Business

Communications
LECTURE 4
PREPARED BY: AYEMA LODI
 1. Email

2. Business Proposal

3. Business Report

4. Informal & Formal Letter

5. Social Media Coomunication

Written Business
Communication
 Written Business Communication
• Written business communication refers to the exchange of information, ideas, and
messages through written formats within a business context.
• This can include a variety of forms such as emails, memos, reports, proposals,
letters, and instant messages.
• The key aspects of written business communication are clarity, conciseness,
professionalism, and appropriateness for the audience.
 Emails
• Emails are a fundamental tool in business communication due
to their speed, efficiency, and wide reach. They serve various
purposes and can be adapted to suit different contexts and
audiences.
 Types of Business Emails
1. Internal Email
1. Purpose: To communicate within the organization.
2. Examples: Team updates, project progress, internal announcements,
meeting invitations.
3. Characteristics: Typically more informal, concise, and direct.

2. External Email
1. Purpose: To communicate with clients, partners, suppliers, and other
external stakeholders.
2. Examples: Client inquiries, proposals, partnership discussions,
customer service.
3. Characteristics: More formal, carefully structured, and professional.

3. Promotional Email
1. Purpose: To market products or services to customers or prospects.
2. Examples: Newsletters, special offers, product launches, event
invitations.
 Types of Business Email
4. Follow-up Email
1. Purpose: To remind or reinforce a previous communication or action.
2. Examples: After meetings, following up on proposals, reminding about
deadlines.
3. Characteristics: Polite, concise, and include a clear purpose for the follow-up.

5. Transactional Email
1. Purpose: To confirm or acknowledge an action or transaction.
2. Examples: Order confirmations, payment receipts, shipping notifications.
3. Characteristics: Clear, concise, and include necessary details related to the
transaction.
 Components of Business Emails
1. Subject Line: To summarize the email content and capture the recipient’s

attention

2. Greeting: To address the recipient appropriately and set a courteous tone eg

Dear, Respected, Hi or Hellow.

3. Introduction: To introduce the purpose of the email and provide context.

4. Body: To convey the main message or information.

5. Closing: To summarize the email, indicate any next steps, and provide closing

remarks. (Be polite and clear about any expectations or actions required)
 Best Practices for Business Emails
• Clarity and Conciseness: Get to the point quickly and avoid unnecessary information. Clear and concise emails are more likely to be

read and understood.

• Professional Tone: Match the tone of the email to the recipient and context. Formal emails require polite and respectful language, while

informal emails can be more relaxed.

• Proofreading: Check for spelling, grammar, and punctuation errors. Proofreading ensures professionalism and accuracy.

• Appropriate Use of CC and BCC: Use CC (carbon copy) to keep relevant parties informed and BCC (blind carbon copy) to

maintain privacy when emailing multiple recipients.

• Timeliness: Respond to emails promptly. Timely responses reflect professionalism and respect for the recipient's time.

• Attachments: Mention any attachments in the body of the email and ensure they are appropriately named and relevant.

• Reply All Considerations: Use "Reply All" judiciously to avoid unnecessary emails to all recipients.

• Avoiding Jargon: Use clear language that can be easily understood by all recipients. Avoid jargon unless the audience is familiar with
Subject: Follow-Up on Project ABC Meeting – Action Items and Next Steps
Greeting: Dear Team,
Introduction: I hope this email finds you well. I would like to thank everyone for their active participation in the meeting held on 5th July 2024 regarding Project ABC. It
was productive, and we made significant progress in outlining our next steps.
Body: To ensure we maintain momentum, I have summarized the key action items and responsibilities agreed upon during our discussion:
1. Task 1: Market Research
o Responsible: John Smith
o Deadline: 25th August 2024
2. Task 3: Budget Plan
o Responsible: Michael Brown
o Deadline: 30th August 2024
3. Task 4: Client Communication
o Responsible: Emily White
o Deadline: 30th August 2024
Closing: Please make sure to complete your respective tasks by the specified deadlines. Should you have any questions or require further clarification, feel free to reach out
to me.
Let’s keep up the good work and ensure we stay on track with our project timeline. I look forward to seeing your progress in our next meeting scheduled for 15th August
2024.
Signature: Best regards,
Eleena White
Project Manager
+92 34630806 (Ext: 1325)
ABC Corporation
 Business Proposal
• Proposals are formal documents designed to persuade or
convince the recipient to approve a plan, idea, or request. They
are crucial in various business contexts, including sales,
projects, partnerships, and funding.
Types of Proposals

1. Business Proposals

2. Project Proposals

3. Funding Proposals

4. Research proposals
 Components of Business Proposals
1. Title Page: To provide a clear, professional introduction to the proposal.
2. Executive Summary: To provide a brief overview of the proposal’s main
points.
3. Introduction: To introduce the background and context of the proposal.
4. Problem Statement: To clearly define the problem or need that the
proposal addresses.
5. Proposed Solution or Plan: To outline the solution or plan being
proposed.
6. Objectives or Goals
7. Benefits and Justifications: To explain the advantages and rationale
behind the proposal.
8. Timeline
9. Budget
10.Conclusion: To summarize the proposal and reinforce the call to action.
11.Appendix: Additional Doscuments
 Example
Executive Summary: This Introduction: In today’s Problem Statement:
proposal outlines a competitive market, it is Currently, ABC Corporation
comprehensive marketing crucial for ABC faces challenges in
campaign designed to Corporation to stand out increasing brand awareness
enhance ABC Coporation’s and engage with its target and driving engagement
brand visibility and increase audience effectively. Our through digital channels.
customer engagement in Q4 proposed marketing The existing marketing
2024. Our campaign will campaign aims to address efforts have shown limited
leverage digital marketing this need by employing results, indicating a need for
strategies, including social innovative strategies Conclusion:
a refreshed We andaredynamic
excited about
media, email marketing, and tailored to your brand’s the opportunity to collaborate with
approach.
content creation, to achieve a objectives and target ABC Corporation and drive
projected 20% increase in demographic. significant growth through our
leads and a 15% growth in innovative marketing campaign.
sales. Please review the proposal and let
us know if you have any questions
or would like to discuss it further.
 Business Reports

A business report is a formal document

that presents information, analysis, and
recommendations relevant to a specific
business situation or decision. Business
reports are used to communicate essential
information, document findings, and
provide a basis for decision-making within
an organization.
 Components of a Business Report
1. Title Page: To provide the title & basic information about the report
2. Table of Content
3. Executive Summary
4. Introduction
5. Methodology: To describe the methods used to gather and analyze data.
6. Fibdings and Results
7. Analysis
8. Conclusion
9. Recommendation
10.Appendix
 Example
Executive Summary: This Introduction:The purpose of Methodology:
report presents a this report is to analyze the Data for this report was
comprehensive market analysis market conditions for XYZ collected from multiple
for XYZ Corporation, focusing Corporation’s product line. The sources, including industry
on the current market report aims to provide insights reports, market surveys, and
conditions, competitive into market dynamics, identify competitor analysis. The
landscape, and consumer key competitors, and research methods included
trends. The findings highlight understand consumer quantitative analysis of market
significant opportunities and preferences. The findings will data and qualitative
challenges in the market. inform strategic decisions to assessment of consumer
Based on the analysis, improve market share and trends. Data was analyzed
recommendations are provided profitability. using statistical tools and
to enhance XYZ Corporation’s market analysis frameworks.
market position and drive
growth.
 Example

Analysis/Discussion:The market analysis

reveals that XYZ Corporation has significant
growth potential in emerging markets.
However, the company needs to address its
distribution challenges and production costs to
compete effectively. Consumer trends towards
eco-friendly products present an opportunity
for product innovation.