Espinas, Dwight G. BSEE 2-3 7C'S of Business Letter: Correctness in Message Helps in Building Confidence

ESPINAS, DWIGHT G.
I.
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6.
7.
1.
BSEE 2-3
7C'S OF BUSINESS LETTER
Correctness
Clarity
Conciseness
Completeness
Consideration
Concreteness
Courtesy
Correctness
At the time of encoding, if the encoder has comprehensive knowledge about the decoder of
message, it makes the communication an ease. The encoder should know the status, knowledge
and educational background of the decoder. Correctness means:
Use the right level of language
Correct use of grammar, spelling and punctuation
Accuracy in stating facts and figures
Correctness in message helps in building confidence.
2.
Clarity
Clarity demands the use of simple language and easy sentence structure in composing the
message. When there is clarity in presenting ideas, its easy for the receiver/decoder to grasp the
meaning being conveyed by the sender/encoder.
Clarity makes comprehension easier.
3.
Conciseness
A concise message saves time of both the sender and the receiver. Conciseness, in a business
message, can be achieved by avoiding wordy expressions and repetition. Using brief and to the
point sentences, including relevant material makes the message concise. Achieving conciseness
does not mean to loose completeness of message.
Conciseness saves time.
4.
Completeness
By completeness means the message must bear all the necessary information to bring the
response you desire. The sender should answer all the questions and with facts and figures. And
when desirable, go for extra details.
Completeness brings the desired response.
5.
Consideration
Consideration demands to put oneself in the place of receiver while composing a message.
It refers to the use of You attitude, emphases positive pleasant facts, visualizing readers
problems, desires, emotions and his response.
Consideration means understanding of human nature.
6.
Concreteness
Being definite, vivid and specific rather than vague, obscure and general leads to concreteness of
the message. Facts and figures being presented in the message should be specif.
Concreteness reinforces confidence.
7.
Courtesy
In business, almost everything starts and ends in courtesy. Courtesy means not only thinking
about receiver but also valuing his feelings. Much can be achieved by using polite words and
gestures, being appreciative, thoughtful, tactful, and showing respect to the receiver.
Courtesy builds goodwill.
II. What is Technical Communication
Technical communication uses a number of media platforms to provide information to a target

audience. Sometimes, to really understand what something is, it's best to define what something
is not. Technical communication is not journalistic writing, expressive writing, or creative literature.
It does not use symbolism or vague literary references. Its purpose is not to entertain. Instead,
technical writing is designed to inform or instruct an audience with a specific goal in mind.
Technical communication is clear, concise, and objective. Technical communication encompasses

an expansive group of documents. It is not limited to information about computer systems or
programming. Even companies that create products that are not necessarily 'technical' still
employ technical communication to develop, manufacture, market, and explain consumer goods
and services.
Take, for example, a child's playset. In order to manufacture the playset, developers must create
design specifications explaining the length and width of each beam, the materials to use for each
part, and the colors to paint each piece. The company must then create TV commercials and
store displays to advertise the playset. Finally, the playset must include clear instructions so that
the consumer can safely and accurately assemble the structure. Without the technical
communication of the design specifications, the advertisements, and the end-user documents,
the playset would not exist.
III.
END PRODUCTS OF TECHNICAL WRITING
1. Business letter. It is written primarily to transact business.

2. Feasibility report. This reports the financial, economical, and technical benefits/practicability of
a proposed business project.
3. Abstract. It is a summary of a conducted study.
4. Specification. It gives detailed description or assessment or calculations of requirements,
dimensions, materials, etc., as of a proposed building, machine, bridge, etc.
5. Brochure. It is a pamphlet or booklet containing summarized or introductory advertising or
information about a product, service, or idea purposely written to attract attention and action of
the customers.
6. Memorandum. It is usually a short interoffice communication about company matters, e.g. on
something to be done or acted upon in the future.
7. Instruction manual. It refers to a manual usually accompanying a technical device or appliance
which gives directions for use. It may also refer to a set of directions for work procedures or
policies.
8. Proposal. It is a plan or a scheme proposed to elicit action for a change or performance which
may help solve a problem.
9. Treaty. It refers to a formal written document of agreement between two or more parties aiming
for peace, alliance, commerce, or other international agreement.
10. Article (books and technical journals). This may refer to an abstract, summary, introduction
and discussion submitted and published in books or journals.
11. Contract. It is an agreement between two parties enforceable by law in doing or not doing
something.
12. Policy. It contains a definite course of action adopted and pursued by the government,
company management, or any organization.
13. Progress report. It pertains to an account of work on what has been accomplished during a
specified period of time, including future expectations in the next period.
14. Technical paper. It is a research paper describing a new concept or development intended for
a professional journal or magazine.
15. Laboratory report. This is a record of laboratory tests with corresponding procedures done. It
contains descriptions of the scope, equipment, procedures, results, and possibly conclusions and
recommendations.
16. Survey report. It is an initial report on any subject or product service using subjects like
potential market, labor policies, public opinion, and community resources.
17. Resum.
IV. DIFFERENCE BETWEEN TECHNICAL WRITING AND CREATIVE/LITERARY WRITING

Creative writing's purpose is to both entertain as well as educate. The majority of us enjoy reading
interesting stories and novels, not necessarily because they're helpful to use but because we get a
certain feeling of pleasure from reading them and this is the type of pleasure that you cannot get from
reading technical writing.
There are also plenty of genres which creative writing is dispersed into as well as a wide selection of
articles about the same. It seems to be following a set of given rules and also sometimes throwing
caution to winds and breaking each and every one of them. Regardless of case talent is still a
necessary ingredient if you'd like to be able to write in a creative way. However, writing can certainly
be improved with practice. Still, not having the necessary talent would mean that you're going to have
a hard time giving pleasure to anyone with it.
The most important things to keep in mind when it comes to creative writing are skills and talent.
On the other hand, when it comes to technical writing, the sole purpose of it is to inform a reader and
sometimes trigger them into taking action which would be beneficial towards the writer. This certainly
isn't a subject which I plan on covering here (copywriting), but if you'd like to learn more about it you
can certainly do so by reading popular blogs online.
There are plenty of examples you can get your hands on which display technical writing in full effect.
And if you look at them in the light of copywriting you'll notice how much more sense it all makes.
Copywriters have some of the highest paying writing jobs and they're responsible for advertisements,
pitches, sales letters, etc.
The purpose of technical writing isn't to entertain. It does have its own rules, do's and don'ts,
masterpieces as well as trash that didn't amount to anything. There is an entire art form to it even
though not one which is that branched out. You can practice either online technical writing or offline
technical writing. The thing you have to consider if you're really into mastering this type of writing is to
master concise and magnetic writing which will draw people's attention in.
CONTENT
AUDIENCE
PURPOSE
STYLE
TECHNICAL WRITING
factual, straight forward,
specific
inform, instruct, persuade,
formal, standard, academic
CREATIVE WRITING
imaginative, metaphoric or symbolic
general
entertain, provoke, captivate
informal, artistic, figurative
TONE
VOCABULARY
ORGNIZATION
objective
specialized
Sequential, systematic
subjective
general, evocative
arbitrary, artistic

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ESPINAS, DWIGHT G.

7C'S OF BUSINESS LETTER

II. What is Technical Communication

Technical communication uses a number of media platforms to provide information to a target

Technical communication is clear, concise, and objective. Technical communication encompasses

END PRODUCTS OF TECHNICAL WRITING

1. Business letter. It is written primarily to transact business.

IV. DIFFERENCE BETWEEN TECHNICAL WRITING AND CREATIVE/LITERARY WRITING

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