In written communication, being correct means proper use of grammar, punctuation and spelling. On the other hand, correctness in oral communication means the right use of words, pauses and pronunciation. Instead of fluff" words, use only the most necessary phrases to convey the message. Proper language proves a tremendous asset to fostering better understanding.
Being concise means making the message as brief as possible, yet having it contain all the necessary information. A lengthy message does not always contain all the needed data. Writing extensive messages full of flowery words and repetitions leads nowhere. Make sure that, as a sender, your message is precise and comprehensible. The message must be well-organized and logically arranged to ensure that only important facts are included.
Clarity means that the message should be appropriate, brief and concise, complete and considerate to the receiver. As a message sender, make sure you use the right level of language. Do not use complex words that are hard to understand. Instead, use simple and familiar words so that the message is easily understood. A listener or reader needs correct sentence structure and appropriate punctuation to clearly decipher messages.
A complete message contains all the information that the readers need in order to understand the message immediately. Don't leave readers or listeners hanging. If the writer or sender can anticipate the receiver's possible questions, he is more likely to elicit meaningful feedback. When answering questions, the sender should address them appropriately and in the sequence in which they were asked. If possible, add additional useful information as long as it is still relevant to the message.
Do not use sentences or ideas that are vague or ambiguous. Each person has his own initial perception, so do not provide unclear information that might point the listener in a direction other than what you intend. Express the message clearly and get straight to the point. Avoid using words that are inexact, such as "few," "big" and "soon." When formulating your communication, answer the "How" questions: "how few," "how big," or "how soon." Use specific and measurable facts and figures.
Being empathetic, or considerate, to your readers leads to more effective communication. Always have the readers in mind while constructing the message. Deliver honest and truthful messages. Write in a manner that the targeted audience will understand and with vocabulary that will be familiar.
A courteous writer is not only concerned about her own agenda, but also with the other person's feelings. Being courteous does not just mean being polite or being prompt in responding to emails, it also means being respectful to your recipient. In sending messages, avoid sarcasm or anything inappropriate or offensive. Use a good dose of tact in anything you say and write, and apologize whenever there is a need to.