Business/Organization’s Writing

Principles (C’s of Business

Organization’s Writing)
Victoria Ramos-Babac, PhD
Objectives

1. Describe key writing principles of effective written

communication
2. Examine these principles of effective written
communication standards or practices
3. Apply these principles of effective written
communication to the given problems
Completeness
■ Answer all questions asked
■ Give something extra, when desirable
■ Check for the five W’s and any other essentials
Example:
“Please make payment on or before the end of the
month.”
Is this statement complete? Justify.
Conciseness
■ Omit trite expressions
■ Avoid unnecessary repetition and wordy statements
■ Include only relevant facts… with courtesy
■ Organize effectively
■ Example
When I started my own business, it has given me a whole new perspective to see the
bigger picture when it comes to finding a work / life balance.
■ Clear and concise version:
Starting my own business has given me a new perspective on work / life balance.
Consideration
■ Focus on “you” instead of “I” and “we”
■ Show reader benefit or interest in reader
■ Emphasize the positive, pleasant facts
■ Apply integrity to your messages
Inconsiderate:
It took us 10 years; now try for free our new and best ever skin-care soap
available in the market today.
Considerate:
We understand your skin needs, and we are giving you free samples of
our new skin-care soap.
Concreteness
■ Use specific facts and figures
■ Put action in your verbs
■ Choose vivid, image-building words

Bad Example:
Power X is the best multivitamins.
Good Example:
Power X is loaded with Vitamin C, A, D, E and Zinc that will ensure
your daily immune protection.
Clarity
■ Choose words, familiar words
■ Construct effective sentences and paragraphs
■ Achieve appropriate readability
■ Include examples, illustrations, and other visual aids, when
desirable
Obscure: As per your request, please find attached herewith…
Clear: As requested, I have attached…
Unclear: Harold made a recommendation that we fire Ms.
Cruz.
Courtesy
■ Be sincerely tactful, thoughtful, and appreciative
■ Omit expressions that irritate, hurt, or belittle
■ Grant and apologize good-naturedly
■ Answer your mail promptly

Impolite:
We do not understand why you were not satisfied with our
product.

Courteous:
Accept our apology for failing to satisfy your needs.
Correctness
■ Use the correct level of language
■ Include only accurate facts, words, and figures
■ Maintain acceptable writing mechanics
■ Choose nonsexist expressions
■ Apply all other pertinent C qualities

Incorrect:
There complementary passes insure them of first-class
service in the hotel.
Exercise 1
Improve the given sentences observing the C’s of
Business Writing Principles
1. Completeness
Please submit your Sales Letter.
2. Conciseness
The law clerk’s report was carefully illustrated and it covered five
pages.
3. Consideration
Our company was represented by two sales representative, one
Hispanic engineer, and one senior citizen.
4. Concreteness
We have found that young men are best for this work.
 Exercise 1 (continuation)
Improve the given sentences observing the C’s of Business
Writing Principles
5. Clarity
This new equipment will result in saving in maintenance.
6. Courtesy
I am not quite satisfied with this work.
7. Correctness
This statement means that a person will be continuing to learn even though she/he
was a graduate from college but learning will be stop if person is dead.
Or
If a person stops his learning even though she/he graduate from college, he/she
become an uneducated and ignorance tomorrow in the future.