previous year report are proved beneficial for formulating policies and fixing new targets.

2. Most Convenient Form: There is no need of personal presence of send and receiver. The writer can write or dictate at the time that suits him, reader who can read, re-read at his own convenience. He can take a break his interest wanes, therefore lengthy and large messages are conveyed through  written communication.

3. Widest Possible Coverage: Written messages have wide access. It is probably the only means of communication where the sender and receiver of messages and separated by long distances. This is not possible in case of oral messages.

4. Better Understanding: The messages can be read again and again has sufficient time to understand the message.

5.Legal Documents: Written Communication is acceptable as legal documents. It is more reliable as a documentary proof. It is legal evidence the court of law and in case of disputes with employees client etc.

6. Suitable for Lengthy Messages: Pronunciation of lengthy message is very easy and clear through written communication.

7. Accurate and Precise: Written communication are less prone to error and they are organised more carefully than the written messages. Written communication is open to verification and its euthenics can be easily challenged. The communicator has to be accurate and factual. There is no insistence on greater accuracy precision.

8. Assignment of Responsibility : If the communication are preserved in writing, it is much easier to assign responsibility. In case mistake is committed in case of oral communication, it is difficult to ascertain responsibility i.e., why that subordinates feel more secure when it receives order in writing.

9. Lesser Chances of Distortion: Chances of distortions in the message in written communication are less as compared to oral communication.

Demerits of Written Communication:

(i) Time Consuming : Written communication is very much time consuming. Letter or written documents may take two or even three to four days to reach its destination. As much time is wasted, it is not suitable when message is to be sent immediately.

(ii) Expensive: This turn out to be costly. Paper and ink typing cost are involved in addition to postage, internet expenses etc. If it is not well drafted documents becomes ineffective. It costs a lot of money to store written record.

(iii) Clarification is not Possible: Written communication is very rigid the spot clarification and adjustment can not be made. So in case of any dou and queries the receiver has to write back.

(iv) Lacks Secrecy: Oral messages can be kept secret. But it is difficult keep written messages completely secret. Written messages can be intercepted while it is in transit.

(v) No Personal Touch: Written communication lacks personal touch.receiver is less receptive. The reason being the written messages tend to be formal.

 (vi) Judgement is Impossible: The send of message has no opportunities judge the reaction from facial expression and gestures of receiver. Gestures facial expression can not be used reinforce written words.