There are some principles that should be followed in order to make business communication effective. Generally, they are known as 7 Cs of business communication. They are discussed below:
Most people assume that correct message only refers to proper grammar, punctuation, and spelling. But it is not enough for correctness. While writing a business letter, the writer should:
a. Use the correct level of language.
b. Include only accurate facts, words and figures.
c. Maintain acceptable writing mechanics.
d. Apply all other pertinent C’s qualities.
Your reader may not read ten sentences if you could communicate your message in five. Concise mean using brief and to the point sentences without sacrificing other C’s of communication. You may use following approaches to achieve conciseness.
a. Omit trite expression.
b. Avoid unnecessary repetition and wordy expressions.
c. Include only relevant facts.
Clarity in business communication is essential. When message is clear, it can be easy for the receiver to understand the meaning of it. Following points should be deemed to achieve clarity.
a. Choose short, familiar and conversational words.
b. Add examples, illustrations, and other visual aids, if necessary.
c. Construct effective sentences and paragraphs.
e. Make the message readable and understandable.
A message is complete when it contains all the information that reader needs. In other words, the message should not leave any question in the mind of receiver. The following are the guidelines for completeness.
a. Answer all questions asked.
b. Give some additional information, if important.
c. Check for 5 W’s. (What, when, where, why, how).
Concreteness means being specific and definite rather than vague and general. When you are concrete in your communication than your receiver has a clear picture of what you are telling him. You may use the following points to achieve concreteness.
a. Use specific facts and figures.
b. Use active voice.
c. Choose vivid, image building words.
Consideration means giving importance to the receiver. While composing business message you should try to put yourself in the place of reader. You should try to visualize your reader, his desires, problems, emotions, circumstances and possible reaction to your result.
a. Emphasize you instead of “I” or “we”.
b. Show reader benefit.
c. Apply integrity in your message.
e. Stress the positive, pleasant facts.
Courteous is open and friendly communication. It shows love and respect for the reader. Courteous messages strengthen present business relations and make new friends. Courtesy helps build goodwill. The following guidelines should be deemed to achieve courtesy.
a. Be honestly tactful, thoughtful and appreciative.
b. Omit expressions that irritate, distress or trivialize.
c. Answer your mail promptly.
e. Grant and apologize candidly.