Style, Clarity, and Cohesion

Introduction

Two key characteristics of professional communication are that it is precise and concise. This precision and concision must be evident at all levels, from the overall document, to paragraphing, to sentence structure to word choice, and even to punctuation. Every word or phrase should have a distinct and useful purpose.

The 7 Cs of Professional Writing

The 7 C’s are simply seven words that begin with C that characterize strong professional style. Applying the 7 C’s 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 clarity comes 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. Cut a word, save a buck! As William Zinsser asserts, “the secret of good writing is to strip every sentence to its cleanest components.”[1]

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 providing 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. As we have discussed in an early section, without courtesy you cannot be constructive.

In some cases, some of these might come into conflict: what if being too concise results in a tone that sounds terse, or an idea that seems incomplete? Figure 2.2.1 illustrates one method of putting all the 7Cs together.

An ordered list of all the 7Cs with summarized tips for each one.

“Figure 2.2.1 Putting all the 7Cs together.” By Alyssa Zicari and Jenna Hildemann. Retrieved from: Licensed under: CC-BY.

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 7 C’s helps to establish your credibility as a writer.

Sentence Variety and Length

While variety makes for interesting writing, too much of it can also reduce clarity and precision. Remember that in grammatical terms, simple just means that it has one main clause (one subject and one predicate). You can still convey quite a bit of concrete information in a simple sentence.

The other consideration for precise writing is length. Your sentences should vary in length just as they can vary in type. However, you want to avoid having too many long sentences because they take longer to read and are often more complex. That is appropriate in academic writing but less so in technical writing. The goal is to aim for an average of around 20 to 30 words per sentence. Reserve the short sentences for main points and use longer sentences for supporting points that clarify or explain cause and effect relationships. If you feel the sentence is too long, break it into two sentences. You do not want your reader to have to read a sentence twice to understand it. If you make compound or complex sentences, ensure that you use appropriate coordinating or subordinating strategies to make the relationship between clauses perfectly clear. See Appendix E to review specific information on simple, compound, and complex sentence structures.

Precise Wording

Technical writing is precise writing. Vague, overly general, hyperbolic or subjective/ambiguous terms are simply not appropriate in this genre. You do not want to choose words and phrasing that could be interpreted in more than one way. Choose words that most precisely, concisely, and accurately convey your point. Below are some guidelines and examples to follow for using precise wording.

Summary

In this age of information overload, being concise is a valuable skill. Whether you’re speaking at a meeting, giving a presentation, or writing an article, you need to be heard and understood quickly before you lose your audience’s attention. How can you convey your main points without overwhelming your audience with irrelevant information? Plan carefully and edit yourself in order to get to the point as quickly as possible without losing important details.

Sources:

“Technical Writing Essentials.” By Suzan Last. Retrieved from: https://pressbooks.bccampus.ca/technicalwriting/chapter/communicatingprecision/ Licensed under: CC-BY. Adapted by The American Women’s College.