Clarity

Clarity means getting your message across so that the receiver will understand what you are trying to
convey. You may not be able to write clearly if you have not thought about your message first. It is
better to write down the main points of the message. A rough draft should be made first and then
revised.

Clarity is achieved in part through a balance between precise language and familiar language. Put right
word to convey the meaning. Familiar words are often conversational.

Following are some ways to help make your message clear.

a) Choose precise, concrete, Short, Familiar, and Conversational Words

Simple Words

A substantial segment of the population Many people

Affords an opportunity Allows

Concise Words

Arrived at the conclusion Concluded

At a later date Later

Avoid repetitive words. In the following redundant expressions, the italicized words are unnecessary and
should be omitted”

Absolutely free

Meet together

Adequate enough

Over with

Past experience

Personal opinion

Quite unique

Conversational Words

Trite Expressions Choose these Conversational Words

Acknowledge receipt of Thank you for

Agreeable with your desires in the matter As you suggested

Are in receipt of Have

As per our conversation As we discussed

At the earliest possible date As soon as (you) can

At the present writing Now

b) Construct Effective Sentences and Paragraphs

At the core of clarity is the sentence. A sentence moves thought clearly within a paragraph. Clear writing
is easy to understand. It requires short and easy words. Generally speaking, a sentence in a business
letter should have 3 to 30 words. Each sentence should express unity of thought. The word into a
sentence and sentence into a paragraph should be arranged in a way that they become a coherent
whole.

Important characteristics are as follows:

• Unity

It means that you have one main idea whether you use a simple, compound or complex sentence.

• Coherence

Coherence brings clarity. In it words are correctly arranged so that ideas are clearly expressed.

Vague: Being the chief executive, we can expect help from you.

Clear: Being the chief executive, you can surely help us.

Emphasis

Little Emphasis: The order was received and the manager started preparing for it.

Better Emphasis: As the letter was received, the manager started preparing for it.