SEVEN C’s EFFECTIVE

COMMUNICATION
Lecture – 5

Technical Report Writing (TRW)

By: Farhana Hussain

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SEVEN C’s
EFFECTIVE
COMMUNICATION

Lecture 4: Report Formats & Styles

 Seven C’s EFFECTIVE
COMMUNICATION
 All seven C’s can apply to both oral and written communication.
A business message is considered successful when: 

1. the receiver interprets the message as the sender intended

2. it achieves the sender’s purposes
 Clarity
 Conciseness
 Completeness
 Concreteness
 Consideration
 Correctness
 Courtesy 3
Clarity:-

 Clarity demands that the business message should be

correct concise complete concrete and with
consideration.
The receiver knows about the idea through the used
words. If the words are ambiguous, the message
may be misunderstood.

 
Use the right level of language.
Proper punctuation make the writing clear.
Check Accuracy of fact figure & Words.
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 Conciseness makes the message more understandable
and comprehensible.
Conciseness:-

 
Main Points:
Eliminate wordy Expressions.
Include only relevant material.
Avoided unnecessary Repetition.
Emphasis on shorter sentences
Avoid roundabout ways of saying things.
Repeat words only for the effect and emphasis.
Avoid repetition of ideas. 5
Completeness:-

The message should be complete to bring desirable results.

It should include everything the reader needs for the
reaction you desire. You must know what information
our reader wants or needs You should be able to know
the reader’s background viewpoint needs attitudes and
emotions.

Main Points:
Provide all necessary information.
Answer all questions asked.
Give something Extra, when Desirable. 6
 Select words for precise meaning
Identify the shades of differences in
meaning of synonyms.
Use words with specific meaning.
Use correct idioms. Idiom is the way
ideas are expressed in a language.

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Concreteness:-
 The business writing should be specific definite
unambiguous and vivid rather than vague and
general .
The following guidelines lead to concreteness.
 
Use specific facts and figures.
Put action in your verb.
Choose vivid image building words.
Use concrete language
Concrete words are specific words.
They stand for things that exist in the real world.
Abstract nouns have general meaning.
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Concreteness also means exactness
Consideration:-

Consideration means prepare every message by

keeping your receiver in mind.

 
Focus on you instead I & We.
Show reader benefit or interest in reader.
Emphasize positive , pleasant fact.

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ctd…..consideration
Negative
Emotion/Expression Transform into:
Anxious
Confused A little concerned
Destroyed expectant
Disgusted Curious
failure Set back
Surprised
learning
Ctd…..consideration

Negative Transform into:

Emotion/Expression
I hate I prefer
Insult Misunderstand
Lost Searching
Painful Uncomfortable
stressed busy
Ctd…..consideration

Good words: Great words:

Attractive Gorgeous
Confident Unstoppable
Curious Fascinated
Fast Ballistic
fortunate Blessed
 Correctness:-
  To be correct in communication the following principles should
be borne in mind.

Use the correct level of language.

Include only facts words and figures.
Maintain acceptable writing mechanics.
Apply the following qualities.
There should be proper grammar punctuation spelling and
paragraphing.
Sentences should be grammatically correct
Subject and verb agreement.
Parallel constructions.
Appropriate grammar rules to be followed for sentence 13
construction.
Ctd….correctness

Correctness means that the details of a message are

accurate.
After you have written a draft of your message,
complete the following tasks to ensure message
correctness:
Verify spelling
Select correct words or phrases
Insert appropriate punctuation
Check, names, dates, times, and amounts
Evaluate message appearance

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 Courtesy:-
 Courteous message strengthen present relations and
make new friends.
Consider the reader’s desires, problems, circumstances,
emotions and probable reactions to their request
All communicators should demonstrate courtesy by following
these methods:
 The you attitude: the you attitude is a customer
service approach to dealing with people. Instead of
placing emphasis on yourself, place it on the receiver
Answer your mail promptly.
Be sincerely tactful thoughtful and appreciative.
Use expressions that show respect.
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Use Positive Words: People are more open to
the content of positive messages than negative
ones.
Select gender-free terms: Some jobs refer to
either men or women. Gender free terms grant
both sexes equal status.
Respond to messages promptly: Business
etiquette dictates that you send
congratulations within two days of an event
and that you answer requests within five
working days of receipt.
 Summary
Use simple non-technical terms to make sure you are
clear in your meaning.
Don't use buzzwords or jargon that may confuse or
distract your reader.
Your Goal: to include enough information to keep the
reader’s interest but not so much information that you
waste the reader’s time and obscure your main point.
Be specific and illustrate your points with concrete
examples.

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