CONSIDERATION:Completeness

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Lesson 11

CONSIDERATION

Dear Mr Naeem

We have been pleased to sell fine furniture items for more than two decades. We supply the finest

products to customers from all over the country. We are proud to be the only dealer in this area for both

the AB & Co and BC & Co. Our record shows at least a ten percent increase in sales every year since

Classic furniture was founded in 1965.

Consideration

Consideration means writing every letter with your reader in mind. It also means acting on the `you

attitude'. When we put ourselves in our reader's place, we are considerate. We can understand our

reader's desires, problems, circumstances and emotions. This thoughtful consideration is exactly

`you attitude'. Three specific ways to indicate consideration are:

Focus on `you' instead of `I' and `we'

Show audience benefits or interest

Emphasize positive, pleasant facts

Consideration

Focus on `you' instead of `I' and `we'

· For writing considerate message, think how your reader will benefit from your messages. For

example.

· `I' or `We' attitude: we are delighted to announce.....

· `You' attitude: you will be pleased to know.......

Show audience benefits or interest

· Your reader is likely to response positively when you show them benefits. Even in conveying

unfavourable message to your reader, you can plan it in a way the reader finds some benefit in it.

Emphasize positive, pleasant facts

· Another way to show `you attitude' for your reader is to present facts in a positive, pleasant way.

For example;

Consideration

Dear Mr Tariq

I'm sorry that we are presently out of stock of Black Hand bags and will be unable to fill your order

at this time.

An order has been placed with the manufacturer in the color you want, we will receive shipment

after then days.

I trust this delay will not inconvenience you.

Yours very sincerely

Dear Mr Tariq

Thank you for order a black hand bag.

The color you chose proved to be very popular, and we quickly sold all we had in stick. However,

we've placed a rush order for more and are promised delivery within ten days. Yours will be shipped the

same day our new supply arrives.

I know you'll be delighted with the unique carry-on bad Mr Hassan. It's not only very handsome,

but incredibly inexpensive.

You're very sincerely

Completeness

· A business message is complete when it contains all facts that the reader or listener needs for the

reaction you desire. Senders and receivers are influenced by their background, viewpoint, needs,

experience, attitude, status and emotions. Because of their difference, the receiver needs to be sure

that he has included all relevant information. Completeness is closely related to clarity.

· A complete message brings desired result. It does a better job of building goodwill. It helps remove

costly lawsuits that may result if important information is missing. Moreover, the communication

that seems unimportant can be surprisingly important if the information is complete and effective.

· For completeness, keep the following guideline in mind:

Provide all necessary information

Answer all questions asked

Give something extra when desirable

Completeness

Provide all necessary information

· Your reader needs to know how much, what size, what type, and other details. To achieve this

clarity, your message should answer the "five Ws and one H"

Answer all questions asked

· Replying to an inquiry or request, answer all questions asked, and even anticipate the reader's

reaction by providing other relevant information.

Give something extra when desirable

· Sometimes, as an intelligent writer, you know what your reader may need to know about any certain

thing. In this case you must include anything that is of your reader's benefit.

Concreteness

Concreteness means that a message is specific, definite and vivid. If a message lacks these qualities,

it will be vague and general. To achieve concreteness, denotative words will be used instead of

connotative words. By using concrete facts and figures, you can make your reader know exactly

what is required or desired. Concrete messages are more richly textured. They avoid vagueness.

The following guideline should help you compose concrete, convincing message.

Use specific facts and figures

Put active verbs in the sentences

1. Use specific facts and figures

Always use specific facts and figures in your messages. For example:

Vague: Please send us the following items by the end of this month.

Clear: The following items should reach us on or before 21 August.

2. Put active verbs in the sentences

· Active verbs make writing forceful and more interesting to read or hear.

Passive: The proposal was approved.

Active: The general manager approved the proposal.

Concreteness

Active verbs also make sentence specific, personal and concise.

1. Specific. "The chief executive decided" is more explicit than "A decision has been made."

2. Personal. "You will note" is both personal and specific; "it will be noted" is impersonal."

3. Concise. The passive requires more words and thus slows both writing and reading. Compare "Figures

show" with "it is shown by figures."

4. Emphatic. Passive verbs dull action. Compare "The students held a contest" with "a contest was held by

the students."

Concreteness

1. When you want to avoid person, blunt accusations or comments. "Attendance at the meeting is required" is less

harsh than "you must attend".

2. When you want to stress the object of the action. "You are invited" is better than "we invite you"

3. When the doer isn't important in the sentence. "People were asked to take their seats".

Use verbs not nouns

Seven verbs be, give, have, hold, made, put and take may be avoid as they introduce an action hidden

Concreteness

Action in the verb

This office collects bad debts

Put action in verb, not in infinitive

Action in infinitive

The main function of this machine is to speed up production.

Action in the verbs.

The machine speeds up production.

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