The 7c’s We All Look For

No, I’m not talking about the 7C’s we look for when we are scouting to marry men. I’m talking about the 7C’s in writing.

Why is this 7C’s so important you might ask? Well, the answer is because most of us, in whatever line of job we are in, spend most of our time replying emails and sending out business related documents.
So what are the 7C’s in writing?

Let’s start with the first C, the clarity of what’s written. It is important to avoid using complicated sentences and bombastic words here, because what’s important is getting the right message across.

The second C is about being concise. Being concise simply means using accurate words when writing. Try not to repeat phrases in writing because the written language differs from the spoken language. It is alright to repeat words to show emphasis in the spoken language, but it does not work the same way in writing.

Then comes courtesy, and this is where you express yourself tactfully. Being tactful does not mean saying kindly, of please, it simply means, saying what you wish to express in a diplomatic way. This is to avoid frustration with the party you are communicating with, and achieving your objective by seeming “nice but firm”.

The next C in writing is completeness. It is crucial to include any details deemed necessary when writing. It would help if you kept your audience in mind, and pretend you are the expert in what you are writing. Therefore, elaborate where you must.

Correctness in grammar, punctuation and spelling is equally important when writing a business document. Always use the word check where you can, and when in doubt, ask a colleague to read the document before sending it out to check if the message you are sending it is what is meant to be sent out.

The 6th C is being considerate. It is important to be considerate to others when writing. Most people have a lot of emails and other business documents coming through everyday, so keep your message short and sweet, and always mention how it would benefit the reader.

Last but not least, support your writing with concrete evidence. Be sure that you present facts and figures when necessary, and be truthful about it. Use credible sources and cite from various places when needed.

So, always have the 7C’s in mind when writing, go ahead, and try it out.

Writing, Malaysian Style.

I was just talking to a friend the other day about her exams. She is currently pursuing her MIM in a higher educational institution. She told me she had finished writing her answers to the questions in the first half hour, and she spent the rest of the hour just staring blankly at the paper and going through random thought in her mind.

She felt guilty to leave the examination hall early because she felt that all her course mates had so much to write about. And then I asked her about her answers, and how sure she was about her answers. She said all her answers were correct, because the moment she left the exam hall, she got her textbook and looked it up.

Then she said, “I really don’t know what this people were writing about, I mean the answers are pretty straightforward.”

I informed her that it is not them, but it is the system. When in school, my teachers have always looked at the quantity of words as opposed to the quality of the written work. Their perception has been, the more you write, the better grades you score. Even when writing English essays, my teachers would expect pages and pages of just one essay.

This habit is carried by the Malaysians wherever we go. We try to complicate things, and make sentences sound as complex as we possibly can, because then, we would sound smart.

Don’t! Stop!

Do not complicate sentences by using bombastic words and connectors. It is not necessary. As long as what is written is understood, and you are not involved in creative writing, do not try to use metaphors and flowery language if it is not needed. When writing, always opt for simple, uncomplicated language. This will minimize the errors, and the intended message will get through the audience effectively. The most important element to remember when writing is to express your message clearly, because it is not the same as speaking to someone. When speaking, you are able to clarify your thoughts, but when reading a piece of writing, the audience will only rely on their interpretation of what is written. If you bear this in mind every time you write, rest assured, you will be able to write effectively every time.