BUSINESS COMMUNICATION AND REPORT WRITING

INTRODUCTION

ASSIGNMENT # 3

SUBMITTED BY:
GHULAM MUHAMMAD

SUBMITTED TO:
PROF. AMRA SHEIKH

OPERATION LEVEL 1

INSTITUTE OF COST & MANAGEMENT ACCOUNTANT

Characteristics of Communication

1. Completeness:
It refers to how thoroughly a message conveys so the receiver can fully understand it. A
complete message leaves no room for misunderstanding.

Relevant:
It means that the message covers everything receivers need to know. No important details
are left out. It means something is very important and related to the topic.

Supporting Details:
These are the facts, data or context that help the receiver fully understand so that the
receiver can act appropriately on this message. It may contain example facts, figures to support
clarity.

Prevent confusion:
To prevent confusion, avoid indefinite language and make sure that your message is clear,
specific and complete. A complete message can`t cause delays, mistakes and misinterpretation.

Decision-Making:
Receivers must have enough data to make decisions and take actions based on this
message. It makes easy for the receiver to respond or act appropriately without any additional
clarification.

2. Conciseness:
It refers to expressing information clearly and in as few words as necessary. It avoids
unnecessary messages while still delivering he full message. It saves the time of both sender
and receiver.

Non-repeated:
It means to avoid the use of words, ideas or information that add no new value to the
message. It only underlines or highlights the main message.

Use of short sentences:

 It is a key strategy to achieve conciseness in communication. These messages are easy to
read and understand. The long and complicated messages may reduce the interest of
audience.

Time-Saving:
It means delivering a message quickly or efficiently that saves time for both the reader and
sender. A concise message is quicker to read, write and respond to. By avoiding unnecessary
repetition, it keeps communication dire.

Increase Impact:
When you are brief and direct, your message sounds more confident and authoritative. A
focused message is easier for the audience to grasp and remember.

3. Consideration:
It means keep the receiver prescriptive in mind while delivering a message. It focused on
understanding the needs, emotions, backgrounds and expectations of audience.

You-Attitude:
It means putting the audience first. In this, the focus is placed on the listener`s view rather
than the sender. It involves showing empathy, respect and concern for the audience needs,
interest and feelings.

Politeness:
Politeness in the characteristic of consideration means expressing your message in a
respectful, tactful, and courteous way. It shows that you value the other person's feelings,
opinions, and position especially when giving instructions, requests, or criticism.

Empathy:
Empathy in consideration means recognizing and valuing others' feelings and perspectives
in your communication. It leads to more respectful, understanding, and effective interactions
especially in sensitive or difficult situations.

Culture Difference:
Sensitivity to culture means being aware of and respectful toward the values, customs,
communication styles, and expectations of people from different cultural backgrounds. Avoid
language or references that may be offensive in others cultural context.

4. Clarity:
 Clarity implies on emphasizing on simple and clear words. It means that the message is
clearly understood by receiver. It must be free of confusion.

Use simple words:

Use words that the audience can understand immediately. Complicated or technical words
can confuse the listener, especially if they are unfamiliar with the topic.

Clear Purpose:
Your message should have a main idea or goal. Know exactly what you want to say just
before saying it. It will increase the audience`s interest toward your idea.

Enhanced:
You must organize your message in a logical order. If message is structured than it helps the
receiver to process faster information and remember key points.

Correct Grammar:
Use proper sentence, structured spelling and punctuation so that your message must be clear
and professional. Mistakes can confuse the audience make you look careless.

5. Concreteness:
It means being specific, precise, and to the point, which makes your message more
effective and actionable. It refers to the use of specific, clear, and vivid language to ensure that
the message is easily understood and leaves little room for misunderstanding or ambiguity.

Specificity:
Concrete communication avoids vague or abstract words. Instead of using abstract words,
it includes precise and clear defined expressions. It makes the message more credible.

Supported by Evidence:
It uses exact facts, figures, statistics and examples to support message. This increases the
accuracy and reliability of the message and also strengthen the message impact.

Avoid Misinterpretations:
Concrete communication is easier to visualize, remember, and relate to, which makes it
more engaging. People tend to recall specific images or facts better than abstract ideas.

Enhanced Engagements:
 Ambiguous messages can lead to errors, confusion, or inefficiency. Concrete
communication reduces ambiguity by using clear and well-defined terms, leaving little room for
multiple interpretations.

6. Courtesy:
It involves being respectful, considerate, and polite to the receiver. Courtesy helps build
positive relationships, maintain professionalism, and foster goodwill in both personal and
professional settings.

Respect for Receiver:

Courtesy means acknowledging the feelings, rights, and views of the person you are
communicating with. Even when delivering criticism or disagreeing, respectful language should
be used.

Polite and Considerate Language:

Using polite expressions such as “please,” “thank you,” “sorry,” or “excuse me”
demonstrates basic courtesy. Tone also plays a critical role both in written and spoken
communication. Being considerate of the other person's time, situation, and needs creates a
positive and cooperative environment.

Sensitivity to Cultural and Social Norms:

Courteous communication takes into account cultural differences, gender sensitivity, and
social etiquette. What is polite in one culture may be offensive in another, so it's important to
be aware of context.

Avoid negative Language:

Courtesy requires avoiding harsh, rude, or judgmental language, even when discussing
difficult issues. Constructive feedback is offered in a way that is gentle but honest. This
approach maintains dignity and encourages open, respectful communication.

7. Correctness:
Correctness in communication means ensuring that your message is factually accurate,
grammatically correct, appropriately worded, logically structured, and tonally suitable. It’s
crucial for creating clear, effective, and trustworthy communication.

Grammatical Accuracy:
 Correctness requires error-free grammar, punctuation, and spelling. Mistakes can make
a message hard to read, misleading, or appear unprofessional. Proper grammar ensures the
message is clear, professional, and easy to understand.

Terminology:
Correct communication involves using language that fits the context, audience, and
purpose. This means selecting the right tone (formal or informal), vocabulary (technical or
general), and avoiding slang or jargon when it’s not appropriate.

Accuracy:
Correctness means ensuring all data, names, dates, and factual claims are accurate and
verified. Incorrect information can damage trust and credibility. Before sending or presenting
information, it’s important to double-check details.

Logical Structure and Coherence:

A correct message must also be logically organized and consistent. Sentences and ideas
should flow smoothly and support one another. Contradictory or disorganized communication
creates confusion.