7C'S IN LETTER WRITING

I. Clarity
A.If the writing is unclear, the result is
1. Mistakes
2. Irritation
3. Confusion
4. Wasted Time
5. Wasted money (employee time and materials)
B. Writing with clarity requires
1. Precise word choices ( right word for the situation)
2. Avoidance most euphemisms (Have a little fun.)
3. Avoidance of slang
4. Use of modifiers (Many of these examples have misplaced/dangling
modifiers all have problems with clear communication.)
II. Conciseness
A. Writing with the most meaning for the fewest words
B. Avoiding redundancy
1. Avoiding long “low information content” words and phrases
2. Avoiding redundancy
III. Completeness
A. Answers all questions asked by he person requesting the correspondence
1. If you can’t answer a question, say so
2. Answer in the same order as you were asked
B. Give extra if appropriate
1. If a customer asks about an upcoming sale, tell about other special offers
that are similar.
2. If someone attending a seminar asks when it will take place, include
information on how to get there as well.
IV. Courtesy
A. Apply the golden rule
B. Consider “The rule of 250”
1. Most everyone knows at least 250 people over a lifetime
2. They will not necessarily tell that 250 people if you have been kind and 3.
courteous, but they will tell them if you haven’t.Your company’s image is
based on what and how you speak and write to others
C. If you’re angry when you write the message, wait till the next day (or at least
after lunch) before sending it—then rewrite it.
V. Consideration
A. Write with “You attitude” rather than Me attitude”
1. More uses of “you” than “me” or “we”
2. Positioning of pronouns, avoid beginning sentences with “I”
B. More than just word substitution
1. Interest/concern in reader
2. A positive approach to wording
VI. Concreteness
A. Be specific
1. Specific numbers rather than many, few, low, high
2. Specific dates rather than later, next month, ASAP
3. Avoid words like good, well, poor, bad when the subject is measurable
B. Active voice rather than passive:
VII. Correctness
A. Level of language appropriate for the education, background, age, etc. of audience
B. Spelling and Grammar
C. Facts