BUSINESS WRITING PRINCIPLES (9 C’s)
Business writing principles are as follows:
- Conversational tone
To be correct in communication the following principles should be borne in mind
- Use the correct level of language.
- Include only accurate fats, words and figures
- Maintain acceptable writing mechanics
- Apply the following qualities:
- Avoid switching from third person to 2nd or 1st person. If you are writing in the third person don’t use I, me, we, us, and you.
- Vary your sentence structure.
- There would be proper grammar, punctuation, spelling and paragraphing.
Business executive 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 guideline will help you.
- Omit hackneyed expression and clichés.
- Avoid unnecessary repetition and wordy expression.
- Include only relevant facts with courtesy.
- Organize the message logically and efficiently.
Clarity demands that the business message should be correct, concise, complete, concrete and with consideration. To accomplish these, observe the following:
- Choose pithy, short, familiar, and conversational tone.
- Proper punctuation makes the writing clear.
- Insert examples, illustration, tables, graphs, and other visual aids if necessary.
- Make the message readable and understandable.
The message should be complete to bring desirable results. It should include everything the reader wants or needs. We should be able to know the reader’s background, viewpoint, needs, attitudes, and emotions to determine the extent of information to be included in the message.
The business writing should be specific, definite, and vivid rather than vague and general. The following guidelines lead to concreteness.
- Use specific facts words and figures.
- Use action verbs.
- The message should have vivid and image building words.
Consideration refers to you 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 reader, their desires, problems, emotions, circumstances, and possible reaction to your request.
“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. Courtesy messages strengthen present relations and make new friends. Courtesy is a goodwill builder.
Your letter will be more successful when you show confidence in yourself, confidence in your reader, and confidence in your message. Confidence in communication creates positive tone. Confidence in yourself is produces when you believe in the fairness of your decision and actions. You need not to be defensive or apologetic. Show you reader that you are decisive, positive, confident and straightforward.
Your letter should read as if you are talking to the reader. The tone should be comfortable, natural, and conversational. Conversational tone makes the writer emphatic. To accomplish conversational tone the following guideline will help you:
- Vary your words.
- Use proper syntax.
- Be straight forward.
- Keep the paragraph small.
- Avoid vague writing.