Seven C's of Effective Business Writing

SEVEN C'S OF EFFECTIVE BUSINESS WRITING

Work Sheets

Concise

Concrete

Clear

Courteous

Coherent

Correct

Complete

CONCISE

brief, to the point, non wordy

Paragraphs.

This memorandum is being distributed with I have enclosed the first-semester class

the first-semester class cards, which are to cards. These cards will serve now as a

serve as a final check on the correctness of the final check on student registration. Later,

registration of students and are to be used later they will be used for mid-semester grades,

as the mid-semester grade cards, which are to be which are due before November 16.

submitted prior to November 16.

Cluttered phrases.

At the present time now

In the near future soon

In the neighborhood of about

In a very few cases seldom

In view of the fact that since, because

There are four rules that should be observed. Four rules should be observed.

I am prepared to report to the effect that sales I am prepared to report that sales

increased. increased.

Roundabout To the point

The president is of the opinion that the tax The president believes the tax was paid.

was paid.

It is essential that the income be used to retire The income must be used to retire the debt.

the debt.

He criticized everyone he came in contact with. He criticized everyone he met.

Needless Repetition

Tod Wilson is the present incumbent. Tod Wilson is the incumbent.

One should know the basic fundamentals of One should know the fundamentals of clear

clear writing. writing.

CONCRETE

explicit, distinct, visual

Here is a product with very little markup.

We will need some new equipment soon.

A significant loss vs. A 53% loss

The majority vs. 62 percent

In the near future vs. by noon on May 1

Substantial amount vs. $3,751,321.00

Sentences Needing Concrete Language

They also want me to do a little research on the market itself, so they can see how they stack up to other businesses in their field.

They thought it looked good and they were impressed with my thoroughness and my attitude on what I wanted to do.

"It" and "There" - use sparingly if at all (refer to "CONCRETE" handout)

CLEAR

obvious, understandable, non technical, familiar, readable

Readability Measure - Gunning's Fog Index for measuring writing readability for specific audiences.

Using the correct word.

"Fewer" means a smaller number of items and "less" means reduced value, degree, or quantity.

We had (fewer, less) sales this month.

(Fewer, Less) apples had been eaten.

You will get by with (fewer, less) work if you follow my suggestions.

(Fewer, Less) than half the pie had been eaten.

Words with similar meanings have slight differences in meaning.

Are you anxious or eager? - review the dictionary.

Parallel Construction

I currently plan to spend one week creating the survey and list of businesses, two weeks waiting for responses, two weeks compiling the data, and one week to write the final report.

Managers began to realize the problem and sought employment from other companies that pay more, have better benefits, and more incentives.

COURTEOUS

thoughtful, consider other an equal, polite, professional, positive, conversational language

Correct spelling and preference for name.

Preferred personal courtesy title.

Eliminate bias.

Doctors often spend little time with their wives and children.

This law will not help old people.

Please have your girls retype these