* When a permanent record is needed: Contracts, legal documents, official reports, meeting minutes, and performance reviews all require a written record for future reference and accountability.
* When conveying complex or detailed information: Instructions for a complex task, technical specifications, or lengthy explanations are better understood when written, allowing the recipient to review and re-read at their own pace.
* When communicating with a large audience: Newsletters, announcements, company-wide memos, or training materials are more efficient to deliver in writing than verbally.
* When precise language is critical: Legal documents, scientific papers, and business proposals require precise and unambiguous language, which is easier to achieve in writing than through spoken conversation.
* When there's a need for formality: Formal requests, complaints, or appeals are usually best communicated in writing to maintain a professional tone and establish a clear record.
* When distance separates the communicators: Email, letters, and other forms of written communication are essential for long-distance communication.
* When communicating with someone who is hard of hearing or has a speech impediment: Written communication is more accessible and ensures clear understanding.
* When a detailed response is needed: If a prompt response isn't crucial and a well-considered, thoughtful answer is required, writing provides time for reflection and careful phrasing.
* To avoid misunderstandings: Written communication allows for careful editing and revision, minimizing ambiguity and the potential for misinterpretations.
Essentially, written communication is preferred whenever clarity, accuracy, permanence, and formality are important, and when a record of the communication needs to be kept. However, it's important to note that written communication isn't always the best choice; sometimes a face-to-face conversation or phone call is more effective.