TRW-Lect 5 (7cs)

7 Cs OF BUSINESS WRITING

• COMPLETENESS

• CONCISENESS

• CONSIDERATION

• CLARITY

• CONCRETENESS

• COURTESY

COMPLETENESS

• Answer all questions that are asked

• Give something extra when desirable

• Check for five Ws & one H

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?”

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?

CONCISENESS

1. Eliminate wordy expressions

2. Include only relevant statements

– prune & avoid long explanations – avoid gushing politeness

3. Avoid unnecessary repetitions

Exercise -3

• 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

• 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

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

Exercise –4contd.

Exercise – 4 contd

CONSIDERATION

• Focus on YOU instead of I & WE

• Show reader benefit & interest

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

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

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.

Ex –7

:

to policy holders .

• Because we have not written to you in

CONCRETENESS

• Use specific facts and figures

• Put action into verbs

• Choose vivid image building words by comparison & figurative language (?)

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.

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 ….

Ex : 10-Use vivid image building words –

adjectives and adverts , and use less of

abstract nouns

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

Ex : 11-Use simple words

Circa(L)

Subsequent

Promulgate

Inadvertence

e.g..(L)

Domicile

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

• Headings:8-10 words

• Sentence length:15-20 words

• Paragraphs:40-70 words

COURTESY

• Be sincere , tactful, thoughtful and

appreciative

• Omit expressions that hurt , irritate, or

insult

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.

Ex : 14-Use gender friendly substitutes

• Mankind

• The best man for the job

• Manmade

• Manpower

• Businessman

• Sales man

Ex 14 –Contd.

• You guys should all be concerned about the

issue.

• Each manger has an assigned place – he

should park his car….

Ex: 15-SEMANTIC FACTORS IN

WRITING

• Meeting room----•

Dog---•

Gay---• Women’s libber---• Fair

CORRECTNESS

• Use the right level of language

• Check accuracy of facts, figures and words

• Maintain acceptable writing mechanics