Communications in writing: Overview, definition, and example
What are communications in writing?
Communications in writing refer to any type of message, notice, or information exchange that is documented in a written form, rather than communicated verbally or through other mediums. This includes physical documents, emails, letters, memos, or any other format that records information on paper or electronically. Written communication is often used in business, legal, and contractual contexts because it provides a permanent record of the communication, ensuring clarity and accountability.
In many agreements, "communications in writing" is specified as a requirement to ensure that certain messages, notices, or approvals are formally documented and can be referenced later.
Why are communications in writing important?
Communications in writing are important because they provide a clear, tangible record of what has been discussed, agreed upon, or decided. Unlike verbal communications, written communications can be referred to at any time, which helps to avoid misunderstandings, disputes, or memory lapses about the content of the message.
For businesses, ensuring that communications are made in writing is essential for maintaining accurate records, complying with legal requirements, and protecting the organization in case of future disagreements. Written communications also provide a way to formalize decisions, such as approvals, contracts, and agreements.
Understanding communications in writing through an example
Imagine a company and a supplier enter into a contract for the supply of raw materials. The contract includes a clause requiring that all notices related to changes in terms, payment deadlines, or disputes must be made "in writing." This means that if the company wishes to extend the payment deadline, it must send a formal written notice (such as an email or letter) to the supplier to confirm the change.
In another example, a company’s employee handbook specifies that requests for time off must be made in writing, either through a company’s internal system or via email. This ensures that there is a documented record of the request, the dates involved, and any approvals or denials, helping to avoid confusion or miscommunication.
An example of a "communications in writing" clause
Here’s how a communications in writing clause might appear in a business agreement:
"Any notices, requests, or approvals required under this Agreement must be made in writing and delivered to the other party by email, certified mail, or courier. Verbal communications shall not be considered valid or enforceable under this Agreement."
Conclusion
Communications in writing are crucial for maintaining transparency, clarity, and a documented record of important information or decisions. They are often required in legal, business, and contractual contexts to ensure that there is a permanent and verifiable record. For businesses, using written communication helps avoid misunderstandings and provides a reference point for resolving disputes or confirming decisions.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.