7 Cs OF BUSINESS WRITING

• COMPLETENESS
• CONCISENESS
• CONSIDERATION
• CLARITY
• CONCRETENESS
• COURTESY
• CORRECTNESS
 COMPLETENESS
• Answer all questions that are asked
• Give something extra when desirable
• Check for five Ws & one H

• Who What When Where Why

• and How
 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?”

• How would you reply to this query keeping

the five Ws and one H guideline in mind?
 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?

• How would you reply to this letter keeping in

mind Completeness of the message?
 CONCISENESS
1. Eliminate wordy expressions
2. Include only relevant statements
– be focused,
– avoid long explanations
3. Avoid unnecessary repetitions
– use short forms the second time
– use pronouns
 Exercise -3
• Find single word substitutes for the phrases
 

•    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
• Few and far between
• For a price 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
•    Please find attached
•  
 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
arranging a convenient time when we might get-
together for a personal interview.
 Exercise – 3 cont.
• Will you ship us sometime, any time during the
month of October , or even November if you are
rushed , for November will suit us just as well , in
fact a little bit better , 300 of the regular three and
a half inch blue arm bands with white sewn
(embroidered) letter in the middle .
 

 
 CONSIDERATION
• Focus on YOU instead of I & WE

• Show reader benefit & interest

• Emphasize positive & pleasant

• Apply integrity & ethics

Ex.5-Write with a ‘you ‘ attitude , it
shows consideration

•   I want to send my congratulations for your

success.

• We will ship soon the goods your May 4

order.

• We pay eight percent interest on deposit.

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.  

To avoid further delay and inconvenience , we are

sending this report by express mail.
 CONCRETENESS
• Use specific facts and figures

• Put action into verbs

The test administered by the professors.

• Choose vivid image building words by comparison &

figurative language (?)
She could be called the spark plug of the group

• Use more adjectives and adverbs

 Ex:-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.

• Mr. Singh will give consideration to the report ….

Ex : Use vivid image building words –
adjectives and adverts , and use less of
abstract nouns

• The camera has a system that gives good

pictures.
 
 CLARITY
• Choose short , familiar & conversational words
• Construct effective sentences and paragraphs by
unity of idea and sequencing
• Include examples, illustrations & visual aids
 Ex : 11-Use simple words

Circa(L)
Subsequent
Promulgate
Inadvertence
e.g..(L)
Domicile
Remuneration
 COURTESY
• Be sincere , tactful, thoughtful and
appreciative

• Omit expressions that hurt , irritate, or

insult

• Grant apologies graciously

Ex -Show courtesy by avoiding tactless &
blunt language.

• Your letter is not clear at all

• Apparently you already forgotten what I
wrote you two weeks ago.
 Ex -Use gender friendly substitutes

• Mankind
•  The best man for the job
•  Manmade
•  Manpower
•  Businessman
•  Sales man
•  Chairman
 CORRECTNESS

• Use the right level of language

• Check accuracy of facts, figures and words
• Maintain acceptable writing mechanics
• Choose non discriminatory language
• Use parallel language