Business Communication

56  /  Business Communication
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1.
Future references: The limitation of human mind and poor retention power cannot be
overlooked. Written messages can be preserved as records and reference sources. Various
media of communication can be filed for future reference. Thus, keeping records are
essential for continuous operation of the business.
2.
Avoiding mistakes: In transmitting messages, earlier records help in reducing mistakes
and errors and also prevent the occurrence of fraud.
3.
Legal requirements: Written communication is acceptable as a legal document. That is
why some executives think that even if some messages have been transmitted orally, they
should later be confirmed in writing.
4.
Wide access: Communication media having become very fast, written communication
enjoy a wide access. If the communicator and the receiver are far from each other, written
communication sent through post or e-mail is the cheapest and may be the only available
means of communication between them.
5.
Effective decision-making: Old documents help effective decision-making in a great way.
Decision-making process becomes easier if old records are available. Because the messages
provide the necessary information for decision-making purpose.
6.3 PRINCIPLES OF EFFECTIVE WRITING
1.
Unity: Unity of writing implies a condition of being one. The principle of unity applies on
three levels. First, the individual sentences must be unified. Second, the individual paragraph
must be unified. Third, the totality of the message must be unified.
2.
Coherence: To achieve clarity in a written communication the principle of coherence
should be there. Relation and clarity are two important aspects of coherence. The principle
of coherence applies to sentences, paragraphs and to the message as a whole.