3. CLARITY:

3. CLARITY:
Clarity refers to a clear understanding of the message by the receiver. In other words the receiver
should not face any problem in getting the meaning of the message. The clarity could be achieved
by the following techniques.
(a) Choose words that are short, familiar and conversational.
(b) Construct effective sentences and paragraphs.
(c) Achieve appropriate readability.
(d) Include examples, illustrations etc.
(a) Choose Words that are Short, Familiar and Conversational:
The vocabulary of English language is so rich that a number of words are possible for a
single occasion. In today’s business English, analysts suggest that it’s better to use such
words in business writing, which are normally used in day to day conversation. Therefore,
it is always better to avoid difficult and high sounding words.
Example:
The bank statement shows an Overdraft of Rs. 10,000.
The bank statement shows an excess withdrawal of Rs. 10,000.
(b) Construct Effective Sentences and Paragraphs:

The number of paragraphs for a business message should not exceed more than 3-4
paragraphs. Within one paragraph, number of sentences should not exceed more than 3-4
sentences and within one sentence, number of words should not exceed more than 12-15
words.
(c) Achieve appropriate Readability:
For achieving readability ‘FOGINDEX’ is calculated. The calculation is given below.

If the answer of Fog Index ranges between 10 and15, this means the message is readable
by a person having average educational backgrouIf the answer exceeds the mark of 15, this
means to understand the message, some higher educational qualification is required.
(d) Include Examples, Illustrations etc.:
Examples and illustrations work as supplementary tools for the writer. Examples help the
reader to understand meaning of the message.