UNIT-3 Business Communication notes for bba

UNIT-3
Business Correspondence
-BY
SURBHI MAHENDRU

TOPICS TO BE COVERED:
• General Principles of Writing,
• Meeting - Agenda, Notice, Minutes, Office
Memorandum, Office Orders, Press Releases,
• Business Letter Writing -Need, functions;
kinds, the layout of letter writing, Types of
letter writing.
• Writing Resume, Job Application letter.
• Report writing, Types of Business Reports,
Format of Business Reports.

General Principles of Writing
• Ineffective communication can cause
unnecessary confusion and complications at
work. Your immediate relationships can suffer,
your reputation is at risk, and your contributions
are, literally, less meaningful. However, if you can
improve your business writing, you can improve
your effectiveness (and status) within your
organization. So, let’s take a quick look at the top
five principles of effective business writing with
tips for how you can use them to your advantage.

…
1. Align your writing style to your audience’s goals
• When you can align your writing style to your audience’s
goals, it’s easier to achieve your own. But, first, you have to
ask yourself:
• Who am I trying to reach with this message?
• What do I need from them?
• Why will this message be important to them?
• What are their priorities?
• And, how can I shape this message so it positively impacts
both me and my audience?
• There are subtle yet significant differences in how you
approach different communication formats and channels.
Plus, you need to address audience pain points, motivations,
and goals. Understanding how and when to use different
business writing styles will greatly impact whether your
message achieves the desired result.

…
2. Tailor your tone to the task at hand
• Go beyond professional and empathetic business communication by
tailoring your writing tone to the context of your message:
• Who are you communicating with? An internal email to a peer
should look different from a one-on-one chat with a customer.
• What is your role within the company? HR communications tend to
require a higher level of empathy than, say, a report from the sales
department.
• On what channel are you communicating? A live customer support
chat must be more compassionate and concise than an in-depth
report you email to your CEO.
• When in doubt, you can use Grammarly’s tone detector to verify that
your message is hitting the right notes. Our new brand tones feature
is particularly useful to ensure tone matches your overall brand
personality, regardless of your communication context. A carefully
tailored tone fosters better business relationships by ensuring your
messages are always interpreted as you intend them to be.
• Then, you can craft a message structure and format to help your
audience scan and digest meaning quickly and clearly.

…
3. Leverage structure and formatting to improve clarity
• If you’ve ever received a long email from a colleague that buried the
main point of several scrolls down, you know how significant structure
is in keeping your audience engaged.
• Formatting can make or break the effectiveness of your message.
• Here’s another example: A short sales email can work well when
crafted as a friendly few sentences. However, if you’re answering
complex questions that require several paragraphs (which might
include messages more digestible as bullet points), maybe you need to
tease out your message into companion documentation like a sell
sheet or share a product/services deck.
• What else can impact effective communication? Subtle choices, such
as the font, spacing, ordered or bulleted list items, headers, and
document justification (or margin alignment) also impact scannability
and readability. For longer documents, don’t overlook the value of a
table of contents or a compendium of appendices. You want to make it
easy for your audience to find and focus on what matters most to
them.

…
4. Maintain consistency
• To establish and maintain trust with your
audience, you’ve got to communicate your
clear, tailored messages consistently. A brand
or team style guide can be a powerful tool for
keeping your team—and the company as a
whole—on the same page. When you define
and stick to your style guides, you project a
cohesive brand presence across all
communication touchpoints. This invites
brand recognition and brand trust, your
ultimate business currency.

…
5. Write with a clear call to action in mind
• A clear call to action is vital if you want to make
an impact and generate results. After all, clearly
defining your expectations or making an “ask” of
your audience does more than influence
behavior. It also lets you connect honestly and
directly with your audience, who will likely
appreciate your straightforwardness.
• Even if your only intent is to share pertinent
information, be sure to clarify that no further
action is necessary on your reader’s part. A clear
call to action helps prevent misunderstandings,
improve internal productivity, and fosters positive
relationships through improved team and
customer experiences.

3 Components of a Business Meeting:
Notice, Agenda and Minutes
Notice of a Meeting:
• When a meeting is to be convened, a notice is required to be
sent to all who are to attend it. It should satisfy these
conditions:
1. It should be under proper authority
2. It should state the name of the organization
3. It should state the day, date, time, and place. Also, sometimes,
how to reach the place
4. It should be well in advance. Some require seven days’ notice,
and some 48 hours
5. It should state the purpose and, if possible, the agenda
6. It should carry the date of circulation and the
convener’s/secretary’s signature
7. It should go to all persons required at the meeting

How To Write a Notice of Meeting
Letter (With Example)
• A notice of meeting letter is a document that
informs a group of people when and where
their company is holding an assembly. These
letters effectively communicate the meeting's
information so that the recipients know when
the meeting occurs. If you're part of a
company's administrative team, then you
might want to learn how to write a letter to
inform of a meeting.

What to include in a notice of meeting letter?
Notice of meeting letters has several components, such as:
• Meeting Type: This informs the recipient of what type of meeting this
assembly is. There are regular, annual and special meetings.
• Meeting participants: There are several groups of people that the company
can invite to the meeting. It's important to include the meeting participants,
so that each group knows whether they're supposed to attend the gathering.
• Meeting date and time: The main purpose of a notice of meeting letter is to
inform the recipients of the date and time of the meeting. The professional
who writes the letter includes this information, so the attendants arrive on
time.
• Meeting purpose: Each notice of meeting letter includes the assembly's
meeting. This gives the readers context regarding the content of the assembly.
• Meeting location: These letters also include the location of the meeting. This
is important information because the recipients need to know where the
company is holding the meeting.
• Meeting agenda: Letters of notice also include a meeting agenda, which is a
list of topics that the meeting covers. Adding this information helps the
recipients prepare for the assembly.

Notice of meeting letter template
• Here's a notice of meeting letter template you can use as an outline when writing your own:
[Name of company]
[Company address]
[Date]
[Include a brief subject line to inform the readers about the topic of the letter.]
[Start the letter by giving the recipients a notice about the meeting. State the meeting
information, such as its time, place and location. Also include the title and type of meeting, along
with its participants. Make a brief statement about the topic of the meeting.]
[Agenda]
[Subject of discussion]
[Conclude the letter by thanking the readers and reminding them to be present for the meeting.]
[Sincerely,]
[Your first and last name]
[Title]
[Phone number]
[Email address]

AGENDA WRITING
• An agenda, also called a docket or a schedule,
is a list of activities in the order they are to be
taken up, from the beginning till the
adjournment. An agenda helps in preparing
for a meeting by providing a list of items and a
clear set of topics, objectives, and time frames
that are needed to be discussed upon.

…
• An Agenda normally includes the following elements −
• Meeting Agenda Title − at the top; preferably center-aligned
• Meeting Information − Description of the purpose
• Objective − description of Agenda
• Date − for maintaining records of correspondence
• Location − the place of the meeting
• Time − the actual time of commencement of the meeting
• Meeting Type − brainstorming or Discussion or Assessment
• Time of Arrival − time to begin the meeting
• Time of Adjournment − the time the meeting ends
• Attendees − Number of people present, with their names
• Preparation for the meeting-
Please read
Please bring
Action Items

UNIT-3 Business Communication notes for bba

MINUTES
• The minutes of a meeting are the record of the discussions/decisions therein. They
have an official status; they are useful in law, and in some cases required by law to
be written. Minutes are final when they are approved by the members of the
group to which they relate, generally in the next meeting, and signed by the
chairperson.
• Even if there are emotional moments in a meet, the minutes are written in an
unemotional manner, are cool, factual, impersonal, and impartial. Moreover, such
are the demands of time on most people that the minutes should be concise,
boiled down to the essentials.
• Only some organizations’ require that they record the detailed discussions as well
(i.e. who said what and what were the reactions… until the decision was reached).
Normally, the body of the minute’s records-
• (a) The motions and amendments
• (b) The proposer and seconded of motions
• (c) The details of voting, if any
• (d) Recommendations
• (e) Decisions/ resolutions
• (f) Tasks assigned to individuals, sub-committees

…
• The overall minutes should give:
1. The name of the organisation/ unit
2. Day, date, time and place
3. Number in order (e.g. 33rd meeting of…)
4. Names of chairperson and secretary
5. Names of members present
6. Names of the absent
7. Attendees by special invitation, e.g. auditor, caterer,
etc.
8. Record of the transactions (on the guidelines given
above)
9. Signature of the secretary and, after approval, that of
the chairman.

Business Letters: Definition, Types,
Format and Tips!
• A business letter is a professional, formal letter
that is sent by one company to another. These
letters can be used for professional
correspondence between business clients,
employees, stakeholders as well as individuals.
• Whether you need to tell a potential client about
your product, collaborate with another company,
convince someone to attend your event, or give a
thank you note – a well-written business
letter can stand out. Business letters demonstrate
a level of professionalism and class, however,
writing them becomes a tedious task when you
are unfamiliar with the concept.

Types of Business Letters
1. Cover Letters
• First up, a cover letter is a one-page document that candidates submit along with their resumes. It
takes the employer on a guided journey of their greatest career & life achievements.
• No matter if you’re a student or an experienced professional, a cover letter is an important
document to show your skills, experience, and why you’re fit for the position you are applying for.
• Tips:
• Don’t try to fit your whole career in your cover letter. It should have a carefully curated collection of
stories.
• Don’t state a skill that you don’t actually have. You’ll definitely regret it when you’re asked to use
that skill in the interview.
• Keep it concise and to the point. The employer does not have time to sit down and read an entire
memoir.
2. Business Invites
• These letters are a formal way to reach out to a company or an individual and invite them to attend
an event hosted by your company.
• As business events tend to be formal, an invitation letter is most likely to be formal as well. But, if
you are organizing a casual event, it should be reflected in your invite and tone.
• Tips:
• Write the letter in such a way that it builds anticipation about the event.
• Clearly mention the date, time, and venue.
• Set a friendly follow-up to remind them of the event.

…
3. Complaint Letter
• This letter is a way to formally express your disappointment formally. You can report a
bad experience, poor customer service, or let a company know that their products didn’t
meet your expectations.
• The key to this letter is that it shouldn’t sound like you are nagging, but also shouldn’t
lose its importance if you want to be taken seriously.
• Tips:
• Don’t get too emotional or over-the-top angry. Just state the facts.
• Be cordial and professional. Let them know the entire story and how’d you like them to
rectify their mistakes.
4. Letter of Resignation
• A letter of resignation is a document that notifies your employer that you’re leaving your
job. Whether you work at a coffee shop or a big-shot company, it’s proper protocol to
submit a letter of resignation before you leave.
• Also, if you have an urge to send an incendiary letter of resignation, don’t give in! You
might cross paths with these people again.
• Tips:
• Keep it simple, stick to the facts, and don’t start complaining. Resignation letters are not
the right place for complaints & critiques.
• Thank your boss and/or the company for the opportunities and describe some of the key
things you learned on the job.
• If you’re in a high-profile position, consider your words super carefully because your
letter would likely be made public.

…
5. Order Letters
• Also known as “purchase orders”, these letters are used to order things or buy material. They
act as a legal record, documenting the transaction between the buyer and seller.
• These letters are generally written by one business to another business to make an order or
to modify it.
• Tips:
• Be concise and clear to avoid any misunderstanding or confusion.
• Include everything the seller would need to deliver the order and get the payment.
• Provide contact information for future conversations or follow-up.
6. Letter of Recommendation
• These letters intend to recommend someone for an internship, job, fellowship, or other such
opportunities.
• Before hiring an employee, many employers ask for such kinds of letters. It tells why the
person the letter is about is a good person to hire and describes their strengths & abilities.
• Tips:
• Be honest and don’t agree to write a letter to someone you don’t know.
• Use specific examples to highlight the person’s strengths, skills, and abilities.
• Include why you believe the candidate would excel in the role.
• Many times, people overlook the importance of writing persuasive business letters because
the concept just doesn’t interest them. As a result of which, people don’t know how to write
a business letter.

How to Write a Business Letter in 9
Simple Steps?
Step 1: Sender’s Information
• If you want a reply, you need to understand how to address a business letter
properly.
• In this section, you’ve to write your address, contact number, and email
address.
• Many people include their full name at the top too. However, others think that
it’s unnecessary because you are going to sign the letter with your name
anyway.
• Want to save some time?
Step 2: Date
• Rather than abbreviating with numbers, write the entire date.
• When you’re writing to American companies, use the American date format i.e,
put the month before the day.
• Example: October 20, 2016
• Write the date before the month if you’re sending a letter in the U.K. or
Australia.
• Example: 20 October 2016

…
Step 3: Recipient’s Address
• This is the address where your letter will be delivered.
• Write the recipient’s name, their title (Ms./Mrs./Mr./Dr), and their address. Make sure
you’re as specific as possible so that it reaches the right destination.
• If you don’t know the person’s name, a little research won’t harm you! Call the company
or speak to the employees of the company to find out the name.
Example:
• Mr Mike Brown
• Executive Director
• XYZ, Inc.
• 602 Melrose Avenue
• Los Angeles, California 90038
• Tips:
• In case you’re unsure about a woman’s preference in being addressed, use ‘Ms’.
• If you think that your recipient uses ‘Dr’ or has some other title, use that. (Usually, people
don’t mind being addressed by a higher title than they actually possess, but they don’t
wanna be addressed by a lower one.)

…
Step 4: The Salutation
• A salutation isn’t just a simple greeting, it’s an indicator of respect. You can choose
the salutation based on how well you know the person and the context of your letter.
• If you know the person you’re sending the letter to, and you mostly address them
with their first name, it’s okay to use their first name in the salutation. (For example,
Dear Mike)
• However, there are exceptions to this case too.
• Let’s take an example.
• The dean at XYZ college might be your uncle, but if you’re writing to him regarding
an official matter, it would be best if you use the salutation “Dean (Last Name)” or
“Dr. (Last Name)” because there’s a chance that other people handle his letters and
emails.
• If you don’t know someone, always use the personal title and their last name.
• If you are not sure of someone’s gender, you can use their full name. (For example,
Dear Taylor Brown)
• If you don’t know specifically whom you’re sending the letter to, use “to whom it
may concern.”
• Whatever the situation is, make sure that you end the salutation with a colon. (Not a
comma!)

…
Step 5: The Body
• This is the most important part of your letter. The body should contain a few (mostly
three) concise paragraphs, each with a clear purpose.
• If you want your reader to get the best possible impression, keep your message crystal
clear.
• In the opening paragraph, introduce yourself and clarify the point of your letter. You
can also mention mutual connections here, in case the recipient doesn’t know who
you are.
• You can write “I am writing to you regarding…” as the opening line.
• In the next paragraph, go into the details of your main point.
• In the closing paragraph, briefly summarize your points, restate the letter’s purpose
and tell your planned course of action.
• Tip: Try to avoid lengthy, meandering sentences and just get straight to the point.
Step 6: Closing
• Here, you’ll mention that the recipient can contact you or your team if he has any
concerns or questions. You can also thank him or her for reading the letter.
• Make sure that the closing isn’t more than two sentences long!
• For instance, you can write:
• Kindly email me at (your email) to schedule a meeting. Thank you!
• If you have any queries, don’t hesitate to call me at (your contact number).

…
Step 7: Complimentary Closing
• This is a short remark that marks the end of your letter. You’ve got a lot of options here but choose
the one that reflects the formality of your relationship.
• Recommended formal closings include “Yours Truly” or “Respectfully” or “Sincerely”.
• If your letter is less formal, you can write “All the best” or “Thank you” or “Regards” or “Best”.
• Regardless of what you choose, add a comma to the end of it.
Step 8: Signature
• Below the complimentary close, sign the letter.
• Make sure that you skip at least four lines so that there’s enough room for your signature. After that,
type out the name that has to be signed.
• You can include your job title below your full name too.
• Here’s the format:
• Your signature
• Typed full name
• Title
Step 9: Enclosures (If applicable)
• If you plan to send anything along with your business letter, you can indicate this simply by
writing Enclosures after the signature.
• Consider it the print version of “please find attached” for emails.
• If you have included many documents, make a list that tells the recipient what he needs to look for in
the envelope.

REPORT WRITING
What is a Business Report
• A business report is formal documentation consisting of theoretical and
quantitative information about a business. It is highly research-based
and backed up with data, facts, and analysis.
• It is to be noted that every business communication report serves a
purpose for business. It should help the organization to make sound
decisions based on data and accurate information.
• A formal business report is drafted in an orderly manner starting with:
o Introduction
o Body
o Conclusion
o Recommendation
o References

The objective of business communication report writing
• The objective of a business report should be clear
and purpose-driven. There are more chances of
getting wrong interpretations if the objective of
the report is not set.
• To set the objective the managers need to
identify gaps and assess improvements the report
will initiate. The overall aim of any report should
be to help the organization to take corrective
action and maintain the efficiency of a business.
• Moreover while drafting the report it is also
important to make sure that the report is not
biased as there is no room for subjectivity.

Types of Business reports
1) Informational Reports
• A business uses this report to provide clear but descriptive
information. The report does not involve any personal
opinion but is more objective. For example the number of
branches a business has. The amount of revenue generated
by these branches. The number of employees it contains etc.
2) Analytical Report
• As the name suggests, this report represents an analytical
framework for the business. Which can be used by various
departments such as sales, HR, administration, or finances
for strategy implementation.
• A business that wants to grow 20% by the next quarter
would require an analytical report to analyze its competitor,
customer preferences, sales channels, and external factors
to reach its goal.

…
3) Research Report
• One of the key driving forces for any business is a research report. To
grow sustainably the business needs to offer new products and
services and identify new market opportunities.
• To do so, the business needs to focus on research and collecting
consumer data that would help the departments to produce new
products and test the new market as per the changing environment.
4) Routine Report
• Routine reports are prepared to assess the daily activities of a
business. A manual audit is conducted for all processes and SOPs
followed by departments. This allows the business to look for
deviations and inconsistencies, and measure the performance.
• Routine reports are more concise in nature and avoid long
descriptions. These reports are often used by managers and senior
executives to make the team work smoothly and efficiently.

…
5) Progress Report
• Also known as an after-work report. Represent
the progress and analysis of the effort and
action implemented by the team. The
progress report measures the improvement
and compares it with the benchmark set. If
the effort outcome is not up to the mark, then
corrective actions are taken by the firm.

UNIT-3 Business Communication notes for bba

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UNIT-3 Business Communication notes for bba