CORRECTNESS

Correctness

The correctness principle is more than proper grammar, punctuation and spelling. A message may be perfect grammatically and mechanically but still lose a customer and fail to achieve the purpose. Though mistakes are never intentional, they spoil our image. Errors in the messages fall in the following categories:

• Mistakes in names, figures, facts, and words.
• Mistakes in punctuation and capitalization
• Mistakes in the level of Language

1. Mistakes in names, figures, facts, and words

•        Any mistakes in names, figures, facts, etc, can make your message unclear. Such mistakes can also create problems for you. Imagine if you write 2000 where you were supposed to write 200. A good check of data is having another person to read and comment on the validity of material.

In order to avoid such mistakes one can include figures and facts like as follows:

• Verify your statistical data
• Double-check your totals
• Avoid guessing of laws that have an impact on sender or receiver
• Determine whether a fact have changed over a time.

Other factor is the inclusion of words. Confusion should be avoided, for example.

 Example 1: Accept-Except: Here accept means to receive and except means to omit.

Example 2: Biannually-Biennially: Biannually means 2 times a year and biennially means every 2 years.

2. Mistakes in punctuation and capitalization:

        

Such mistakes in mechanics can also create confusion in the mind of the reader. In today’s world writing has been easier since spell-checkers and various kinds of word formatting are available.

3. Mistakes in the level of Language.

There are two types of writings: formal and informal. In formal writing, our style is unconversational. In informal writing, we use words that are short, familiar and conversational.

•        A formal style is characterized by more complex sentences.

•        An informal style is characterized by Short words and sentences

            (Thanks a lot for your letter).

•        Contraction & Abbreviations (I haven’t, there’s) simple words are example of levels of language.

A few examples of formal language. 

Reminder:

• Avoid substandard language.

Substandard and More Appropriate

• Using incorrect words, incorrect grammars, faulty pronunciation all suggest inability to use good English. 

Conciseness

Conciseness is saying what you want to say in the fewest possible words without sacrificing the other C qualities. A concise message is complete without being wordy. A concise message saves time and expense for both the sender and the receiver. It increases emphasis in the message. It shows respect for the recipient, by not cluttering them unnecessary information.

To achieve conciseness, observe the following suggestions.

• Eliminate wordy expressions

• Include only relevant material

• Avoid unnecessary repetition

Eliminate wordy expressions

  

1)Use single-word substitutes instead of phrases whenever possible without changing meaning.

Wordy : At this time

Concise : Now

Wordy : Due to the fact that

Concise : because

Wordy : have need for

Concise : Need

Wordy : In due course

Concise : Soon

2)Omit trite, unnecessary expressions

Wordy  : Please be advised that your admission statement has been received.

Concise : Your admission statement has been received.

3)Replace wordy conventional statements with concise ones.

Wordy : Please find attached the list you requested.

Concise : The list you requested is attached.

4)Replace wordy conventional statements with concise ones.

Wordy : Such refreshing comments are few   and far between.

Concise : Such refreshing comments are scarce. 

5)Avoid overusing empty phrases.

Wordy : There are four rules that should be observed.

Concise : Four rules must be observed.

6)Avoid overusing empty phrases.

Wordy : It was known by Mr.. Usman that we must reduce size our inventory.

Concise : Mr.. Usman knew we must reduce our inventory.

7)Omit “which” and “that” clause where ever possible.

Wordy : She bought desks that are of the executive type.

Concise : She bought executive type desks. 

Wordy : The receipt that is enclosed documents your purchase.

Concise : The enclosed receipt documents your purchase.

8)Eliminate unnecessary prepositional phrase.

Wordy : The issue of most relevance is teamwork.

Concise : The most relevant issue is teamwork.

Wordy : In most cases the date of the inquiry is indicated in the upper right corner.

Concise : The policy date is in the upper right corner.

9)Limit your passive voice.

Wordy : The total balance due will be found on Page 2 of this report.

Concise : The balance due is on page 2 of this report.

Wordy : The reports are to be submitted by employees prior to 5:00 p.m.; at which                 time they will be received by Ali.

Concise : Please submit your reports to Ali by 5:00 p.m.

Include only relevant material

A concise message should not only omit wordy expressions but also irrelevant statements.

Observe the following suggestions:

1.         Stick to the purpose of the message.

2.         Delete irrelevant words and rambling sentences.

3.         Omit information obvious to the reader.

4.         Avoid long introductions, unnecessary explanations, pompous words and gushy    politeness.

5.         Get to the important point tactfully and concisely.

Example:

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 

Avoid unnecessary Repetition

Unnecessary repetition leads to dullness. The message becomes wordy and boring. Here are some suggestions.

1) Use short names when you have mentioned the long one once. For Shaukat Khanum Memorial Cancer Hospital, use Shaukat Khanum or simply the Hospital.

2) Use initials instead of repeating long names. Instead of using Pakistan International Airlines, use PIA.

3)

Cut out needless repetition of phrases or sentences.

Sometimes it is possible to combine two or even three sentences using subordinate clauses or phrases.

Example:

The following letter is an example of unnecessary repetition.

  Will you ship us some time, anytime during the month of October would be fine, or even November if you are rushed (November would suit us just as well, in fact a little bit better) 300 of the regular Dell Computers.

            Thank you in advance for sending these along in parcel post, and not in express, as express is too expensive.

Concise Version of the Letter:

Please ship parcel post, before the end of November 300 Dell Computers.

Use one word in place of phrases; one sentence in place of two. Read out loud to listen for wordiness. Omit outdated trite expressions. Ask yourself: what material is really relevant? Look for unnecessary repetition: Does the same word or idea appear too often?

  

Recognizing incorrect words

 

1.      Simple words.

Rewrite the following sentences, substituting simple words for the underlined words and phrases in the sentences

 

      A conference call will afford us an opportunity to interrogate the numerous remuneration proposals and consummate the rumors.

2. Concise words. Delete the extra words and rewrite these sentences.

      I want to take this opportunity to thank you for arranging to send me a computer that is exactly identical to the one in my office.

This letter is to acknowledge receipt of and thank you for your check no 389939 in the amount of Rs. 1000.

We have 30 reservations at the present writing, so I am taking the liberty of sending you an updated list.

  

4. Correct words.

Substitute correct words for the underlined words that are incorrect.

      Between you and I she has a long ways to go to be a realtor. Irregardless of the person whom you select, I am real pleased with the candidates. I don’t have but two pair of shoes.

           

Hi / Dear Mr Imran

Thanks / thank you for your recent letter. We were happy / pleased to hear that you are interested in marketing our range of children garments

  

But/however, before we make any firm decision make up our mind, we would be grateful if you would provide us with / give us further information concerning / about the organization of your firm, the territory it covers, the number of retail outlets and your market share.

You would have to get us / we would expect a minimum turnover of 600,000 before being in a position to / we could offer you a agency. We would want to get / we would wish to achieve a market share of at least 10% in the first two years.

Anyway/ this said, if you feel your firm is able to meet these targets it would be nice / it would be useful to arrange an appointment to have a chat about / discuss the project in a bit more detail further.

I will be in Karachi from 5 – 12 May and suggest we meet / get together then, if this is convenient /OK. to you.

Please confirm with my secretary if this is all right / satisfactory.

I look forward to hearing from you in the near future / hope to get a letter from you soon.

Yours sincerely, /All the best

Asif

Courtesy

Courtesy does not mean the use of old-fashioned expressions such as ‘your kind enquiry’, ‘thank you’ and ‘please’. Rather, it is politeness that grows out of respect and concern for others. Courtesy is a quality that enables a request to be refused without killing all hope of future business. Courtesy also means replying promptly to all letters. If you feel your correspondent’s comments are unfair, try to answer tactfully. In short, the whole letter should have a courteous tone. It is not what you say; it is how you say it 

The following are suggestions for producing a courteous tone:

·         Be sincerely tactful, thoughtful, and appreciative

·         Use expressions that show respect

·         Choose nondiscriminatory expressions

Be sincerely tactful, thoughtful, and appreciative.

Sometimes you have to deal with unpleasant messages. Always remember that by using tact and being thoughtful, you can convey anything, however unpleasant it may be, to your readers.

 Tactless: we believe that the extent of your current obligations makes you a bad credit risk.

 Tactless: our credit department believes that, because of your current obligations additional credit might be difficult for you to handle at this time.

Thoughtfulness and appreciation:

Writers who send courteous messages of deserved congratulations and appreciations help goodwill.  

Use expressions that show respect

•        Expressions like, ‘irresponsible’ or ‘I do not agree with’ etc., are annoying. Use expressions that show respect for your reader and help him think positively about your message. Omit irritating expressions such as the following:

Contrary to your inferences              You are delinquent

If you care                                   you claim that

I am sure, you must realize that   you did not tell us

Obnoxious                                   you leave us no choice

Why have you ignored                your stubborn silence

Choose nondiscriminatory expressions

•        Courtesy also requires use of nondiscriminatory expressions that refer to any particular, gender, race, ethnic origin, etc.

Instead of these gender-specific words.	Choose these Bias Free words
Businessman	Business person or business worker
Chairman	Chair, chairperson, worker, employee
Manpower	Worker, employee
Newsman
Newscaster or reporter or journalist
Salesman	Salesperson, sales, representative, agent

Singular Pronoun

He	Plural
Each customer will be notified his bill	Customers will be notified on their bills (rewarded into the plural)

Previously masculine pronoun in expressions like he or his bill was used. The trend today is to avoid using he, him, instead use either he/she, him/her or reword it into plural.