Unit 1: Course Overview
Learning Objectives
- Understand the importance of the five Cs of reader-friendly writing
- Be aware of the extra two Cs of reader-friendly writing
- Have practised identifying the five Cs
Reader-Friendly Writing I
Identify which of the following sentences are reader-friendly and which are reader-unfriendly.
Reader-friendly. The instruction is clear, specific, and politely worded. The assignment number removes any ambiguity about which result to check.
Not fully reader-friendly. The congratulations are courteous, but the sentence is incomplete — it does not specify which assignment the reader has passed.
Partially reader-friendly. The information is complete and clear, but the tone may feel less courteous to students who did not pass, as they are addressed as a group rather than individually.
Reader-friendly. The sentence is courteous (softened with "I am afraid"), clear, and complete — it specifies both the action required and the timeframe.
Reader-Friendly Writing II
Reader-friendly writing aims to reduce the burden on the reader. This is achieved by writing in a way that helps the reader understand the message in the shortest time, with the least effort, without distortion and in a positive manner. To achieve this, the writer has to consider seven concepts — the seven Cs. All the Cs are important.
Clear — write so that the reader understands the intended meaning.
Avoid vague and ambiguous expressions. Ensure that every reference has a clear antecedent and that every timeframe is specific.
Concise — write using the minimum number of words.
Remove repeated and redundant words. Every word should add to the meaning; if it does not, remove it.
Courteous — write appropriately politely for the situation.
Consider the relationship between the writer and the reader, the relative status of each, and the difficulty of the request being made.
Correct — write without factual or language errors.
Check facts carefully and proofread for spelling, grammar, vocabulary, and punctuation errors.
Complete — include all the relevant information.
Ensure the reader has everything they need to act on the message without sending a follow-up query.
Coherent — check that the message does not have any contradictions.
The content of the message should be logically consistent throughout.
Cohesive — check that the parts of the message connect to each other.
Use linking words and references to ensure the message flows as a unified whole.
This course will focus on the first five Cs.
Pre-Test
Check your understanding of reader-friendly writing by deciding which of the following sentences are NOT clear, NOT concise, NOT courteous, NOT correct or NOT complete.
Note: Some sentences may have more than one issue.
- Students should not move furnitures in the lab.
- I attach the application form, application essay and report for your review again and comments.
- When you arrive, you must go directly to the reception desk immediately to register.
- Some students do not complete the relevant expense claim form correctly.
- I look forward to hearing from you two weeks later.
- The university has decided to approve a new program and this program will be lauched on 1 April.
- I will contact you later about this.
- Students must not leave the lab door open otherwise they will be responsible for any missing items.
- I am afraid I cannot help so please contact Ms. Azuma instead.
Comparison and Discussion
Click each sentence to reveal the issue and a suggested revision.
Not correct. Furniture is an uncountable noun and cannot be pluralized.
Revision: Students should not move furniture in the lab.
Not clear. It is unclear which items need reviewing and which need commenting on.
Revision: Please could you review both the application and essay again, and comment on the report?
Not courteous. The sentence is written as an order. It could be reworded as a polite request.
Revision: Please register at the reception desk as soon as you arrive.
Not clear and not complete. The sentence does not specify what is being done incorrectly or which students are affected.
Revision: Please remember to fill in page 2 of the form, and place your hanko on both page 1 and page 2.
Not correct. The expression "two weeks later" is not used correctly in this context.
Revision: I look forward to hearing from you in two weeks. (Or: by [specific date].)
Not concise. "This program" is a redundant repetition. Note also: "lauched" should be "launched".
Revision: The university will launch a new program on 1 April.
Not clear. "Later" gives no timeframe and "this" has no clear referent.
Revision: I will contact you by email on Friday about order number 6938.
Not courteous. The sentence is an order combined with a threat. It could be reworded to emphasize the reader benefit.
Revision: To protect your belongings, please close the lab door.
Not complete. The message does not provide Ms. Azuma's contact details.
Revision: I am afraid that I cannot help, but if you email Ms. Azuma on azuma@myemail.com, she should be able to help you.
Review
Can you explain the seven Cs of reader-friendly writing listed below?
- Clear — write so that the reader understands the intended meaning
- Concise — write using the minimum number of words
- Courteous — write appropriately politely for the situation
- Correct — write without factual or language errors
- Complete — include all the relevant information
- Coherent — check that the message does not have any contradictions
- Cohesive — check that the parts of the message connect to each other
Proceed to Unit 2: Writing Clearly when ready.