This document discusses seven principles of effective business communication: completeness, conciseness, consideration, concreteness, clarity, courtesy, and correctness. It provides guidelines for each principle, such as including all relevant details to ensure completeness, using the fewest words possible to be concise, focusing only on relevant information and avoiding repetition to be considerate of the receiver's time and interests, and using specific facts and figures rather than generalizations to be concrete. The document stresses the importance of clear expression and thought, courteous and respectful language, and factually correct communication.

1. By- Meenakshi Aggarwal August 18, 2011

2. 1. Completeness
2. Conciseness
3. Consideration
4. Concreteness
5. Clarity
6. Courtesy
7. Correctness

3.  Completeness of facts is absolutely necessary
 Incomplete information creates misunderstanding
 Incomplete information is worse than no information
 For e.g.- when ordering shirts by mail, one has to specify
all the relevant facts-
 Size
 Color
 Catalogue number
 Quantity
 Mode of payment
 Mode of dispatch
 Required date of delivery

4.  One way to make your message complete is to answer
the five W’s.
 WHO?
 WHAT?
 WHEN?
 WHERE?
 WHY?
 The five question method is useful when you write
requests, announcements, or other informative
messages.
 For instance, to order (request) merchandise, make
clear WHAT you want, WHEN u need it, WHERE it is to be
sent.

5.  Convey the message using fewest words
 Conciseness is the prerequisite to
effective business communication due
to paucity of time
 A concise message saves time and
expenses for both the parties

6.  Include only relevant facts
 Avoid repetition
 Avoid wordy expressions
 Organize your message well

7.  E.g. Wordy:- at this time.
Instead of “at this time” you can just use
only a concise word:- NOW ,
Always try to use “ To the point Approach”
in a business scenario

8.  Always try to provide only relevant information to the
receiver of the message.
 Lets say one of the customers of a company requested for
the list of the clients of the company-
 In reply , the company should provide only the list of clients
 No need to provide detailed business information about client at
all
 In order to include only relevant information-
 Stick to the purpose of message
 Delete irrelevant words
 Avoid long introduction, unnecessary explanation etc.
 Get to the important

9.  Consider the receiver’s interest/intention
 Adopt the you attitude
 Emphasize positive, pleasant facts
 Maintain a level of decency

10. You attitude
“You have a choice of four schemes in
which you can invest your savings.”
Readers may react positively when benefits
are shown to them.

11.  Message should be specific instead of
general. Misunderstanding of words
creates problems for both parties
 Using facts and figures instead of
irrelevant information, makes the
message more concrete and believable

12. General
He is a very intelligent student and held the
first rank in the class.
Concrete
Ali’s GPA in MBA (Finance) was 9.9 and he
held the first rank in his class.

13.  Clarity of thought- The communication starts
with the generation of idea in the transmitter’s
mind. She must be clear about three things-
 What is the objective of communication?
 What is to be communicated?
 Which is the most suitable medium for the
purpose?

14.  Clarity of expression- If the encoding is faulty,
the message may be misinterpreted. A careful
choice of words is a must. Points to be noted-
 Use simple words
 Use concrete expressions
 Prefer active constructions
 Avoid jargon
 Avoid ambiguity

15.  Courtesy involves being aware, not only
of the perspective of others, but also
their feelings. Courtesy stems from a
sincere ‘you’ attitude.
 it is not merely politeness with
mechanical insertions of “please” and
“Thank you” .
 Courtesy demands a considerate and
friendly behavior towards others

16.  Be thoughtful and appreciative
 Use expressions that show respect for the others
 Choose nondiscriminatory expressions
 Omit irritating expressions like- you forgot, you failed, your
irresponsible approach
 Apologize sincerely for an omission
 Thank generously for a favor

17.  Correct facts and figures
 At a proper time
 In the correct style
 Correct use of language