Written Communication vs Verbal Communication

By Laura Perry, Copywriting & Editing Intern at Talent Academy

Everyone has their own strengths and weaknesses, including the ways in which they communicate. Some people are better speaking, others writing, and some prefer more abstract and creative means of communication such as art or dance.

The difference between written and verbal communication sounds pretty obvious; written involves physically writing out words to convey your message, while verbal is spoken. But there is actually a number of significant differences in the usefulness and underlying meaning of each type of communication.

Written Communication

The written word is generally a much more formal way of communicating. Having important arrangements or decisions in writing (e.g. a loan or job contract) is vital so that you have proof of what was agreed upon and questions cannot be raised. 

Our tone of voice is also different when we write. Think back to the last time you wrote something, whether it was an email, an essay or a letter! Now think about how your words sounded, it is probably much more formal than the way you speak. This is mostly due to the way we are taught to write; adhere to grammatical conventions, follow the structure of the language, and ensure there are no mistakes. Unlike when we speak, written communication rarely accepts mistakes or filling phrases such as “uhh” or “umm” which significantly formalises our tone of (written) voice.

The main exception for formal written communication is text-messaging. This form of communication, while written, is far more informal as it is generally exchanged between friends and family, rather than in a workplace or other formal context. Our voice here may be more reflective of our spoken words, as we simply write what we would say if we were verbally communicating.

We have become very good at translating the complexities of spoken language into the written format and are able to detect subtleties in tone of voice, particularly via texting. We can tell when someone is unhappy, even when their words seem to be normal. This is indicated through use of grammar, and word-choice as this may change depending on a person’s mood. It’s a bit like receiving (or sending!) a passive-aggressive email from a work colleague. While the language appears polite and formal on a surface level, you can discern subtle undertones which indicate that the person is unhappy with something. 

Verbal Communication

On the other hand, we use verbal communication every day, in both formal and informal capacities. Unlike written communication, we generally allow for minor errors and fillers in speech, particularly the informal variety. 

Verbal communication is synchronous, which means it happens in real time and requires on-the-spot thinking, while written communication is asynchronous, meaning a reply is not expected immediately. Thinking on the spot is something that people can struggle with, it is these people who will generally have stronger written communication skills. 

The development of technology brings changes to the synchronicity of verbal communication, such as voicemail, where you verbally leave a message but do not expect an immediate response from the other person because you are not interacting with them in real time. Even texting challenges the asynchronous nature of written communication, as it happens in real time and people usually expect a response fairly quickly, so it can be argued that texting functions as a form of synchronous communication. Video calling and conferencing combines both verbal and written communication, as people are able to speak with each other, while also having the option to send a written message through a chat function. It is interesting to consider how these forms of communication will translate to the Virtual Reality platform which seems to be the future of how we communicate.

When verbally communicating with someone in person or via a video platform, nonverbal cues assist in getting your point across. Much like written communication having subtle undertones that convey meaning, your body language when you are speaking provides a lot of insight into what you are communicating. This can reinforce positive or negative connotations, and if you are not fully aware of how your nonverbal cues can impact what you say, you can unintentionally miscommunciate with the other person.

Both written and verbal are important and useful forms of communication. While some may be more comfortable and confident with one than the other, it’s good to embrace both so that we can build rich and diverse connections with each other.

Are you someone who prefers written communication rather than verbal and need to improve your public speaking skills? Try one of our online courses or get in touch with us for information about workshops!