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Lesson 9

PRINCIPLES OF BUSINESS COMMUNICATION

Dear Mr. Naeem,

In accordance with your request of recent date, in which you expressed concern about the damaged

merchandise you received on May 18, I have reviewed your case and have reached the decision that full

restitution should be made to you.

Sincerely,

Dear Customer,

Now is the time when all smart shoppers are taking advantage of the special money-saving buys at

Bright, while our Back-to-School Sale is in progress.

School will be starting soon and crowds of shoppers are trying to buy their children's clothes.

Why not come in now while we offer the lowest prices of the year and a pleasant shopping

atmosphere.

Sincerely,

Dear Mr. Tariq

I regret to inform you that we are completely booked up for the week of August 22. we have no

rooms available because the Word Processors Association will be holding their convention at our hotel

during the week of August 22. As you will surely understand, we have to reserve as many rooms as possible

for members of the association.

If you can't change the date of your trip, maybe you could find the double room with bath that you

want at another hotel here in Murree.

Cordially,

Dear Mr. Asif:

With reference to your order for our 35 mm camera, we are in receipt of your cheque and are

returning same.

I beg to inform you that, as a manufacturer, our company sells cameras to dealers only. In

compliance with our wholesale agreements, we deem it best to refrain from direct business with private

consumers.

For your information, there are many retailers in your vicinity who carry cameras. Attached please

find a list of said dealers.

Hoping you understand.

Yours truly,

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Dear Mr Ali:

We have received your order for a 35mm camera but, unfortunately, must return your cheque.

As a manufacturer, we sell cameras only to dealers, with whom we have very explicit wholesale

agreements.

Nevertheless, we sincerely appreciate your interest in our product. We are therefore enclosing a list

of retailers in your community who carry a full line of our cameras. Any one of them will be happy to serve

you.

Sincerely yours,

Communication is an important part of our world today. The ability to communicate effectively with others

is considered a prized quality of the successful business people. To communicate easily and effectively with

your readers, you should apply the following Seven `C' principles:

Clarity

5. Correctness

Conciseness

6. Courtesy

Consideration

7. Completeness

Concreteness

Clarity

Clarity means getting your message across so that the receiver will understand what you are trying

to convey.

Choose precise, concrete and familiar words.

Clarity is achieved in part through a balance between precise language and familiar language. Put

right word to convey the meaning. Familiar words are often conversational.

Choose, Short, Familiar, Conversational words

Simple Words

Complex Words

Simple Words

A substantial segment of the population Many people

Affords an opportunity

Allows

Concise Words

Complex Words

Concise Words

Arrived at the conclusion

Concluded

At a later date

Later

Avoid repetitive words. In the following redundant expressions, the italicized words are unnecessary and

should be omitted"

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Absolutely free

Meet together

Adequate enough

Over with

As to whether

Past experience

At about

Personal opinion

Attached hereto

Quite unique

Conversational Words.

Trite Expressions

.....Choose these conversational words

Acknowledge receipt of

thank you for

Agreeable with your desires in the as you sugested

matter

are in receipt of

have

as per our conversation

as we discussed

at the earliest possible date

as soon as (you) can

at the present writing

now

At your earliest convenience

As soon as you can or when you are ready

Clichés

· Here are some of the more popular clichés; use them sparingly only when you're sure they best

express your intent

All things being equal

Break the ice

Business as usual

By leaps and bounds

By rule of thumb

Construct effective sentences and paragraphs.

· At the core of clarity is the sentence. A sentence moves thought clearly within a paragraph.

Important characteristics are as follows:

· Length

· Unity

· Coherence

· Vague: Being the chief executive, we can expect help from you.

· Clear: Being the chief executive, you can surely help us.

· Emphasis

· Little Emphasis: The order was received and the manager started preparing for it.

Better Emphasis: As the letter was received, the manager started preparing for it.