7 Cs OF BUSINESS WRITING EXERCISE
COMPLETENESS
*Answer all questions that are asked
*Give something extra when desirable
*Check for five W’s & one H
*Who What When Where Why and How
Exercise
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?
Ans (Completeness):
Hi Chris,
I just wanted to inform you that we are having a meeting tomorrow on advertising of our
upcoming product. The meeting will be held at 10 am in the fourth-level conference
room. As you are not acquainted with New York city, you can call to our official number
before you leave your place. We have a good transport system for our guest, they can
pick you up from your desire location. After all you are warmly welcome in New York
city as well as in the meeting.
See you then,
Henry Williamson
President
Bravura Inc
CONCISENESS
* Eliminate wordy expressions
* Include only relevant statements
* be focused, prune & avoid long explanations avoid gushing politeness
*Avoid unnecessary repetitions
*use short forms the second time, use pronouns
Exercise
Rewrite the following by omitting articles, trite expressions, rambling sentences and
repetitions:
1. 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.
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2. We hereby wish to let you know that we fully appreciate the confidence you have
reposed in us.
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3. 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 .
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CONSIDERATION
* Focus on YOU instead of I & WE
* Show reader benefit & interest
* Emphasize positive& pleasant
Exercise
Complete the following statements with a ‘you attitude’; Avoid negative – unpleasant
words to show consideration
1. We will ship soon the goods you ordered.
Ans: Thank you for shopping at Sahar! Your package has been packed and is being
handed over to a logistic partner; will ship you soon.
2. We pay eight percent interest on credit loans.
Ans: For your kind information we are giving eight percent interest on credit loans.
3. 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.
Ans: Thank you sir for opening an account in our Ebony. We are always pleased to
furnish a wide variety of products for the home of every customers. We will be
pleased if you take full advantage from the store as we have the largest store in the
city. We have a free delivery offer for the customers who are in 30 miles radius from
our store. Welcome to Ebony sir. Please feel free to knock us for any kind of help.
4. It is impossible to open an account for you today.
Ans: We are sorry to inform you that for some technical issue it is impossible to open
an account today. Our website will be available from tomorrow. Thank you for your
patience.
5. We don’t refund if the returned item is soiled and unusable.
Ans:
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6. When you travel on company expense, you will not receive approval for first class
fare.
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CONCRETENESS
*Use specific facts and figures
*Put action into the words by using active instead of passive voice.
*Choose vivid image building words by comparison & figurative language; Use vivid
image building words – adjectives and adverbs , and use less of abstract nouns
Rewrite the following in concrete form as the sentences are too general and vague.
Exercise
1. This computer reproduces campaign letters fast.
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2. Our product has won several prizes.
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3. These brakes stop a car within a short distance.
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COURTESY
*Be sincere, tactful, thoughtful and appreciative
*Omit expressions that hurt, irritate, or insult
*Grant apologies graciously
Show courtesy by avoiding tactless & blunt language in the following remarks.
Exercise
1. Your letter is not clear at all.
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2. Obviously, if you would read your policy carefully you will be able to answer these
questions yourself.
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3. Apparently you already forgotten what I wrote you two weeks ago.
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