THE 7 Cs

COMPLETENESS
MUST ANSWER ALL 5 Ws AND THE HOW
MUST ANSWER ALL QUERIES STATED &
IMPLIED
ADDITIONAL INFO. IF NEEDED

CONCISENESS
FEWEST POSSIBLE WORDS

1. ELIMINATE WORDY EXPRESSIONS.
- Due to the fact that = ????
2. Avoid passive voice
3. ABBREVIATIONS
4. EXCESSIVE ADJECTIVES NO NO
5. NEEDLESS REPETITION

Examples:
Wordy: We use bags which are made of
polythene.

Concise: We use polythene bags

Wordy: The reports are to be submitted by
employees prior to 5:00, at which time
they will be received by Mr. Jaffer.

Concise: Please submit your reports to Mr.
Jaffer by 5:00.

Examples:
Wordy: We hereby wish to let you know
that our company is pleased with the
confidence you have reposed in us.

Concise: We appreciate your confidence.

Wordy: In due course of time.

Concise: Soon

CONSIDERATION
Consideration means preparing every
message while keeping the receiver(s) in
mind.


Guidelines:

Focus on you instead of I and We.
Show receiver-benefit wherever possible.
Emphasize the positive and de-emphasize the
negative
Examples:
We-Attitude:
I am delighted to announce that we
will be extending our hours to make
shopping more convenient.
You-Attitude:
You will be able to shop evenings with
the extended hours.





We Attitude
We offer a wide range of colors & designs in
curtains & carpets

You Attitude
You can have a wide range of colors &
designs in curtains & carpets
Emphasizing the negative
We do not offer discounts on purchase of less
than PKR 5,000.

Emphasizing the positive
We offer discounts on purchases of PKR
5,000 and above.
Emphasizing the negative
A penalty of PKR 100/day shall be levied on
late payments

Showing Receiver-benefit
Pay on time and avoid a penalty of PKR
100/day.
CONCRETENESS
Communicating concretely means being specific,
definite, and vivid rather than vague and
general.

Guidelines:
Use specific facts and figures.
Put action in your verbs.
Choose vivid, image-building words.
Examples:

Vague, General, Indefinite:
Student GMAT scores were higher in 2007 as
compared to 2006.

Concrete, Precise:
In 2006 the GMAT scores averaged 600; by 2007
they had risen to 610.



Examples:

Vague, General, Indefinite:
Eastern Europe is making progress in obtaining
investments.

Concrete, Precise:
In 1990 investments in Eastern Europe were
about US $30 million; today that figure has
increased by 12%.



Examples:

Vague, General, Indefinite:
Shes a very good student.

Concrete, Precise:
Her grade-point average in 2006 was 3.9 on a
four-point scale.



Putting action in nouns
The audit team performed a thorough
inspection of all files.

Putting action in verbs
The audit team inspected all files thoroughly.
Drab & dull
We are offering discounts on clothes and
shoes for children and kitchen appliances.

Vivid
Exciting offer for kiddies and mothers: Come
& experience the amazing discounts on
childrens clothes, shoes and kitchen
appliances.
CLARITY
Getting the meaning of the message across
to the reader accurately is the purpose
of clarity.
Guidelines:
Choose precise, concrete and familiar words.
Insert no more than one main idea into a
sentence.
Construct effective paragraphs.
CLARITY
Examples:

Unclear: Being an excellent lawyer, I am
sure you can help us.
Clear: Being an excellent lawyer, you can
surely help us.
OR
Clear: As you are an excellent lawyer, I am sure you
can help us.



CLARITY
Examples:

Unclear: His report was about managers,
broken down by age and gender.
Clear: His report focused on age and
gender of managers.
Clear: His report about managers focused on age
and gender.



CLARITY
USE COMMON LANGUAGE
I WOULD NEVER WRITE METROPOLIS WHEN I
GET PAID THE SAME FOR WRITING CITY.
(SWIFT)
CORRECTNESS
ACCURACY OF FIGURES, FACTS & WORDS

CORRECT GRAMMAR, SPELLING,PUNCTUATION
At the core of correctness is proper grammar,
punctuation, and spelling.

Guidelines:
Edit
Proof-read
Re-write
CORRECTNESS
COURTSEY
True courtesy involves being aware not only
of the perspective of others, but also their
feelings.


Guidelines:
Be sincerely tactful, thoughtful and
appreciative.
Use expressions that show respect.
Choose nondiscriminatory expressions.
Examples:
Tactless, blunt:
You should have logged off before shutting down
the system.
More tactful:
Its better to log off before shutting down the
system.
OR
Next time, please remember to log off before
shutting down the system.



Examples:

Tactless, blunt:
Clearly, you did not read my latest fax.

More tactful:
Maybe I did not make myself clear in my last fax,
let me try again.



ENERGY &
CONVICTION
IF YOU HAVE IT, IT WILL SHOW!
ASSIGNMENT
YOU ARE THE PRESIDENT OF THE STUDENT
ACTIVITIES COUNCIL.
ON ONE HAND YOU ARE UNDER PRESSURE TO
ORGANIZE A SINGING COMPETITION AT THE
CAMPUS, AND ON THE OTHER THE BUDGET IS NOT
ENOUGH.
YOU DECIDE TO RAISE FUNDS FOR THE ACTIVITY BY
SPONSORSHIP

THE JOB
WRITE A LETTER TO THE PROSPECTIVE
SPONSOR ASKING THEM TO DONATE AN
AMOUNT OF Rs. 50, 000/-


USE THE 7 Cs OF COMMUNICATION