THE FIVE C’S OF GOOD THE FIVE C’S OF GOOD BUSINESS WRITINGBUSINESS WRITING

1. CLARITY1. CLARITY

Choosing the right words:Choosing the right words: Use familiar wordsUse familiar words Use concrete languageUse concrete language Choose words for precise meaningsChoose words for precise meanings

Choosing the right wordsChoosing the right words

Use familiar words:Use familiar words:

This machine tends to get noisy when it This machine tends to get noisy when it runs hotruns hot instead ofinstead of

This machine has a tendency to develop This machine has a tendency to develop excessive and unpleasant excessive and unpleasant audio symptoms.audio symptoms.

Use concrete languageUse concrete language

AbstractAbstract ConcreteConcrete

A significant lossA significant loss A 53 percent loss A 53 percent loss

The majorityThe majority 62 percent 62 percent

Substantial amountSubstantial amount $3,517,000 $3,517,000

In the near futureIn the near future By noon Thursday By noon Thursday

The leading company First among 3,212 The leading company First among 3,212

competitorscompetitors

Choose words for precise Choose words for precise meaningsmeanings

Die, decease, pass on, croak, kick the Die, decease, pass on, croak, kick the bucket, check out, expire, go to one’s bucket, check out, expire, go to one’s rewardsrewards

Money, funds, cash, dough, bread, Money, funds, cash, dough, bread, financesfinances

Thin, slender, skinny, slight, wispy, lean, Thin, slender, skinny, slight, wispy, lean, willowy, rangy, lanky, wirywillowy, rangy, lanky, wiry

Ill, sick, poorly, weak, delicate, peaked, out Ill, sick, poorly, weak, delicate, peaked, out of sorts, indisposedof sorts, indisposed

Explain the differences in meaning:Explain the differences in meaning:

1.1. This merchandise is This merchandise is (old/antique/secondhand/pre-owned/use(old/antique/secondhand/pre-owned/used).d).

2.2. The mechanic is a (woman/lady/female The mechanic is a (woman/lady/female person).person).

3.3. Her performance on the job was Her performance on the job was (good/topnotch/excellent/superior).(good/topnotch/excellent/superior).

2. CONCISENESS2. CONCISENESS

Avoiding wordinessAvoiding wordiness Use simple expressions instead of jargonUse simple expressions instead of jargon Use Active Verbs most of the timeUse Active Verbs most of the time

Avoiding wordinessAvoiding wordiness

1.1. Eliminate words that say nothing.Eliminate words that say nothing.Keep this information on file for future Keep this information on file for future reference ORreference ORKeep this information for reference.Keep this information for reference.

There are three reasons for the project’s There are three reasons for the project’s success ORsuccess ORThree reasons explain the project’s Three reasons explain the project’s success.success.

2. Combine sentences to eliminate 2. Combine sentences to eliminate unnecessary wordsunnecessary words

I conducted this survey by telephone on Sunday, I conducted this survey by telephone on Sunday, April 21. I questioned two groups of junior and April 21. I questioned two groups of junior and seniors – male and female – who, according to seniors – male and female – who, according to the Student Directory, were still living in the the Student Directory, were still living in the dorms. The purpose of this survey was to find dorms. The purpose of this survey was to find out why some juniors and seniors continue to out why some juniors and seniors continue to live in the dorms even though they are no longer live in the dorms even though they are no longer required by the university to do so. I also required by the university to do so. I also wanted to find out if there were any differences wanted to find out if there were any differences between male and female juniors and seniors in between male and female juniors and seniors in their reasons for choosing to remain in the their reasons for choosing to remain in the dorms.dorms.

TighterTighter

On Sunday, April 21, I phoned male and On Sunday, April 21, I phoned male and female juniors and seniors living in the female juniors and seniors living in the dorms to find out (1) why they continue to dorms to find out (1) why they continue to live in the dorms even though they are no live in the dorms even though they are no longer required to do so, and (2) whether longer required to do so, and (2) whether men and women had the same reasons men and women had the same reasons for staying in the dorms.for staying in the dorms.

3. Put the meaning of your 3. Put the meaning of your sentence into the subject and verb sentence into the subject and verb to cut down the number of verbsto cut down the number of verbs

1.1. The reason we are recommending the The reason we are recommending the computerization of this process is because it computerization of this process is because it will reduce the time required to obtain data and will reduce the time required to obtain data and will give us more accurate data.will give us more accurate data.

2.2. We are recommending the computerization of We are recommending the computerization of this process because it will save time and give this process because it will save time and give us more accurate data.us more accurate data.

3.3. Computerizing the process will give us more Computerizing the process will give us more accurate data more quickly.accurate data more quickly.

Use simple expressions instead of Use simple expressions instead of jargonjargon

Two kinds:Two kinds:

1.1. Specialized terminology Specialized terminology

2.2. Business jargonBusiness jargon

Business jargonBusiness jargon I acknowledge receipt of your letter of 12I acknowledge receipt of your letter of 12 thth April April with reference towith reference to in the event thatin the event that under separate coverunder separate cover due to the fact thatdue to the fact that I wish to advise you thatI wish to advise you that in the near futurein the near future at the time of writingat the time of writing herewith please findherewith please find Please be good enough to advise mePlease be good enough to advise me

Use Active Verbs most of the timeUse Active Verbs most of the time

ActiveActiveThe customer received 500 glasses.The customer received 500 glasses.I recommend this method.I recommend this method.

PassivePassiveFive hundred glasses were received by the Five hundred glasses were received by the

customer.customer.This method is recommended by me.This method is recommended by me.

3. COURTESY3. COURTESY

Create a you-attitudeCreate a you-attitude Use positive words and toneUse positive words and tone Avoid irritating expressionsAvoid irritating expressions

Create a you-attitudeCreate a you-attitude

• Talk about the reader, not yourself.Talk about the reader, not yourself.

Eg: The two dozen glasses Eg: The two dozen glasses youyou ordered… ordered…• Use Use youyou more often than more often than II; use ; use wewe when it when it

includes the reader.includes the reader.

Eg: If Eg: If youyou wish to discuss this issue further….. wish to discuss this issue further…..• Avoid Avoid youyou in negative situations. in negative situations.

Eg: Your cheque arrived without a signature.Eg: Your cheque arrived without a signature.

Use positive words and toneUse positive words and tone

Which is better?Which is better?

The glass is half full ORThe glass is half full OR

The glass is half empty.The glass is half empty.

Some negative words to avoid:Some negative words to avoid:

failure, impossible, waste, change, vague, failure, impossible, waste, change, vague, sorry, misguided, weak, dispute, cheap, sorry, misguided, weak, dispute, cheap, abrupt, blame, intolerable, wrong, mistake, abrupt, blame, intolerable, wrong, mistake, evade, useless, misfortune, neglect, evade, useless, misfortune, neglect, discredit, biased, inefficient, deny, discredit, biased, inefficient, deny, problem, negligence, worry, exaggerate, problem, negligence, worry, exaggerate, law, ruin, complaint, unfair, careless, law, ruin, complaint, unfair, careless, unfortunate, senseless, pointlessunfortunate, senseless, pointless

Avoid irritating expressionsAvoid irritating expressions

your failure to reply, your neglect, you your failure to reply, your neglect, you failed to, it is not our fault, you did not see, failed to, it is not our fault, you did not see, your complaint, you cannot expect, you your complaint, you cannot expect, you should know, we must insist, your refusal should know, we must insist, your refusal to cooperate….to cooperate….

Rewrite:Rewrite:

1.1. You failed to send your order to us before the You failed to send your order to us before the new prices were introduced.new prices were introduced.

2.2. Problems of this type are quite common with Problems of this type are quite common with this cheaper model. Next time I suggest you this cheaper model. Next time I suggest you spend a bit more money.spend a bit more money.

3.3. We cannot do anything about your problem. We cannot do anything about your problem. Try calling a plumber.Try calling a plumber.

4.4. This problem would not have happened if you This problem would not have happened if you had connected the wires properly in the first had connected the wires properly in the first place.place.

HINTHINT

NEVER accuse your reader of making a NEVER accuse your reader of making a mistake.mistake.

NEVER be unsympathetic, condescending NEVER be unsympathetic, condescending or rude.or rude.

ALWAYS be grateful for a favour.ALWAYS be grateful for a favour. ALWAYS be sincere and be clear.ALWAYS be sincere and be clear.

4. COMPLETENESS4. COMPLETENESS

PROOFREAD thoroughly!!PROOFREAD thoroughly!!

5. CORRECTNESS5. CORRECTNESS

Grammar (Parts of Speech, Singular and Grammar (Parts of Speech, Singular and Plural forms, Subject-Verb Agreement, Plural forms, Subject-Verb Agreement, Mixed Tenses)Mixed Tenses)

Spelling and VocabularySpelling and Vocabulary PunctuationPunctuation