7 Cs OF BUSINESS WRITING

COMPLETENESS
CONCISENESS

CONSIDERATION
CLARITY CONCRETENESS COURTESY CORRECTNESS

COMPLETENESS
Answer all questions that are asked Give something extra when desirable Check for five Ws & one H
Who, What, When, Where, Why and How

Exercise-1
The owner of a mutual fund stock wrote to the

investment department of your bank ,that he

wanted to sell his shares. He asked, just how

does your bank want me to authorize this

sale?

How would you reply to this query keeping the

five Ws and one H guideline in mind?

Exercise-2
You are the president of an industry association and have received the following inquiry from an out of town member, I think I would like to attend my first meeting of the association, even though I am not acquainted with your city. Will you please tell me where the next meeting is being held?

How would you reply to this letter keeping in mind

Completeness of the message?

CONCISENESS
Eliminate wordy expressions Include only relevant statements
be focused, prune & avoid long explanations avoid gushing politeness

Avoid unnecessary repetitions

use short forms the second time use pronouns

Exercise -3
Find single word substitutes for the phrases
Along the same lines

At this time
Consensus of opinion Due to the fact that

During the time of the day

During the year of Few and far between

For a price of

Exercise -4
Rewrite the following by omitting trite expressions, rambling sentences and repetitions:

1.

At this time I am writing to you to enclose the post paid appointment card for the purpose of arranging a convenient time when we might get-together for a personal interview.

2.

We hereby wish to let you know that we fully appreciate the confidence you have reposed in us.

3.

Will you ship us sometime, any time during the month of

October , or even November if you are rushed , for November will suit us just as well , in fact a little bit better , 300 of the regular three and a half inch blue arm bands with white sewn letter in the middle .

 Will you ship us sometime, any time during the month of October , or even November if you are rushed , for November will suit us just as well , in fact a little bit better , 300 of the regular three and a half inch blue arm bands with white sewn letter in the middle

CONSIDERATION
Focus on YOU instead of I & WE Show reader benefit & interest Emphasize positive& pleasant Apply integrity & ethics

Write with a you attitude , it shows consideration

I want to send my congratulations for -- We will ship your order dated May 04, 2010 in three working days -- We pay eight percent interest on -----

Write with a you attitude , it shows consideration

May I take this opportunity to express my thanks for the account you recently opened with our store. We are pleased to furnish a wide variety of products for the home of the individual customer. We want you to take full advantage of the store services, for we have the largest store in the city. Also we make deliveries for our customer free of charge with in a 30 miles radius of our store. We welcome you to Ebony. If we can be of additional help please let us know .

Exercise 6
Avoid negative unpleasant words to show consideration

 It is impossible to open an account for you today.

We dont refund if the returned item is soiled and

unusable.
When you travel on company expense, you will not receive approval for first class fare. To avoid further delay and inconvenience , we are sending this report by express mail.

Exercise 7
Show reader benefit or interest in the reader ; in
the letter from an insurance company to policy

holders .

Because we have not written to you in sometime , please help us bring our record by filling and returning the other half of the card .

CONCRETENESS
Use specific facts and figures Put action into verbs Choose vivid image building words Use more adjectives and adverbs

Exercise 8
Put action into the words by using active instead of passive voice.

 Tests were made by us A full report will be sent to you by the supervisor. The contract had a requirement . Mr. Singh will give consideration to the report .

Use vivid image building words adjectives and adverts , and use less of abstract nouns The camera has a system that gives high resolution pictures.

CLARITY
Choose short , familiar & conversational words

Construct effective sentences and paragraphs

by unity of idea and sequencing

Achieve appropriate readability by using formal

& informal language Include examples, illustrations & visual aids

 Headings: 8-10 words Sentence length: 15-20 words Paragraphs: 40-70 words Soft words vs hard words

Exercise : 11
Use simple words

 Circa
Subsequent

Promulgate
Inadvertence e.g. Domicile Remuneration

Exercise: 12
Choose a conversational

style

 After perusal of pertinent data the conclusion is that a lucrative market exists for the subject property .

A letter from the quality bureau to a plumber said

The efficacy of hydrochloric acid is indisputable,

but the corrosive residue is incompatible with metallic permanence .

COURTESY
Be sincere , tactful, thoughtful and appreciative Omit expressions that hurt , irritate, or insult Grant apologies graciously

Exercise : 13
Show courtesy by avoiding tactless & blunt language

 Your letter is not clear at all:

Obviously, if you would read your policy

carefully you will be able to answer these

questions yourself.

Apparently you already forgotten what I wrote

you two weeks ago.

Exercise : 14
Use gender friendly substitutes

 Mankind The best man for the job Manmade Manpower Businessman

Sales man
Chairman

Ex 14 Contd.
You guys should all be concerned about the issue. Each manger has an assigned place he should park his car. Each customer will have change noted on his bill

CORRECTNESS

Use the right level of language

Check accuracy of facts, figures and words

Choose non discriminatory language