Things-to-remember for effective communication (Part 3)

In business communication, completeness of facts is absolutely necessary. Let us suppose you are ordering shirts by mail. Your communication must include all relevant facts-size, color, catalogue number, quantity, mode of payment, mode of dispatch, the date by which you need the shirts, etc. In the absence of any of these details, your order may not be filled to your satisfaction. You should organize your message in such a way that the receiver is not in doubt about anything contained in it.

a. While answering a letter make sure that you have answered all the questions. If your customer has four queries, and you answer only two of them, it will not bring the desired answer. While answering the letter, devote a paragraph each to all his questions and number the paragraphs. This practice will save your answer from getting lost in a jungle of words.

b. Checking for the “five W” questions-who, what, where, when and why, and any other essential points like how also helps to make your message complete. While announcing a meeting, specify when the meeting is to be held, where it is to be held, why it is to be held, what is to be discussed in the meeting, who is to attend the meeting, and may be how members are expected to reach the venue.

A reader’s time is invaluable; don’t make him feel that he is wasting his time in going through your unnecessarily lengthy letter. Be as brief as possible. There are two tests to ascertain whether a letter is too long. Ask yourself these two questions: “does it say more than need be said?” “does it take too many words for what it must say?”

The following four simple rules will help you to achieve conciseness in your messages:

a. Include only relevant facts. Make sure your message does not get encumbered by unnecessary details.

b. Avoid repetition. Repetition induces monotony or irritation. You might repeat information or a request in order to stress it. The reader would naturally expect you are saying something additional. But when he discovers that you are repeating something, he feels cheated.

c. Avoid trite and wordy expressions.

Write not this	But this
In a considerable number of cases	Often
In close proximity to	Nearby
Enclosed herewith please find	Enclosed is
Pursuant to your enquiry	As you requested

d. Organize your message well. Use simple and short words as well as sentences. Ensure that your message is coherent.