Essentials of Effective Communication

Or

C’s of Good communicationBy- Namita singh

Essentials of communicationQualities 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 aspect1. In spelling, grammer and use of language-

Incorrect language spoils the message and distracts reader.

2. In appearance & form of layout-Poor & untidy layout , uneven space, creates poor impression.

3. 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-1. Simple common everyday words which common

man can understand.2. Short and simple sentence.3. Proper punctuations4. 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-

1. Leaving out unnecessary words2. Leaving out unnecessary detailsExample- “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.