7C'c 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 Euphemism(Have a little fun)
3.Avoidance of slang
a. And what will happened when another employee was told to take the only copy of an important document and "burn a copy"
4.use of modifiers(Many of the examples have misplaced/danglingmodifiers; all have problems with clear communication)


II.Conciseness

A. Writing with the most meaning for the fewest words.
B. Writing concisely means
1.Avoiding long"low information content" words and phrases (example: inthe event that versus if)
2.Avoiding redundancy (example:8 a.m. in the morning)


III. Completeness

A. Answer all questions asked by the 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 costumer asks about an upcoming sale, tell about other specialoffers that are similar.
2.If someone attending a seminar asks when it will take place, includinginformation on how to get there as well.


IV.Courtesy

A.Apply the golder 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 kindand courteous, but they will tell them if you haven't
3.Your company's image is based on what and how you speak and 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 sentence with I.

B.More than just word substitutions
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.ofaudience
B.Spelling and Grammar
C.Facts