Writing skills are as important as speaking skills. There are several types of written communication
that a leader needs to produce. The following are some examples:
Formal business letters
Performance appraisals and disciplinary notices for subordinates
Letters and notes for documentation purposes
Handwritten internal and external notes
Agendas and meeting minutes
Reports, including technical reporting of data and factual information
Leaders must produce written correspondence that reflects the policies of the organization.
Therefore, while writing letter and e-mails, leaders must follow these guidelines:
Use authority and position appropriately by communicating through the prescribed chain of
command and by respecting the authority designated by the organization regarding decision
making, policy issues, and employee relations.
Revise, edit, and edit again. Readers of written communication make judgments about leaders
based on the leader’s written expression. Therefore, leaders must ensure that the content of their messages is professional, and free of grammatical, punctuation, language, and
Leaders must archive important correspondence as appropriate, especially for personnel files
and customer files.
Improperly produced written communication can lead to lawsuits, termination of employment, and
difficulties in dealing with disgruntled employees. Leaders must proceed cautiously and carefully when they are producing written documents.
Leaders must be cautious ensuring the correct documentation of personnel and customer-related
issues, and minutes of meetings. These official forms of documentation must be accurate in case this
information is needed in the future. Even the most confidential documents may be subject to public
scrutiny. Therefore, leaders must be knowledgeable about the information and documentation needs
of their team.
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