3 COMPLETENESS Provide all necessary information Answer all the Ws clearlyWho, what, when, where, whyAnswer all questions askedGive something extra, when desirable.
4 CONCISENESS Eliminate wordy expressions Include only relevant material Use single words in place of phrasesInclude only relevant materialAvoid unnecessary repetitionRepetition of same word or idea creates dullness.
5 CONSIDERATION Focus on YOU instead of I and WE Using YOU does help project YOU ATTITUDE but overuse can lead to a negative reactionShow benefit or interestReaders may react positively when benefits are shown to themEmphasize positive, pleasant factsReaders’ reaction also depends on the choice of words so use positive words.
6 CONCRETENESS Use specific facts and figures Put action in your verbs Be precise and concrete in both written and oral business communicationPut action in your verbsVerbs propel thoughts; they move ideas in place of slower-moving nounsChoose vivid, image building wordsUse active voice to put the verb up front.
7 CLARITY Choose precise, concrete and familiar words When in doubt, use more familiar words; audiences will understand them betterConstruct effective sentences and paragraphsTry for an average sentence length of between 17 and 20 wordsInsert no more than one main idea into a sentence.
8 COURTESY Be tactful, thoughtful and appreciative Stupid letter; I can’t understand a word of itIt’s my understanding……Use expressions that show respectAvoid expressions with YOU or YOURChoose nondiscriminatory expressionsGive the impression that you are interested in business without discrimination.
9 CORRECTNESS Use the right level of language Informal writing is more characteristic of business writingCheck accuracy of figures, facts and wordsIt acts as a comment on the validity of the materialMaintain acceptable writing mechanics.
10 EXAMPLES OF COMPLETENESS How come my request for an interview letter did not receive a responseWhen was letter sent? Who sent it? To whom it was sent?Please send me in return the departures in Singapore to Hong Kong on 8thGive something extra like day, time etc..
11 EXAMPLES OF CONCISENESS We hereby wish to let you know that our company is pleased with the confidence you have reposed in usWe appreciate your confidenceAllow me to say how helpful your response wasYour last response was helpfulIn due courseSoon.
12 EXAMPLES OF CONSIDERATION WE ATTITUDEI am delighted to announce that we will be extending our hours to make shopping more convenientYOU ATTITUDEYou will be able to shop evenings with the extended hours.
13 EXAMPLES OF CONCRETENESS Students’ GMAT scores are higherIn 1996 the GMAT scores averaged 600; by 1997 they had risen to 610ACTION VERBSThe professor will give consideration to the reportThe professor will consider the reportThe proposal has requirement for…...The proposal requires…….
14 EXAMPLES OF CLARITYAfter our perusal of pertinent data, the conclusion is that a lucrative market exists for the subject propertyThe data we studied show that your property is profitable and in high demand.
15 EXAMPLES OF COURTESY Clearly, you did not read my latest fax Sometimes my wording is not precise; let me try againStupid letter; I cant understand any of itIt’s my understanding.
16 EXAMPLES OF CORRECTNESS Try to learn grammatical rules and write with accuracy.