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Communication
Completeness
The message should be complete to bring desirable results. It should include everything
the reader needs for the reaction you desire. You must know what information our reader
wants or needs. You should be able to know the reader’s background viewpoint needs
attitudes and emotions.
Conciseness
Business executives are dead-busy. They don’t have time to go through unnecessarily
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
1: use single word substitutes instead of phrase whenever possible without changing
meaning.
Concise: now
Consideration refers to you attitude sympathy the human touch and understanding of
human nature. Consideration means the message with the receiver in mind. You
should try to visualize your readers their desires problems emotions
circumstances and possible reaction to your request.
Emphasize
1. Focus on you instead I and We:
Focus your attention "you" instead of "I" and "We"
3. Emphasize:
Third way to show consideration for your receivers is to accent the positive. This
means stressing what can be done instead of what can not be done.
For example:
• Negative unpleasant:
• Positive pleasant:
The business writing should be specific definite unambiguous and vivid rather than
vague and general. The following guidelines lead to concreteness.
Concrete, Precise:
In 1999, investment in Eastern Europe were about $ 30 million ; today that figure has
increased by 12 percent.
Clarity
Clarity demands that the business message should be correct concise complete concrete
and with consideration
Unfamiliar: After our perusal of pertinent data, the conclusion is that a lucrative
market exists for the subject property.
Familiar: the data we studied show that your property is profitable and in high
demand.
1. Length
2. Unity
3. Coherence
4. Emphasis
Courtesy
Courtesy is more important and advantageous in business writing than it is in face to face
communication or conversation. Courteous message strengthen present relations and
make new friends. It is a goodwill building.
Tactful, Blunt:
More tactful:
It is my understanding.
Hey man what is this I hear about the good news? You are pulled a fast one this past
weekend and did not tell any of us about it. Give my regards to the little lady and wish
her the best! She will need it.
Correctness
To be correct in communication the following principles should be borne in mind.