3. BUSINESS WRITING PRINCIPLES (9) C’s.pptx

8/10/2019 3. BUSINESS WRITING PRINCIPLES (9) Cs.pptx

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LECTURE No. 3

BUSINESS WRITING PRINCIPLES (9) Cs of

Communication


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BUSINESS WRITING PRINCIPLES (9) Cs

After planning steps in communication the

message have been completed we have to

consider specific writing principles to help

us choose right words syntax, andsentences for our letters, reports and

memorandum.


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The Seven (9) Cs of Effective

communication (Principles of

communication)

1. Completeness

2. Conciseness

3. Consideration

4. Concreteness5. Clarity

6. Courtesy

7. Correctness

Additions:

8. Confidence

9. Conversational tone


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1. Completeness

Your business message is complete when you havegiven everything that is required to induce a reactionfrom the audience (reader). Your message should becomplete in all terms of data and facts. To accomplish

this you need to follow this guideline:

Provide all necessary information

Answer all questions asked

Give something extra, if desired


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2. Conciseness

Conciseness means to convey your message in theleast possible words, meaning in a nut shell. Whilefollowing conciseness do not sacrifice the otherprinciples of communication in any case. To make

your message concise follow this guideline:

Discard (remove) lengthy expressions

Only add relevant facts

Avoid unnecessary repetition


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3. Consideration

Consideration means to prepare messagesconsidering the receivers of the communication, notyourself. Consideration means while preparing yourmessage try to imagine yourself in place of theaudience. Consider the situation, problem or

circumstances might be, then prepare themessage. For consideration in communication,following guideline should be followed:

Focus on You instead of I or We

Show audience benefits

Focus on positive and pleasant information


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4. Concreteness

Concrete basically means the mixture of cementand gravel used for construction purposes,concrete here means that your message should bestrong and the ideas in that message should bewell established. It means you should be precise

and sure of what you are communicating notunsure or indefinite. In order to be concrete whilecommunicating, follow this guideline:

Use specific facts and figures

Put action in your verbs Choose vivid and image-building words


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5. Clarity

It does not mean anything but the messageshould be conveyed in a clear manner. Thereader should not get confused after readingyour message. You should be accurate in

what you want to say. To achieve clarity usethis guideline:

Choose concrete, easy and familiar words

Structure effective and easy paragraphs


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6. Courtesy

Courtesy is basically being aware of other peoplesvalues and feelings and respecting them, it does notonly mean mere politeness such as words thank you orplease but it means much more. Remember that amore courteous message will leave a good and lasting

impression on your receiver. Courtesy means to haverespect and concern for others. For courtesy in yourmessages the guideline is:

Be sincerely thoughtful and appreciative

Use sentences which show respect Do not use discriminatory remarks


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7. Correctness

As the word suggests correctness is all aboutbeing correct in all terms in language as well as infacts and information. You should use propergrammar, punctuation, spelling and tone. Not onlythis, you have to check whether the information you

are giving in your message is accurate or not.Guideline for correctness:

Use correct level of language

Verify accuracy of facts, figures and information Use acceptable medium of messages


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8. Confidence

Remember when you communicate you should showconfidence in yourself because this will impact thereceivers mind. As the case; when someone tells atruth half-heartedly and without much self-confidence

people tend not to believe, but if the same person tellsa lie with full confidence people usually believe what isbeing said. So the sender should always showconfidence in ones self. Do not use words which reflectthat you do not have much confidence such as I hope, I

believe, maybe, I think.


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9. Conversational Tone

This means that you should prepare yourmessage in such a way that the receiver is rightin front of you. The reader should be reading asif talking to you face to face instead of just

reading a piece of paper. This means that yourmessage should be formal to a limit not over theedge formal, if this happens the reader will loseinterest in the message and you might fail to geta desired response.

3. BUSINESS WRITING PRINCIPLES (9) C’s.pptx

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