4 C’s of Writing

The primary goal of all communication is receiver – reader understanding.

To achieve this goal, writers apply the 4 C’s of writing: – clarity, – conciseness, – completeness, and – correctness.

Clarity

Clarity is achieved when – the reader understands a message – as the writer intended.

Word choice and coherence affect clarity

Clarity – Word Choice

Choose short, familiar words your reader will understand.

Clear words are often called “talk” words – Used in day-to-day speaking.

Clarity - Coherence

Clear messages need to be coherent.– Flow naturally – Related to each other.

Transitional words and phrases help make messages coherent.– Use transitional words and phrases as bridges

to join ideas.

Conciseness

Concise messages – Present the necessary information.– Express in the fewest words possible.

The key to being brief, concise, effective– Make every word count. – Limit repetition– Eliminate excess words– Use active verbs.

Conciseness – Limit repetition

You can reduce repetition by:– Using a shortened form of a noun.– Using a pronoun in place of a noun.

The next slide shows these two techniques.

Conciseness – Limit repetition

ORIGINAL: Johan Erickson was office manager for Ador and Smith from June 11, 1995, until February 27, 1998. Johan Erickson was efficient and effective. Johan Erickson worked well with the employees he supervised and scheduled the work of the employees he supervised to assure prompt, correct completion of the tasks assigned to the employees.

REVISION:Johan Erickson was office manager for Ador and Smith from June 11, 1995, until February 27, 1998. Johan was efficient and effective. He worked well with the employees he supervised and scheduled their work to assure prompt, correct completion of the tasks assigned to them.

Conciseness – Eliminate excess words

A word is excess if it is not needed for correct grammar or clear meaning.

Conciseness – Eliminate excess words

WORDY: There are three people who can at the time we were meeting move up to Canada combine together in the vicinity of send back at the present time due to the fact that the meeting on May 10

CONCISE: Three people can while we met move to Canada combine near return now because the May 10 meeting

Conciseness – Use active verbs

Active verbs create messages that are concise, direct, and forceful.

Active verbs perform an action (i.e., think, choose, planted, indicated).

Eample: Active –Inactive Verbs

EXAMPLEActive verb: The members elected Carlos

Esteban.

Passive verb: Carlos Esteban was elected by the members.

Avoid passive or inactive verbs, such as is, was, were, has, have, be, been.

Completeness

A message is complete – when all information necessary for a reader to

understand it is included.

What information is “necessary” – depends on the writing situation.

Be sure you have asked and answered– – who? what? when? where? why? and how?

questions.

Correctness

Writing is correct when content and mechanics are accurate.

Grammar and punctuation errors can affect meaning and create a poor impression of writers.

Check grammar, spelling, and punctuation.

Seek someone’s help to make sure your writing is correct.

Correctness

Three steps to do after you complete a draft of your writing:

1.Revise the draft by checking the content for completeness.

2.Edit the draft to correct grammar, punctuation, or spelling problems.

3.Proofread the draft aloud to yourself to catch errors such as missing words or unclear sentences.

What you write says A LOT!

What you write and how you write are very important.Revise, edit, and proofread your writing.

You MUST take the time to revise, edit, and proofread your writing at least three times!