In one line
The last three of the Seven Cs ask a business message to be easy to understand, polite and respectful, and accurate in facts, grammar and format.
Explained simply
A message can be complete and short but still fail if the reader cannot understand it, feels insulted by its tone, or spots a wrong figure. Clarity, courtesy and correctness protect against those failures.
Technically, Clarity, Courtesy and Correctness complete the Seven Cs of business writing, along with Completeness, Conciseness, Consideration and Concreteness.
How it works
- Clarity: the reader should understand the message in one reading. Use simple, familiar words, short sentences with one idea each, active voice, and logical order. Avoid jargon for non-experts and ambiguous words. 'Use' instead of 'utilise'; 'The supervisor approved the plan' instead of 'The plan was approved by the supervisor after consideration'.
- Courtesy: be polite, respectful, tactful and prompt. Use 'please', 'thank you', 'kindly'; apologise sincerely for mistakes; avoid rude, sarcastic or accusing language; use non-discriminatory language (chairperson, not chairman, where appropriate); reply on time. 'You have failed to send the report' becomes 'We have not yet received the report; could you please send it by Monday?'
- Correctness: ensure accurate facts, figures and dates; correct grammar, spelling and punctuation; proper format and level of formality; correct names and titles. Errors reduce credibility and can cause legal or financial problems.
Quick example
Weak e-mail: 'Ur payment is pending since long. You people never pay on time. Pay immediately or we will take action.' Improved: 'Dear Mr Mehta, Our records show that invoice No. 218 for Rs 45,000, due on 10 May, is still unpaid. Could you please arrange payment by 25 May? If you have already paid, kindly ignore this reminder. Thank you.' Clear (invoice, amount, date), courteous (polite request, no blame), correct (spelling, format, figures).
Common mistakes
- Using 'kindly' or 'please' but keeping an accusing tone; courtesy is in the whole message, not just polite words.
- Treating correctness as only grammar; facts, figures and format are also part of it.
- Using SMS-style spellings ('ur', 'pls') in business writing.
How MU asks it
Asked within 'Explain the Seven Cs of business communication' (6 marks) or as 'Rewrite the message applying the Seven Cs' (5 marks). Explain each C with a guideline and a before-and-after example. In a rewrite task, show clear improvement in tone, specifics and accuracy.