Completeness Conciseness Consideration

Courtesy Correctness Concreteness

Clarity
 Completeness
develops and
should convey all facts required by the enhances
audience. reputation of an
Consideration of the receiver’s mind set organization by
and convey the message accordingly answering all
questions

Cost and energy

Leaves no questions
saving-
in the mind of
Provides all receiver. Persuades the
information. ‘Wh’ receivers
Helps in better
questions must be
decision-making by
answered for this
the receivers
purpose
 Conciseness

Communicating to convey in least Time/cost/energ

possible words without forgoing the y –saving, as it is
other C’s of communication non-repetitive in
A necessity nature

Underlines and Provides short and

highlights the essential message More appealing
main message as it in limited words to and
avoids using the receiver comprehensible to
excessive and the receiver
needless words Stick to purpose
 AVOID

Overdose of Unnecessary
language and usage repetition
of idioms

“that” or “which”
Wordy expressions
clause
 Consideration
Modify words in
Implies “stepping into the shoes of message to suit
others” the receiver’s
needs while
making message
complete

Ensure that the The receiver's

Envisage receiver,
self-respect of view points,
their
the audience is background,
requirements,
maintained and mind-set,
emotions or
their emotions education level,
problems
are not at harm etc.
Emphasize on “you” approach,
instead of ‘I’ and ‘We’ (You- Show audience benefit
Attitude)

This includes Empathize with the

Lay stress on positive receiver and exhibit interest in the
words audience. This will stimulate a
positive reaction from the audience

Show optimism towards the audience.

Emphasize on “what is possible” rather
than “what is impossible”

Focus on positive ideas

 Clarity
Not trying to
Emphasizing on a specific achieve too
message or goal and makes much at
understanding easier once

makes use of Use image

enhances the exact, building
meaning of appropriate words, facts,
message and concrete figures and
words active voice
 Concreteness

Being particular and clear Strengthens

rather than fuzzy and the
generic confidence

Makes use of Makes use of

Supported words that
with specific exact,
appropriate are clear and
facts and that build the
figures and concrete
words reputation
 Courtesy
Message should
The message should show the sender’s be sincerely polite,
expression as well as should respect the judicious,
receiver reflective and
enthusiastic
Use expressions that show respect
not at all biased

Courtesy implies
taking into
consideration both positive and
viewpoints as well focused at the Be appreciative
as feelings of the audience
receiver of the
message
 Correctness
No grammatical errors in
communication The message is
One should know the use of formal exact, correct
language and correct punctuation and well-timed
marks. Do not assume the facts

Check for the

Has greater precision and Makes use of
impact on the accurateness of appropriate and
audience/reader facts and figures correct language
s used in the in the message
message
 Clear

Dear James,
I would like to talk to you about the new client’s project
which the engineering team had discussed yesterday. I
might need the help of John from your team.
Regards,
Kevin
 Correct


Dear David,
Further to our conservation today, I am attaching the
plan for the first stage of the project. Hope the one weak
deadline is okay with you and your team.
Regards
Sally
 Complete

Hi all,
Let us meet tomorrow to discuss the product launch
event. Please be there on time.
Thanks
Chris
 Concise

Hi Suzanne
I think we need to talk about the CSR campaign, I mean
the one which we need to do as a quarterly exercise. I
think it is a great way of enhancing our brand image.
Basically, it would just be a visit to an orphanage but
we can sort of do other things too. For instance, we
could take the kids out for a short trip to a nearby park
or zoo. Let us sit and talk tomorrow.
Regards
Jennifer
 Concrete

“Hilltop Resort is the best resort. Do come to us on your
next holiday”
This is a vague ad message. It is made to sound like just
another resort advertisement among a hundred others.
The audience will never remember this ad message.
There are no concrete details to take away from this
message.
 Courtesy

Hi Drew,
I really do not appreciate how your IT team ignores the
requests of my team alone. My team is an important
function in this organization too and we have our own
IT requirement. Can you ensure that your team
responds promptly to my team’s requests hereon?
Regards
Stanley
 Consider

Hi Jack,

We do not entertain the sort of request you have made.

James.