Guide 5 – Ensure Clarity
Business Communications
Mrs. Hyde
What is Clarity?

Writing a message clearly enough for a
reader to understand it.

It is achieved when a message is
presented in such a way that the reader
interprets the message exactly as the
writer intended for the reader to interpret
it.
Write Simply and Clearly

Pay attention to word selection
(vocabulary)

Longer words with many syllables are
more difficult to read than shorter words

Avoid jargon when writing. Jargon is
language that is commonly used within
an industry and is familiar only to those
who work in that industry.
Sample of Difficult Vocabulary
(Difficult) The recalcitrant, obstreperous
students commenced with an
interminable dissertation about the
eccentricities of the professor.
 (Easier) The noisy, defiant students
began a long discussion about the
teacher’s odd behavior.

Avoid Long, Involved Sentences

Short, direct sentences are usually
easier to understand than long, involved
sentences.

The reader usually has to read a long,
involved sentence more than once to
understand it.
Sample Sentences
(long, involved sentence) If by some
fortuitous opportunity you should
discover my umbrella, which I appear to
have abandoned in your office facility,
please give me the courtesy of a
telephone call.
 (Short, direct sentence) I think I left my
umbrella in your office. Please call me if
you find it.

Avoid Complex Paragraphs
Long paragraphs are difficult to read.
 Paragraphs that contain complex
material that is very difficult to
understand, multiple items or statistical
material deserve special attention.
 Paragraphs with multiple items should be
itemized (use bullets or numbers).
 Use graphs charts and tables to simplify
complex or statistical information.

Sample Complex Paragraph
The testing package has a variety of
components including the program
software, the tutorial software, the
Tutorial Manual and the Score Report
Form.
Same paragraph simplified using
bullets or numbered items.
The testing package consists of the
following components:
1.Program software
2.Tutorial software
3.Tutorial Manual
4.Score Report Form
Sample Complex Paragraph
Four training programs are available this
month. On May 2, Program C4321 is
available at a cost of $195; on May,
Program A290 is available at a cost of
$179; on May 14, Program B275 is
available at a cost of $195; and on May
20, Program C550 is available at a cost
of $295
Simplified Paragraph using a Table
Four training programs are available this month:
May
2
Program
C431
Cost
$195
7
A290
$179
14
B275
$195
20
C550
$295
Assignment
Open Guide 5 on your I drive
 Correct the sentences following the
directions for each of the sections.
 Carefully proofread your work.
 Print out Guide 5 and hand in for grading
