After planning steps in communicating the message have been complete we

have to consider specific writing principles to help us choose right words syntax
and sentences for our letter report memonorandums etc.

1. Correctness
2. Conciseness
3. Clarity
4. Completeness
5. Concreteness
6. Consideration
7. Courtesy

Correctness:-

To be correct in communication the following principles should be borne in

mind.

1. Use the correct level of language

2. Include only facts words and figures
3. Maintain acceptable writing mechanics
4. Apply the following qualities
5. There should be proper grammar punctuation spelling and paragraphing

Conciseness:-

Business exectives are dead-busy. They don’t have time to go through

unnecessarily lengthy messages. The writer is also a loser if he
writes wordy messages because it involves more time and money to
type and read. Conciseness makes the message more
understandable and comprehensible

1. Eliminate wordy Expressions.

2. Include only relevant material.
3. Avoided unnecessary Repetition.
 Clarity:-

Clarity demands that the business message should be correct concise complete
concrete and with consideration

1. Use the right level of language

2. Proper punctuation make the writing clear
3. Check Accurey of fact figure & Words

Completeness:-

The message should be complete to bring desirable results. It should include

everything the reader needs for the reaction you desire. You must know what
information our reader wants or needs You should be able to know the reader’s
background viewpoint needs attitudes and emotions.

1. Provide all necessary information.

2. Answer all questions asked.
3. Give something Extra, when Desirable.

Concreteness:-

The business writing should be specific definite unambiguous and vivid

rather than vague and general The following guidelines lead to
concreateness.

1. Use specific facts and figures

2. Put action in your verb
3. Choose vivid image building words.

Consideration:-

Consideration refers to you attitude sympathy the human touch and

understanding of human nature. Consideration means the message with the
receiver in mind. You should try to visualize your readers their desires
problems emotions circumstances and possible reaction to your request.
 1. Focus on you instead I & We
2. Show reader benefit or interest in reader
3. Emphasize

Courtesy:-

Courtesy is more important and advantageous in business writing than it is in

face to face communication or conversation. Courteous message
strengthen present relations and make new friends. It is a goodwill
building.

1. Answer your mail promptly

2. Be sincerely tactful thoughtful and appreciative
3. Use expressions that show respect

_______________________________________________________________________

There are 7 C’s of effective communication which are applicable to both written as well as oral
communication. These are as follows:

1. Completeness - The communication must be complete. It should convey all facts required by the
audience. The sender of the message must take into consideration the receiver’s mind set and
convey the message accordingly. A complete communication has following features:
 Complete communication develops and enhances reputation of an organization.
 Moreover, they are cost saving as no crucial information is missing and no additional cost
is incurred in conveying extra message if the communication is complete.
 A complete communication always gives additional information wherever required. It
leaves no questions in the mind of receiver.
 Complete communication helps in better decision-making by the audience/ readers/
receivers of message as they get all desired and crucial information.
 It persuades the audience.
2. Conciseness – Conciseness means wordiness, i.e, communicating what you want to convey in
least possible words without forgoing the other C’s of communication. Conciseness is a necessity
for effective communication. Concise communication has following features:
 It is both time-saving as well as cost-saving.
 It underlines and highlights the main message as it avoids using excessive and needless
words.
 Concise communication provides short and essential message in limited words to the
audience.
 Concise message is more appealing and comprehensible to the audience.
 Concise message is non-repetitive in nature.
3. Consideration - Consideration implies “stepping into the shoes of others”. Effective communication
must take the audience into consideration, i.e, the audience’s view points, background, mind-set,
education level, etc. Make an attempt to envisage your audience, their requirements, emotions as
well as problems. Ensure that the self-respect of the audience is maintained and their emotions are
 not at harm. Modify your words in message to suit the audience’s needs while making your
message complete. Features of considerate communication are as follows:
 Emphasize on “you” approach.
 Empathize with the audience and exhibit interest in the audience. This will stimulate a
positive reaction from the audience.
 Show optimism towards your audience. Emphasize on “what is possible” rather than “what
is impossible”. Lay stress on positive words such as jovial, committed, thanks, warm,
healthy, help, etc.
4. Clarity - Clarity implies emphasizing on a specific message or goal at a time, rather than trying to
achieve too much at once. Clarity in communication has following features:
 It makes understanding easier.
 Complete clarity of thoughts and ideas enhances the meaning of message.
 Clear message makes use of exact, appropriate and concrete words.
5. Concreteness - Concrete communication implies being particular and clear rather than fuzzy and
general. Concreteness strengthens the confidence. Concrete message has following features:
 It is supported with specific facts and figures.
 It makes use of words that are clear and that build the reputation.
 Concrete messages are not misinterpreted.
6. Courtesy - Courtesy in message implies the message should show the sender’s expression as
well as should respect the receiver. The sender of the message should be sincerely polite,
judicious, reflective and enthusiastic. Courteous message has following features:
 Courtesy implies taking into consideration both viewpoints as well as feelings of the
receiver of the message.
 Courteous message is positive and focused at the audience.
 It makes use of terms showing respect for the receiver of message.
 It is not at all biased.
7. Correctness - Correctness in communication implies that there are no grammatical errors in
communication. Correct communication has following features:
 The message is exact, correct and well-timed.
 If the communication is correct, it boosts up the confidence level.
 Correct message has greater impact on the audience/ readers.
 It checks for the precision and accurateness of facts and figures used in the message.
 It makes use of appropriate and correct language in the message.

Awareness of these 7 C’s of communication makes you an effective communicator.

• Effective communication is an important part of business success. To establish good

business communication, it helps to have a blueprint of the 7 C's of effective
communication. You can use your list of communication "C" words to create efficient
communication at all levels of your company, and to help make interactions with
customers more effective as well.

• Concise

In business it pays to get to the point quickly. Effective business communication uses concise and
straightforward language that gets the point across completely and in a manner that encourages
efficient action.

• Complete

Plan your business communication carefully so you get all of the information to your recipient the
first time. If you leave out important information in your initial correspondence, that will cause a
series of problems that will take time to repair.
 • Conversational

According to communication coach Ric Phillips, writing on the Evan Carmichael website, it is
important to present your information in a conversational tone that invites interaction, rather than
a confrontational tone that can cause an argument. Effective communication presents the
information in a manner that is not emotional but instead professional.

• Clear

With a business communication, you sometimes get only one chance to make your point. If your
information is misunderstood, you may not have the opportunity to correct it before it escalates
into a problem. When you present your information, be sure to do so in a clear voice that allows
every word to be understood.

• Considerate

When speaking to business associates or customers, always open the conversation to questions
and clarifications. When you finish a statement, allow a moment for the other person to ask a
question before you go on to your next part. When you answer a question, be sure the answer is
understood before moving on in the conversation.

• Confidence

An air of confidence in your conversation helps add credibility to your information. Present your
data with a clear and commanding tone that indicates that you know the subject you are speaking
about and that the information being presented is valuable.

• Check

Always check your data and facts before giving a business presentation of any kind. You may
have useful ideas, but if they are accompanied by incorrect information, the power of your ideas
is lost.

Seven C's of Effective Communication

By JaKaye Jesse, eHow Contributor
The Seven C's of Effective Communication is a method of business communication that
gives the writer authority by enabling the writer to present a clear concise letter, memo, or
email that easily relays the author's intent. The message should be written from the reader's
point of view, simple and free from buzz words or jargon, and include a call to action.
Clear

1. When writing a letter, memo or email, establish a definite purpose

immediately. Use your words to command attention so that the listener knows
that your message is relevant and applies to him.

Complete

2. Establish the facts and background of your message. You want to provide
the reader with supporting material that is relevant to the subject material of
your message. Provide the reader with the necessary information that will
help him make an educated decision.

Concise

3. Your message should be conveyed in a short, concise manner presenting

the relevant information to the reader. Present to the reader only the
necessary information that will make it easier for the him to understand the
material.

Creative

4. Using the narrative format to convey your message may leave your
material flat and unimaginative. Use various formats (such as charts, graphs
and statistics) to convey your message in a more effective way and capture
the attention of your audience.

Considerate

5. The reader's needs should always be kept in mind when you write. The
"you attitude" refers to looking at your writing from the reader's point of view,
emphasizing exactly what the reader wants to know, and respecting the
intelligence and protecting the ego of the reader. Refer to the reader's
request specifically and keep your own emotions out of your writing--unless
your feelings are specifically solicited by the reader.

Correct

6. Your writing should be free from grammatical, spelling and punctuation

errors. Double check the accuracy of your writing, ensuring all information is
accurate and timely. The message in your writing must be clear in order to be
effective. You want your reader to understand and recall your message.
 Credible

7. Present your message from a position of reliability and authority.

Reinforce your message and be consistent. Repetition of your message
enables the reader to understand new concepts and ideas, learn a new
behavior, and mentally rehearse how to react to the content within your
message.

Your objective is to have an effective piece that includes a call to action

compelling the reader to act. A call to action encourages, inspires and
motivates the reader to attempt a new behavior and make difficult decisions
that he otherwise may have never made before he read your message.

_____________________________________________________________

7 C’s off effective communication(with respect to written communication):

Written communication occupies an important position in the communication sphere, so

written communication has to pay adequate attention on certain principles of necessity.
The essentials of every written communication are principles of unity, coherence and
emphasis. These principles along with other essentials of effective communication, like
language, planning and organization make the written communication effective.

• Clarity: The writing should be correctly planned and expressed in a logical

way,and the writer should make sure that the ideas flow smoothly from beginning
to end. The message must be so clear that even the dullest man in the world
should readily understand it. The communicator must be very clear about all the
aspects of the idea in his mind and about the purpose for which it is to be
communicated. Next to it, he must be clear about the selection, suitability and
usage of the medium. The signals of the encoded message must be carefully
composed of and transmitted well. Clarity of written language is the first and
 foremost emphasis one should seek in writing. So clarity of language is a form of
courtesy. Clarity, therefore, can be achieved in writing by taking pains by writing
to serve the purpose rather than to impress readers. Understanding the subject
bring about clarity in the writing. Don’t jump about from one part of the writing
to another and then back to the first aspect. This is confusing for you and the
reader. Deal with each aspect separately and clearly. Clear description brings
about the script alive, takes readers to where you have been and evokes
atmosphere. It can bring flavor in the most arid and dry news story and make the
difference between a report that satisfies and one that does not.
• Completeness: It is an essential factor for effective communication. A message
must be organized appropriately in the sense that it must include all the important
ideals and its details. The contents of the message must be checked in order to
verify that there is no omission of the relevant details. An incomplete message can
do little to convey the information and to persuade the receiver. All the aspects of
the message must be grouped and brought together in logical sequence to prepare
meaningful thought units. The communicator effort can be more fruitful and
effective if the receiver easily reacts to the sender’s message. The incomplete
messages may create doubts in the receiver’s mind. The receiver of the
incomplete message feels angry, confused and irritated by it. Effective writing
communication implies a condition of being complete and clear. The principles of
unity or completeness apply at three levels; one, the individual sentences must be
unified. Two, individual paragraphs must be unified and three the totality of the
script must be unified. The first principle states that each simple sentence must
contain a single idea clearly expressed. All sentences relating to a particular
matter constitute a unified individual paragraph. Each paragraph in a section
forms a unit of thought. All units of thoughts structurally constitute the message
of entire communication or a unified message. Each unified individual sentence
conveys only one central idea. It must be direct, simple, brief, clear and vigorous.
Too much use of buts, ands, pomposity and technical jargon must be avoided.
Prompt and adequate attention of the reader is the essence of purposeful
communication. Completeness in writing is achieved through orderly arrangement
of ideas flowing into other ideas and progressing into conclusion. An incomplete
writing leads to side tracking, misunderstanding, seeking clarifications and
explanation etc. thus, the writer must consider the receiver’s capabilities to
understand.
• Coherence: Coherency is equally essential for good written communication.
Clear communication in simple sentences helps the reader to understand. Facts
and figures must be stated plainly and in an intelligent manner. Relation and
clarity are the two important aspects of coherence. Coherence means, tying
together of several ideas, under one main topic in any paragraph. Smooth flow,
lucidity and transition aspects should be given effect to and there should not be
any scope for the reader to misinterpret, mis-read or mis- spell the message.
Coherence is given to a larger paragraph or section of a message and leads to
purposeful communication where the writer is well received, read, understood and
acted upon by the reader.
• Conciseness: Conciseness is an important factor in effective communication. It
means saying all that needs to be said and no more. The aimless verbiage,
unnecessary details and heavy paragraphs make our communication ridiculous
and ineffective. We must omit those words and sentences from our message,
which are not likely to bring about results. The message, which can be expressed
in fewer words, is more impressive and effective than the same message
expressed in a number of words. The communicator must organize his message in
such a way that every word in it is meaningful and of interest to the receiver.
Even a single word or a sentence, which does not contribute to accomplish the
purpose of the communication, should be carefully omitted. Conciseness refers to
thoughts expressed in the fewest words consistent with writing. It is achieved in
writing in definite style and use of precise words. Unnecessary superlatives,
exaggeration and indirect beginning should be avoided. Care should be taken to
use adjectives judiciously, avoiding irrelevant details, unnecessary expression and
mumbling sentences. Avoid vague judgmental descriptions and be precise and
clear.
• Credibility: A good writing is always forceful and direct and has the power and
capacity to produce a reaction or desired effect. Clarity in writing brings about
credibility because it ensures that others understand the message easily and
quickly. A clear and direct approach in writing makes it possible to achieve the
principle of credibility in your writing. Other essentials of writing like correctness
and completeness add to the strength of credibility in the writing.
• Correctness: Without correctness, readers may refuse your write
up.Communication must be correct in tone and style of expression, spelling,
grammar, format, contents, statistical information; stress-unstressed, etc. there
should not be any inaccurate statements in the message. Efforts must be made to
avoid errors in spellings, punctuations, etc. the incorrect written documents lower
the readers’ confidence in the writer. In the same way, the incorrect statements
and other miscellaneous errors of the speaker lower the listeners’ confidence in
him and it may tarnish his image and reliability too. When communication
receiver finds one error he suspects that there can also be other errors in the
message. Therefore, he starts searching for other mistakes automatically. The
subject matter of communication must be correct or accurate. The manner in
which the message is transmitted must be absolutely correct. Accuracy in writing
can be achieved by careful checking and editing. Correctness demands accurate
figures, because decisions may go wrong if wrong figures are given. Over
writings, erasures, strikeovers, wrong spellings, faulty grammar, poor sentence
construction etc may distract the readers and lead to misunderstanding. Written
communication clearly means making others to understand. Therefore, it is
essential that the sender should verify the correctness of the information before
transmitting it to the receiver. And before accepting the information for important
decision-making, the receiver should clarify his doubts regarding the accuracy
and correctness of the message.
• Continuity: As far as possible the writer should avoid jargon. Jargon is a
language that is special to science, commerce, technology, trade and profession.
In writing, the jargon should not be incorporated as this could make the writing
 confusing and unclear. Brevity or use of fewer words brings about continuity and
grace in your writing. The effect of good writing depends on its style and
continuity of subject till the conclusion. If one takes care to be precise, correct and
clear in writing and if the continuity is maintained throughout writing, the desired
effect from the reader is achieved

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