Course Portfolio

Business Communication
Code: ADMN 212

Level 6
 Business Communication
Code: ADMN-212

Course Name: Business Communication Course Type: Core

Course Level:

Year 1: Semester 1 Semester 2 Summer Semester

Year 2: Semester 1 Semester 2 Summer Semester

Year 3: Semester 1 Semester 2 Summer Semester

Year 4: Semester 1 Semester 2 Summer Semester

Course Description: This course provides students with the theoretical and practical
framework for understanding and conducting effective oral and written communication.

Objectives:
1. To make the students understand about the process of effective communication.
2. To develop the skills of Business Communication.

Learning Outcomes:
On the completion of this course, they can handle the communication aspects of any business
organization very efficiently.

Skills to be developed throughout the Course:

Students will develop their oral communication skills and written communication which will
also test student’s creative skills and their abilities to present theoretical information in practical
situations. Students are encouraged to make use of IT facilities particularly web sites to support
research and reading.
Learning Resources:

1. Text Books
Author Title Publisher Year
Court Bovee & John Business
V Thill Communication Prentice Hall. 2008
Today.
Excellence in
John V. Thill &
Business Prentice Hall. 2008
CourtLand L. Bovee
Communication.
Effective Business
Asha Kaul Prentice Hall 2003
Communication
2. e- Library Reserves
∙ http://www.emeraldinsight.com/insight
3. Internet
∙ Ebsco Business Source Premier: A database containing several hundred key
business and management journals with full text articles updated daily.
∙ Courseware: Specific research support resources and documents, selectively
posted to complement and build upon materials available in proctor’s
methodological text. Such documentation will typically be posted regularly.
∙ www.decalibrary.org

∙ www.ipl.org

∙ www.ncpublicschools.org

Delivery and Teaching Strategy: (Lecture, Online, Physical, blended, self directed
through CD, web based courses and DVD)

Methods of Instruction: It would be based on Lecture, demonstration and assignment

review. Questions are encouraged and participation is expected.

Assessment Strategy:

a. First Mid Term Exam: 20 Marks to be held on..…….Day,…….Month, 20..

b. Second Mid Term Exam: 20 Marks to be held on……Day,……Month, 20..
c. Attendance, Participation & Assignment: 10 Marks
d. Final Exam: 50 Marks
e. Total: 100 Marks

Syllabus Change Policy: This syllabus is a guide for the course and is subject to change
with advanced notice.
 Course Contents:

UNIT I

Principles of Communication ‫ ـــ‬Definition, Purpose, Elements of effective communication,

Barriers of communication, Types of Communication, Listening, Presentation Skills, Public
Speaking, Practice Presentation.

UNIT II

Written Communication ‫ ـــ‬Forms of written communication, Advantages of written

communication, Stages of writing, Proof reading, Writing Style, Punctuation.

UNIT III

Report Writing‫ ـــ‬Business report, Planning a business report, Types of Business reports- Periodic
report, Progress report, Research report, Recommendation report, Technical report, Examination
report, Graphs, Charts, Executive summary.

UNIT IV

Writing Business Memos ‫ ــــ‬Memos, Circulars, Notices, Agenda, Minutes, Resume, Curriculum
Vitae, Press Release, Business letter, Types of letter, Format or business letter, Annual Report.

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 UNIT I
Principles of Communication

Contents:-
Definition of Communication
Purpose of Communication
Process of communication
Elements of Effective Communication
Barriers to Communication
Types of Communication
Listening
Presentation Skills
Public Speaking
Practice Presentation.

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Definitions of Communication:

● Communication can be defined as the process in which

information is exchanged and understood by two or more people.
● Communication can be defined as the transfer of understandable
information from one person to another.
● The communication process consists of a message being sent and
received. The message may be verbal or non-verbal.

Purpose of Communication:

The purpose of communication is to send your message effectively

to the receiver / readers. Communication links people who believe
in a common cause, together with a view to strengthen
relationships.
The purpose of business communication is to convey
messages clearly and effectively so that the receiver of message
must not have misunderstanding.
In all organizations many purposes of communication occur
as communication flows through the organization in various
directions.

Process of Communication:

The communication process is dynamic and interactive. It consists

of many elements.
● Sender or Messenger: sender is the person who reacts to the
situation by communicating something.

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● Message: message is the idea or feeling transmitted from the
sender to the receiver to achieve understanding.
● Encoding: encoding means translating information into a message
in the form of symbols that represents ideas or concepts.
● Channel: The sender has to select the channel for sending the
information. Communication channel is the media through which
the message passes. It is the link that connects the sender and the
receiver.

● Receiver: Receiver is the person who will receive the message and
decodes the message or interprets the message to achieve
understanding.
● Decoding: Decoding is the process of interpretation of an encoded
message into the understandable meaning. Decoding helps the
receiver to drive meaning from the message.
● Feedback: Communication is an exchange process. For the
exchange to be complete the information must go back to whom
from where it started (or sender), so that he can know the reaction
of the receiver. The reaction or response of the receiver is known
as feedback.

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Elements of effective communication:

Communication is the process of sharing thoughts, ideas and emotions

with others and having those thoughts, ideas and emotions understood.
Things that help communication to be effective are:

● Attention: the sender / receiver needs to pay attention to what

he/she is trying to communicate.

● Attitude: Sender and receiver need to have a positive and

respectful attitude.

● Feedback: sender and receiver can give feedback to each other,

either by using words or by body language.

Barriers to Communication:

There are many things that can hinder or prevent good communication.
Here are some of the most common barriers:

● Distraction: it means disturbance of any sort while communication

is going on.

● Poor Skills: if the sender and receiver do not have proper skills to
communicate then communication may not be good.

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 ● Attitude: Communication can also be affected by a poor attitude
towards the other person, towards the subject.

● Lack of Feedback: If the receiver does not give feedback, the

sender does not know if the communication is effective or not;
also, if the sender is not paying attention to the feedback, the
communication will not be effective.

Types of Communication:

There are two main types of communication and both the two types are
sub divided into three sub types:

I-Verbal Communication: Verbal communication can be defined as

communicating your thoughts through words. Such thoughts may be
ideas, opinion, directions your emotions and pleasures.

There are three types of Verbal Communication:

a. Oral Communication: Oral Communication is information

spoken by mouth; the use of speech. Examples of Oral
Business Communication include; staff meetings, video
conferences and presentations.

b. Written Communication: Written communication is the

representation of language in a textual medium through the

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 use of set of signs and symbols. It involves any type of
interaction that makes use of written words. Written
communication is very important in business situations, so it
is important for small business owners and managers to
develop effective written communication skills.

c. E-Mail: Short for electronic mail is the transmission of

messages over the communications networks. The message
may be text, audio, video or graphics.

II-Non-Verbal Communication: non-verbal communication is the act

of giving or exchanging information without using words. Basically non
verbal communication is sending and receiving messages in a variety of
ways without the use of verbal codes (words).

There are three types of non-verbal communication:

a. Body Language : Body language is a part of nonverbal

language. It includes things like stance, gestures, facial
expressions and even small things that are barely perceptible
like a nod of the head.

b. Eye Contact or Gaze: Eye contact indicates degree of

interest or attention, influence or attitude and has a central
role in managing impressions of others.

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 c. Gesture: Gesture is the movement of hands, arms or the
head, etc. to express an idea, feeling or to emphasize speech.

Types of business communication:

Business communication is simply known as “Communications”.

Business communication is used to promote a product, service or
organization; relay information within the business; or deal with legal
and similar issues. It is also a means of relaying between a supply chain,
for example the consumer and manufacturer.

There are two main types of business communication.

1. Internal Communication: communication within the organization

formal and informal that an organization undertakes with its close
stakeholders.

There are three types of internal communication:

a. Upward Communication: Upward Communication is

the process of information flowing from the lower levels
of a hierarchy to the upper level, or from subordinates to
superiors. This type of communications is becoming more
and more popular in organizations as traditional forms of
communication are becoming less popular.

b. Downward Communication: Information flowing from

the top of the organizational management hierarchy and
telling people in the organization what is important and
what is valued or a response to an upward communication.

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 Downward communication comes after Upward
Communication have been successfully established.
Both Upward and Downward communications are
collectively called as “Vertical Communication”.

c. Horizontal or Lateral communication: Horizontal

Communication normally involves coordinating
information and allows people with the same or similar
rank in an organization to cooperate or collaborate.
Communication among employees at the same level is
crucial for the accomplishment of work.

2. External Communication: Communication with people outside

the organization is called “External communication”. Supervisors
communicate with sources outside the organization, such as
vendors and customers.

Listening:

It is a process of understanding information and makes an effort to

hear something. Listening is considered to be the one of the most
important part of oral communication. The term is used in order to
make oral communication effective. Poor listening skills of an
individual may affect the individual very badly especially in an
organization where the maximum number of time a person spent in
communication. A effective and active listening by an individual
plays a very important role in contributing toward the success of the
business.

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 The three basic listening modes are:

1. Competitive or Combative Listening: This mode of listening

happens when we are more interested in promoting our own point
of view than in understanding or exploring someone else’s view.
We may listen for weak points to attack.

2. Passive or Attentive Listening: we are genuinely interested in

hearing and understanding the other person’s point of view.

3. Active or Reflective Listening: In Active Listening we are also

genuinely interested in understanding what the other person is
thinking, feeling, wanting or the message means and we are active
in checking out our understanding before we respond with our own
new message.

Presentation skills:
Management is the art of getting things done. A Presentation is a fast
and potentially effective method of getting things done through other
people. In managing any project, presentations are used as a formal
method for bringing people together to plan, monitor and review its
progress.

But let us look at this another way: what can a presentation do for you?

Firstly; it puts you on display. Your staff need to see evidence of

decisive planning and leadership so that they are confident in your
position as their manager. They need to be motivated and inspired to
undertaking the tasks which you are presenting. Project leaders from
other sections need to be persuaded of the merits of your project and to

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provide any necessary support. Senior management should be impressed
by your skill and ability so that they provide the resources so that you
and your team can get the job done.

Secondly; it allows you to ask questions and to initiate discussion. It

may not be suitable within the presentation formats of your company to
hold a discussion during the presentation itself but it does allow you to
raise the issues, present the problems and at least to establish who
amongst the audience could provide valuable input to your decision
making.

Finally; presentations can be fun. They are your chance to speak your
mind, to strut your stuff and to tell the people what the world is really
like. While you hold the stage, the audience is bound by good manners
to sit still and watch the performance.

Public Speaking:
Public speaking is the process of speaking to a group of people in a
structured, deliberate manner intended to inform, influence, or entertain
the listeners.

A person speaking to a lot of people.

In public speaking, as in any form of communication, there are five

basic elements, often expressed as "who is saying what to whom using
what medium with what effects?" The purpose of public speaking can
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range from simply transmitting information, to motivating people to act,
to simply telling a story. Good orators should be able to change the
emotions of their listeners, not just inform them. Public speaking can
also be considered a discourse community. Interpersonal communication
and public speaking have several components that embrace such things
as motivational speaking, leadership/personal development, business,
customer service, large group communication, and mass communication.

Practice presentation:

You can meet the needs of your audience best by personally connecting
with them, and by practicing your presentation. Be sure you:

● Maintain eye contact with the audience.

● Use natural hand gestures.
● Keep body movement quiet and natural.
● Maintain appropriate voice volume.
● Avoid wearing distracting clothing or accessories.
● Maintain a constant rate of speech.

If possible, practice your presentation in the very place you'll deliver it.
Use your visuals when you practice so they integrate well into your talk.

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 UNIT II
Written Communication

Contents:
Writing
Forms of Written Communication
Advantages of written Communication
Stages of Writing
Proof Reading
Writing Style
Punctuation

Writing: Writing is the representation of language is a textual medium

through the use of a set of signs or symbols. Written communication

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involves any type of interaction that makes use of written words. It is
one of the two main types of communication, along with oral / spoken
communication.

Various forms are written communication:

Memos: A message or other information in writing sent by one person

or department to another in the same business organization

Letters: Letter is a written message addressed to a person or

organization

Proposals: A business proposal is a written offer from a seller to a

prospective buyer. Business proposals are often a key step in the
complex sales process

Telegram: Telegram is the long-distance transmission of written

messages without physical transport of letters

Fax: A fax (short for facsimile) is a document sent over a telephone

line.

Electronic Mail: A system of exchanging messages by means of

computers attached to a network.

Advertisements: Advertising is a form of communication intended to

persuade an audience (viewers, readers or listeners) to take some action.

Advantages of written communication:

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 ● Written communication can be edited and revised several times.
● Written communication provides a permanent record of the
messages.
● Written communication increases customer / client satisfaction.
● Written communication improves inter-organizational efficiency.
● Written communication enhances in the community and the
industry.

Stages of writing: Writing successful business letters is not an easy

task. However the following process guidelines will help you to write
effective letters.
1-Planning: The first step in writing a business letter is planning. Time
spent in planning will pay off in better messages than you write more
quickly. In this stage you need to analyze the purpose, the situation and
the ideas to be included.

Following are the sub stages of planning:

a-Determining the objective: You need to determine why are you

communicating? What is your reason for writing for this letter? And
what are you hoping to achieve?

b-Analyzing the audience: Careful analysis should be made of the

following:-
Who exactly is the reader?
What is his / her background?
How much does the reader know about the subject?
What does the reader expect you to tell him / her in your letter?

c-Analyzing the situation: Analyze the economic and financial standing

of the country and the organization, the relationship between you and
reader.

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d-Determine the idea to be included: The core idea of the message
should be defined. Make a list of the points to be included.

2-Collecting facts: The next step in writing a business letter is to get

all the information you need, which you have already decided to include.
The writer should get yourself informed of the situation, to ensure your
message is complete.

3-Analyzing and organising information: it is very important to

organize the information in the message in such a manner so that you
achieve the desired results.

4-Writing the letter: Now time has come to write your first draft of
your message. Though it is a first draft you should try to write a message
that satisfies the requirement.

5-Reviewing and revising the letter: After completing the first

draft, you should review it carefully. Study the draft to find ways to
improve it as the first draft rarely satisfies the requirements.

Proof reading: Proofreading (also proof-reading) traditionally means

reading a proof copy of a text in order to detect and correct any errors.
Even a good writer needs to proofread, he can’t pay attention to surface
correctness while thinking of ideas. Modern proofreading often requires
reading copy at earlier stages as well.

While proofreading you check the following:

Names, addresses, places, dates, times, numbers.

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Sentence Structure
Punctuation
Word usage
Capitalization
Format of the letter
In general you make sure the final letter is effective and perfect in every
respect, and the best you can capable of writing.

Writing style: Writing style is the manner in which a writer chooses

among different strategies to address an issue and an audience. A style
reveals the writer's personality or voice, but it also shows how he or she
sees the audience of the writing. A style reveals the writers personality
or voice.

Following are the constraints on writing style:

Occupation: The position of a writer and his or her concept of the

audience impose style constraints on the writing style.

Situation and purpose: The writer needs to tailor style to the situation.
For example, the same person writing a letter to the same reader would
use a different style

Sentence forms: A writer controls not only the density of prose but its
distribution. Within the rules of grammar, the writer can arrange words
in many ways. A sentence may state the main proposition first and then
modify it; or it may contain language to prepare the reader before stating
the main proposition.

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Diction: Depending on the mode in which the writer is writing, diction
can also pertain to the writer's style. it is best to examine the diction
against a number of spectrums:

● Abstract-concrete: how much of the diction is physical?

● General-specific: to what degree is the diction precise, to what
degree is it vague?
● Denotation-connotation
● Literal-metaphorical

Other attributes of diction include:

● Density
● Length

Punctuation:
Punctuation is the use of standard marks and signs in writing to separate
words into sentences, clauses and phrases in order to clarify meaning.

i. In English, the period (.) marks the end of a sentence or an

abbreviation.

ii.Comma (,) usually separates clauses, phrases or items in a series.

iii.The colon (:) often introduces an explanation or series of examples.

iv.The semicolon (;) usually separates independent clauses.

v.The dash (-) marks an abrupt transition.

vi.The exclamation points (!) signals surprise.

vii.The question mark (?) signs a question.

viii.The apostrophe (‘) marks the possessive case or the omission of

letters.

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ix.Quotation mark (“ “) set of either quoted words or words used with
specific significance.

x.Brackets ([ ]) or parentheses ( ) Interpolations in a sentence are

marked by brackets or parentheses.

Symbols used in Punctuation are:-

Punctuation
Symbol
Mark
Apostrophe '
Colon :
Comma ,
Dash —
Ellipsis ...
exclamation
!
point
Hyphen -
Parentheses ()
Period .
question mark ?
quotation
"
mark
Semicolon ;

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 UNIT III
Report Writing

Contents:
Business report
Planning a business reports
Types of business reports
i.Periodic reports
ii.Progress reports
iii.Research reports
iv.Recommendation reports
v.Technical reports
vi.Examination reports
Graphs
Charts
Executive Summary

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Business Report:

Business Report is a document prepared by executives to know about the

business conditions and situations. The purpose of a Business Report is
to communicate information to assist in the business decision making
process. Some reports might propose solutions for business problems or
might present relevant information to assist in the problem solving
process.

Planning a Business Report:

When planning Business Report the following steps have to be followed:

1. Determining the scope of the report.

2. Understanding the target audience.
3. Conducting research to collect supporting information.
4. Formatting and organizing the report.

1. Determining the scope of the report: This process would

involve what topics would be covered in the report and what
elements are not necessary. This step would also help to determine
how detailed the report would be.

2. Understanding the target audience: A Target Audience or

Target Group is the primary group of people that something is
aimed to appealing to. A Target Audience can be of a certain age
group, gender, marital status. Ex: - Teenagers, Females, Single
people etc.

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 3. Conducting research to collect supporting information: A lot of
reports would require some form of data collection. Many times
investigative research might be needed. It is important that the
process and methods used for research are explained. Data which
is collected during this process should be presented clearly in the
report. Recommendations and proposed solutions have to be
studied and reviewed in this process.

4. Formatting and organizing the report: In this step the format of

the report has to be decided. The following questions might rise
during this step, how would the data be presented?, what chats /
diagrams will be used to complement the information presented?,
what medium of presentation would be used?

Types of business reports: There are different types of Business

Reports prepared in organizations. Business Reports can be classified
into six broad categories:

1. Periodic reports: Periodic Reports are submitted at regular

intervals to provide information on the status of the company.

2. Progress reports: These reports provide information of a certain

project or program or activity.

3. Research reports: Such reports may be scientific or engineering

reports dealing with products, systems and processes. They may
also investigate markets and other areas of concern to the
organization.

4. Recommendation reports: These reports are prepared basically

to assist in making decisions and solving problems regarding
organizations operations: whether to merge with another company,
whether to expand or retrench and such.

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 5. Technical reports: Technical Reports focus on the how of
products and processes, and generally written by engineers,
research scientists, and others associated with research and
development.

6. Examination reports: An examination report would examine or

review and operation or activity, the financial status of a company
or the condition of manufacturing plant.

A graph:
A graph is a diagram displaying data; in the graph shown below it
shows the relationship between two or more quantities, measurements or
indicative numbers that may or may not have a specific mathematical
formula relating them to each other; A diagram displaying data, in
particular one showing the relationship.

25
A chart:
A chart is a visual representation of data, in which "the data are
represented by symbols, such as bars in a bar chart, lines in a line chart,
or slices in a pie chart". A chart can represent tabular numeric data,
functions or some kinds of qualitative structures. Below is a pie chart:-

\\\\\
An executive summary: Executive Summary is a term used in business
for a short document that summarizes a longer report, proposal or group
of related reports in such a way that readers can rapidly become
acquainted with a large body of material without having to read it all. It
will usually contain a brief statement of problem or peoposal covered in
the major document(s), background information, concise analysis and
main conclusions. It is intended as an aid by business managers.
An executive summary will / may:
● Be written in non-technical language.
● Have a conclusion.
● Make a recommendation.
● Summaries more than one document.

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 UNIT IV
Writing Business Memos

Contents:
Memos
Circulars
Notices
Agenda
Minutes
Resume
Curriculum vitae
Press Release
Business letters
Types of letters
Format of business letters
Annual report
27
Memos:

A memorandum or memo means to remember, and means literally “a

thing to be remembered”. However memorandums are much more than
simply a memory aid – it provides a written record. They are the main
method of internal communication within organization.
A memorandum is a written message exchanged by employees in
their daily conduct of internal work or affaires of the organization.

Circular:

A printed advertisement, directive or notice intended for mass

distribution either by mail or by hand. Ex: - He mailed the circular to all
subscribers.

Notice:

Information concerning a fact actually communicated to a person by an

authorized person, or actually derived by him from a proper source.
Notice to a defendant of a lawsuit that has been insinuated against him
or of an action in which he may have an interest to defend is
accomplished by service of process on him.

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Agenda:

An agenda is a list of meeting activities in the order in which they are to

be taken up, beginning with the call to order and ending with
adjournment. It usually includes one or more specific items of business
to be considered.
In business meetings of deliberative bodies, the agenda may also
be known as the orders of the day. The agenda is usually distributed
to a meeting's participants prior to the meeting, so that they will be
aware of the subjects to be discussed, and are able to prepare for the
meeting accordingly.
Form of Agenda

The agenda is usually headed with the date, time and location of the
meeting, followed by a series of points outlining the order of the
meeting.

Points on a typical agenda may include:

● Welcome/open meeting
● Support for absence (what ever that is)
● Approve minutes of the previous meeting
● Matters arising from the previous meeting
● A list of specific points to be discussed — this section is where the
bulk of the discussion as well as decisions in the meeting usually
takes place
● Any other business (AOB) — allowing a participant to raise
another point for discussion.
● Arrange/announce details of next meeting
● Close meeting

Minutes:

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 Minutes, also known as protocols, are the instant written record of a
meeting or hearing. They often give an overview of the structure of
the meeting, starting with a list of those present, a statement of the
various issues before the participants, and each of their responses
thereto. They are often created at the moment of the hearing by a
typist or court recorder at the meeting, who may record the meeting in
shorthand, and then prepare the minutes and issue them to the
participants afterwards. Alternatively, the meeting may be audio
recorded or a group's appointed or informally assigned Secretary may
take notes, with minutes prepared later. However it is often important
for the minutes to be brief and concentrate on material issues rather
than being a verbatim report, so the minute-taker should have
sufficient understanding of the subject matter to achieve this. The
minutes of certain entities, such as a corporate board of directors,
must be kept and are important legal documents.

Resume:

A brief account of one’s professional or work experience and

qualifications, often submitted with an employment application.
A resume is a personal summary of your professional history and
qualifications. It includes information about your career goals,
education, work experience, activities, honors, and any special skills you
might have. A resume written for an entry-level position should not be
over one page long.

Curriculum Vitae (CV, Vitae, or Vita):

Also known as a CV, Vitae, or Vita, in the United States a Curriculum

Vitae is a detailed listing of your educational achievements, publications,
presentations, professional activities and honors. Usually the vita does
not include an objective statement, and formatting for the vitae varies by
30
career. The curriculum vita is longer than the resume; it is generally two
pages or more. They are most often necessary only if you are seeking a
faculty, research, clinical or scientific position.

Press release:

A press release, news release, media release, or press statement is a

written or recorded communication directed at members of the news
media for the purpose of announcing something claimed as having news
value. Typically, they are mailed, faxed, or e-mailed to assignment
editors at newspapers, magazines, radio stations, television stations,
and/or television networks.
The use of a press release is common in the field of public relations, the
aim of which is to attract favorable media attention to public relations
professional's client and/or provide publicity for products or events
marketed by those clients. A press release provides reporters with the
basics they need to develop a news story. Press releases can announce a
range of news items such as: scheduled events, personal promotions,
awards, news products and services, sales and other financial data,
accomplishments, etc.

Business letters:

A business letter is a letter written in formal language, usually used

when writing from one business organization to another, or for
correspondence between such organizations and their customers, clients
and other external parties. The overall style of letter will depend on the
relationship between the parties concerned.

Types of letters:

1. Acknowledgement letter: This type of letter is written when you

want to acknowledge someone for his help or support when you
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 were in trouble. The letter can be used to just say thanks for
something you have received from someone, which is of great help
to you.

2. Apology letter: An apology letter is written for a failure in

delivering the desired results. If the person has taken up a task and
he fails to meet the target then he apologizes and asks for an
opportunity to improve in this type of letter.
3. Appreciation letter: An appreciation letter is written to appreciate
some one's work in the organization. This type of letter is written
by a superior to his junior. An organization can also write an
appreciation letter to other organization, thanking the client for
doing business with them.

4. Complaint letter: A complaint letter is written to show one that an

error has occurred and that needs to be corrected as soon as
possible. The letter can be used as a document that was used for
warning the reader.

5. Inquiry letter: The letter of inquiry is written to inquire about a

product or service. If you have ordered a product and yet not
received it then you can write a letter to inquire when you will be
receiving it.

6. Order letter: This letter is as the name suggests is used for

ordering products. This letter can be used as a legal document to
show the transaction between the customer and vendor.

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 7. Letter of recommendation: This type of letter is written to
recommend a person for a job position. The letter states the
positive aspects of the applicant's personality and how he/she
would be an asset for the organization. Letter of recommendation
is even used for promoting a person in the organization.

8. Format of business letter:

Return Address Line 1 1
Return Address Line 2

Date (Month Day, Year) 2

Mr./Mrs./Ms./Dr. Full name of recipient. 3

Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2

Dear Ms./Mrs./Mr. Last Name: 4

Subject: Title of Subject 5

Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...................................................................

Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...................................................................

Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...................................................................
.................................6

Closing (Sincerely...), 7

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Signature 8

Your Name (Printed) 9

Your Title

Enclosures (2) 10
Typist Initials. 11

The block format is the simplest format; all of the writing is flush
against the left margin.

1.Your address:
the return address of the sender of the letter so the recipient can easily
find out where to send a reply to. Skip a line between your address and
the date. (Not needed if the letter is printed on paper with the company
letterhead already on it.)

2.Date:
put the date on which the letter was written in the format Month Day
Year i.e. August 30, 2003. Skip a line between the date and the inside
address (some people skip 3 or 4 lines after the date).

3.Inside address:
The address of the person you are writing to along with the name of the
recipient, their title and company name, if you are not sure who the letter
should be addressed to either leave it blank, but try to put in a title, i.e.
"Director of Human Resources". Skip a line between the date and the
salutation.

4.Salutation:
Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or
To Whom It May Concern: if recipient's name is unknown. Note that
there is a colon after the salutation. Skip a line between the salutations
and the subject line or body.

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5.Subject line (optional):
makes it easier for the recipient to find out what the letter is about. Skip
a line between the subject line and the body.

6.Body:
the body is where you write the content of the letter; the paragraphs
should be single spaced with a skipped line between each paragraph.
Skip a line between the end of the body and the closing.

7.Closing:
Lets the reader know that you are finished with your letter; usually ends
with Sincerely, Sincerely yours, Thank you, and so on. Note that there is
a comma after the end of the closing and only the first word in the
closing is capitalized. Skip 3-4 lines between the closing and the printed
name, so that there is room for the signature.

8.Signature:
your signature will go in this section, usually signed in black or blue ink
with a pen.

9.Printed name:
the printed version of your name, and if desired you can put your title or
position on the line underneath it. Skip a line between the printed name
and the enclosure.

10.Enclosures:
if letter contains other document other than the letter itself your letter
will include the word "Enclosure." If there is more than one you would
type, "Enclosures (#)" with the # being the number of other documents
enclosed that doesn't include the letter itself.

11.Reference initials:
If someone other than yourself typed the letter you will include your
initials in capital letters followed by the typist's initials in lower case in
the following format; AG/gs or AG:gs.

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Annual report:

An annual report is a comprehensive report on a company's activities

throughout the preceding year. Annual reports are intended to give
shareholders and other interested people information about the
company's activities and financial performance. Most jurisdictions
require companies to prepare and disclose annual reports, and many
require the annual report to be filed at the company's registry.
Companies listed on a stock exchange are also required to report at more
frequent intervals (depending upon the rules of the stock exchange
involved).

Typically annual reports will include:

● Chairman's report
● CEO's report
● Auditor's report on corporate governance
● Mission statement
● Corporate governance statement of compliance
● Statement of directors' responsibilities
● Invitation to the company's AGM

Other information deemed relevant to stakeholders may be included,

such as a report on operations for manufacturing firms or corporate
social responsibility reports for companies with environmentally- or
socially-sensitive operations. In the case of larger companies, it is
usually a sleek, colorful, high gloss publication.

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