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The Qualities necessary for business writings are called are called the four C’s of communications. They are Correctness, Clarity, Conciseness and courtesy. The other related qualities are completeness coherence, confidence and consideration.
a) Correctness- A letter must be correct in every respect.
1. In spelling, grammar and the use of language.
2. In appearance and form of the layout.
3. In the information it conveys.
4. In tone formality and style.
b) Clarity -The message must be clear in the first reading. Clarity depends upon five factors:
1. Language must be simple
2. Sentences should be small.
3. Punctuation should be proper.
4. Words should give concrete details.
5. Logical sequence of ideas.
c) Courtesy -Courtesy is consideration for other people’s feelings. Some of the rules of courtesy are-
1. Use of words like Please, Thank you & sorry etc.
2. Opening the letter with polite words
3. Showing sympathy when required
4. Be attentive and prompt in replying the letter.
d) Conciseness -This means expressing in few words. That writing should be precise and to the point.
1. Leave out unnecessary words
2. Leaving out unnecessary details
francis1897 answered the question on March 15, 2023 at 11:59
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