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Written Communication

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:

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Formal business letters

Performance appraisals and disciplinary notices for subordinates

Letters and notes for documentation purposes

Handwritten internal and external notes


Web pages

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

typographical errors.

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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