Be Courteous

Lose Your Temper

DONT Preach

Be Negative

Discriminate

Be Courteous - Scenario
Despite earlier reminders a particular supplier always delays delivery of his goods. Your boss says, Warn him that if this continues, we will not renew our contract with him. Please note that unless this problem is rectified, we may not be in a position to renew our contract with you. Given our long-standing relationship we hope that we will not have to take this unpleasant decision. OR We regret to inform you that as per our companys policies, if this problem continues, we may not be able to renew our contract with you. OR Though we would like to continue our business relationship, if this issue is not resolved we may not renew our contract with you.

Be Clear
Camouflaged words
AVOID Long, Bureaucratic style Unfamiliar words Jargon, Acronyms Passive Voice

Be Clear Rewrite for clarity

1. The policy has been supported by our union.

Our union supported this policy. 2. A gain of 30.1% was reported for hardware sales. Hardware sales gained 30.1%. 3. A complete reorganization of the administration was affected by the President. The President completely reorganized the administration.

BE CONCISE

Remove redundancies Keep it Simple

Remove Redundancies
Once the report is ready, I will forward a copy of this report for your kind perusal. Please read through and make corrections to the report if necessary. This report is unusual in nature as it challenges the basic fundamentals of our company. Going by their past history, it does seem to be a very unique case.
Once the report is ready, I will forward a copy of this report for your kind perusal. Please read through and make corrections to EDIT the report if necessary. This report is unusual in nature as it challenges the basic fundamentals of our company. Going by our past history, it does seem to be a very unique case.

Be Concise Rewrite these sentences

1.

Definitive action was effected subsequent to the reporting date. Final/Definite action was taken after the reporting date.
During the preceding year, the company operated at a financial deficit. Last year, the company lost money. The decision was predicated on the assumption that an abundance of monetary funds was forthcoming. The decision was based on the belief that there would be more money.

2.

3.

Concrete words

Figures, facts, examples

BE CONCRETE
Abstract words

Vague General meanings

Be Concrete Rewrite these sentences

1.

This year the company suffered a significant loss. This year the company suffered a 53% loss.
We will send the goods in the near future. We will send the goods by Thursday noon. Majority of employees are in favour of a 5-day week. 63% of employees are in favour of a 5-day week.

2.

3.

Be Correct
Be Accurate stick to facts Adapt to the readers knowledge level Avoid Errors Grammatical errors

Confusables

Punctuation

Be correct Spot the Error

1.

The route cause of the problem is the root through which data travels. The ROOT cause of the problem is the ROUTE through which data travels.
I have knew my colleagues for several years. I have KNOWN my colleagues for several years.

2.

3.

It is the same, old routine at work. It is the SAME OLD routine at work.

Be Considerate
Concerns

Keep the reader in mind

Probable Questions

Objectives

Complete
Message Structure Tone
Substance Order of Information

Polite & Courteous

Sensitivity & Urgency Language & Choice of Words

Channel
Style

The seven Cs of Business Writing

Courteous Clear Concise Concrete Correct Considerate Complete