7 Cs of Communication

1. CompletenessProvide all necessary information: Remember the five W’s (Who? What? When? Where? Why?)Answer all questions asked. Give something Extra, when Desirable.EXAMPLES:Submit your reports to Mr. Jones by soon. (Incomplete) Submit your reports to Mr. Jones by 5:00. (Complete) The balance due is on other page of this report. (Incomplete) The balance due is on page 2 of this report. (Complete) The policy date is in the corner. (Incomplete) The policy date is in the upper right corner. (Complete)

2. ConcisenessEliminate wordy Expressions.Include only relevant material. Avoid unnecessary Repetition.EXAMPLES:There are four rules that should be observed. (Wordy)Four rules should be observed. (Concise)The receipt that is enclosed documents your purchase. (Wordy)The enclosed receipt documents your purchase. (Concise)The reports are to be submitted by employees prior to 5:00, at which time they will be received by Mr. Jones. (Wordy)Please submit your reports to Mr. Jones by 5:00. (Concise)We hereby wish to let you know that our company is pleased with the confidence you have reposed in us. (Wordy)We appreciate your confidence. (Concise)

3. ConsiderationFocus on “you” instead of “I” and “We”Show reader benefit or interest in readerEmphasize positive, pleasant factsEXAMPLES: I am delighted to announce that we will be extending our hours to make shopping more convenient. (Inconsiderate)You will be able to shop evenings with the extended hours. (Considerate)When you travel on company expense, you will not receive approval for first-class fare. (Inconsiderate)

When you travel on company expense, your approved fare is for tourist class. (Considerate)You failed to enclose your check in the envelope. (Insensitive)The envelope we received did not have a check in it. (Considerate)

4. ConcretenessUse specific facts & figures Put action in your verbsChoose vivid, image-building wordsEXAMPLES:She’s a brain. (Vague)Her grade-point average in 2011 was 3.9 on a four-point scale. (Concrete)The tests were administered by the professors. (Passive)Professors administered the tests. (Active)Her work in groups was exemplary. (Dull)She could be called "the   spark plug of the group." (More Vivid)

5. ClarityUse the precise and familiar wordsConstruct effective sentences and paragraphsEXAMPLES:His report was about managers, broken down by age and gender. (Unclear)His report focused on age and gender of managers. (Clear)After our perusal of pertinent data, the conclusion is that a lucrative market exists for the subject property. (Unfamiliar)The data we studied show that your property is profitable and in high demand. (Familiar)After planting 10,000 berry plants, the deer came into our botanist's farm and crushed them. (Unclear)After our botanist had planted 10,000 berry plants, the deer came into his farm and crushed them. (Clear)

6. CourtesyBe promptBe sincere, tactful, thoughtful and appreciativeUse expressions that show respect and courtesy Avoid discriminatory expressionsUse Positive wordsEXAMPLES:Anyone who comes to class late will get his grade reduced. Students who come to class late will get their grade reduced. (Courteous)Our criteria are firm; he is to be a scholar; he is to be a good teacher. (Discriminatory)

Our criteria suggest that he or she should be a good scholar and a good teacher. (Courteous)Each manager has an assigned parking space. He should park his car ... (Discriminatory)Each manager has been assigned a parking space. Each car should be parked in … (Courteous)

7. CorrectnessUse the correct level of language: formal or informal.Include correct facts, words and figures.Maintain acceptable writing mechanics.Use standard language.EXAMPLES:

Sub Standard More Acceptable

Ain’t Isn’t, aren’t

Can’t hardly Can hardly

Aim at proving Aim to prove

Desirous to Desirous of

Irregardless regardless