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
 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
Wordy: It is most useful to keep in mind that
the term diabetes mellitus refers to the whole
spectrum of disorders.
concise: diabetes mellitus refers to the whole
spectrum of disorders.
 Exercise -3
• Find single word substitutes for the phrases
*_She makes decisions along the same lines
as her brother does.
_She makes decisions that are similar to her
brother's.
*_I bought an axe for the price of fourteen
dollars.
_I bought an axe costing fourteen dollars.
• Along the same lines (similarly, similar)
• At this time (now, currently)
• Consensus of opinion (consensus)
• Due to the fact that (Because)
• Few and far between (seldom)
• For a price of (worth, costing)
• For the reason of that (because)
• From the point of view of (from one’s
perspective)
• Have need of (require, need)
• I require (need/have need of) your assistance.
• In accordance with your request (accordingly)
• In due course (duly).
• Please find attached (attached)
 CONSIDERATION
• Focus on YOU instead of I & WE

• Show reader’s benefit & interest

• Emphasize positive& pleasant facts

• Apply integrity & ethics

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

• I am selecting you for my firm---

• We will ship soon the goods for your May

4 order----

• We pay eight percent interest on -----

 Ex.5-Write with a ‘you ‘ attitude , it
shows consideration ( contd)
• May I take this opportunity to express my thanks
for the account you recently opened with our
store. We are pleased to furnish a wide variety of
products for the home of the individual customer.
We want you to take full advantage of the store
services, for we have the largest store in the city.
Also we make deliveries for our customer free of
charge with in a 30 miles radius of our store.We
welcome you to Ebony. If we can be of additional
help please let us know .
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.
 CONCRETENESS
• Use specific facts and figures

• Put action into verbs (use active voices)

 Ex:9-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.

• The contract had a requirement ….

 CLARITY
• Choose short , familiar & conversational
words
• Construct effective sentences and
paragraphs by unity of idea and sequencing
• Achieve appropriate readability by using
formal language
• Include examples, illustrations & visual aids
 COURTESY
• Be sincere , tactful, thoughtful and
appreciative

• Omit expressions that hurt , irritate, or insult

• Grant apologies graciously

Ex : 13-Show courtesy by avoiding tactless
& blunt language.

• Your letter is not clear at all:

Obviously, if you would read your policy

carefully you will be able to answer these
questions yourself.

Apparently you already forgotten what I

wrote you two weeks ago.
Ex : 14-Use gender friendly substitutes

• The best man for the job

• 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