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
1. Eliminate wordy expressions
2. Include only relevant statements
 be focussed,
 prune & avoid long explanations
 avoid gushing politemess
3. Avoid unnecessary repetitions
 use short forms the second time
 use pronouns
CONSIDERATION
Focus on YOU instead of I & WE

Show reader benefit & interest

Emphasize positive& pleasant

Apply integrity & ethics

Ex.5-Write with a ‘you ‘
attitude , it shows consideration
  I want to send my congratulations for ---

We will ship soon the goods your May 4

order----

We pay eight percent interest on -----

Ex.5-Write with a ‘you ‘
attitude , it shows consideration
( contd)
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 .
 Ex 6-Avoid negative – unpleasant
words to show consideration

It is impossible to open an account for you

today.

We don’t refund if the returned item is soiled and

unusable.

When you travel on company expense, you will

not receive approval for first class fare.  

T To avoid further delay and inconvenience , we

are sending this report by express mail.
CONCRETENESS
Use specific facts and figures

Put action into verbs

Choose vivid image building words by

comparison & figurative language (?)

Use more adjectives and adverbs

Ex:9-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 ….

Ex : 10-Use vivid image building
words – adjectives and adverts ,
and use less of abstract nouns

 The camera has a system that gives good 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
Ex : 11-Use simple words

Circa(L)
Subsequent
Promulgate
Inadvertence
e.g..(L)
Domicile
Remuneration
Headings:8-10 words

Sentence length:15-20 words

Paragraphs:40-70 words

Soft words vs hard words

COURTESY
Be sincere , tactful, thoughtful and
appreciative

Omit expressions that hurt , irritate, or

insult

Grant apologies graciously

Ex : 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.
Ex : 14-Use gender friendly
substitutes

Mankind
 The best man for the job
 Manmade
 Manpower
 Businessman
 Sales man
 Chairman
CORRECTNESS

Use the right level of language

Check accuracy of facts, figures and words
Maintain acceptable writing mechanics
Choose non discriminatory language
Use parallel language