Completeness:
Completeness in communication refers to providing all the necessary information
for the receiver to understand the message clearly and accurately. It means
ensuring that the message is comprehensive and leaves no room for ambiguity or
misunderstanding. A complete message should include:

All relevant details: Provide enough information for the receiver to grasp the
context and significance of the message. Avoid assuming that the receiver already
knows certain details or can infer them from the context.

Answers to potential questions: Anticipate questions that the receiver might have
and address them proactively. This demonstrates thoroughness and prevents
confusion later on.

Clear explanations: If the message involves complex concepts or unfamiliar
terminology, provide clear explanations and definitions to ensure comprehension.

Supporting examples: Use examples, illustrations, or data to support key points
and make the message more concrete and understandable.

Completeness is necessary for several reasons: First, complete messages are more likely to bring
the desired results without the expense of additional messages. Second, they can do a better job
of building goodwill. Third, they can help avert costly lawsuits that may result if important
information is missing. Last, papers that seem inconsequential can be surprisingly important if
the information they contain is complete and effective. In high-level conferences, in courtrooms,
and in governmental hearings, the battle often centers on an ordinary-looking message that
becomes important because of the complete information it contains.
Examples of complete communication:
2. Reporting on a project:
Incomplete: "The project is almost finished."
Complete: "The project is 95% complete. We have successfully completed all
major milestones and are currently finalizing the remaining tasks. Testing is
underway, and we expect to deliver the project by the deadline."
3. Giving feedback on a performance:
Incomplete: "You did a good job."
Complete: "Your presentation was clear, concise, and well-organized. You
effectively communicated the key points and engaged the audience. However, I
would suggest improving your slide design and incorporating more visuals to
enhance the presentation's impact."
By striving for completeness in communication, you can ensure that your messages
are understood clearly and accurately, leading to better collaboration, decisionmaking, and overall communication effectiveness.
CONCISENESS
Conciseness is the ability to convey information in as few words as possible
without sacrificing clarity or accuracy. It is about getting to the point quickly and
efficiently, without wasting the reader's or listener's time.
Why is conciseness important?
Conciseness is important for several reasons:

It makes your communication more effective. When you are concise, your
message is easier to understand and remember. This is because your audience is
not overloaded with unnecessary information.

It makes you sound more credible. Concise communication shows that you are
organized and thoughtful, and that you have a clear understanding of your
message.

It saves time. Both you and your audience will save time when you are concise.
You will spend less time writing or speaking, and your audience will spend less
time reading or listening.
How to be concise
Here are some tips for being more concise in your communication:

Eliminate unnecessary words. This includes things like filler words (e.g., "like,"
"um," "you know"), vague words (e.g., "thing," "stuff," "problem"), and jargon.

Use single-word substitutes instead of phrases whenever possible without changing meanings .

Use active voice instead of passive voice. Active voice is clearer and more
concise.

Be specific. Include only relevant statements. When you are specific, you give your
audience the information they need without making them guess or fill in the
blanks.

Use strong verbs. use a verb in the present tense Verbs are the workhorses of a
sentence, so make sure you are using strong ones that carry your meaning.

Organize your thoughts. Before you start writing or speaking, take some time to
organize your thoughts. This will help you to avoid rambling and repeating
yourself.

Avoid unnecessary' repetition. Sometimes repetition is necessary for emphasis. But when the same
thing is said two or three times without reason, the message becomes wordv and boring.

Use a shorter name after you ha\e mentioned the long one once: Instead of the "Thompson Product
Manufacturing Company,'' "Thompson Company." 2. Use pronouns or initials rather than repeat long
names: Instead of citing "North Central Auto Insurance Company, Inc.'' again and again, use "it" or
"they" or "NCAI." 3. Cut out all needless repetition of phrases and sentences. For example, the following
letter from a business executive to a firm the company had dealt with for five years shows unnecessary
repetition at its worst:
Examples of conciseness
Here are some examples of how to make your communication more concise:
Instead of:

"I believe that we should consider the possibility of implementing a new strategy."
Say:

"Let's implement a new strategy."
Instead of:

"The problem is that we are not getting enough traffic to our website."
Say:

"Our website traffic is low."
Instead of:

"I think that the new product is going to be a big success."
Say:

"I'm confident that the new product will be successful."
Consideration
, consideration refers to the ability to tailor your message to the needs and
perspectives of your audience. It involves putting yourself in their shoes and
understanding their point of view before you start communicating. When you are
considerate, you are more likely to be understood, respected, and persuasive.
Here are some of the key aspects of consideration in communication:

Empathy: Empathy is the ability to understand and share the feelings of others.
When you are empathetic, you are better able to see things from your audience's
perspective and communicate in a way that is sensitive to their needs.

Respect: Respect involves valuing the thoughts, feelings, and beliefs of others.
When you are respectful, you are less likely to make assumptions or judgments
about your audience.

Audience awareness: Audience awareness is the ability to understand the
characteristics and needs of your audience. When you are aware of your audience,
you can tailor your message to their level of understanding, their interests, and
their cultural background.
Here are some examples of how to demonstrate consideration in your
communication:

Use "you" language instead of "I" and "we.": When you use "you" language,
you focus on the needs and perspectives of your audience. For example, instead of
saying, We welcome you to Bekinson's. If we can be of additional service in any
manner, please call on us . say You are always welcome at Bekinson's. Please call
on us whenever you need additional services.

Be mindful of nonverbal cues: Nonverbal cues, such as tone of voice, facial
expressions, and body language, can convey a lot of information about your
attitude and intentions. When you are communicating with someone in person, be
mindful of your nonverbal cues and make sure they are consistent with your
message.

Apply Integrity and Ethics To be trulv considerate, you need also to apply
integrity—high moral standards, personal honor, truthfulness, sincerity—to your
written and oral messages. Integrity is indispensable in our jobs, in business
transactions, in social and political acthities. in eveivthing we do. Without it,
business communications would prove worthless, and our confidence in people
would be shattered. Ethics is concerned with what is right human conduct. Codes
of ethics proxide standards enabling us to determine the fundamental distinction
between right and wrong human behaxior.

Show Reader Benefit or Interest in Reader: Whenever possible and true, show
how your readers will benefit from whatever the message asks or announces. They
will be more likely to react favorablv and do what vou suggest if you show that
benefits are worth the effort and cost. In situations where actual direct reader
benefit is impossible or irrelevant to the subject matter, the message should at least
show interest in and concern for the reader s needs or viewpoint. Even a simple
request gets better response when a reader-benefit plug accompanies it.

You will be glad to know that we now have a Walk-Up Window open 7-1 a.m. and 3-8 p.m. every
weekday. Some readers may wonder, "So what?" The revised sentence includes reader benefit: You can
now take care of your banking needs also at our new Walk-Up Window. It is open with a capable teller
to serve you 7-1 a.m. and 3-8 p.m. Monday through Friday.

Emphasize the Positive, Pleasant Facts :A third way to show consideration for
your reader (or listener) is to accent the positive. This means (1) stressing what can
be done instead of what cannot be done and (2) focusing on words your recipient
can consider favorably.

Negative-Unpleasant It is impossible to open an account for you today. Positive—Pleasant As soon as
your signature card reaches us, we will gladly open an account for you.
Concreteness
Concreteness is one of the seven C's of effective communication. It refers to the
use of specific, vivid language that paints a clear picture in the listener's mind.
Concrete communication is the opposite of vague and abstract communication.
When we communicate concretely, we use sensory details, examples, and data to
support our ideas. This makes our communication more engaging and easier to
understand.
Why is Concreteness Important?
There are several reasons why concreteness is important in communication:

Clarity: Concrete communication reduces the risk of misunderstandings, as it
leaves less room for interpretation.

Engagement: Concrete language is more engaging and interesting to listen to, as it
helps the listener to visualize what is being said.

Persuasiveness: Concrete communication is more persuasive, as it provides
evidence and support for the speaker's claims.
Examples of Concrete Communication
Here are some examples of concrete communication:

Instead of saying "the product is efficient," say "the product can save you up to
20% on your energy bill."

Instead of saying "the employee is hard-working," say "the employee increased
sales by 15% in the last quarter."
How to Be More Concrete in Your Communication
Here are some tips for being more concrete in your communication:
Use specific facts and figures. Put action in your verbs. Choose vivid, imagebuilding words.
Use Specific Facts and Figures Whenever you can, substitute an exact statement
or a figure for a general word to make your message more concrete and
convincing.
Vague, General, Indefinite ‘Our product has won several prizes .
Concrete and Convincing’ [Name] Our product has won first prize in four national contests
within the past three years .
Put Action in Your Verbs Strong verbs can activate other words and help make
your sentences definite. To compose strong sentences, you should (1) use active
rather than passive verbs and (2) put action in your verbs instead of in nouns or
infinitives.
Passive (Subject Receives the) Action) Tests were made by us.
Active (Subject Performs the Action We made tests [or Tests showed that . . .].
Action Hiding in a "Quiet Noun" We will take a look at your record.
Action in the Verb We will look at your record,
Choose Vivid, Image-Building Words Among the devices vou can use to make
your messages forceful, vivid, and specific are comparisons, figurative language,
concrete instead of abstract nouns, and well-chosen adjectives and adverbs.
Clarity in Communication
Clarity is one of the Seven C's of effective communication. It is the foundation of
all good communication, and without it, our messages can easily be misunderstood
or misinterpreted. Clarity means expressing your thoughts and ideas in a way that
is clear, concise, and easy to understand. It involves using simple language,
avoiding jargon, and organizing your thoughts in a logical manner.
Why is Clarity Important?
Clarity is important in communication for several reasons:
1. Reduces Misunderstandings: When we communicate clearly, there is less room
for interpretation and miscommunication. This can help to avoid conflict, build
trust, and ensure that our messages are understood.
2. Enhances Engagement: Clear communication is more engaging and interesting to
listen to. When we use simple language and avoid unnecessary details, our
audience is more likely to pay attention and retain our message.
3. Promotes Persuasiveness: Clear communication is more persuasive. When we
state our arguments in a clear and concise manner, we are more likely to convince
our audience of our point of view.
Examples of Clear Communication
Here are some examples of clear communication:

Instead of saying "the product is effective," say "the product has been shown to
reduce symptoms by 50%."

Instead of saying "the company is committed to sustainability," say "the company
has reduced its carbon footprint by 20% in the last five years."

Instead of saying "the policy is complex," say "the policy is summarized in three
easy-to-understand steps."
How to Be Clear in Your Communication
Here are some tips for being clear in your communication:
Choose Short, Familiar, Conversational Words When you have a choice between a long word
and a short one, use the short, familiar word that your reader or listener will quickly understand.
Also, use synonyms instead of Latin terms (L) if they, though short, mav be unfamiliar to your
message receivers.
show, uncover
disclose
for example
e.g. (L)
Construct Effective Sentences and Paragraphs Arranging your words in well-constructed
sentences and paragraphs is also an essential task that requires adaptation to your reader.
Important characteristics to consider are Length As Short As Desirable , Unity, to Express Main
Ideas, Coherence, for Clear Meanings Being an excellent lawyer, I am sure you can help us.
Being an excellent lawyer, you can surely help us, Emphasis, for Forceful, Clear Expression. . , .
The airplane finally approached the speed of sound and it became very difficult to control.
Emphasis: As it finally approached the speed of sound, the airplane became very difficult to
control
Include Examples, Illustrations, and Other Visual Aids, When Desirable
In addition to focusing on clarity of words, sentences, and paragraphs, you can also sometimes
use various visual aids effectively. When you have a complicated or lengthy explanation in a
letter, speech, or report, you'll often find you can improve the clarity by giving your recipients an
example, analogy, or illustration. Furthermore, visual aids—such as headings, tabulations,
itemizations, pictures, charts—are definite aids to clarity and easy understanding. Also,
typographical aids can be useful. Some important statements may be underlined, numbered,
colored, or typed in all CAPITALS or italics or on short lines with wider margins.
1. Proofread and edit: Before sending or delivering your message, take the time to
proofread and edit it for clarity and conciseness.
Additional Tips for Clarity in Different Contexts

In writing: Use short paragraphs, bullet points, and headings to break up your text
and make it easier to read.

In speaking: Speak slowly and enunciate clearly. Use pauses to emphasize
important points and avoid speaking in monotone.

In presentations: Use visuals, such as slides and handouts, to complement your
verbal communication and make your message more engaging.
Courtesy
Courtesy is one of the seven C's of effective communication. It refers to showing
respect and consideration for the other person in the communication process.
Courtesy stems from sincere you-attitude.Courtesy is essential for building positive
relationships and achieving mutual understanding. It is not merely politeness with
mechanical insertions of "pleases" and "thank-you's." To be courteous, considerate
communicators should follow
Why is Courtesy Important?
There are several reasons why courtesy is important in communication:

Builds rapport: Courtesy helps to create a positive atmosphere and build rapport
with the other person. This makes them more likely to listen to you and be
receptive to your message.

Prevents misunderstandings: Courtesy can help to prevent misunderstandings by
creating a climate of open communication. When people feel respected, they are
more likely to be willing to ask questions and clarify their understanding.

Promotes cooperation: Courtesy can also promote cooperation and teamwork.
When people feel respected and valued, they are more likely to be willing to work
together to achieve common goals.
Examples of Courteous Communication
Here are some examples of courteous communication:
Be sincerely tactful, thoughtful, and appreciative.
When communicating with others, it is important to be sincere, tactful, thoughtful, and
appreciative. This means being genuine in your words and actions, being mindful of the
other person's feelings, considering their point of view, and expressing gratitude.
Tactless, Blunt Your letter is not clear at all; I can't understand it.
Tactful If I understand your letter correctly, . .




Sincerity means being genuine and authentic in your communication. Avoid putting on a
facade or pretending to be someone you're not. People can usually spot a fake, and it
will only damage your credibility and relationships.
Tact means being considerate of the other person's feelings. Be mindful of your words
and avoid saying anything that could be hurtful or offensive. If you need to criticize
someone, do it in a constructive and respectful way.
Thoughtfulness means being considerate of the other person's needs and wants. Take
the time to think about how your words and actions will affect them. Go out of your way
to do things for them that will make their lives easier or more enjoyable.
Appreciation means expressing gratitude for the things that others do for you. A simple
"thank you" can go a long way in making someone feel appreciated.




Omit expressions that irritate, hurt, or belittle.
Certain words and phrases can have a negative impact on your communication. Avoid
using expressions that are likely to irritate, hurt, or belittle the other person. These types
of expressions can damage relationships and make it difficult to communicate
effectively.
Here are some examples of expressions to avoid:
Insults: Insults are personal attacks that are meant to hurt the other person's feelings.
Avoid using insults, even if you are angry or frustrated.
Sarcasm: Sarcasm is a form of irony that is often used to mock or belittle someone.
Avoid using sarcasm, as it can easily be misinterpreted and cause offense.
Put-downs: Put-downs are attempts to make the other person feel inferior or
unimportant. Avoid using put-downs, as they can damage the other person's selfesteem.
Threats: Threats are attempts to control or intimidate the other person. Avoid using
threats, as they can create a hostile environment and make it impossible to
communicate effectively.
Grant and apologize good-naturedly.
When you make a mistake or do something wrong, it is important to admit your error
and apologize sincerely. A good-natured apology can go a long way in repairing the
damage and restoring the relationship. Whenever you grant a customer's request, begin your
letter with the best news first and inject a courteous, ungrudging tone


Here are some tips for apologizing good-naturedly:
Take responsibility for your actions. Don't try to blame someone else or make excuses.
Be specific about what you are apologizing for. Don't just say "I'm sorry" without
explaining what you did wrong.



Express genuine remorse. Show that you are truly sorry for your actions.
Offer to make amends. If possible, offer to do something to repair the damage you have
caused.
Apologize sincerely and in a timely manner. The sooner you apologize, the better.
By following these tips, you can show that you are a mature and responsible person
who is willing to take accountability for your actions.
Non-Courtesy:
Scenario: You are in a restaurant waiting to be seated. A new group arrives and is
seated before you, even though you arrived first.
Non-Courteous Response: You approach the hostess and say in a loud, angry voice,
"Excuse me! We were here first! How could you seat them before us?"
Courteous Response: You approach the hostess politely and say, "Excuse me, we were here
first. Would it be possible to seat us before the other group?"
Here is an example of non-courtesy and the same example shown with courtesy:
Non-Courtesy:
Scenario: You are in a restaurant waiting to be seated. A new group arrives and is
seated before you, even though you arrived first.
Non-Courteous Response: You approach the hostess and say in a loud, angry voice,
"Excuse me! We were here first! How could you seat them before us?"
Courtesy:
Courteous Response: You approach the hostess politely and say, "Excuse me, we were
here first. Would it be possible to seat us before the other group?"
As you can see, the two responses convey very different messages. The non-courteous
response is accusatory and disrespectful, while the courteous response is polite and
considerate. The non-courteous response is likely to make the hostess feel defensive
and irritated, while the courteous response is likely to make her feel respected and
appreciated.
Here is another example of non-courtesy and the same example shown with courtesy:
Non-Courtesy:
Scenario: You are at a meeting and someone is presenting an idea that you disagree
with.
Non-Courteous Response: You interrupt the presenter and say, "That's a terrible idea!
You don't know what you're talking about!"
Courtesy:
Courteous Response: You wait until the presenter is finished speaking and then say, "I
appreciate your perspective on this issue. I have a different point of view that I would
like to share.
Correctness, one of the seven C's of effective communication, refers to the accuracy
and precision of information conveyed in the communication process. It encompasses
the use of proper grammar, syntax, punctuation, and vocabulary to ensure clarity and
avoid misunderstandings.
Why is Correctness Important in Communication?
Correctness is crucial in communication for several reasons:
1. Clarity: Accurate and precise language minimizes ambiguity and ensures that the
intended message is effectively conveyed.
2. Credibility: Proper use of language enhances the speaker's or writer's credibility,
establishing them as a reliable source of information.
3. Professionalism: Correctness reflects professionalism and attention to detail, making a
positive impression in both personal and professional settings.
4. Effective Communication: Correctness is the foundation of effective communication,
allowing for clear understanding, informed decision-making, and strong relationships.
Sure, here are some examples of how to use the right level of language, check the
accuracy of figures, facts, and words, maintain acceptable writing mechanics, choose
nondiscriminatory expressions, and apply all other pertinent C qualities in your writing:



Right Level of Language
Consider your audience. When writing for a general audience, use simple language and
avoid jargon or technical terms. When writing for a more specialized audience, you can
use more technical language, but be sure to define any terms that may not be familiar to
all readers.
Match the tone of the situation. In a formal setting, use more formal language. In an
informal setting, you can use more casual language.
Accuracy of Figures, Facts, and Words
Double-check your facts. Before you submit your writing, take the time to double-check
all of your facts and figures. You can do this by consulting reputable sources, such as
government websites, academic journals, or well-known news organizations.


Use precise language. Be as specific as possible in your writing. Avoid using vague
language or generalizations.
Proofread carefully. Proofread your writing carefully to catch any errors in spelling,
grammar, or punctuation.
Acceptable Writing Mechanics
Acceptable writing mechanics include correct punctuation, capitalization, syllabication, and spelling—
plus correct sentence and paragraph structure. This area also includes using correct format for letters,
memos, reports, and envelopes
Careless Omissions Another way to maintain correct writing mechanics is to double-check for anv
careless omissions of punctuation marks or words needed for grammatical accuracy.






Use proper grammar and punctuation. This includes using the correct verb tenses,
subject-verb agreement, and punctuation marks.
Format your writing correctly. Use proper indentation, spacing, and margins.
Use a consistent style. Choose a style guide, such as APA or MLA, and follow its
guidelines consistently throughout your writing.
Nondiscriminatory Expressions
Avoid using stereotypes or generalizations. Don't make assumptions about people
based on their race, gender, religion, sexual orientation, or any other personal
characteristic.
Use gender-neutral language. When referring to people in general, use gender-neutral
terms such as "person," "individual," or "human being."
Avoid using offensive or insensitive language. Be mindful of the words you use and
avoid using language that could be hurtful or offensive to anyone.
Applying Other Pertinent C Qualities







Clarity: Be clear and concise in your writing. Avoid using jargon or technical terms that
your audience may not understand.
Completeness: Provide all of the information that your audience needs to understand
your message.
Conciseness: Get to the point quickly and avoid unnecessary words or phrases.
Consideration: Be considerate of your audience's needs and interests.
Concreteness: Use specific examples and data to support your claims.
Courtesy: Be polite and respectful in your writing.
Credibility: Be credible and trustworthy by supporting your claims with evidence and
using reliable sources.
By following these guidelines, you can write effectively and communicate your message
in a clear, concise, and accurate way.
Non-Correctness:

Scenario: You are writing a job application letter. You use a lot of slang and informal
language. You also make several grammatical errors.**
Example:

"I'm a super qualified candidate for this position. I'm a total go-getter and a team
player. I'm also a great communicator and I'm always up for a challenge."
Correctness:

Scenario: You are writing a job application letter. You use formal language and avoid
slang. You also proofread your letter carefully to ensure that there are no grammatical
errors.**
Example:

"I am writing to express my keen interest in the position of [position name] at [company
name]. With my strong academic background and relevant work experience, I am
confident that I possess the skills and qualifications necessary to excel in this role."
The two examples differ in terms of formality and professionalism. The non-correct
example is written in a very informal style, using slang and colloquial language. This
may not make a good impression on the employer. The correct example is written in a
more formal style, using standard English and avoiding slang. This shows the employer
that you are a professional and that you take the job application seriously.