business writing principles 9cs

Business Writing Principles 9cs

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Overview• After planning steps in communicating the message have been completed we have to consider specific writing principles to help us choose right words, syntax and sentences for our letters, reports and memorandums.

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By: Sateesh Kumar Hotchandani

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These principles are as follows:• 1. Correctness• 2. Conciseness• 3. Clarity• 4. Completeness• 5. Concreteness• 6. Consideration• 7. Courtesy• 8. Confidence• 9. Conversational tone• Let us discuss each one in detail. 05/01/2

023By: Sateesh Kumar Hotchandani

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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 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.

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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.

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Contd.• To achieve conciseness the following guidelines will help you.

1. Omit hackneyed expressions and clichés.2. Avoid unnecessary repetition and wordy

expressions.3. Include only relevant facts with courtesy.4. Organize the message logically and efficiently.

05/01/2023By: Sateesh Kumar Hotchandani

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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. Choose pithy, short, familiar and conversational words.3. Insert examples, illustrations, tables, graphs and other visual aids,

if necessary.Make the message readable and understandable.

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

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4.Completeness

• 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, viewpoints, needs, attitudes and emotions to determine the extent of information to be included in the message.

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Contd.1. The message should answer all the questions in the

order they were asked.2. Give some additional information, if important.3. Ensure to answer 5 W’s and any other essentials4. 5 W’s (five questions) are as follows:

WhoWhatWhereWhenWhy

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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 etc.

2. Use action verbs. You can accomplish it by using active voice.3. The message should have vivid and image building words. To

achieve it make comparisons and use figurative language and concrete words.

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

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Contd.• Consideration can be achieved through the following:

1. Emphasize you instead of I or We.2. Your message should convey truth.3. Stress the positive, pleasant aspects of facts.4. Offer a service of value to the reader.

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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.

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Contd.•Courtesy may be achieved by the following:

1. By truly tactful, thoughtful and appreciative.2. Omit expressions that annoy, distress or

disparage.3. Answer all your mail promptly.4. Grant and apologize candidly. 05/01/2

023By: Sateesh Kumar Hotchandani

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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 or apologetic. Show your reader that you are decisive, positive, confident and straightforward rather than diffident dubious, indecisive and negative.

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Contd.• If you lack in confidence the following undesirable results

will tend to occur.

1. You may find yourself unable to write or speak.2. You may not represent your case strongly.3. You may throw a bad impression on others and as a

backlash it will damage the goodwill of the firm.

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9.Conversational Tone

• Your letter should be read as it 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 jargons such as beg to advice, please find enclosed herewith, or thanking you in anticipation.

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Contd.• 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.

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Contd.• Non-conversational tone will bring out the

following results:1. The language may become formal making

communication ineffective and weak.2. The readers or the audience may get bored,

inattentive or distraught.

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business writing principles 9cs

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