The Ten Cs of Effective Communication: How to Write a Good Email

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Table of Contents

Introduction
Communication Problems in the email
Email
The 10c’s as used in the Email
Strategies used in composing the message
Conclusion
References

Introduction

In many organizations, most conflicts result from poor communication. Such conflicts result from misinterpretation and distortion of messages (Stuart, Sarow & Laurence, 2007). Speakers, therefore, must know their audiences, and choose appropriate languages to communicate effectively. This paper analyzes the importance of the Ten Cs in effective communication.

Communication Problems in the email

The email lacks courtesy. The writer forces everyone to make contributions, and, thus, lacks politeness. Impolite statements such as “we are asking everyone to contribute” are likely to annoy the recipient. Polite words would have convinced Bobby Johnson more than harsh words.

The message in this email lacks very many necessary elements. The details that are missing in this email include a date, venue and contact details. The reader, will, therefore, not know where to find this missing information. Omitting important details in this email makes it look incomplete.

There is no sense of creativity in the email. It is very plain. Other than just reporting what Joe’s friends asked him to do, he should have added some creativity in his message to indicate the fun that will be in the party. Creativity also encourages the reader to read the mail to the end. It is also wrong for the source to assume that everyone knows that Joe would be retiring. Some description of Joe is necessary for the sake of people who do not know him well.

Email

To: Johnson

Subject: Joe’s party

Hello Bob. This month, Joe Banyon, the human resource manager, will be retiring. I was requested to organize a party for him. This party is scheduled for Friday the 4^th of July 2014 starting from 6 pm at City Café next to Kimus Building on Fourth Street.

His friends also proposed that we design a gift certificate for him. I would, therefore, like to request you to make some contributions toward buying this certificate. Your views and contributions will be highly appreciated. Come and let’s have fun together. All are welcome. In case of any queries, call me on 0738987876 or [email protected]. Meet you there.

Regards.

Smith.

The 10c’s as used in the Email

This email exhibits the first C; clarity by specifying the speaker, date, subject and venue of the party. It also gives the contact details of the speaker for feedback. These elements foster proper understanding of the message. The contact details allow individuals to seek clarification on unclear issues. These elements also bring the second C; conciseness into effect. The email delivers the message in few words without distorting the message. Conciseness eliminates the possibility of message distortion.

The writer achieves completeness; the third C, in his message through giving all the specific details that readers may need; date, venue, subject, name of the writer, and the purpose of writing that email. This information clears all the possible confusion. The addressee knows when and where the party is scheduled to take place. He also knows who to call in case of a problem.

Courtesy is the fourth C. Smith uses words and statements that portray him as a courteous person. Such words include; “I would like”, “request” and “Your views will be appreciated”. They show politeness. A polite language is more likely to convince the addressee to contribute than the language in the first email.

Creativity is the fifth C. The manner in which Smith uses language carries an extensive amount of creativity. He adopts a casual language that allows him to manipulate words and statements the way he wishes. This type of language enables the reader to know that the party is not an official function, but an informal one.

Coherent is the sixth C in the email. The ordering of words makes the message Coherent. He begins by stating the subject of the email. The rest of the information expounds the subject step by step. He defines Joe before mentioning his party. Later, he specifies the venue and date of the party. Application of coherence in the email makes its message logical. The next C means connection. Details that portray coherence in the email also depict the connectivity in the elements of the message.

The eighth C stands for Correctness. The information Smith is passing is correct. His tone demonstrates that he is sure about the dates, venue and Joe’s retirement. He is also certain that there are no restrictions regarding the people who should attend the party. Correctness in the email increases the believability of the message.

The ninth C means content. Every message must have content. Smith’s email carries content that asks the recipient to attend Joe’s party. The tenth C is consideration. Consideration means the speaker also needs to also listen to other people. The writer of the email allows the reader to give feedback. A speaker who listens to his audience wins their trust. They will, therefore, pay attention to his message.

Strategies used in composing the message

The strategies used for enhancing good communication include the art of appreciation, questioning, welcoming, competence and conciseness (Schramm, 1954). Appreciation entails using words like “thank you,” “will be appreciated” and “regards” among other words that show gratefulness. Whenever the information is precise, readers easily comprehend messages. Questioning, on the other hand, involves allowing the audience opportunities to ask questions. Chances of misunderstanding are, therefore, minimal.

Conclusion

In summary, the ten Cs are very critical elements in promoting efficiency in communication. Applying these strategies produces messages that contain all the details necessarily for alleviating distortion and misinterpretation. People should, therefore, learn how to apply them in communication.

References

Schramm, W. (1954). How communication works: The process and effects of communication. Urbana, Illinois: University of Illinois Press.

Stuart B., Sarow M., & Stuart L. (2007). Integrated business communication: In a global marketplace. Hoboken, NJ: Wiley.

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