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 To become successful in any endeavor, one should
master the skill
 One's excellence in writing skill determines the chances
of influencing people, winning friends and gaining
business. On the other hand poor writing means failure.
 One may be highly intelligent and wise, but his inability
to express his intellect and wisdom takes away much of
his credit.

 Written message, whether on letter, report, memo, etc.

conveys a lot about the writer's personality.
  
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Writing like any art or craft is an inner urge which

springs from the inner most feelings.

The persons who are more sensitive and profound

thinkers can write with greater depth and breadth.

Clean and audible writing is a bridge between the

minds of the writer and the reader..
 
 
 

  
  

àusiness writing should possess the 7Cs of
communication : x
x  x
 x

x
x

x x
x and x
 

Principles:
1. unity
2. emphasis
3. completeness
4. conciseness
5. clarity
6. sequencing
7. accuracy
8. readibility, etc.
 ‰

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 The written message should contain
unified sentences and unified paragraphs.
 Each single sentence should contain a
single idea - clearly and directly expressed.
 Not only each sentence, but also each
paragraph should be unified.
 It should stress only on one central idea.
 ‰
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 Thoughts of higher value or greater
importance should be placed in the
most prominent position.
 Graphs, charts, audio-visual, statistics,
etc. should be used at proper place to
attract the reader towards the main
idea of the message.
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 Incomplete message brings misunderstanding
and misinterpretations, lead to further
queries which result in wastage of time and
resources, and irritate the reader.

 It should contain all relevant details with

comprehensive coverage of the subject matter.
 ‰
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 It means conveying the message free from
ambiguities and confusion.
 For this the writer should think clearly and in
logical sequence.
 After establishing the logical sequence of
thought with marshaled arguments, he should
try to express it in concrete and commonly used
words.
 ‰


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 Oessage should convey the message in fewest possible words
without sacrificing the completeness and clarity of the
message.
 It is prerequisite to retain the attention of the reader as well as
to save his time in reading.
 Aimless and unnecessary details distract the reader's attention
and consequently reduce the effectiveness of the
communication.
 Therefore the written message should clarify the meaning in
minimum possible words, include only relevant facts and avoid
needless repetition of the same ideas and roundabout
expression.
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—eporting of inaccurate facts and figures
can mislead the reader and consequently
can result in wrong decisions.
Wrong spellings, faulty grammar, poor
sentence construction, etc. distract the
attention of reader and sometimes
confuse him.
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Any writing whether business or personal can be
divided into 3 stages or steps :

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Pre-writing stage involves planning and collection or
literature to be searched.




àefore writing any report, letter, memo, etc decide
about the following.
‰ The purpose of written message.
‰ The person to whom it is written.
(c) The scope of the subject: the message to be
conveyed.
‰The desired response expected from the reader.
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a) The purpose of writing may be enquiring about information
supplying information about product (or idea) or situation,
requesting for certain things, etc.
b) The knowledge of reader's level of understanding and his
motivation is a must for effectiveness of the message. For this, the
writer should put himself as much as he can in the place and
perspective of the reader. Only then he can better tailor the
message to fit the level, interest and needs of the reader.
c) The scope of the subject refers to the message the writer wants
to Convey. Clear definition and demarcation of the conveyable
materials are imperative for avoiding overloaded and misleading
message.
d) àusiness letters, reports or other written communication are
not Written just for the sake of writing. They have certain
objective. They are aimed at expected results, measurable in
terms of reader's response.
 
&







 After planning, gather the information for
supporting and substantiating the written
statement.
 This information is mostly through one's
own experience, education and expertise,
Public libraries, industrial directories,
interviews with experts, etc. can
contribute to the funds of knowledge
required for written message.
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 Never expect the first draft be the final draft.
 —eview a lot before the first draft.
 Organize and outline the matter in logical
sequences and steps.
 Start writing in the way you feel easy and
convenient . àut before writing:-
‰ Feel at ease, free from inner trouble and turmoil.
‰ Gather your mental strength.
‰xConcentrate and contemplate on the matter for the
purpose of bringing thoughts from the. crust to the
surface of the mind.
   ' (
It is the review and revision of the first draft :-
 se the words the reader will understand.
b) —eplace the long sentences and words with short
and simple sentences.
c) Favour active verbs over passive. It does not imply
that passive verbs cannot be used; but avoid their
over use.
 essage should be logical and well-knit.
e) correct your grammar, spelling and punctuation
errors.
f) Check the tone, the emotional content of your
message: formal, humorous, positive or negative
tone.
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 ày   

we mean fitting the message to the
specific reader.
 Obviously, readers do not all have the same ability to
understand a message.
 They do not all have the same vocabulary, the same
knowledge of the subject, or the same mentality.
 Thus, to communicate clearly you first should know the
person with whom you wish to communicate.
 You should form your message to fit that person's
mind.
 This approach not only helps you communicate but also
is the basis of good business etiquette.
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In many business situations, adapting to your reader means
writing on a level lower than the one you would normally use.
For example, you will sometimes need to com-municate with
people whose educational level is below your own. Or you may
need to communicate with people of your educational level who
simply do not know much about the subject of your message.
To illustrate, assume that you need to write a message to a group
of less-educated workers. You know that their vocabularies are
limited. If you are to reach them, you will have to use simple
words. If you do not, you will not communicate. On the other
hand, if you had to write the same message to a group of highly
educated people, you would have a wider choice of words. These
people have larger vocabularies than the
 &


 

As you will see, most of the suggestions support
simplicity in writing. This approach is justified by
three good reasons
(1) many people tend to write at a difficult level;
(2) the writer usually knows the subject better than
the reader; &
(3) the results of research support simplicity.
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 As you work in your chosen field, you will learn its
technical words and acronyms.
 In time you will use these terms freely in
communicating with people in your field. This is as it
should be, for such terms are useful. Frequently, one
such word will com-municate a concept that would
otherwise take dozens of words to describe.
 A problem comes about, however, when you use
technical terms with people out-side your field.
àecause these words are everyday words to you, you
tend to forget that not everyone knows them. The
result is miscommunication. You can avoid such
mis-communication by using technical words with
extreme caution. Use them only when your readers
know them.
   

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