# **The 7 Cs of Effective Communication**
**Professional Email Drafting Guidelines for the MCP Server**
## **Overview**
The **7 Cs of Communication** provide a proven framework for ensuring that all email communications generated by the MCP Server are **clear, professional, accurate, and action-oriented**. Adherence to these principles ensures messages are easily understood, reflect organisational standards, and achieve their intended outcomes efficiently.
These guidelines should be applied to **all automated and assisted email drafting**, regardless of audience or purpose.
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**1\. Clarity**
**Ensure the purpose of the email is immediately understood**
Clear communication minimises confusion and reduces unnecessary follow-up. The recipient should understand the email’s intent within seconds of opening it.
**Application Guidelines**
* Use a clear, specific subject line that reflects the required action.
* Write in plain, professional language; avoid jargon and unnecessary technical terms.
* Keep sentences short and focused.
* Use bullet points for complex or multi-step information.
**Example**
**Before**
Subject: *Meeting*
Hi team, I wanted to get everyone together to synergize on the Q4 deliverables.
**After**
Subject: **Action Required: Q4 Project Planning Meeting**
Hi team, please join us for a meeting to finalise the Q4 project plan.
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**2\. Conciseness**
**Communicate the message using the fewest words necessary**
Concise emails respect the recipient’s time while maintaining clarity and completeness.
**Application Guidelines**
* Eliminate redundant or filler phrases.
* Get to the point quickly.
* Use a clear call to action (CTA).
* Avoid repeating information already provided elsewhere unless essential.
**Example**
**Before**
At the end of the day, what I’m trying to say is that I think it would be a good idea for us to review the document soon.
**After**
Please review the attached document by Friday.
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**3\. Correctness**
**Ensure accuracy in content, grammar, and language standards**
Errors reduce credibility and may cause misunderstandings or operational issues.
**Application Guidelines**
* Verify all names, dates, times, figures, and references.
* Confirm the correct spelling of recipient names and titles.
* Use grammar and spell-checking tools.
* Ensure spelling, punctuation, and grammar conform to **British English (UK)** standards.
**Example**
**Before**
Hi Jon, Please organize the project files and check the color coding. The meeting is on Teusday.
**After**
Hi Jon, please organise the project files and check the colour coding. The meeting is on Tuesday.
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**4\. Coherence**
**Ensure logical flow and consistency throughout the message**
A coherent email guides the reader smoothly from one point to the next.
**Application Guidelines**
* Present information in a logical sequence.
* Group related points together.
* Use transition phrases where appropriate.
* Maintain a consistent tone and level of formality.
**Example**
**Before**
We need to discuss the budget. The project deadline is next week. Also, remember to submit your timesheets.
**After**
We need to discuss the budget to ensure we can meet the project deadline next week. As a separate reminder, please submit your timesheets by Friday.
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**5\. Completeness**
**Provide all information required for the recipient to act**
An effective email anticipates questions and provides everything needed to respond or take action.
**Application Guidelines**
* Answer who, what, when, where, and how where relevant.
* Include all necessary attachments, links, or references.
* Provide sufficient context, especially for new or complex requests.
**Example**
**Before**
Let’s meet to discuss the event.
**After**
Let’s meet to discuss the upcoming annual event. Please find the agenda attached. The meeting will take place in Conference Room 3 at 10:00 am on Wednesday.
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**6\. Courtesy**
**Maintain a polite, professional, and respectful tone**
Courtesy strengthens working relationships and encourages cooperation.
**Application Guidelines**
* Use appropriate greetings and sign-offs.
* Include polite expressions such as *please* and *thank you* where appropriate.
* Frame requests professionally rather than as demands.
* Be mindful of the recipient’s workload and perspective.
**Example**
**Before**
You need to get this report to me now.
**After**
I would appreciate it if you could send me the report by 3:00 pm today. Thank you for your assistance.
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**7\. Concreteness**
**Use specific, factual, and unambiguous information**
Concrete communication prevents misinterpretation and supports decision-making.
**Application Guidelines**
* Replace vague statements with measurable details.
* Include exact dates, times, locations, and figures.
* Clearly outline next steps and responsibilities.
**Example**
**Before**
The server experienced some downtime recently.
**After**
The server was unavailable for 2 hours and 15 minutes last night, from 1:05 am to 3:20 am, affecting approximately 15% of user logins.
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