Since written communication lacks the ingredient of verbal, physical communication and body language you have to make sure that your message is precise enough so it may leave no room for ambiguity and even lack of adequate information to get the message through in the desired manner.
There are 3 basic ingredients to consider when entrusted with the task of written communication. These include
- The manner in which the content is to be laid out i.e. the Structure of the written communication
- The manner in which the communication is to be written i.e. Style
- Last but not the least is the Contente. the actual message of the communication
A good structure and lay out of the communication will make it easier for the recipient of the message to understand the message both quickly and completely. Below we are offering a few tips to help you decide on the structure.
- The key to decide on the most suitable structure for the message is to be utmost clear about the purpose of your communication.
- Decide upon the key points that you need to include in the message
- Using appropriate order in written communication is as important as using the right words to convey the message
- Leave a good impression with both your introduction and conclusion. While a good introduction would entice the recipient to carry on reading a good conclusion will help leave a lasting impression on the reader’s mind.
- Use small sentences rather than using long ones which may end up making it difficult for the reader to understand the message being conveyed.
- Similar to the usage of small sentences, make sure you use small paragraphs. A paragraph should ideally be used for just a single key point.
- Use sub headings along with headings and bullets to make the message easy and quick to comprehend
Determine the style in which the communication is to be written. However, the style in turn will be determined by several factors including
- Level of formality
- Target audience
- Whether you are free to use specialized terms or whether you would be better off using simple language depending on the recipient of the message.
- The detail and information that need to go into the communication.
- Identify all what needs to go into the content
- Ensure that the objective of the communication is clear and the recipient is soon able to identify it
- Spelling and grammar mistakes can adversely impact the efficacy of your communication. Therefore, make sure that you go over the content to check any grammar or spelling mistakes that may exist in the content.
- Maintain a single tone throughout the communication and avoid making the mistake of changing the tone anywhere in the content.