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

Exercise -3
Find single word substitutes for the phrases

Along the same lines

At this time
Consensus of opinion
Date of policy
Due to the fact that
During the time of the day
During the year of
Few and far between
For a price of

For the reason of that

From the point of view of
Have need of
In accordance with your request
In due course
Allow me to say
In reply , I wish to say
Please be advised
Please find attached

Exercise -4
Rewrite the following by omitting articles, trite
expressions, rambling sentences and
repetitions:
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 gettogether for a personal interview.

Exercise 4contd.
We hereby wish to let you know that we
fully appreciate the confidence you have
reposed in us.

Exercise 4 contd
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

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 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.

T To avoid further delay and inconvenience , we are

sending this report by express mail.

Ex 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 by
comparison & figurative language (?)
Use more adjectives and adverbs

Ex:8- Rewrite the following in concrete

form as the sentences are too general and
vague.

This computer reproduces campaign letters

fast
Our product has won several prizes.

These brakes stop a car within a short

distance.

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

Ex: 12-Choose a conversational style

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

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 .

 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

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

Ex: 15-SEMANTIC FACTORS IN

WRITING

Meeting room---Dog----Gay----Womens libber----Fair wages---Cheap---Speed--Scholar--Fat check--Worm---

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