The 7 Cs of business writing are completeness, conciseness, consideration, clarity, concreteness, courtesy, and correctness. The document provides guidance on each of the 7 Cs, including how to answer all relevant questions to ensure completeness, eliminate unnecessary words to be concise, focus on the reader's benefits and interests to show consideration, use simple language for clarity, include specific examples for concreteness, avoid language that could hurt or insult others to demonstrate courtesy, and check facts and mechanics for correctness. Examples are given for how to apply each of the 7 Cs in business writing.

1. 7 Cs OF BUSINESS WRITING
• COMPLETENESS
• CONCISENESS
• CONSIDERATION
• CLARITY
• CONCRETENESS
• COURTESY
• CORRECTNESS

2. COMPLETENESS
• Answer all questions that are asked
• Give something extra when desirable
• Check for five Ws & one H
• Who What When Where Why
• and How

3. Exercise-1
• The owner of a mutual fund stock wrote to
the investment department of your bank
,that he wanted to sell his shares. He
asked,” just how does your bank want me to
authorize this sale?”
• How would you reply to this query keeping
the five Ws and one H guideline in mind?

4. Exercise-2
∀• You are the president of an industry
association and have received the following
inquiry from an out of town member, “I think I
would like to attend my first meeting of the
association, even though I am not acquainted with
your city. Will you please tell me where the next
meeting is being held?
• How would you reply to this letter keeping in
mind Completeness of the message?

5. CONCISENESS
1. Eliminate wordy expressions
2. Include only relevant statements
– be focussed,
– prune & avoid long explanations
– avoid gushing politemess
3. Avoid unnecessary repetitions
– use short forms the second time
– use pronouns

6. Exercise -3
• Find single word substitutes for the phrases

7. • Along the same lines
• At this time
• Consensus of opinion
• Date of policy
• Due to the fact that
• During the time of the day
• During the year of
• Few and far between
• For a price of

8. • For the reason of that
• From the point of view of
• Have need of
• In accordance with your request
• In due course
• Allow me to say
• In reply , I wish to say
• Please be advised
• Please find attached
•

9. Exercise -4
• Rewrite the following by omitting articles, trite
expressions, rambling sentences and
repetitions:
• At this time I am writing to you to enclose the post
paid appointment card for the purpose of
arranging a convenient time when we might get-
together for a personal interview.

10. Exercise –4contd.
• We hereby wish to let you know that we
fully appreciate the confidence you have
reposed in us.

11. Exercise – 4 contd
• Will you ship us sometime, any time during the
month of October , or even November if you are
rushed , for November will suit us just as well , in
fact a little bit better , 300 of the regular three and
a half inch blue arm bands with white sewn letter
in the middle .

12. CONSIDERATION
• Focus on YOU instead of I & WE
• Show reader benefit & interest
• Emphasize positive& pleasant
• Apply integrity & ethics

13. Ex.5-Write with a ‘you ‘ attitude , it
shows consideration
• I want to send my congratulations for ---
• We will ship soon the goods your May 4
order----
• We pay eight percent interest on -----

14. Ex.5-Write with a ‘you ‘ attitude , it
shows consideration ( contd)
• May I take this opportunity to express my thanks
for the account you recently opened with our
store. We are pleased to furnish a wide variety of
products for the home of the individual customer.
We want you to take full advantage of the store
services, for we have the largest store in the city.
Also we make deliveries for our customer free of
charge with in a 30 miles radius of our store.We
welcome you to Ebony. If we can be of additional
help please let us know .

15. Ex 6-Avoid negative – unpleasant words to
show consideration
It is impossible to open an account for you today.
We don’t refund if the returned item is soiled and
unusable.
When you travel on company expense, you will not
receive approval for first class fare.
T To avoid further delay and inconvenience , we are
sending this report by express mail.

16. Ex –7:Show reader benefit or interest in the
reader ; in the letter from an insurance company
to policy holders .
• Because we have not written to you in
sometime , please help us bring our record
by filling and returning the other half of the
card .

17. CONCRETENESS
• Use specific facts and figures
• Put action into verbs
• Choose vivid image building words by
comparison & figurative language (?)
• Use more adjectives and adverbs

18. Ex:8- Rewrite the following in concrete
form as the sentences are too general and
vague.
• This computer reproduces campaign letters
fast
• Our product has won several prizes.
• These brakes stop a car within a short
distance.

19. Ex:9-Put action into the words by using
active instead of passive voice.
• Tests were made by us
• A full report will be sent to you by the supervisor.
• The contract had a requirement ….
• Mr. Singh will give consideration to the report ….

20. Ex : 10-Use vivid image building words –
adjectives and adverts , and use less of
abstract nouns
• The camera has a system that gives good
pictures.

21. CLARITY
• Choose short , familiar & conversational
words
• Construct effective sentences and
paragraphs by unity of idea and sequencing
• Achieve appropriate readability by using
formal & informal language
• Include examples, illustrations & visual aids

22. Ex : 11-Use simple words
Circa(L)
Subsequent
Promulgate
Inadvertence
e.g..(L)
Domicile
Remuneration

23. Ex: 12-Choose a conversational style
• After perusal of pertinent data the conclusion is that a
lucrative market exists for the subject property .
• Easement for egress and ingress
• A letter from the quality bureau to a plumber said – “The
efficacy of hydrochloric acid is indisputable, but the
corrosive residue is incompatible with metallic
permanence “.

24. • Headings:8-10 words
• Sentence length:15-20 words
• Paragraphs:40-70 words
Soft words vs hard words

25. COURTESY
• Be sincere , tactful, thoughtful and
appreciative
• Omit expressions that hurt , irritate, or
insult
• Grant apologies graciously

26. Ex : 13-Show courtesy by avoiding
tactless & blunt language.
• Your letter is not clear at all:
Obviously, if you would read your policy
carefully you will be able to answer these
questions yourself.
Apparently you already forgotten what I
wrote you two weeks ago.

27. Ex : 14-Use gender friendly substitutes
• Mankind
• The best man for the job
• Manmade
• Manpower
• Businessman
• Sales man
• Chairman

28. Ex 14 –Contd.
• You guys should all be concerned about the
issue.
• Each manger has an assigned place – he
should park his car….
• Each customer will have change noted on
his bill

29. Ex: 15-SEMANTIC FACTORS IN
WRITING
• Meeting room----
• Dog-----
• Gay-----
• Women’s libber-----
• Fair wages----
• Cheap----
• Speed---
• Scholar---
• Fat check---
• Worm---
•

30. CORRECTNESS
• Use the right level of language
• Check accuracy of facts, figures and words
• Maintain acceptable writing mechanics
• Choose non discriminatory language
• Use parallel language