There are five types of communication:Written- letters, memoranda, reports, noticesOral- telephone, face-to-face, meetingsVisual- charts, tables, posters, advertisements

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Michael Smith

Types of communication

There are five types of communication:

Written- letters, memoranda, reports, notices

Oral- telephone, face-to-face, meetings

Visual- charts, tables, posters, advertisements

Electronic- facsimile, computer, e-mail, pager

Non- verbal- body language.

It is the information that dictates which method is used depending upon:

  • The nature of the information- is it long or short?  Is it confidential?
  • The speed with which it needs to be sent- does it need to be there today?
  • Whether it is best in written or oral form- would a telephone call be best?
  • The cost- would the cost be too much?

 

Written Communication

Written communication uses words, numbers and images.

Letters

A formal method of communication, which is usually external.  It is possible to set out detailed instructions, confirm arrangements or pass on information.  Letters can also be used internally

Advantages:

  • Letters can provide a permanent record for future reference.
  • Accurate, clear messages can be sent.

Disadvantages:

  • They can be less personal.
  • There is no immediate feedback.

Memoranda

Memoranda are usually brief and used internally.  They are sent through internal electric mail systems (e-mail).

Advantages

  • They are short and to the point
  • They can provide a permanent record for future reference.
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Disadvantages

  • There is no immediate feedback
  • If many e-mails are received, there is the possibility that some are missed and the receiver can suffer from information overload.

Reports

Reports are usually the result of some research or investigation.  They are formal and structured and can deal with such things as health and safety, future plans or installation of new computers.  They usually help people make decisions.

Advantages

  • Reports can be copied and circulated to many people.
  • Reports usually deal with complicated matters, which are the best dealt with in writing ...

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