Essentials Of Effective Communication

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  • 1. Essentials of Effective Communication Or C’s of Good communication By- Namita singh
  • 2. Essentials of communication
      • Qualities which are essential for a good letter are collectively called C’s of communication b’coz most of them begins from letter “C”
      • Letters are written for getting & giving Quotation, Making& answering enquires contracting potential consumers, persuading potential customers to buy , making& answering complaints , making credit enquires , collecting dues maintaining relation with the various members of public.
  • 3. Correctness
    • A letter must be correct in every aspect
    • In spelling, grammer and use of language- Incorrect language spoils the message and distracts reader.
    • In appearance & form of layout- Poor & untidy layout , uneven space, creates poor impression .
    • In the information it conveys- Wrong & incomplete information is the most harmful thing in the letter
  • 4. Clarity
    • The message of the letter must be clear at first reading. There should be clarity of thoughts and clarity of language.
    • The information explosion of today takes up so much of everyone’s time, people appreciates letter that takes very little time to read & understand.
  • 5. Cont.. Clarity
    • Example-“Please state from what date the patient was ordered to stay in bed”
    • Simple form- When Patient is asked to take bed rest.
    • Clarity depends on 5 Factors-
    • Simple common everyday words which common man can understand.
    • Short and simple sentence.
    • Proper punctuations
    • Logical sequence
  • 6. Conciseness-
    • It means expressing much in few words; In business writing it means keeping to the point, using as few words as possible without sacrificing clarity and completeness. It can be achieved by-
    • Leaving out unnecessary words
    • Leaving out unnecessary details
    • Example- “We would appreciate receiving the goods as early as possible since arrangement have to be made for export so that they will reach oue foreign customer.
  • 7. Cont……. Conciseness
    • Please dispatch the goods so as to reach us by 7 September since we have to ship them to Mexico by the 17 th .
    • We can concise the message by giving correct details instead of the vague phrases
  • 8. Courtesy
    • It is the consideration for the other people’s feeling. It is seen in an individual’s behaviour with others.
    • In the letter, the style, the manner & the choice of words reflects the courtesy of the writer.
    • Use courtesy words like please, thanks and sorry.
    • Express appropriate feeling according to the situation.
    • Use phrases like- “ We appreciate your promptness in sending the goods”
  • 9. Completeness
    • One must send the complete message providing all necessary facts & figure.
    • Incomplete communication annoyes the receiver.
    • Incompleteness creates the misunderstanding.
  • 10. Customer’s point of view
    • Letter must contains information which customer’s are interested in receiving.
    • It should not contain irrelevant information.
    • Whatever we communicate it should be value to the receiver.
    • Our awareness of the needs of the receiver will make him more receptive.