COMPLETENESS

 The message is ”Complete” if it contains all

information that Receiver or Decoder would
need in order to give desired Feedback.
 The message composed should not prompt
any questions.
 We know that Encoders and Decoders differ
in their mental-filters; which are influenced
by the backgrounds, view-points, needs,
experiences, attitudes etc.
SIGNIFICANCE

 Building goodwill.
 Achieving desired result, without sending
additional result.
 GUIDELINE:
 Provide all necessary information
 Answer all questions asked
 Give something extra, when desired.
Five W’s

 Answer the five W’s that make the message.

 Who
 What
 When
 Where
 Why
 E.g.: when requesting
 What you want ?
 When you need?
 Where to sent?
CONCISENESS

 Too much information results in

confusion. Conciseness means that a message is
composed in fewest possible words without
scarifying any other ‘c’ quality. It contributes to
emphasis; by eliminating unnecessary words,
important ideas are let to stand out.
 A Concise message has much significance; a
complete and concise message is interesting for
the Receiver, and it shows respect for Receivers
by not cluttering up their lives with unnecessary
details.
Rules followed in
conciseness
 Include relevant material
 Avoid repetition.
 Eliminate wordy expressions.
CONSIDERATION

 Consideration means preparing a message with

the Receiver in mind.
 Stress the positive in your message.
 Focus on ‘You’ instead of ‘I’ or ‘We.
 Show audience Benefit on Interest in the
receiver.
 Keep in mind the target group.
 Shows reader benefit.
 Understanding of human nature.
CONCRETENESS

 Concreteness: means being specific, vivid and definite

rather than being indefinite or vague. The message should
be supported with facts and figures. Often it means using
denotative (direct, explicit, often dictionary-based) rather
than the connotative words (ideas or notions suggested or
associated to words).
 Rules for Concrete messages:
 Use specific Facts and Figures
 Put actions in your verbs
 Choose vivid, Image-building words.
 Concrete messages can also be supported by
comparisons and analogies to clarify the meaning.
CLARITY

 Intends to ensure that the meaning is understood at the

other end.
 To ensure clarity following should be done:
 Choose Precise, Concrete and Familiar words.

 Construct Effective Sentences and Paragraphs.

 The sentences and Paragraphs should have these qualities:
 a normal Length.
 Unity: which means it should represent a single idea
 Coherence: which means it should be composed correctly.
 Emphasis: the main idea should be emphasized properly
in any sentence or paragraph.
Courtesy

 It simply means to be “polite”. It is an extension

to consideration but it is more concerned with
the way a message is sent. It means showing
respect to the Receiver. To be impolite does not
always mean being inconsiderate, it might be
disrespectful or toned in a harsh voice. Thus, one
should be courteous while sending a message.
 Guide-lines to a courteous message:
 Be sincerely tactful, thoughtful and appreciative.
Rules

 Use Expressions that show Respect.

 Choose Nondiscriminatory Expressions:
 Do not use Gender-oriented words. Thus, instead
of using words like Policeman use the term Police
Officer, instead of using terms like Man is a social
animal say human beings are bound to socialize
by nature, instead of using freshman use First-
year students etc.
Correctness

 At the core of correctness are proper grammar,

punctuation, spelling and pronunciation. But it
doesn’t just mean correct grammar. It also mean
to:
 a- Use the Right Level of Language:
 There are three levels of language: formal,
informal and substandard.
 Formal level: of Language is used in scholarly
writing, doctoral dissertations, legal documents
and agreements etc. It is Academic language to
be more precise.
 Informal language: is used mostly in business
writing. Since business-people are busy people,
they don’t have time for formal language
compositions.
 Substandard level: of language means slang
language or distorted form of language.
 Check Accuracy of Figures, Facts and words.
 Maintain acceptable Writing Mechanics to ensure
that the message is grammatically correct.