Business Writing Principles(9 C's of Effective Writing)

We have to consider specific writing principles to help us choose right words, syntax, and sentences for our letters, reports and memorandum.

The principles are as follows:

1. Correctness

To be correct in communication the following principles should be borne in mind:

1. Use the correct level of language.

2. Include only accurate facts, words, and figures.

3. Maintain acceptable writing mechanics.

4. Apply the following qualities

    (a) Avoid Switching from third person to second person or first person. If you are writing in the third person don't use I, me, we, us, you.

    (b) Vary your sentence structure.

    (c) There should be proper grammar, punctuation, spelling, and paragraphing.

2. Conciseness

Business executives are dead-busy. They don't have time to go through unnecessary lengthy messages. The writer is also a loser if he writes wordy messages, because it involves more time and money to type and read. Conciseness makes the message more understandable and comprehensible. To achieve conciseness the following guidelines will help you.

1. Omit hackneyed expressions and cliches.

2. Avoid unnecessary repetition and wordy expressions.

3. Include only relevant facts with courtesy.

4. Organize the message logically and efficiently.

The message should be laconic. Conciseness should not be accomplished at the cost of completeness or courtesy. In business writing, less is more, spare is fair, lean is keen.

3. Clarity

Clarity demands that the business message should be correct, concise, complete, concrete, and with consideration. To accomplish these, observe the following:

1. Choose pithy, short, familiar, and conversational words.

2. Proper punctuation make the writing clear.

3. Insert examples, illustrations, tables, graphs, and other visual aids, if necessary.

4. Make the message readable and understandable.

5. Make correct sentences, and divide the message in properly sized paragraphs.

4. Completeness

The message should be complete to bring desirable results. It should include everything the reader wants to read or needs. We should be able to know the reader's background, viewpoints, needs, attitudes, and emotions to determine the extent of information to be included in the message.

5. Concreteness

The business writing should be specific, definite, unambiguous, and vivid rather than vague & general. The following guidelines lead to concreteness.

1. Use specific facts and figures. Avoid words like few, quick, soon, e.t.c.

2. Use action verbs. You can accomplish it by using active voice.

3. The messages should have vivid and image building words. To achieve it make                          comparisons and use figurative language and concrete words.

6. Consideration

Consideration refers to your attitude, empathy, the human touch, and understanding of human nature. Consideration means the message with the receiver, in mind. You should try to visualize your readers, their desires, problems, emotions, circumstances, and possible reaction to your request.

Consideration can be achieved through the following:

1. Emphasize your instead of I or we.
2. Your message should covey truth.
3. Stress the positive, pleasant aspects of facts.
4. Offer a services of value to the reader.

7. Courtesy

"Everyone gains where courtesy reigns" is a good age-old slogan for written and oral communication. Courtesy is more important and advantageous in business writing than it is in face to face communication or conversation. Courteous messages strengthen present relations and make new friends. Courtesy is a goodwill builder.

Courtesy may be achieved by the following:

1. Be truly tactful, thoughtful, and appreciative.
2. Omit expressions that annoy, distress, or disparage.
3. Answer all you mail promptly.
4. Grant and apologize candidly.

8. Confidence

Your letter will be more successful when you show confidence in yourself. Confidence in your reader, and confidence in your message. Letters with optimistic tone take into account neglect and negative issues. Confidence in communication creates positive tone. Confidence in yourself is produced when you believe in the fairness of your decisions and actions. You need not be defensive or apologetic. Show your reader that you are decisive, positive, indecisive, and negative.

To have confidence in your reader means that you assume the reader will do what is right until otherwise it is proved. You should give reader the benefit of the doubt.

You lose confidence in your message when you write I hope, I trust, If, why not. Such phrases should be avoided. Spend the time necessary in designing a letter so that the message accomplishes the business objectives.

9. Conversational Tone

Your letter should read as if you are talking to the reader. The tone should be comfortable, natural, conversational, Unpretentious, and inconspicuous. Business letters are not scholarly dissertations. Conversational tone makes the writer emphatic. You should avoid legalese and business jargon such as beg to advise, please find enclosed herewith, or thanking you in anticipation. To accomplish conversational tone.

1. Vary your words
2. Use proper syntax
3. Be straight forward
4. Keep the paragraph small
5. Avoid vague writing