7 Cs of Effective Communication

7 Cs of Effective Communication
1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy
7. Correctness
Clarity
Dear James,
I would like to talk to you about the ABC’s (new client’s) project on
XYZ. I had a meeting with the design team yesterday and had
discussed the campaign requirements for this project.
John Chan from your team has expertise in doing the social media
campaign for ABC, so I would like him to work on the XYZ campaign
too. Would you be available sometime tomorrow to discuss this
further? I am free anytime to meet tomorrow(date).
Regards,
John.
Completeness
Dear All,
Let us meet tomorrow (insert date) at 11am at the Annexure

building, room no 3, to discuss the product launch event. We
will have to decide the keynote speakers and complete the
event invitation draft tomorrow.
I look forward to meeting you tomorrow.
Regards,
Christine.
Correctness
Dear Josephine,
Further to our conversation today, I am attaching

the plan for the first stage of the project. Hope the
one-week deadline is ok with you and your team.
Regards,
Anne
Conciseness
Hi Maxine,
I would like to discuss the quarterly ABC campaign

Hi Maxine,
with you. This will require for us to talk to the full-
I would like to discuss the quarterly ABC campaign with you. This will
time and
requirepart-time
for us to talk to thestaff
full-time at the ABC
and part-time company.
staff at the ABC
company.
This will help enhance our brand image. We’ll talk in detail tomorrow.
This will help enhance our brand image. We’ll talk
Regards,
in detail
Jennytomorrow.
Regards,
Jenny
Concreteness
Dear Bella,
I just read your enquiry about our favourite holiday destination.

Hilltop Resort is the best resort for us. It is situated at the top of the
western hills and surrounded by waterfalls. The facilities are great
too - there are 3 swimming pools, 3 playgrounds, and two small
supermarkets.
It is a great way to escape from the life’s chaos and stress. Relax and
rejuvenate yourself at Hilltop. Let me know if you want more details.
Feel free to join us on our next holiday to Hilltop Resort in June if you
like.
Cheers,
Grace.
Coherence
Dear Zack,
Thanks for submitting the 3rd- quarterly progress report for the
Western Hill project. Finn will give you feedback on it (insert
date/time)
After we finalise the progress report, we will arrange to meet to

discuss the budget and complete the final stage of the project.
Regards,
Vincent
Courtesy
Dear Stephen,
I understand that the IT team is very busy with work and receives
many requests from every department in the organization.
My team, however, is working on an urgent and high priority

project and I would greatly appreciate it if you could ask your team
members to promptly respond to my team’s concerns about the
computers so that we are able to complete this project on time.
Please do let me know if you need any further clarification from

me.
Regards,
Stanley
1. Completeness
• Provide all necessary information.(wh

questions)
• Incomplete information may cause you
embarrassment or you may lose your
credibility.
• Answer all questions asked
• Give something extra, when desirable
“Little Men use big words, big men use
little words.”
- Winston Churchill
2. Conciseness
• Eliminate wordy expressions

• Active and passive voice
• Avoid unnecessary repetition
Wordy Expressions
Long words Short words
• They acceded to the • They agreed to quit
proposition to terminate business.
business.
• This antiquated
merchandising strategy is • This old sales strategy will
ineffectual in contemporary not work in today’s
business operations. business.
• Please find attached the list
you requested • The list you requested is
attached
Wordy Expressions
• At this time
• Due to the fact that
• Have need for
• In the due course
Active/Passive Voice
• The total balance due will be found on page 2
of this report.
• The reports are to be submitted by employees
prior to 5:00, at which time they will be
received by Mr. Jones.
• We hereby wish to let you know that our
company is pleased with the confidence you
have reposed in us.
Irrelevant information
Will you ship us sometime, anytime during this
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 3- by 15 – inch blue felt armbands
with white sewn letters in the center.
Thank you in advance for sending these along
to us by parcel post and not express as express, is
too expensive.
3. Consideration
• Focus on ‘you’ instead of ‘I’ and ‘we’.

• Show audience benefit or interest in the
receiver.
• Emphasize positive aspects, pleasant facts.
We- Attitude
• I am delighted to announce that we will be
extending our hours to make shopping more
convenient.
• We’re sure you must be frustrated by the
length of time it has taken to ship your order
for Polish gargoyles.
• You failed to enclose your cheque in the
envelope.
• You are completely off base in your proposal.
Emphasize positive aspects, pleasant
facts.
• It is not possible for you to open an account

today.
• We don’t refund if the returned item is soiled
and unsalable.
4. Concreteness
• Use specific facts and figures

• Put action in your verbs.
• Choose vivid, image building words.
Few examples
Abstract Concrete
A significant loss A 53% loss
Good attendance record 100% attendance record
The majority 76 percent
In the near future By noon Thursday
Students GMAT scores are higher. In comparison to…

Putting action in your verbs
• Examples…
• The test were administered by the Professors.
• Grades of students will be sent to you by
School.
• It is shown in the figures that…
• A decision has been made…
5. Clarity
• Use familiar words: Avoid using jargons.

• Conversational style
• Construct cohesive sentences and paragraphs.
Few examples
Unfamiliar Words Familiar Words
• This machine has a • This machine tends to get
tendency to develop noisy when it runs hot.
excessive and unpleasant
audio symptoms when
operating at elevated
temperatures • Ms. Smith’s peculiar ways
justify firing her.
• Ms. Smith’s idiosyncrasies
supply adequate justification
for terminating her
employment status
Conversational style
x Thank you to those of you who have donated to
our charity appeal. You can still donate here.
Have you already donated to our charity

appeal? Thank you so much. If you haven’t
donated yet, you can still donate here.
6. Courtesy
• Be sincerely thoughtful, tactful and appreciative.

• Use expressions that show respect. Avoid
irritating expressions
• Avoid questionable humor.
• Choose non-discriminatory Expressions
• Names of people
Thoughtful, tactful and appreciative:
Example…
• Clearly, you did not read my latest fax.

• Stupid letter, I can’t understand any of it.
Questionable humor.
• Hey man, what’s this I hear about the good
news? You sure pulled a fast one this weekend-
and then didn’t tell any of us about it.
Give my regards to the lady – and wish her the
best; she’ll need it. :D
Non-discriminatory Expressions
Non-discriminatory Expressions
• Freshman
• Manpower
• Man-made
• The best man for the position
• Anyone who comes to class late will get his
grade reduced.
• Each customer will have the new changes
noted in his bill.
7. Correctness
• Use the right level of language –For e.g. avoid

Use of idioms
• Check accuracy of figures, facts, & words- ask
someone to read your message before
finalizing.
• Maintain acceptable writing mechanics
Use of correct idioms/ phrases/ words
• All talk and no trousers
• If you’ll pardon my French
• Eminent/ imminent
• Farther/further
• Between/among
• a/an

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7 Cs of Effective Communication

Let us meet tomorrow (insert date) at 11am at the Annexure

I look forward to meeting you tomorrow.

Further to our conversation today, I am attaching

I would like to discuss the quarterly ABC campaign

I just read your enquiry about our favourite holiday destination.

After we finalise the progress report, we will arrange to meet to

My team, however, is working on an urgent and high priority

Please do let me know if you need any further clarification from

• Provide all necessary information.(wh

• Eliminate wordy expressions

• Focus on ‘you’ instead of ‘I’ and ‘we’.

• It is not possible for you to open an account

• Use specific facts and figures

Good attendance record 100% attendance record

The majority 76 percent

In the near future By noon Thursday

Students GMAT scores are higher. In comparison to…

• Use familiar words: Avoid using jargons.

Have you already donated to our charity

• Be sincerely thoughtful, tactful and appreciative.

• Clearly, you did not read my latest fax.

• Use the right level of language –For e.g. avoid

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