Essentials of Effective

Communication
Or
C’s of Good communication
By- Namita singh
Essentials of communication
Qualities which are essential for a good letter are
collectively called C’s of communication b’coz
most of them begins from letter “C”
Letters are written for getting & giving Quotation,
Making& answering enquires contracting
potential consumers, persuading potential
customers to buy , making& answering
complaints , making credit enquires , collecting
dues maintaining relation with the various
members of public.
Correctness
 A letter must be correct in every aspect
 In spelling, grammer and use of language-
Incorrect language spoils the message and distracts
reader.
 In appearance & form of layout-Poor & untidy
layout , uneven space, creates poor impression.
 In the information it conveys-Wrong &
incomplete information is the most harmful thing in
the letter
Clarity
 The message of the letter must be clear at first
reading. There should be clarity of thoughts
and clarity of language.
 The information explosion of today takes up
so much of everyone’s time, people
appreciates letter that takes very little time to
read & understand.
Cont..
Clarity
 Example-“Please state from what date the patient
was ordered to stay in bed”
Simple form- When Patient is asked to take bed rest.
 Clarity depends on 5 Factors-
4. Simple common everyday words which common
man can understand.
5. Short and simple sentence.
6. Proper punctuations
7. Logical sequence
Conciseness-
It means expressing much in few words; In business
writing it means keeping to the point, using as few
words as possible without sacrificing clarity and
completeness. It can be achieved by-
2. Leaving out unnecessary words
3. Leaving out unnecessary details
Example- “We would appreciate receiving the goods as
early as possible since arrangement have to be made
for export so that they will reach oue foreign
customer.
Cont…….
Conciseness
 Please dispatch the goods so as to reach us by
7 September since we have to ship them to
Mexico by the 17th .
 We can concise the message by giving correct
details instead of the vague phrases
Courtesy
 It is the consideration for the other people’s feeling.
It is seen in an individual’s behaviour with others.
 In the letter, the style, the manner & the choice of
words reflects the courtesy of the writer.
 Use courtesy words like please, thanks and sorry.
 Express appropriate feeling according to the
situation.
 Use phrases like- “ We appreciate your promptness
in sending the goods”
Completeness
 One must send the complete message
providing all necessary facts & figure.
 Incomplete communication annoyes the
receiver.
 Incompleteness creates the misunderstanding.
Customer’s point of view
 Letter must contains information which
customer’s are interested in receiving.
 It should not contain irrelevant information.
 Whatever we communicate it should be value
to the receiver.
 Our awareness of the needs of the receiver
will make him more receptive.