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Business Communication Unit 5 Notes

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14 views

Business Communication Unit 5 Notes

NOTES of business communication

Uploaded by

msitesh0
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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Business

Communication
Unit-5
1. Conduct of Meeting
Definition: A meeting is a formal or informal gathering where individuals come
together to discuss specific topics, make decisions, or solve problems. Effective meetings
require proper planning, clear communication, and documentation.

Key Elements in Conduct of Meetings


• Agenda: A list of topics to be discussed during the meeting.
o Definition: A formal plan outlining the sequence of topics for discussion.
o Includes date, time, venue, and sequence of topics.
o Helps participants prepare for the discussion.
• Notice: A formal announcement informing participants about the meeting.
o Definition: A written communication sent in advance to notify attendees
about a meeting.
o Contains details such as date, time, location, purpose, and attendees.
o Sent in advance to ensure maximum participation.
• Notes: Informal records taken during the meeting for personal reference.
o Definition: Brief, informal documentation of key points discussed during a
meeting.
o Helps in creating formal documentation like minutes.
• Minutes: An official summary of what occurred during the meeting.
o Definition: A written record of discussions, decisions, and action points
from a meeting.
o Includes details such as attendees, key discussions, decisions made, and
action plans.
o Serves as a legal record for future reference.
2. Office Documents
Definition: Office documents are written records used for formal communication
within or outside an organization. They ensure clarity, consistency, and professionalism.

Office Memorandum
• Definition: A formal written communication used within an organization to share
policies, updates, or instructions.
• Purpose: To inform employees of decisions, policies, or updates.
• Structure: Includes heading, subject, body, and sender details.

Office Order
• Definition: A formal document issued by a higher authority to communicate
decisions or instructions to employees.
• Purpose: To communicate policies, decisions, or instructions.
• Example: Transfers, promotions, or disciplinary actions.

Press Release
• Definition: A public statement issued to the media to provide information about
events, updates, or achievements.
• Purpose: To inform the public and generate awareness.
• Format: Contains headline, date, body, contact details, and summary.

3. Business Letter Writing


Definition: A business letter is a formal written communication used to convey
messages between organizations, stakeholders, or clients in a structured manner.

Needs of Business Letters


• To convey information clearly and professionally.
• To create a positive image and build relationships.
• To maintain records of official communication.

Functions of Business Letters


• Informing, requesting, persuading, and confirming information.
• Providing evidence and legal documentation.

Kinds of Business Letters


• Formal Letters: Used for official purposes.
o Definition: Highly structured letters adhering to business etiquette.
• Informal Letters: Less formal but still professional.
o Definition: Letters used for personal or semi-formal business
communication.
• Circular Letters: Sent to multiple recipients for announcements.
• Sales Letters: Promote products or services.
• Complaint Letters: Address grievances or issues.

Layout of Letter Writing


1. Heading: Sender's address and date.
2. Salutation: Formal greeting (e.g., Dear Sir/Madam).
3. Body: Main content with introduction, details, and conclusion.
4. Closing: Formal ending (e.g., Yours faithfully).
5. Signature: Name, designation, and contact information.

Types of Letter Writing


• Inquiry Letters: To seek information.
o Definition: Letters requesting specific details about products, services, or
topics.
• Order Letters: To place orders for goods/services.
o Definition: Formal letters used to request products or services.
• Complaint Letters: To express dissatisfaction.
o Definition: Letters addressing errors, grievances, or quality issues.
• Adjustment Letters: To respond to complaints and provide solutions.
• Sales Letters: To promote products/services and persuade customers.
• Appointment Letters: To confirm employment.

4. Report Writing
Definition: A report is a structured document that presents information, analysis, and
recommendations related to a specific issue or topic.
Problems in Report Writing
• Lack of clarity and precision.
• Poor organization and formatting.
• Excessive or insufficient information.

Organization of Reports
1. Introduction: Purpose, scope, and background of the report.
2. Body: Detailed analysis, findings, and data.
3. Conclusion: Summary of findings and key takeaways.
4. Recommendations: Actions or solutions proposed.
5. Appendix: Supporting documents, charts, or references.

Techniques of Writing Reports


• Use clear and concise language.
• Organize content logically with headings and subheadings.
• Support statements with data, facts, and examples.
• Include visuals like tables, graphs, or charts for clarity.
• Edit and proofread for accuracy and professionalism.

Conclusion
Business communication plays a vital role in ensuring clarity, efficiency, and
professionalism in organizations. Conducting meetings effectively with proper
documentation and mastering formal writing techniques like business letters, office
documents, and reports are critical skills. These tools not only streamline communication
but also build organizational credibility and facilitate decision-making.

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