Principles
of Business Communication
Dear Mr. Naeem,
In
accordance with your request of recent date, in which you expressed concern
about the damaged merchandise you received on May 18, I have reviewed your case
and have reached the decision that full restitution should be made to you.
Sincerely,
Dear Customer,
Now
is the time when all smart shoppers are taking advantage of the special
money-saving buys at Bright, while our Back-to-School Sale is in progress.
School
will be starting soon and crowds of shoppers are trying to buy their children’s
clothes. Why not come in now while we offer the lowest prices of the year and a
pleasant shopping atmosphere.
Sincerely,
Dear Mr. Tariq
I regret to inform you
that we are completely booked up for the week of August 22. We have no rooms
available because the Word Processors Association will be holding their
convention at our hotel during the week of August 22. As you will surely
understand, we have to reserve as many rooms as possible for members of the
association.
If
you can’t change the date of your trip, maybe you could find the double room
with bath that you want at another hotel here in Murree.
Cordially,
Dear Mr. Asif:
With
reference to your order for our 35 mm camera, we are in receipt of your cheque
and are returning same.
I
beg to inform you that, as a manufacturer, our company sells cameras to dealers
only. In compliance with our wholesale agreements, we deem it best to refrain
from direct business with private consumers.
For
your information, there are many retailers in your vicinity who carry cameras.
Attached please find a list of said dealers.
Hoping
you understand.
Yours truly,
Dear Mr Ali:
We have received your order for a
35mm camera but, unfortunately, must return your cheque. As a manufacturer, we
sell cameras only to dealers, with whom we have very explicit wholesale
agreements.
Nevertheless,
we sincerely appreciate your interest in our product. We are therefore
enclosing a list of retailers in your community who carry a full line of our
cameras. Any one of them will be happy to serve you.
Sincerely yours,
Communication is an important
part of our world today. The ability to communicate effectively with others is
considered a prized quality of the successful business people. To communicate
easily and effectively with your readers, you should apply the following Seven
‘C’ principles:
1. Clarity 5. Correctness
2. Conciseness 6.
Courtesy
3. Consideration 7. Completeness
4. Concreteness
Clarity
Clarity means getting your
message across so that the receiver will understand what you are trying to
convey. You may not be able to write clearly if you have not thought out your
message first. It is better to write down the main points of the message. A
rough draft should be made first and then revised.
Clarity is achieved in part
through a balance between precise language and familiar language. Put right
word to convey the meaning. Familiar words are often conversational.
Following are some ways to help
make your message clear.
a) Choose, Short, Familiar, Conversational words
Simple Words
Complex Words
|
Simple Words
|
A substantial segment of the
population
|
Many people
|
Affords an opportunity
|
Allows
|
Concise
Words
Complex Words
|
Concise Words
|
Arrived at the conclusion
|
Concluded
|
At a later date
|
Later
|
Avoid repetitive words. In the
following redundant expressions, the italicized words are unnecessary and
should be omitted”
Absolutely free
|
Meet together
|
Adequate enough
|
Over with
|
As to whether
|
Past experience
|
At about
|
Personal opinion
|
Attached hereto
|
Quite unique
|
Conversational Words.
Trite Expressions
|
…..Choose these
conversational words
|
Acknowledge receipt of
|
thank you for
|
Agreeable with your desires in
the matter
|
as you sugested
|
are in receipt of
|
have
|
as per our conversation
|
as we discussed
|
at the earliest possible date
|
as soon as (you) can
|
at the present writing
|
now
|
At your earliest convenience
|
As soon as you can or when you
are ready
|
Clichés
Here are some of the more popular
clichés; use them sparingly– only when you’re sure they best express your
intent.
•
All
things being equal
•
Break
the ice
•
By leaps
and bounds
•
By rule
of thumb
b) Construct effective
sentences and paragraphs.
At the core of clarity is the sentence. A sentence moves thought clearly
within a paragraph. Clear writing is easy to understand. It requires short and
easy words. Generally speaking, a sentence in a business letter should have 3
to 30 words. Each sentence should express unity of thought. The word into a
sentence and sentence into a paragraph should be arranged in a way that they
become a coherent whole.
Important characteristics are as follows:
- Length
The suggested length is 17 to 20. You can adopt a range from 3 to 30.
Rewrite a sentence of more than 40. Sentences under 10 words are overly simple.
•
Unity
It means that you have one main idea whether you use a simple, compound
or complex sentence.
•
Coherence
.Coherence brings clarity. In it words are correctly arranged so that
ideas are clearly expressed.
- Vague:
Being the chief executive, we can expect help from you.
•
Clear: Being the chief executive, you can surely
help us.
•
Emphasis
•
Little
Emphasis: The order was received and the manager started preparing for it.
•
Better
Emphasis: As the letter was received, the manager started preparing for it.
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