The suggestions to be followed in this regard are 1

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The suggestions to be followed in this regard are: 1) Focus on "You" attitude, instead of "I" attitude. The "I" attitude should be discarded in favour of "you" attitude to show respect and consideration towards the listener of receiver of the message. 2) Show interest in the receiver and emphasize the benefits the receivers will gain out of the message. 3) Emphasize positive and pleasant facts about the receiver of the message. 4) Be sincerely tactful, thoughtful and appreciative. 5) Use expressions that show respect. 6) Choose nondiscriminatory expressions. 2.3.1.2. Clarity Getting the meaning from your head into the head of the listener or reader accurately is the purpose of Clarity. It is difficult to attain as we all carry our own unique interpretations, ideas and experiences associated with words. Clarity of ideas adds much to the meaning of the message. The first stage is clarity in the mind of the sender. The next stage is transmission of the message in a manner which makes it simple for the receiver to comprehend. The mind of the sender as well as the message should be clear. Clarity is achieved in part through a balance between precise language and familiar language. Simple language, words and expressions should be used. Choose familiar words. Familiar words are often conversational and appropriate for the situation, so they make a good part of speech or written communication. Technical terms and business jargon may be used in professional situations, but it should be avoided if the communication is with the person who is not acquainted with the terminology. Make effective paragraphs and sentences. Consider the characteristics like Length of sentences and paragraphs, Unity and Coherence of paragraphs and Emphasis on the important parts of the paragraphs.
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20 2.3.1.3. Correctness Message should not contain any wrong information, it should be authentic. Choose the right level of Language. At the time of encoding, the sender should ensure that his knowledge about the receiver is comprehensive. The level of knowledge, educational background and status of the decoder help the encoder in formulating his message. In case of discrepancy between the usage and comprehension of terms, miscommunication can arise. If the sender decides to back up his communication with facts and figures, there should be accuracy in stating the same. At the core of correctness is proper grammar, punctuation and spelling. However, a message may be perfect grammatically, but still insult or lose a customer. Following are the guidelines for assuring correctness in the message: Use the right level of language: formal or informal and avoid substandard language or words. Check accuracy of figures, facts and words Maintain acceptable writing mechanics 2.3.1.4. Concreteness Communicating concretely means being specific, definite and vivid rather that vague and general. Often it means using denotative (direct, explicit) rather than connotative words (ideas or notions suggested by or associated with a word or phrase).
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