4 The 7 Cs of Professional Writing Style

The 7Cs are simply seven words that begin with C that characterize a strong professional writing style. Applying the 7Cs of professional communication will result in writing that is:

• Clear
• Coherent
• Concise
• Concrete
• Correct
• Complete
• Courteous

CLEAR writing involves knowing what you want to say before you say it because often a lack of claritycomes from unclear thinking or poor planning; this, unfortunately, leads to confused or annoyed readers. Clear writing conveys the purpose of the document immediately to the reader; it matches vocabulary to the audience, avoiding jargon and unnecessary technical or obscure language while at the same time being precise. In clarifying your ideas, ensure that each sentence conveys one idea, and that each paragraph thoroughly develops one unified concept.

COHERENT writing ensures that the reader can easily follow your ideas and your train of thought. One idea should lead logically into the next through the use of transitional words and phrases, structural markers, planned repetition, sentences with clear subjects, headings that are clear, and effective and parallel lists. Writing that lacks coherence often sounds “choppy” and ideas seem disconnected or incomplete. Coherently connecting ideas is like building bridges between islands of thought so the reader can easily move from one idea to the next.

CONCISE writing uses the least words possible to convey the most meaning while still maintaining clarity. Avoid unnecessary padding, awkward phrasing, overuse of “to be” forms (is, are, was, were, am, be, being), long preposition strings, vagueness, unnecessary repetition and redundancy. Use active verbs whenever possible, and take the time to choose a single word rather than a long phrase or cliched expression. Think of your word count like a budget; be cost effective by making sure every word you choose does effective work for you.

CONCRETE writing involves using specific, precise language to paint a picture for your readers so that they can more easily understand your ideas. If you have to explain an abstract concept or idea, try to use examples, analogies, and precise language to illustrate it. Use measurable descriptors whenever possible; avoid vague terms like “big” or “good.” Try to get your readers to “see” your ideas by using specific terms and descriptions.

CORRECT writing uses standard English punctuation, sentence structure, usage, and grammar. Being correct also means that you provide accurate information as well as using the right document type and form for the task.

COMPLETE writing includes all requested information and answers all relevant questions. The more concrete and specific you are, the more likely your document will be complete as well. Review your checklist of specifications before submitting your document to its intended reader.

COURTEOUS writing entails designing a reader-friendly, easy-to-read document; using tactful language and appropriate modes of addressing the audience; and avoiding potentially offensive terminology, usage, and tone. Writing courteously so that your reader feels respected is fundamental to reader-friendly messages. Whether you are simply sharing information, explaining a procedure, or describing an incident, using courteous language helps ensure your reader will be receptive to that information. The cornerstone of polite language is obviously saying “please” and “thank you,” but there is much more to politeness and respect than just that. Much of courtesy in writing involves using inclusive language (and avoiding discriminatory language, sometimes referred to as “bias”) and choosing words that focus on the positive, on improvement, and on what can be done rather than using words that seem negative, critical, or pushy and seem to emphasize what can’t be done.

In some cases, some of these might come into conflict. What if being too concise results in a tone that sounds gruff or an idea that seems incomplete? Figure 2 illustrates one method of putting all the seven “C”s together.

Figure 2 Putting the 7Cs together, created by Alyssa Zicari and Jenna Hildemann

Be mindful of the tradeoffs and always give priority to being clear: writing that lacks clarity cannot be understood and therefore cannot achieve its purpose. Writing that adheres to the seven “C”s helps to establish your credibility as a professional writer.

A Note About Tone

The subject of tone often comes up as we are learning in this class. An important point to add here is that different documents and different audiences will require writers to employ different tone in their writing. This also means writing in different voices, such as the first person or third person.

In the first person voice, the document is written from the voice of the author, using “I” and “me” pronouns in the writing. For example, in this textbook, I have liberally used the first person at times to better engage you (that’s the second person) and draw you into the learning experience.

However, in many professional documents, only the third person is used; that’s when the voice of the document never uses “I” or “me” or “you” or other first and second person pronouns. Instead, this author would refer even to themself using third person pronouns, with the same treatment to the reader (as can be seen in this paragraph).

Generally, letters are written in the first and second person, while reports are in the third person. Memos have some flexibility, but are best in the third person.

Other tone considerations have to do with emotional connection. Is the reader somebody you want to show affection or seriousness? Is the topic casual or important? Is the text offering praise or criticism? Does the document have a sense of urgency? Is the document giving instructions or asking permission? Considerations such as these will help a writer determine the tone they need to set in their document.

As you think about tone, it will be important to recall the nine axioms and communication as a form of transmission as well. All of these foundational aspects of communication will help you succeed.