COMMUNICATION

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COMMUNICATION
Basics

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COMMUNICATION
QUESTION
Define Communication. [2]
1. The process by which information, ideas, attitudes and emotions are exchanged between one
person and another by the use of a common system of symbols, signs and behaviour.
(Hammond S 1998:19)
2. The giving, receiving or exchange of information, opinions or ideas by writing, speech or
visual means or a combination of these three- so that the material communicated is
understood by everyone.

QUESTION
Elements of communication [10]
The elements are discussed in short below:
1. Two or more parties: communication must involve at least two parties. One party acts
as the SENDER of message and another is the RECEIVER of that message.
2. Message: The second important elements of communication are message or information
that the sender wants to communicate. Messages may take the form of feelings, wishes,
attitudes, ideas, facts, information or any other perceivable matter. The messages that a
sender wants to send, should be meaningful to the receiver.
3. Business related information: Information that the sender transmits should be related to
business. Similarly the feedback from the receiver should also be business based.
4. Media or channel: Channel of medium is a pre-requisite of communication. It is the
means of transmitting messages from sender to receiver. Communication media can be
verbal and nonverbal. The verbal media may be of oral and written. Verbal media of
communication include telephonic conversation, fax, newspaper, books, journals etc. On
the other hand, gestures, and body language, facial expression etc. Are the media of nonverbal communication? The sender must select appropriate media for successful
communication.
5. Feedback: The final element of communication is feedback. It is the response or reaction
of the receiver regarding the senders message. Feedback describes how the message is
being interpreted by the receiver. It is regarded as the instrument for evaluating the
success of communication process.
6. Noise: The messages are transferred from encoder to decoder through channel. During
this process the messages may distracted or affected by physical noise like horn sounds,
thunder and crowd noise or encoded signals may distract in the channel during the
transmission process which affect the communication flow or the receiver may not
receive the correct message

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QUESTION
Functions of communication [10]
Some of its major functions are as follows:
1. Informing: The principal function of communication is informing messages to others. It
really is done verbally or non-verbally. Verbal messages might be either oral or written.
On the other hand, non-verbal messages can be sent via human body language, gestures,
posture etc.
2. Persuading: One more essential functionality of communication is persuading a single
party by another. In business, management persuades the employees to make certain that
employees persuade management so that management accepts their ideas, opinions and
suggestions. The business also communicates with external stakeholders to persuade
them.
3. Integrating various divisions and departments: Attainment of organizational goals
requires integration and coordination of activities performed by various individuals,
groups and departments. Management can put together and coordinate those people
divisions and departments by building a communication network for the whole
organization.
4. Creating relationships through external parties: Communication creates relationships
not just with internal parties but also with the external parties like customers, suppliers,
investors, general community and government. Communication through these external
parties could be the for survival of an organization.
5. Improving labor-management association: Theres no option to excellent labormanagement relationship for achieving organizational goals. Therefore, a significant
purpose of communication is to increase labor management relationship. Communication
helps each party to express themselves and produce an atmosphere of cooperation.
6. Helping in decision making: Management is absolutely nothing but producing decisions
for creating decision, management requirements information. The function of
communication is to supply relevant info on the management in time so that they are able
to make appropriate decisions.
7. Reducing misunderstanding: In the absence of communication, misunderstanding,
distance, conflict, controversies etc. May perhaps a rise inside the organization.
Communication helps to overcome and avoid these misunderstanding, disagreement and
controversies.
8. Solving problems: Difficulties are favorite to every business. A business faces good deal
of difficulties in its day-to-day operations. Achievement of business depends on timely
items of individual problems. Item of these problems is impossible without the need of
appropriate communication with the concerned parties.

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COMMUNICATION
QUESTION
Major forms of communication [10]

Intrapersonal Communication
Interpersonal/Dyadic Communication
Extra personal
Small Group Communication
Public Communication
Mass Communication

INTRAPERSONAL COMMUNICATION

Intrapersonal communication is a communication which happens yourself. Here both
Source (sender) and receiver is only one. so, the feedback works without any interruption.
Example: A person can communicate himself through pain, thinking, feelings and
emotion etc.

INTERPERSONAL COMMUNICATION (Dyadic Communication)

In Interpersonal/Dyadic communication, two persons are involved in this communication
process. Here the Source becomes a receiver and receiver become Source because of
dynamic communication process were the feedbacks are shared between Source and the
receiver.

SMALL GROUP COMMUNICATION

Small group communication takes place in a group, usually comprising five to 10
people. This form of communication serves relationship needs (like companionship,
family bonding and affection or support) as well as task-based needs, for example,
deciding on disciplinary action or resolving conflict in the workplace.

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PUBLIC COMMUNICATION

In public communication, Source or messages from a single person will reach or received
by huge number of audience. But in this communication there is no mutual feedbacks
between source and receiver like small group communication and its only focused on
Speaker.

MASS COMMUNICATION

In mass communication, basically have a large number of audience and they are all cant
grouped together in one place so we need certain tool or technology for communication
process. But in mass communication, there is no direct access with receiver. So, for that
they need media like newspaper, radio, television and internet. Here the audience
feedback is very less or delayed.

EXTRA PERSONAL COMMUNICATION

 It is the communication between man and environment i.e. mans interaction with
environment like interaction with plants and animals.

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 Communication between human beings and non-human entities is extra personal
communication. For example, when your pet dog comes to you wagging its tail as soon
as you return home from work, it is an example of extra personal communication.
 Communication between human beings and non-human entities is called as extra
personal communication. For e.g. your parrot responding your greeting. In this type of
communication understanding is required between sender and receiver. Receiver
responds in sign language

QUESTION
Models of communication [10]
a. Linear model
b. Interactive model
c. Transactional model
LINEAR MODEL
The linear model views communication as a one-way or linear process in which the speaker
speaks and the listener listens.

Shannon and Weavers (1949) model includes noise or interference that distorts understanding
between the speaker and the listener. Figure shows a linear model of communication:

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INTERACTIVE MODEL
The main flaw in the linear model is that it depicts communication as a one-way process where
speakers only speak and never listen. It also implies that listeners listen and never speak or send
messages.
Schramm (1955) in Wood (2009) came out with a more interactive model that saw the receiver or
listener providing feedback to the sender or speaker. The speaker or sender of the message also
listens to the feedback given by the receiver or listener. Both the speaker and the listener take
turns to speak and listen to each other. Feedback is given either verbally or non-verbally, or in
both ways.

TRANSACTIONAL MODEL
The main drawback in the interactive model is that it does not indicate that communicators can
both send and receive messages simultaneously. This model also fails to show that
communication is a dynamic process which changes over time.
The transactional model shows that the elements in communication are interdependent. Each
person in the communication act is both a speaker and a listener, and can be simultaneously
sending and receiving messages.

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QUESTION
Difference between communication process and communication model [10]

QUESTION
Communication process [10]
Communication process consists of some interrelated steps or parts through which messages are
sent form sender to receiver. The process of communication begins when the sender wants to
transmit a fact, idea, opinion or other information to the receiver and ends with receivers
feedback to the sender.
.
The main components of communication process are
Sender,
Message,
Channel,
Receiver
Feedback
Noise

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Steps or elements of communication process

The communication process refers to the steps through which communication takes place
between the sender and the receiver. This process starts with conceptualizing an idea or message
by the sender and ends with the feedback from the receiver. In detail, communication process
consists of the following eight steps:
1. Sender: In the first step, the communicator develops or conceptualizes an idea to be sent.
It is also known as the planning stage since in this stage the communicator plans the
subject matter of communication.
2. Encoding: Encoding means converting or translation the idea into a perceivable form that
can be communicated to others.
3. Message: After encoding the sender gets a message that can be transmitted to the
receiver. The message can be oral, written, symbolic or nonverbal. For example, when
people talk, speech is the message; when people write a letter, the words and sentences
are the message; when people cries, the crying is the message.
4. Medium: Medium is the channel or means of transmitting the message to the receiver.
Once the sender has encoded his into a message, the next step is to select a suitable
medium for transmitting it to the receiver. The medium of communication can be
speaking, writing, signaling, gesturing etc.
5. Transmission of message: In this step, the sender actually transmits the message through
chosen medium. In the communication cycle, the tasks of the sender end with the
transmission of the message.
6. Receiver: This stage simply involves the reception of senders message by the receiver.
The message can be received in the form of hearing, seeing, feeling and so on.
7. Decoding: Decoding is the receivers interpretation of the senders message. Here the
receiver converts the message into thoughts and tries to analyze and understand it.
Effective communication can occur only when both the sender and the receiver assign the
same or similar meanings to the message.
8. Feedback: The final step of communication process is feedback. Feedback means
receivers response to senders message. It increases the effectiveness of communication.
It ensures that the receiver has correctly understood the message. Feedback is the essence
of two-way communication
9. Noise: Noise is any type of disruption that interferes with the transmission or
interpretation of information from the sender to the receiver.

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QUESTION
The main components of communication process 10]

The main components of communication process are as follows:

1. Context - Communication is affected by the context in which it takes place. This
context may be physical, social, chronological or cultural. Every communication
proceeds with context. The sender chooses the message to communicate within a
context.
2. Sender / Encoder - Sender / Encoder is a person who sends the message. A
sender makes use of symbols (words or graphic or visual aids) to convey the
message and produce the required response. For instance - a training manager
conducting training for new batch of employees. Sender may be an individual or a
group or an organization. The views, background, approach, skills, competencies,
and knowledge of the sender have a great impact on the message. The verbal and
non verbal symbols chosen are essential in ascertaining interpretation of the
message by the recipient in the same terms as intended by the sender.
3. Message - Message is a key idea that the sender wants to communicate. It is a
sign that elicits the response of recipient. Communication process begins with
deciding about the message to be conveyed. It must be ensured that the main
objective of the message is clear.
4. Medium - Medium is a means used to exchange / transmit the message. The
sender must choose an appropriate medium for transmitting the message else the
message might not be conveyed to the desired recipients. The choice of
appropriate medium of communication is essential for making the message
effective and correctly interpreted by the recipient. This choice of communication
medium varies depending upon the features of communication. For instance Written medium is chosen when a message has to be conveyed to a small group of
people, while an oral medium is chosen when spontaneous feedback is required
from the recipient as misunderstandings are cleared then and there.
5. Recipient / Decoder - Recipient / Decoder is a person for whom the message is
intended / aimed / targeted. The degree to which the decoder understands the
message is dependent upon various factors such as knowledge of recipient, their
responsiveness to the message, and the reliance of encoder on decoder.
6. Feedback - Feedback is the main component of communication process as it
permits the sender to analyze the efficacy of the message. It helps the sender in
confirming the correct interpretation of message by the decoder. Feedback may be
verbal (through words) or non-verbal (in form of smiles, sighs, etc.). It may take
written form also in form of memos, reports, etc.

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QUESTION
Different Types Of Noise [10]

Psychological noise
Psychological noise results from preconceived notions we bring to conversations, such as
racial stereotypes, reputations, biases, and assumptions. When we come into a
conversation with ideas about what the other person is going to say and why, we can
easily become blinded to their original message. Most of the time psychological noise is
impossible to free ourselves from, and we must simply strive to recognize that it exists
and take those distractions into account when we converse with others.

Physiological noise
Physiological noise has to do with distractions from the natural effects of the body, such
as being tired or hungry.The pains a person received will also result in physiological
noise. For instance, great anger or sadness may cause someone to lose focus on the
present moment.

Physical noise
Physical noise is any external or environmental stimulus that distracts us from receiving
the intended message sent by a communicator.Examples of physical noise include: others
talking in the background, background music, a startling noise and acknowledging
someone outside of the conversation.

Semantic noise
This is noise caused by the sender. i.e., the encoder. This type of noise occurs when
grammar or technical language is used that the receiver (the decoder) cannot understand,
or cannot understand it clearly. It occurs when the sender of the message uses a word or a
phrase that we don't know the meaning of, or which we use in a different way from the
speakers. This is usually due to the result that the encoder had failed to practice audience
analysis at first. The type of audience is the one that determine the jargon one will use.

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QUESTION
Explain communication breakdown & communication barrier [10]
Communication Breakdown

A lack of communication; a failure to exchange information

A communication breakdown occurs when communication is incomprehensible to one
party or entirely absent between two people.

Communication barrier

Barriers to communication mean obstacles to the process of communication.

Communication barriers are the problems that arise at every stage of the communication
process and have the potential to create misunderstanding and confusion.
Communication, when it is impeded and does not reach the receiver is often somewhat
ineffective and the impediments are known as barriers.
Factors that inhibit the effective flow of information that communication.
Communication barriers impede the flow of information or create problems in
understanding and acceptance of information.

QUESTION
Barriers to communication [10]
ORGANIZATIONAL BARRIERS:
The barriers that generate form within the organization are known as organizational barriers may
be of the following types:
1. Negative organizational climate: Negative attitude of top management discourages
communication initiative of the employees.
2. Absence of communication policy: Well-designed communication policy encourages
communication in the organization. In the absence of such policies, employees fail hesitate to
communicate.
3. Excessive authority layers: Excessive authority layers acts as a severe impediment to
successful communication. In the case of excessive authority impediment to successful
communication. In the case of excessive authority layers, information reaches to its final
destination passing through several hierarchical levels. As a result, information may be
distorted or lost. Excessive authority layers also causes delay in communication.
4. Filtering: Filtering implies willful distortion of information. This problem usually arise in
upward communication. In upward communication, employees tend to pass only those
messages that create positive impression about them.

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INDIVIDUAL BARRIERS: Barriers created by the sender and receiver are known as individual
barriers. Such barriers include the following:
1. Differences in personality: Personality is the set of attributes that define a person. Every
person holds a distinct personality. This individual nature of personality acts as barrier to
communication.
2. Perceptual differences: Perception is the unique way in which people respond or interpret an
object. Difference in perception is a very common problem in effective communication.
3. Fear: Fear of reprisal or attack, fear of criticism for knowing very little etc. may create
problem in communication.
4. Stereotyping: Stereotyping is generalizing about a class of people or events that is widely
held by a given culture. In case of stereotyping, people develop communication statements
and mindsets about others.
5. Halo Effect: The halo effect is the tendency to use a general impression based on one or a
few characteristics to judge other characteristics of that same individual. For example, a
manger might identify one trait of an employee, such as an excellent attendance record, and
perceive that the employees productivity and quality of work must also be outstanding.
6. Inattention: Sometimes communication does not reach due to the inattention of the receiver.
Such inattention may result from busyness, lack of interest about subject, suffering from
disease or family problem etc.
o

LANGUAGE OR SEMANTIC BARRIER: A common barrier to effective communication is

semantic distortion, which can be deliberate or accidental. Semantic problem arises when words
and symbols have different meanings for different people that lead to a misunderstanding. For
examples, an advertisement states, we sell for less. It is ambiguous and raises the question: less
than what? In another case, during meeting, a male colleague said to one of his female colleague,
Why dont you dye it? meaning her hair. The female colleague thought he said, Why dont
you diet? she did not speak to him for a month. Semantic barrier presents difficult challenge
when people from different cultures communicate with each other.
OTHER BARRIERS: The following factors also act as the barrier to effective communication:
2. Information Overload: Information overload may also be a problem of effective
communication. Information overload is the situation when a person is given too much
information at a time.
3. Faulty expression: Faulty expression of message fails to convey exact meaning to the
receiver. It happens due to lack of clarity, use of vague terms, badly expressed information,
improper organization of ideas etc.
4. Status or power difference: Communication problem may arise when people of different
power or status try to communicate with each other. For example, the manager of a company
may neglect suggestion from his subordinates simply because of difference in their status.
This under treatment of people makes the communication ineffective.
5. Negative attitudes to change: Some people always resist any kind of change in the
organization. They think that old is good, and are fearful about the changes. Therefore, they
create problems in communication through inattention, false interpretation, rumor, resistance
and non-cooperation.
6. Noise: Environment factors may also disrupt effective communication. One such factor is
noise. For example, in oral communication, noise hiders smooth flow of information or
message. In factories, loud noise of machines makes oral communication very difficult.

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COMMUNICATION
QUESTION
Overcoming Barriers to communication [10]

Developing flat organization structure: In modern time, organizations prefer flat

structure to tall one. Flat structure has fewer heretical levels that reduce communication
gap between superiors and subordinates. Therefore, business enterprises in any country
should design flat structure in place of the traditional tall structure.
Specifying objective of communication: In order to overcome the problem of
ambiguity, communicator should specify the objective of communication. This will help
him to arrange the message concisely and clearly.
Clear-cut message: Top executives should send clear orders, instructions, policies,
procedures and directions so that misunderstanding and confusion do not arise. This will
enhance the effectiveness of communication.
Using simple language: Language creates numerous communication problems in
organization. Employees in the organization are neither equally educated nor trained.
Therefore, the communication should use simple and common words. At the same time,
they should avoid technical jargons so that everyone can understand it.
Selecting proper media: Appropriate media should be used for effective
communication. Management should decide when to use oral medium and when to use
written medium. While selecting media, management must consider the nature of the
message, its importance and complexity.
Encouraging feedback: Managers should encourage feedback from subordinates to
attain the objective of communication. This will help the manager to know the reaction of
subordinates and to take proper action.
Providing communication training: Organizations can provide training to enhance
communication skills of their employees. In this regard, organizations can arrange
seminars, symposiums or institutional training programs.
Creating congenial labor management relationship: Harmonious relationship between
labors and management is essential for successful communication. Relationship between
them affects the level of importance one party gives on the message of other. Therefore,
management and labor should cooperate with each other to create a favorable
communication climate.
Using modern communication technologies: In order to facilitate speedy and regular
communication, organizations need to use modern communication devices.
Encouraging informal communication: To make formal communication effective,
organizations can arrange informal channels. This will obviously promote good
relationship among the participants in the organization.
Unbiased attitude of management: Management should be free from political, regional
and religious biasness. Their neutral attitude will bring a fair environment of
communication in the organization.

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QUESTION
Explain the following types of communication
a) Verbal Communication
b) Nonverbal Communication [10]

VERBAL COMMUNICATION:
Verbal communication is the process of exchanged of information or message between two or
more persons through written or oral words.
Forms of verbal communication are as follows:
1. Oral communication: Oral communication is the process of communication in which
messages or information is exchanged or communicated within sender and receiver
through the word of mouth. It can be divided into two ways: a. Speaking b. Listening.
2. Written communication: Written communication is the process of communication in
which messages or information is exchanged or communicated within sender and
receiver through written form. It can be divided into two ways: a. Writing b. Reading.

NONVERBAL COMMUNICATION:

Nonverbal communication is the expression or exchange of information or messages

without using any spoken or written word.

Nonverbal communication is the sending or receiving of wordless messages.

We can say that communication other than oral and written, such as gesture, body
language, posture, tone of voice or facial expressions, is called nonverbal
communication.
Nonverbal communication helps receiver in interpreting the message received.
Often, nonverbal signals reflects the situation more accurately than verbal messages.

Some of the forms of non-verbal communications are as follows:

1.
2.
3.
4.
5.
6.
7.
8.
9.

Facial expression
Gestures
Body language
Proximity
Touch
Appearance
Silence
Paralinguistic
Eye Gaze or eye contact etc.

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QUESTION
Characteristics of non-verbal communication [10]
Non-verbal communication is any information that is communicated without using words. The
important characteristics of non-verbal communication are as follows:

No use of words: Non-verbal communication is a communication without words or

language like oral or written communication. It uses gestures, facial expressions, eye
contact, physical proximity, touching etc. for communicating with others.
Culturally determined: Non-verbal communication is learnt in childhood, passed on to
you by your parents and others with whom you associate. Through this process of
growing up in a particular society, you adopt the taints and mannerisms of your cultural
group.
Different meaning: Non-verbal symbols can many meanings. Cross-culture aspects give
various meanings to same expression in respect of non-verbal communication.
Vague and imprecise: Non-verbal communication is quite vague and imprecise. Since in
this communication there is no use of words or language which expresses clear meaning
to the receiver.
May conflict with verbal message: Non-verbal communication is so deeply rooted, so
unconscious, that you can express a verbal message and then directly contradict it with a
nonverbal message.
Largely unconscious: Non-verbal communication is unconscious in the sense that it is
usually not planned nor rehearsed. It comes almost instantaneously.
Shows feelings and attitudes: Facial expressions, gestures, body movements, the way
you use your eyes all communicate your feelings and emotions to others.
Informality: Non verbal communication does not follow any rules, formality or structure
like other communication. Most of the cases people unconsciously and habitually
engaged in non-verbal communication by moving the various parts of the body.

QUESTION
Advantages and disadvantages of non-verbal communication [10]
It has multiple advantages or functions:
1. Complementary: Non-verbal cues complement a verbal message by adding to its meaning.
You can pat someone you offended at the back as you say sorry to him or her.
2. Easy presentation: Information can be easily presented in non-verbal communication
through using visual, audio-visual and silent means of non-verbal communication.
3. Substituting: Non-verbal message may substitute for the verbal message especially if it is
blocked by noise, interruption, long distance etc. for example: gestures-finger to lips to
indicate need for quite, facial expressions- a nod instead of a yes.
4. Accenting: Often used to accent a verbal message. Verbal tone indicates the actual meaning
of the specific words.
5. Repeat: Used to repeat the verbal message (e.g. point in a direction while stating directions.)

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6. Help to illiterate people: This type of communication use gestures, facial expressions, eye
contact, proximity, touching etc. and without using any spoken or written word. So, it is very
much helpful for illiterate people.
7. Help to handicapped people: Non-verbal cues of communication greatly help in
handicapped people especially to deaf people. Deaf people are exchange message through the
movements of hands, fingers, eye ball etc.
8. Attractive presentation: Non-verbal communication is based on visual, picture, graph, sign
etc. that can be seen very much attractive.
9. Reducing wastage of time: The message of non-verbal communication reached the receiver
very fast. For this reason it reduces the wastage of valuable time of the communicator.
10. Quick expression of message: Non-verbal cues of communication like sign and symbol can
also communicate some messages very quickly than written or oral messages.

Disadvantages or limitations of non-verbal communication:

1. Vague and imprecise: Non-verbal communication is quite vague and imprecise. Since in this
communication there is no use of words or language which expresses clear meaning to the
receiver. No dictionary can accurately classify them. Their meaning varies not only by culture
and context but by degree of intension.
2. Continuous: It is possible to stop talking in verbal communication, but it is generally not
possible to stop nonverbal cues. Also, spoken language has a structure that makes it easier to
tell when a subject has changed, for instance or to analyze its grammar. Nonverbal does not
lend itself to this kind of analysis.
3. Multi-channel: while watching someones eyes, you may miss something significant in a
hand gesture. Everything is happening at once and therefore it may be confusing to try to
keep up with everything. Most of us simply do not do so, at least not consciously.
4. Culture-bound: Non-verbal communication is learnt in childhood, passed on to you by your
parents and others with whom you associate. A few other gestures seem to be universal.
Evidence suggests that humans of all cultures smile when happy and frown when unhappy.
However, most nonverbal symbols seem to be even further disconnected from any essential
meaning than verbal symbols. Gestures seen as positive in one culture (Like the thumbs-up
gesture in the USA) may be seen as obscene in another culture.
5. Long conversations are not possible: In non-verbal communication, long conversation and
necessary explanations are not possible. No party can discuss the particular issues of the
messages.
6. Difficult to understand: Difficult to understand and requires a lot of repetitions in nonverbal communication. Since it uses gestures, facial expressions eye contact, touch etc. for
communicating with others which may not be understandable for the simple and foolish
people.
7. Not everybody prefers: Everybody not prefers to communicate through non-verbal
communication with others. Sometimes it cannot create an impression upon people or
listeners. It is less influential and cannot be used everywhere. It is cannot be used as a public
tool for communication.
8. Lack of formality: Non-verbal communication does not follow any rules, formality or
structure like other communication. Most of the cases people unconsciously and habitually
engaged in non-verbal communication by moving the various parts of the body.
9. Costly: In some cases non-verbal communication involves huge cost. For example, neon sign,
power point presentation, cinema etc are very much costly compared to others form of
communication.
10. Distortion of information: Since it uses gestures, facial expressions, eye contact, touch, sign,
sound, paralanguage etc. for communicating with others, there is a great possibility in
distortion of information in non-verbal communication.

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QUESTION
Differences between verbal and non-verbal communication: [10]

Verbal communication is the expression or exchanged of information or messages

through written or oral words.
On the other hand, non-verbal communication is the expression or exchanged of
information or messages through without using any spoken or written word. The
important differences between verbal and non-verbal communication are as follows:

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QUESTION
Different types of Non Verbal Cues
Medias Or Ways Or Methods Or Kinds Of Non-Verbal Communication [10]
Non-verbal communication is the expression or exchanged of information or messages through
without using any spoken or written word. Several symbols can be used in non-verbal
communication. We will discuss here only the following types of communication that occur
without words.
A. Body language: Some parts of our body can express many indications without any sound.
Message can be transmitted with the help of our body movements which is called body language.
Body language is a form of non-verbal communication, which consists of posture, gestures, facial
expressions, eye movements etc.
1. Facial expression:
2. Gestures:
3. Posture
4. Eye Gaze or Eye contact:
5. Appearance and dress:
6. Touch:
7. Silence:
B. Space or proximity: People often refer to their need for personal space, which are also
important types of nonverbal communication. The physical distance between you and others
signals your level of intimacy and comfort. If someone you dont know stand too close or touches
too often, you will probably begin to feel uncomfortable.
C. Time: Another type of non-verbal communication involves time. Thant is how we give
meaning to time communicates to other. For example, begin late in work everybody a worker can
be considered as a man of carelessness but if a manager does it; we say it is a symbol of power.
We know, time can play a vital role to reduce tension, conflict among groups. It is said that- Kill
the time to delay the justice.
D. Paralinguistic (Tone and volume of voice): Paralinguistic refers to vocal communication that
is separate from actual language. Paralanguage also include such vocal characteristics as rate
(speed of speaking), pitch (highness of lowness of tone), inflection, volume (loudness) and
quality (pleasing or unpleasant sound).
Vocal characterizers (laugh, cry, yell, moan, whine, belch and yawn). These send
different message in different cultures (Japan- giggling indicates embarrassment; Indiabelch indicates satisfaction)
Vocal qualifiers (volume, pitch, rhythm, tempo and tone). Loudness indicates strength in
Arabic cultures and softness indicates weakness; indicates confidence and authority to the
Germans; indicates impoliteness to the Thai; indicates loss of control to the Japanese.
(Generally, one learns not to shout in Asia for nearly any reason). Gender based as well
women tend to speak higher and more softly than men.
Vocal segregates (UN-huh, shh, uh, ooh, mmmh, hummm, eh mah, lah). Segretates
indicate formality, acceptance, assent, uncertainty.
E. Visual communication: When communication takes place by means of any visual aid, it is
known as visual communication. Such as facial expression, gesture, eye contact, signals, map,
chart, poster, slide, sign etc. for example, to indicate danger, we use red sign, to indicate no
smoking, we use an image showing a lighted cigarette with across mark on it etc.

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COMMUNICATION

QUESTION
Advantages and disadvantages of written communication [10]
Advantages of written communication:

Easy to preserve: .
Easy presentation of complex matter:
Permanent record:
Prevention of wastage of time and money:
Accurate presentation:
Use as a reference:
Delegation of authority
Longevity:
Effective communication:
Maintaining image: .
Proper information: .
Less distortion possibility.
No opportunity to misinterpret:
Controlling tool:
Easy to verify:.

Others: Clear understanding, Legal document, Acceptability, Reduction of risk, Creating

confidence, Easy circulation, Wide access or coverage etc.

Disadvantages of written communication

Expensive:
Time consuming: Written communication takes time to communicate with others. It is a time
consuming media. It costs the valuable time of both the writer and the reader.
Useless for illiterate person: It messages receiver is illiterate, written communication is
quite impossible. This is major disadvantage written communication.
Difficult to maintain secrecy: It is an unexpected medium to keep business secrecy. Secrecy
is not always possible to maintain through written communication. Because here needs to
discuss everything in black and white.
Lack of flexibility: Since writing documents cannot be changed easily at any time. Lack of
flexibility is one of the most important limitations of written communication.
Delay in response: It takes much time to get a response from the message receiver; prompt
response is not possible in case of written communication that is possible in oral
communication.
Delay in decision making: Written communication takes much time to communicate with all
the parties concerned. So the decision maker cannot take decisions quickly.
Cost in record keeping: It is very difficult and expensive to keep all the records in written
communication.
Complex words: Sometimes the writer uses complex words in writing a message. It becomes
difficult to meaning out to the reader. So the objectives of the communication may lose.
Lack of direct relation: If there is no direct relation between the writer and the reader, writer
communication cannot help to establish a direct relation between them.
Other: Prompt feedback is impossible, Slowness, Bureaucratic attitude, Understanding
problem between boos and subordinates, lack in quick clarification and correction, formality
problem, lack of personal intimacy, etc.

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COMMUNICATION
QUESTION
Different types of written communication [10]
A. Media of written communication to management:
1. Special management bulletin: The bulletin which is issued for emergency matters
related to management is called special management bulletin. This kind of bulletin must
be published promptly.
2. Management news copy: The less important management issues are published in this
news copy. Generally this new copy is published weekly.
3. Formal management report: Formal management report is one of the most important
media of written communication to management. It emphasizes the upward
communication.
4. Publications: Some organizations publish special journals or publications for the high
level officer. It provides officers information about lost-reduces, safety system, decreases
of accident, improvement of quality etc.
B. Media of written communication for employees:
1. Bulletin for employees: Bulletin is published to inform the employees of emergency and
important matters within a very short time. Generally it is hanging on a notice board.
2. Newspaper: Newspaper is a wide used medium to communicate with employees.
Companys planning, policy, procedure objectives, problems is published in it to inform
employees. Generally it is published weekly.
3. Publication of monthly paper: Some large companies publish it to inform everything to
the employees. The companys role and plan are also stated here.
4. Letters: Letter is one of the most important media of written communication for
employees. Sometimes the higher authority sends letter to the employee without asking
any response.
5. Employees notebook: Sometimes the management supplies notebook to the employees
in which speech of executives, history of the organization, planning, policy, order for the
work are stated.
6. Reading rack: Necessary books for the employees can be arranged on the shelf so that
they can read and get knowledge.
7. Notice: Notice is an important medium to communicate with employees. By which the
employees are invited to attend a special meeting.
8. Internal circular: It is one of the most important media of written communication. It is
used for internal communication. When all the employees are informed at a time, internal
circular is used.
9. Complain Book: A complains book can be kept in a definite place so that the employees
can write their complaints with it.
10. Memo: Memo is a popular medium of internal written communication. The memo is a
short form of letter usually used to communicate with the employees of the same
organization.
11. Report: Report is an organized statement of facts and findings that contains information
obtained by proper inquiry and examination and evaluation of any past event relating to a
particular subject or problem that helps to decision making.
12. Other media: Salary envelope, annual financial reports or statements, Note sheets,
Question box, Essay competition etc.

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COMMUNICATION
QUESTION
Different types of oral communication [10]
Medias or ways or techniques or channels of oral communication
The channels or methods or oral communication may be classified broadly in two categories non
mechanical channels and mechanical channels which are described below:
A. Non mechanical channels
Conversation: conversation means the informal discussion among the people. When one
person discusses his views, opinion to another person and exchanges their views in the
presence of both then it is called face to face conversation. It also includes the face-toface discussion on a particular issue. In this method both the information receiver and
sender can exchange their views freely and fairly.
Interview: It suggests a meeting between two or more persons for the purpose of getting
a view of each other or for knowing each other. When we normally think of an interview,
we think a situation in which an employer tries to size up an applicant for a job. The
employers aim is to know whether the applicant can be fit for service to this organization
and the applicants aim is to find whether the job being offered by the organization can be
suitable to him. Its first, the speaker asks questions to the listener and then the listener
answers the question. There are three major techniques of interview. They are as follows:
o Direct questioning
o Non-directive interview and
o Guided interview
Does speech: Speech means what the speaker says in front of the audience. It is fully
audience-oriented system. Generally the political leaders, the managers, the business man
or the workers leaders use this system sometimes. It can build tension or it can relax
tension. This system is practiced in public gathering at company meetings, inauguration
and seminars etc. In needs to considerable skills otherwise it is not effective.
Group discussion: Group discussion is a popular method of oral communication.
Management arranges group discussion to take a decision on a special matter. Group
discussion is very helpful to human relation, idea getting an idea development and
training.
Formal training courses: Effective communication can be performed through formal
training courses. It is a wide used technique of oral communication. Both the trainer and
the trainee can exchange their views directly.
Meeting: Meeting means the formal group discussion about a specific predetermined
topic or subject. Meeting members to get together and discuss about a problem or issue or
a special matter. There are several types of meeting such as
o Security meeting
o Minutes meeting
o Social meeting
o General meeting itself
Counseling: Counseling is an effective medium of oral communication. Generally it
held yearly or bi-yearly. It is adopted by the higher authority for their followers.
Committee: Committee is an organization. The committee meeting is a popular
technique of oral communication. Special decision is taken through face to face
discussion of a committee meeting.

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Special prize-giving ceremony: Sometimes the businessmen can meet with others
arranging a special prize giving ceremony for the workers. In this ceremony the
businessmen can exchange their views and ideas orally.
Conference: Conference is a kind of meeting at which participants exchange views and
talk together. A conference may be held to exchange views on some problem being faced
by the organization or some other issue related to it and it may even suggest a solution
but the suggestions from a conference are not binding. They are more in the nature of the
recommendation.
Lectures: Lecture is used to create an understanding of a topic or to influence behavior,
attitudes of the trainee through spoken words. The lecture is telling someone about
something. The method is an effective way to introduce new information or concepts to a
group of learners who gathered at on place. A lecture is given to enhance the knowledge
of the listener or to give him the theoretical aspect of a topic.
Informal communication: Informal communication is another technique to exchange
information orally. It can be occurred in the playground, tea table etc. In those situations
both the boss and subordinate can exchange their views informally.
Others: Invitation to a lunch, Brainstorming, Advisory board, Inspection of factory and
office.

B. Mechanical channels
Telephone: Telephone set is an instrument that converts voice and other sound signals into a form
that can be transmitted to remote locations and that receives and reconverts waves into the waves
into sound signals. The telephone plays a vital role in communication when the two persons stay
in different places they communicate with each other by telephone. Their exchange information
and their views and immediate feedback are possible under this system. Now-a-days we can see
that every organization is using the telephone to exchange the information and views orally.
Mobile or cell phone: A mobile phone (also known as a cellular phone, cell phone and a
hand phone) is a portable telephone that connects to the telephone network over the radio
wave transmission. It connects to a wireless communications network through radio wave
or satellite transmissions.
Radio: Radio is the indirect media of oral communication. It is a one-way
communication system. The receiver can only hear the message from the sender. The
receiver cannot reply.
Television: Television is also the indirect media of oral communication. It is a one-way
communication system. Here, receiver cans here the messages and side by side see the
sender. The receiver cannot reply.
Video conference: Video conference is a kind of teleconferencing communication where
people staying in different corner or locations and participate in a face-to-face group
meeting or group discussion through the help of electronic video camera technology.
Teleconferencing: Teleconferencing is a kind of communication where people staying in
different corner or locations and participate in group meetings or group discussion
through electronic telephone technology.

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COMMUNICATION

QUESTION
Advantages and disadvantages of oral communication [10]
1. Time saving:
2. Cost savings:
3. More powerful: .
4. Effectiveness: With the help of variations in the tone, pitch and intensity of voice, the speaker
can convey shades of meaning. This factor also contributes to the effectiveness of oral
communication.
5. Immediate feedback:
6. More suitable:
7. A relationship develops: Oral communication is mostly carried out helps to promote friendly
relations between the parties communicating with each other.
8. Flexibility: By the demand of the situations, oral instructions can be changed easily and for
these cases maintain the formalities are not necessary. So it is very much flexible and
effective.
9. Easiness: Correction of errors: If any error is expressed at the time of oral communication.
It was possible to rectify at that time or within a very short time.
10. Informal communication: In oral communication, no need to maintain such formalities
which are needed in written communication. So it is easy and helpful to any organization.
11. Motivation: In oral communication system, top executives and sub ordinates staff can sit
face-to-face and exchange their views directly, so sub-ordinates are motivated day by day.
12. Special applications: Oral communication is more helpful in communicating messages to
groups of people at assembly meetings etc.
13. Maintaining secrecy: Interested parties of oral communication can maintain the secrecy of
messages easily.
Disadvantages of oral communication
1. No record: In oral communication, messages are difficult to record. So it is impossible to
preserve the message for future.
2. Distortion of the word: If distortion of the word occurs in oral communication, then main
goals of the organization may be filed.
3. Inaccuracy: There is very possibility of inaccurate messages to reach the destination. So, the
reverse result of expected plan may be occurred.
4. Limited use: The scope of usage of oral communication is limited. It is not suitable for
lengthy messages. It should be sued for short message.
5. Probability of omitting main subject: Sometimes, main subject may be omitted to express a
word for communicating. So, expected result may not be achieved.
6. No legal validity: there is any legal validity of the oral message. As, the oral messages are
not taped and kept records, so it can be denied easily if the situation goes against the speaker.
7. Late decision: It takes time to reach a decision. At the beginning stage, sometime is killed in
the discussion of any personal matters. Besides some time is also wasted for irrelevant
discussion. In this way decision making is delayed.
8. Less important: In oral communication, meaningless speech can mislead the main effects of
the communication. But when the information comes out in written, we take it seriously.
9. Lack of secrecy: In oral communication, the important and secret information may be
disclosed.

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10. Creates misunderstanding: The speaker often gives message without having properly
organized it earlier. So, it is possible that he may not be able to make himself properly to
communicate with the receiver. As a result, misunderstanding May develops.

QUESTION
Explain
1. Formal Communication
2. Informal Communication [10]

1. Formal Communication

In formal communication, certain rules, conventions and principles are followed

while communicating message.
Formal communication occurs in formal and official style.
Usually professional settings, corporate meetings, conferences undergoes in formal
pattern.
In formal communication, use of slang and foul language is avoided and correct
pronunciation is required.
Authority lines are needed to be followed in formal communication.

2. Informal Communication
o
o
o
o
o
o
o
o
o

Informal communication is done using channels that are in contrast with formal
communication channels.
Its just a casual talk.
It is established for societal affiliations of members in an organization and face-toface discussions.
It happens among friends and family.
In informal communication use of slang words, foul language is not restricted.
Usually.
informal communication is done orally and using gestures.
Informal communication, Unlike formal communication, doesnt follow
authority lines.
In an organization, it helps in finding out staff grievances as people express more
when talking informally.
Informal communication helps in building relationships.

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COMMUNICATION

QUESTION
Explain
a) Horizontal Communication
b) Vertical Communication. [10]
Differences between horizontal and vertical communication [10]
Horizontal and vertical communications are the two different types of internal communication.
These two types of communications differ in the following ways:

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COMMUNICATION

QUESTION
Explain
a) Upward Communication
b) Downward Communication.

[10]

Upward Communication

When information flows form subordinated to superiors, it is called upward

communication.
The purpose of upward communication is to provide information to the managers from
subordinates.
Through this communication, subordinates convey their opinions, suggestions,
complaints etc. to their superiors.
The lower-level employees initiate up-ward communication and the message ultimately
reaches to the upper-level management.
It may take place in the form of feedback of downward communication.
The following figure represents the upward flow of information:

Downward communication

Downward communication is the communication where information or messages flows

from the top of the organizational structure from the bottom of the organizational
structure.
Downward communication occurs when information flows down the hierarch form
superiors to subordinates.
This type of communication may forms such as staff meetings, company newsletter,
company policy statement, information memos, e-mail, face-to-face contact, orders,
instruction etc.

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COMMUNICATION

QUESTION
Media or ways of upward communication. [10]
The subordinates can communicate their problems, attitudes, complaints and suggestion to their
superiors through various ways. That means, there are a number ways or means or methods of
upward communication.
1. The popular written media of upward communication are discussed below:
Report: Report is one of the most important a widely used media of upward communication.
Subordinates prepare reposts periodically or regularly on various routine issues. They also
prepare special report when need arises. Reports are then submitted to the higher authority for
supplying necessary information.
Memo: Memo is the short form of memorandum. A memo is a short piece of writings
generally used to exchange information among the persons within the organization. Superiors
usually send information to their subordinates through memo. However, subordinates can
also write memos to convey essential information to their superiors for making decisions.
Suggestion and complaint boxes: Some organizations install suggestion and complaint
boxes at some convenient places in the office or factory through suggestion box, management
invites the employees to submit their suggestions for improving the efficiency of
organizational operations. On the other hand, complaint box is placed to submit any
complaint of the employees regarding any aspect of their employment.
Direct letters: Subordinates can write letters directly to their superiors at their superiors at
their own initiation or they may be asked by their superiors write about any directed matter.
Questionnaire: Sometimes managers encourage upward communication by asking questions
to their subordinates. For this purpose, they distribute questionnaires to the employees.
Through questionnaires, management can know the attitudes, feelings and complaints of the
employees.
2. The oral media of upward communication are as follow:
Grievance procedure: Grievance is the employee dissatisfaction over any aspect of their
employment. Grievance procedure provides the employees with a formal channel of appeal to
their superiors. In modern organizations, there is well-established procedure for handing
employee grievances that acts as a mode of upward communication.
Joint setting of objectives: In participative organizations, superiors and subordinates sit
together for setting objectives. In this case, the superiors seek information and suggestions
from the bottom-level managers and employees.
Employer-employee meeting: Meeting between employer and employees is a very useful
medium of upward communication. In the meeting, the superior can raise problems and seek
information, guidelines or suggestions from the subordinates.
3. Other Media: In addition to written and oral media, superiors can encourage upward
communication through the following symbolic medium.
o Open-door-policy: Open-door-policy of management inspires the employees to feel
that the mangers doors are always open to them. Whenever they want they can enter
into the managers room and talk everything to the superiors without any fear or
hesitation.

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These are the commonly used media of upward communication. However, all the media
are not suitable for every message. Selection of a particular medium in a particular
situation depends on the nature and importance of the message.
QUESTION
Media or ways of downward communication [10]
Methods of downward communication
Both written and oral methods are used in transmitting messages of downward communication.
Actually, section of media depends on the nature, urgency and importance of the message to be
communicated. The followings are the frequently used media or methods of downward
communication.
1. Oral Media or Method: Downward communication is mainly done by means of oral
media or method. Usually, the supervisors give instructions to their subordinates through
face-to-face and telephonic conversation. Beside this, managers also exchange relevant
information to their subordinates through meetings, conferences, lectures etc.
2. Written Media or Method: Organization of any size and nature sends important
information to its employees in written forms through letters, circulars, manuals,
bulletins, posters annual reports etc. generally, letters and memos communicate important
organizational directives; circulars, manuals and bulletins communicate policies and
procedures and annual report communicates organizational activities and performance at
the end of the year.
3. Other Media or Method: In addition to oral and written media or method, audio, visual
and audio-visual media are also used in downward communication. Radio, television,
poster, signal, symbol, graphs etc. some of the commonly used instruments that convey
messages to the subordinates.
QUESTION
Objectives or purpose of downward communication [10]
It is a system of communication where communication takes place form upper level to downward
or form the superior to subordinate level. The following objectives are available in downward
communication.
1. Supply information: Work style, method, responsibility, duties etc. are supplied to
subordinates by this communication system.
2. Assigning work: Through downward communication, superior assigns different works to
their subordinate.
3. Explaining policies and plan: The objective of an organization is to inform institutions
plan, policy, program etc. to lower level by this communication system.
4. Responsibility and duty: Inter departmental duties and responsibilities are distributed by
this communication system.
5. Directing subordinates: Downward communication is directive in nature. To give
directions to the subordinates, top executives use this communication method.
6. Evaluation of performance: Top executives evaluate the performance of their
subordinate through this communication method. After evaluation of workers work, the
analyzed result is informed to others for incentive.

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7. Explain the change environment: Any change or organizations plan, policy, method
and program are informed to all employees with the help of this communication system.
8. Coordination and cooperation: To coordinate and cooperate of the subordinates of their
works downward communication is needed. For achievement of expected result,
downward communication is the best method.
9. Delegate authority: In large organization, it is very much essential to delegate some
authority to their subordinates. Without downward communication delegation of
authority is impossible.
10. Establish discipline: Top level hierarchy of the organization try to maintain
organizational discipline through downward communication to their subordinates by
issuing job related rules and regulation.

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COMMUNICATION
QUESTION

Explain The Term Meeting [5]

A meeting is a group communication in action around a defined agenda, at a set time, for
an established duration.
Meetings can be effective, ineffective, or a complete waste of time.
If time is money and effectiveness and efficiency are your goals, then if you arrange a
meeting, lead a meeting, or participate in one, you want it to be worth your time.
Meetings can occur face-to-face, but increasingly business and industry are turning to
teleconferencing and videoconferencing options as the technology improves, the cost to
participate is reduced, and the cost of travel including time is considered.
Regardless how you come together as a team, group, or committee, you will need to
define your purpose in advance with an agenda.

Advantages of meetings:
In the business organizations meetings are used for a variety of purpose. There are some
advantages of meeting which are stated below:
1. Democratic process: Meeting is a democratic process of taking decision. None can
blame other for the decision because it is taken in presence of all the members.
2. Improve decision: Improve decision can be taken through meeting. Because every
matter is discussed pros and cons and nothing is left over unconsidered. Proverb says
Two heads are better than one.
3. Participative management: Participative management can be materialized through
meeting. Al the departmental heads and supervisors may sit together for taking decision.
4. Help in co-ordination: Meeting can help for co-coordinating the work as a whole
because all the parties or members are presented in the meeting.
5. Covey information to a large gathering: Meeting can convey information for all
departments. Besides the presented members exchange their views, idea, opinion and
feeling at a large gathering.
6. Others: Provide necessary information to a group of people, report on some incidents or
activities, create involvement and interest, formulate policies etc.
Disadvantages of meetings:
There are some limitations and disadvantages of meeting. These limitations and disadvantages are
discussed below:
1. Time consuming: Meeting takes much time to take decision
2. Costly:
3. Formalities: There are many formalities to hold on a meeting. Agenda, minutes,
regulations are needed for a valid meeting.
4. Difficult to control:

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COMMUNICATION
QUESTION
Essentials of a valid meeting | Conditions of valid meeting
Requirement or essentials of a valid meeting or, necessary conditions of a
valid meeting:
Preconditions of a valid meeting: [10]
A valid meeting should have the following elements:
1. Legal objectives: Any meeting must have legal objectives. Meetings on illegal or
unethical purposes cannot be valid in the eye of law.
2. Convened by proper authority: A valid meeting should be contended by the proper
authority of the company.
3. Serving proper notice in proper time: Notice of a meeting must be served timely by
maintaining rules and regulations of the companies act.
4. Presence of authorized persons: To make a meeting valid person who is entitled to
present in a particular type of meeting should be present in the meeting.
5. Presided over by a chairman: A valid meeting should be presided over by a chairman
who will be selected by the members.
6. Specific agenda: A detail agenda should be prepared before the meeting and the meeting
should be operated by following agenda.
7. Quorum: Quorum is the minimum number of persons that must be present in the meeting
to make it valid.

QUESTION

Explain the following types of meetings.

a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
a)
b)
c)
d)
e)

Public meeting
Private meeting
Command or management meetings
General meetings
Special meetings
Committee meetings
Shareholders meeting
Statutory meeting:.
Annual general meeting:
Extra-ordinary general meeting:
Directors meeting:
Board meeting:
Special meeting:
Class-meeting:
Creditors meeting:

a) Public meeting - every member of the public is allowed (to discuss, e.g. political issues.)
a) Private meeting Only the members of the organisation are allowed to attend the
meeting.

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b) command meetings are attended only by management;
c) General meetings are attended by members of staff on a regular basis (annually, weekly,
monthly) and on
d) Special meetings. Special occasions
e) Committee meetings are attended only by members serving on a specific committee.
Committee meeting: According to article of association the Board of Directors
sometimes make special committee to complete in any special work among some
directors of the company. This committee member sometimes meets together for
coordinating the work properly. This type of seating is called committee meeting
f) Shareholders meeting: When the meeting is held with the shareholders of the company
it is called shareholders meeting.
g) Statutory meeting: According to company laws, after getting the letter of commence,
the company arranges a meeting after one month of six months. This is the first general
meeting of the company and during the life of the company this type of meeting held
once. The company gives the circular before 21 days of the meeting. The decisions of the
meeting are called statutory decision.
h) Annual general meeting: After registration of the company, the company is bound to
invites the first general meeting with in eighteen months. Then the general meeting will
be held in every year. The differences of the two general meeting cannot be more than
fifteen months. The decisions of the meeting are called general decision.
i) Extra-ordinary general meeting: If necessary of the company this type of meeting can
be held on any time. The director or some shareholders can invite this meeting one tenth
of the shareholders may give the requisition to the Board of directors to arrange this type
of meeting. After getting the requisition of the board of Directors fail to arrange a
meeting with in twenty one days, the shareholder can invite the meeting within three
months. The decision taken by the meeting is called special decision.
j) Directors meeting: When the meeting is held among the directors of the company it is
called directors meeting.
k) Board meeting: According to article of association. The board of directors meeting is
called Board Meeting. If nothing about this type of meeting in the article of association,
then by Table- A rules of the company law this type of meeting can be held on.
According to rules of company law the company is bound to arrange the meeting once in
one month and at least four times within a year the Quorum: is filled up by 1/3 rd of the
directors present or at least two directors present. Each director is preserved one vote and
if any case the directors vote can be divided equally, then the president give the casting
vote and take the decision.
l) Special meeting: For any special situation, when the meeting is arranged by the
company, it is called special meeting. The types of the special meetings are as follows:
m) Class-meeting: The Company has different kinds of shares. When the meeting is
arranged by any one kind of shareholders it is called class meeting.
n) Creditors meeting: The directors or their appointed lower can invite this type of
meeting. Moreover this type of meeting may be arranged by the order of the court. If
necessary to reconstruct or to dissolve or to any amalgamate the company to preserve the
rights of the creditor this type of meeting is invited by their proper authoritative person.
The creditors who will be present in the meeting or the presence of three-fourth credit
holders of the total credit can take the decision and the court will give the instruction on
the basis of this decision and the creditors are bounded to abide by the decision.

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COMMUNICATION
QUESTION
Duties of chairman and secretary in a meeting [10]

The following is expected from:

The chairperson:

Secretary:

He she plays a key role in the success of the meetings: The chairperson should
therefore be tactful, diplomatic, sincere, a good communicator and above all a
respectable leader. The main function of the chairperson is to maintain order
during the meeting.
The secretary must be well organised and attend to matters such as the venue for
the meeting, the drafting of the notice and agenda and taking down the minutes
of the meeting, The secretary should therefore, be well skilled in
communication,

Role or function or duties of chairmen of a meeting:

In all types of meetings, you have the following responsibilities as a presiding officer.

Arranging the time and place

Preparing and serving an agenda.
Calling the meeting to order on time
Making clear the purpose of the meeting
Keeping the discussion on course
Controlling over enthusiastic members
Electing contributions from each member
Creating a good atmosphere
Summarizing the discussion form time to time
Working to end the meeting on schedule
Thanking to the members

Secretarial work relating to statutory meeting

1. Functions before the meeting:

Maintaining time for statutory meeting,

Preparing statutory statement or report,
Drafting a notice for the meeting,
Collecting the auditors certificate,
Selection the place of the meeting,
Preparing agenda of the meeting,
Listing the name of members who will attend the meeting,
Calling on board of directors meeting,
Preparing final notice of the meeting.
Serving the notice to the concerned members.

2. Functions at the meeting:

Determining the quorum of the meeting,
Stating or reading the agenda,
Supply of the necessary explanations,
Giving the explanations,
Writing the rough minutes
3. Functions after the meeting:
Preparing final minutes and resolutions,
Submitting the statutory report

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COMMUNICATION
QUESTION
Explain the following terms
a) Notice
b) Agenda
c) Minute [10]

Notice

A notice is a written or an oral statement that contains the particulars of holding a

meeting.
When a circular is served among the members of the meeting to attend the meeting, it is
called a notice.
It is letter of invitation that carries the request to the members to attend a meeting.
A notice includes time, place, date and agenda of a meeting.
The notice should be sent by the proper authority in due time so that the members can
attend the meeting in time.
So, notice is formal written or formal information, notification or warning about a fact or
an invitation to the concerned person for attending the meeting.

A notice can be formal or informal.

MUTARE POLYTECHNIC
Ministry of Higher and Tertiary Education
NOTICE OF A MEETING
Notice is hereby given of a monthly academic board meeting. It is to be held in the
boardroom on the 21st of June 2012 at 0900 hours.
The minutes of the meeting held on the 20th of May 2012 are attached.
C Gatsi
Chairwoman
Cell: 0772 950 037
10 June 2012
Notice of a monthly meeting is given above. If you are requested to write the notice of an annual
meeting, then it is obvious that youll replace monthly with annual.

Agenda

Agenda means things to be done.

It is usually sent along with the notice of the meeting.
It is a list of the topics to be discussed in a meeting.
Sometimes the agenda is prepared after the circulation of the notice in order to include
the members opinion.
If the subject matter of the meeting is secret, the agenda may not be circulated.
Agenda is document that outlines the contents of a forth coming meeting.

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So, agenda is an items or issues prepared by the secretary and which are to be discussed
or transacted in a forth coming mitten.

Below is the agenda of the monthly meeting. N.B points 1-7 on the agenda are standard for most
meetings for all organisations. Points 7.1, 7.2 and 7.3 are specific new Business matters
pertaining to the specific organisation. Points 8 and 9 are standard.

AGENDA
1. Attendance Register.
2. Apologies.
3. Opening and Welcome.
4. Finalisation of the agenda.
5.Minutes of meeting held on 20 May 2012
6. Matters arising.
7.New business:
7.1 Symposium and Miss Poly
7.2 Main Graduation
7.3 MOTION; That the Symposium invitation letters to High Schools be
sent to the Regional offices of Ministry of Education, Sports and Culture
Offices.
PROPOSAL: Ms G Sithole
SECONDED: Ms T Mawoyo
8. Date of next meeting.
9. Closure.
Features or characteristics of agenda:
The features of agenda can be state as follows:
1.
2.
3.
4.
5.

Generally, agenda is sent along with the notice of the meeting.

It is written at the end but before or after the signature of the convener of the meeting.
It is arranged according to the importance of the end.
Controversial topics should be written at the end.
The topics are determined by the secretary with consulting the higher authority or the
convener of the meeting.
6. It written in brief but explicit manner

Minute

Minute is an official written statement of the motions and resolutions taken in a meeting.
It is brief but a complete record of all discussions held among the members of the
meeting.
It is also defined as the official record of the proceeding of a meeting that should be
needed to approve by the participating members of the meeting.
An accurate written record of meetings is essential not only for all those who attended the
meeting but also for those who were unable to attend. Some definitions of minute are as
follows:

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Minutes are the official records of the proceedings of meeting.

So, minutes are the brief and complete official written record of all discussion which is
held among the members of the meeting.

QUESTION

Difference between agenda and minute: [10]

Both agenda and minutes are the important documents of a meeting. But they differ from each
other in respect of the following points:

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QUESTION
Essential elements or factors of a valid notice: [10]
The essentials or elements or factors of a valid nonce are given below:
1. Signature: The notice must be signed by the proper authority. Only the legal authority
should serve the notice.
2. Proper time: The notice must be served in proper time. It should be circulated according
to the rules and regulations of the company or the organization.
3. Time date and place: The time, date and place of the meeting must be stated in the
notice.
4. Unconditional: There must be no condition or complexity in the notice about attending
meeting. Always a notice is unconditional.
5. Agenda: Agenda means topics to be discussed in a meeting. A valid notice should
contain the agenda of the meeting.
6. Conciseness: The notice must be short in size. It should be clear, simple and easy.
7. Proper persons: Notice should be served to the proper persons who are entitled to attend
the meeting.
8. Enclosure: An explanatory statement should be sent with the notice.

QUESTION

Importance or necessities of agenda:[10]

The necessity or importances of an agenda are as follows:
1. As it is circulated in advance, the members of the committee or meeting can take
preparation to discuss the topics accurately.
2. It helps to take prompt decision.
3. Since it has a set of order, it helps the chairperson to conduct the meeting smoothly.
4. It can ensure covering all the topics that will be discussed in a meeting.
5. It helps to control the unnecessary talking in the meeting.
6. It is helps to write the minutes and resolution of the meeting.
7. As it is served earlier, the members of the meeting can exchange their thought and ideas
informally before holding the meeting.

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QUESTION
Meetings terminology [10]
Constitution:

The Quorum:

The Chairperson:

The Secretary:

The Treasurer:

Proposal:

Ad hoc Committee:

Voting:
Ballot:
Deadlock:

A set of rules and regulations which govern the organisation. These have
been accepted by members during the inaugural (very first) meeting. The
constitution is that which prescribes to the members how they must
behave and which decisions are legally binding.
A minimum of members, as prescribed by the constitution, must be
present during a meeting before a legally binding decision may be taken.
Voting on issues, therefore, presupposes that the prescribed minimum
number of members should be present (before any legally binding
decision may be made.)
This person presides at the meeting. The chairpersons duty is to
maintain order during the meeting and to control the procedure. The
chairperson's role is to run meetings in a way that encourages decisions.
The chairperson should allow fair and open discussion of matters and
stick to the agenda, so that decisions can be made. If there is no
committee, the owners corporation chairperson must be a lot owner.
The role of the Secretary is to support the Chair in ensuring the smooth
functioning of the Management Committee. In summary, the Secretary
is responsible for: Ensuring meetings are effectively organised and
minuted. Maintaining effective records and administration.
The main duties of a treasurer are to oversee the financial
administration of the organisation, review procedures and financial
reporting, advise the board on financial strategy, and advise on
fundraising. A treasurer is in charge of the organisations financial
matters.
This is a suggestion made by someone during the meeting. If a proposal
is given to be discussed before the meeting, then we call it a motion. A
motion becomes a resolution when the motion is either accepted or
rejected.
During a meeting, it may become clear that certain issues have to be
attended to. The appointment of members on the committee is then done
on a temporary basis: they are expected to conduct investigations into the
matters and then report back to the members at another meeting after the
completion of the investigation.
It is sometimes necessary to vote ( to reach a decision on a matter).
Voting procedures have their own terminology:
Voting in secret, either by ballot (putting votes in a ballot- secretly- or
voting anonymously.
Sometimes a situation rises where equal numbers of votes are for and
against a proposal.

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Casting vote

if a deadlock exists, then the chairperson may have the casting vote, in
other words, the deciding vote.
Nemine despentiente:(nem.dis)
No one disapproves of a motion, everyone approves of
it: this is called unanimous approval.
Nemine controdicente:(Nem.con.):
No one votes, against the motion but a few people
abstain from voting.
Abstain:
To refuse to vote.
Proxy:
The permission given to a person by another member (who cannot be
present at the meeting) to vote on his behalf.
Resolution:
Agreement by a majority of the members at a meeting on a motion this
agreement may be positive or negative (for or against the motion).
Unanimous;
When all members vote in favour of a motion.
Motions
each item to be discussed will have a proposal, normally called a motion
to which members will speak. A motion is a proposal put forward for
discussion and decision at a meeting. It can be in writing before the
meeting or may be a proposal during the discussion.
Changes
motions may be changed before they are voted upon by amendment or
addendum. An amendment is a proposal to alter a motion which has
been submitted to a meeting e.g. by adding, inserting or deleting words
of the original motion.
Addendum:
is the addition of words to a motion and is treated in the same way as an
amendment.
Closure:
End of a meeting.
Guillotine ruling:
This is a specific time restriction placed on a discussion of a proposal or
the time given to a speaker or on the actual duration of a meeting.
In camera:
When the proceedings for a meeting take place behind closed doors. It is
of a sensitive, confidential nature.
Attendance Register: The actual record of numbers attending a meeting.
Point of order:
The chairperson has to decide if a members contribution to the meeting
is in line with the constitution or relevant to the point on the agenda.
Verbatim:
The exact words of a speaker.
Second:
To second a proposal, means that another person agrees with the
original proposal, necessitating the meetings attention to the matter.
Precedent:
When something that occurred in the past is used as a basis for future
actions.
Suspension:
The prohibition of a member from taking part in the activities of an
organisation.
Honorarium:
An honorarium is paid to any person for recognition of duties performed
during a year, e.g. the treasurer, for accounting duties.
Status quo:
The current situation.
Ex officio:
the authority which a person has as result of his or her position.
Adjournment:
When a meeting is closed before all the topics on the agenda have been
discussed, the discussion, however, will resume after a break. This is not
an official closure.

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Co-option

being invited to join the deliberations of a meeting, but not allowed to

vote.

Term

Definition
Title, time, date, location, phone number, e-mail contact, and any other
Title Header
information necessary to get all participants together.
Participants
Expected participants
Subject Line
Purpose statement
Call to Order Who will call the meeting to order?
If everyone is new, this is optional. If even one person is new, everyone should
Introductions
briefly introduce themselves with their name and respective roles.
Roll Call
This may quietly take place while introductions are made.
Notes from the last meeting are read (if applicable) with an opportunity to
Reading of the
correct. These are often sent out before the meeting so participants have the
minutes
opportunity to review them and note any needed corrections.
Term
Definition
List any unresolved issues from last time or issues that were tabled, or left
Old Business
until this meeting.
New Business This is a list of items for discussion and action.
This is optional and applies if there are subcommittees or groups working on
Reports
specific, individual action items that require reports to the group or committee.
Good of the
This is the time for people to offer any news that relates to the topic of the
Order
meeting that was otherwise not shared or discussed.
Note time, date, place meeting adjourned and indicate when the next meeting is
Adjournment
scheduled.

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COMMUNICATION
LETTERS & REPORTS

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QUESTION
Enquiry/ inquiry letter [10]
INQUIRY LETTER

Make an inquiry when you are requesting more information about a product or service.
This type of business letter tends to include specific information such as product type, as
well as asking for further details in the form of brochures, catalogues, telephone contact,
etc.
Making inquiries can also help you keep up on your competition!

KINDS OF INQUIRY LETTERS:

Inquiry letters fall in three categories:
1. Trade inquiry,
2. Status inquiry and
3. General inquiry
1. Trade Inquiry:A trade inquiry (or sales related inquiry) is written with the intention of making business deals
with the addressee. Such inquiry letters are written regarding products or services purchased or
being considered for purchase. The trade inquiries ask information about the supply of goods,
availability of goods, delivery time, leaflet or catalogue, quotations or price, method of transport,
insurance, samples and terms and discount, etc.
2. Status Inquiry:Status inquiry is written to know the financial position of some individual or firm usually
prospective buyer. Inquiries about the character, qualifications, experience and performance of
the applicant for job or membership may also be termed as status inquiries.
3. General Inquiries:General inquiry is made to get information about rules and procedures used in other
organizations, government policies, market conditions etc. General inquiry may also seek
information for private or business research. For example a firm may receive injuries for various
data from students, teachers or executives of other organizations.

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QUESTION
John House, Washington, New York, has applied for credit purchase form Anna
Enterprise, 20, TUCSON AZ 85705 USA. In the letter, John House has mentioned the name
of Mr. Michel, Manager, Mahan Boutiques and Fabrics of Taxes, as reference.
Write business status inquiry letter on behalf of Anna Enterprise.

[10]

Anna Enterprise
(Wholesaler of Quality Fabrics)
20, TUCSON AZ 85705 USA
December 07, 2013
Mr. Michel
Manager
Mahan Boutiques and Fabrics,
Texas.
Sub: Inquiring the financial status of John House, Washington, New York.
Dear Mr. Michel,
Will you please respond to the following questions about John House, Washington, New York,
which has listed your name as a credit reference on its letter for credit purchase?
1. How long John House has a credit account with your company?
2. What is the credit limit you currently extend to them?
3. What is the maximum amount of credit you have ever extended to them?
4. Has it ever been delinquent in paying his dues?
I assure you that information provided by you will be treated confidentially. If you send answers
to the above questions with December 25, 2013 will be highly appreciated. We will be highly
glad to provide you any such help in future.

Sincerely,
(Mr. Michel Jackson)
Manager, Credit Division

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QUESTION
Assume that you are the manager of Mr. Anna Trade International, 54, Washington, New
York. Mr. Michel Trading Agency, 302, TUCSON AZ 85705 USA has a letter to you
inquiring the financial solvency of John and company, 14/1, Taxes, Washington.
Write a positive response to this business status inquiry letter. (Favorable reply to the
inquiry letter given in specimen).[10]

Anna Trade International

54, Washington, New York
Phone: 914554656 Fax: 099-9152752568
Date: November 31, 2013
Manager
Mr. Michel Trading Agency
302, TUCSON AZ 85705
USA.
Subject: Reply to financial status inquiry of John and company, 14/1, Taxes, Washington.
Dear Sir,
Thank you for your letter of November 28, 2013. We have regular and satisfactory business
relation for long time with John and company, 14/1, Taxes, Washington about whom you have
sought information. They are doing business in this line since long ago with utmost sincerity and
honesty. Their financial capability and business goodwill are highly appreciable. Their business
dealings and payment records with us during the last several years can be held in high esteem.
You can supply them goods worth 1300$ on credit in a single consignment without any
hesitation.
We feel proud to provide information about the firm and we think our confidence on this firm
will never be misplaced. Expecting your business success.
Thanking you.
Sincerely yours.
(Mr. Jonson)

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COMMUNICATION
QUESTION
Contents or elements of reply letter to business status inquiry letter. [10]
The particular answer business standing inquiry letter can be sometimes positive as well as
negative. Regardless of the characteristics associated with response is actually, its full of a
number of normal information as well as unique positive as well as negative view.
This items are likely to be a part of an answer to business standing inquiry letter:

Acknowledging this notice from the inquirer. This means, acclaim with the notice
associated with request should be mentioned.
Name, address along with points with the corporation regarding which usually
information is actually provided.
Giving certain information as questioned through the inquirer. Data delivered should be
appropriate in addition to applicable whether its positive as well as negative.
The particular replier must not fit his or her own assumptions while using the
information.
Any affirmation producing this intention to never take any legal responsibility resulting
from long term orders while using the likely shopper.
Requiring this enquirer to keep up secrecy with the information delivered.
Offering warranty associated with providing additional help out with long term.
Producing ache if the information delivered is going from the possible shopper.
Making use of basic in addition to unambiguous words and phrases in addition to
paragraphs.
Wanting inquirers business success along with thank you.
Mentioning this name, location in addition to address with the information provider

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QUESTION

Quotation letter [10]

A letter of quotation is any letter written in reference to the price of a service or product.
This could range from a customer or client requesting or accepting a quote, to the supplier or
service provider sending the quote amount.
Either of these letters could be headed as a letter of quotation.
For example you would write a letter of quotation to a ventilation company explaining your
situation and requesting a quote to complete the job.
Because money is likely to be exchanged it is important for both parties to be clear about the
service or product in question and the terms of the agreement.

Letter of Quotation Request Sample

DESU, HEAD OFFICE
9/2, Surya Kiran Building,
New Delhi (India).
25/02/2016
M/s Popular Cables,
C-12/5, Sadar Market,
Delhi (India).
Dear Sir,
You have previously supplied us cables and we should be glad if you would now quote
for the items named below, manufactured by Saru Cables. The cables we require are
listed in your Catalogue no. 24 and 38.
Catalogue No. Dimensions
No. 28...................3/2
No. 36.................3/41
No. 27.................7/20
No. 40.................1/40
Prices quoted should include packing and delivery at the above address.
While replying please state (i) discount, (ii) mode of payment, (iii) date of delivery
Yours faithfully,
K. Madan
(Manager)

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Letter of Quotation to Customer Sample

POPULAR CABLES
C-17/7, Sadar Market,
Delhi.
28/02/2016
DESU Head Office,
9/1, Surya Kiran building,
New Delhi.
Dear Sir,
With reference to your inquiry of 19th Oct. 1996 for further supply of our cables, we are
pleased to quote at follows:

Cable Dimension $s. Per Cable

3/2...................... 178 each
3/41.................... 120 each
7/20.................... 238 each
1/40.................... 140 each
These prices include packing and delivery charges.
We can deliver from our stock and will allow you a discount of 100% but only on items
in quantities of 200 or more. In addition, there shall be a cash discount of 5% on total cost
if payment were made within 45 days from the date of invoice.
We hope you will find these terms satisfactory and look forward to your order.
Yours faithfully
Satrajit Jana
(Manager)

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QUESTION

Order letter [10]

Is a document that confirms the details of a purchase of goods or services from

one party to another?
It usually includes more information about what you are ordering, like quantity,
model number, or color, the payment terms, and the matter in which the products
are to be shipped.
When the recipient receives this letter, they will process the order and send the
merchandise.

What are main points of a good order letter?

Mention the circumstances under which an order letter needs reply.
An order letter needs to be correct, complete and definite so that the reader may fill it exactly.
Incompleteness or errors may mean further correspondence, shipping delays, complicated billing,
repacking and reshipping and loss of business.
Therefore, a good order letter should:
1. Include full details of quantities, prices, colors, sizes etc.
2. Quote catalogue number if any.
3. State the requirements as to delivery date, place, mode of transport etc.
4. Confirm the terms of payment agreed in preliminary negotiation.
5. Refer to the enclosure of cheque, pay order or draft or samples or colour of material if any.
Replying of Orders:
Ordinarily order letters need to reply. But replies should be written under following circumstance.
1. When a customer requests for acknowledgement in confirmation of the order.
2. When an order is incorrect incomplete or vague.
3. When an order cannot be complied with.
4. When extra time is needed to fill the order.
The letter that is written by a potential buyer to the seller requesting him to deliver goods is
known as order letter. By writing inquiry letters, buyers can collect necessary information about
the price, quality of goods and terms of sale. If the buyer finds the quoted price, quality of goods
and terms of sales satisfactory, he places an order to supply goods in his address. The seller
delivers the good according to the buyers order.
In modern time, sellers supply printed orders forms to the customers and customers place orders
by filling up those printed order blanks. In this case, the printed order sheet or blank is considered
as the order letter.

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QUESTION
Factors to Be Considered In Writing Order Letter or, Contents of Order Letter [10]

Through order letter, the potential buyers request the suppliers to deliver goods to them.
In modern time, printed order blanks or purchase order forms supplied by the seller are
typically used for placing orders.
However, in absence of order blanks and purchase order forms, order letters are written.
Such letters contain three major categories of information:
1. Information about the items being ordered;
2. Information relating to shipping; and
3. Information relating to payment.

1. Information about the items being ordered: An order letter must contain full particulars of
goods ordered. Such information include the followings:
a. Product name
Brand name
Quantity
Catalog number
Model number
Color
Size
Weight
Unit price
2. Information relating to shipping: Shipping information is very important. In absence of
shipping information, there can arise misunderstanding between buyer and seller. Shipping
information may include the followings:
Desired receipt date;
Desired shipping location; and
Mode of shipping (rail, road, or waterways).
3. Information relating to payment: Mode of payment of prices for the ordered items must be
clearly indicated. The seller will accept the order letter only when both of them come to a
common ground relation to payment of price. Payment information include the following:
Mode of payment (cash, cheque, draft)
Payment data
The above stated factors are usually included in order letter. However, the buyer can include any
other instruction or element if he thinks necessary.

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QUESTION
Write an order letter [10]

Starting to Write

Politely thank the buyer or client for their custom.

Briefly outline the details of the transaction, such as the item model name, color
etc, the name of the buyer or client, their address if relevant, and the medium of
payment. This is essentially a summary of the order to reassure the recipient that
everything is going smoothly.
Provide contact information so the recipient can get in touch if theres a problem.

Letter of Order Sample

Mancini Kitchen Equipment
Troy D. Mancini
4220 Straford Park
Harold, KY 41635
Dear Mr. Mancini,
We would like to purchase twenty two (22) individual stand mixers (Model #43423), all in the
color red.
We would like you to charge this purchase to the preexisting account that we have with you,
business account #543234.
We hope to receive this order no later than Friday, November 11th, 2009. Attached to this letter
please find our preferred shipping method and receiving address.
Please confirm that you received this order by calling us at 232-231-4563 anytime during
business hours, Monday to Friday.
Thank you for your cooperation
Keller Kitchen Co.

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Letter of Order and Acknowledgment Sample

Hello Victor,
Thank you for your recent purchase from Furniture World. The team are currently working on
getting your item dispatched, and it should be with you within 5 working days.
Order Details
Order Number: 86675564
Mellow White Leather Sofa
Price Inc Delivery: $754
Payment Method: Credit Card
Delivery Address:
8561 Honey Pioneer Autoroute, Burnt House, Wisconsin, 53091-3064
Note: Because this is a large item you will need somebody to sign for the delivery upon arrival
and to grant the drivers access to the property in order to position it somewhere convenient.
If you should have any problems or queries about this order please contact customer support on
(534) 872-9133, or via email at support@furnitureworld.us
All the best,
Furniture World

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QUESTION

Write a delivery letter [10]

The _______
(designation),
_______________
(company).
Subject: Acknowledgement Letter for Receiving Goods
Dear Sir,
This letter has been written to inform you, that I acknowledge the receiving of goods by
your company. The slip and invoice has been checked. All the goods are passed from the
session of checking and no defect have been found.
The number is items is proper and without any doubt. Under signatory is grateful for your
punctuality.
Warm Regards,
Name:________
Signature:_______
Designation:_______
Date:_________

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QUESTION

Collection letter [10]

Letters written for realizing payments from the debtors are known as collection letters.
The need for writing collection letters arises from credit sales.
Selling on credit is a traditional business policy that enhances volume of sales.
Under the credit sales policy, the sellers allow the customers a definite period for
payment of dues.
However, sometimes the buyers make unexpected delay in paying their dues.
Even, some custom stances, the sellers write letters reminding and requesting the
customers to pay the due bills.
Instead of sending one letter or repeated copies of the same letter, credit departments
send a series of letters.
Collection letters ask customers to pay for the goods and services they have already
received.
Collection letters are used by an organization to entice its charge customers to pay an
outstanding charge-account balance.
Collection letters are written in a series. When collection letters are written in a series
beginning with a simple reminder and end with a warning letter indication legal action
the dues promptly by retaining the customers with the company.

Features of collection letter

Collection letters possess some distinct features that differentiate them from other business
letters. Some of the features of collection letter are as follows:
1. Parties involved: Buyer who buys on credit and seller are involved in collection letter.
Seller writes this letter to the buyer for payment of dues.
2. Series of letter: Collection letters are written in a series. The series includes remainder
letter, inquiry letter, appeal and urgency letter and warning letter.
3. Objective: The prime objective of writing collection letter is to realize the dues from the
customers.
4. Governing principle: The governing principle of the letter is to collect the dues by
retaining the customers with the company.
5. Referring the previous letter: When dunning letters are written in a series, every
subsequent letter mentions the reference of immediate earlier letter.
6. Threat for legal action: The last letter of collection letter series warns the customer that
the matter has been handed over to the lawyers for taking necessary legal action.
7. Sent through registered post: The seller sends collection letter especially, the lat letter
of the series though registered with acknowledgement to avoid unnecessary delay, or
missing of the letter or denial from the part of the customer.
8. Language: The letter is written by using friendly, persuasive but straightforward
language.

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Polite First Reminder Letter for a Good Customer
Dear {client};
You have been a valued customer for many years, and you have always been
conscientious about paying your bills within the 30-day payment period. This is just a
reminder that your payment of {amount} for invoice # {0000} has not been received by
our office. If you forgot to mail us your payment, please send it today. If you have
already mailed your check, please disregard this notice.
As always, if you have any questions or problems feel free to contact us at {phone
number} or {email address}.
Sincerely,
{Your Name}
{Your Title}

Collection Letter - First Notice 30 Days Late

Dear {client};
We know that life can sometimes be difficult and staying on top of invoices is not always
easy. Thats why we wanted to send you a friendly reminder regarding invoice # {000} in
the amount of {$.00} that is currently past due. If you experienced an issue with your
order, please do let us know. If you have any questions regarding this invoice, please call
us at {phone} or contact us via {email}.
We value your business and are here to help you. If your payment has already been
submitted, we thank you and please disregard this notice.
Sincerely,
{Your Name}
{Your Title}

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Collection Letter - Second Notice 60 Days Late
Dear {client};
We hope that everything is going well for you and that you are enjoying the products that
we provided.
However, it has been two months now since we have received a payment and we are
wondering if there is some sort of problem we can help you with. Have you already put a
check in the mail to us in the amount of {$.00} for invoice # {0000}?
If not, please give this matter your attention today, since we want to be able to extend you
credit the next time you shop with us.
Of course, if there is some sort of problem, know that you can contact us at {phone
number} or {email} so we can help.
Sincerely,
{Your Name}
{Your Title}

Collection Letter - Third Notice 90 Days Late

Dear {client};
We show your account has a past due balance of {$.00} Previous attempts to collect the
balance have failed.
Please call me immediately at {phone} to resolve the balance on your account and to
avoid having invoice # {000} referred to a collection agency. Your prompt attention is
required to resolve this issue.
Sincerely,
{Your Name}
{Your Title}

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Collection Letter - Final Notice - Collections/Legal

Dear {client};
Your account is now seriously past due. We have sent you numerous payment requests
and still have not received your past due payment in the amount of {$.00}.
Please remit {$00} from invoice # {000} within three days or your account will be
closed, any outstanding orders will be cancelled, and this matter will be referred to a
collection agency.
Please call me within the next three business days at {phone} so that we may discuss how
to resolve this quickly.
Sincerely,
{Your Name}
{Your Title}

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COMMUNICATION
QUESTION

Claim letter [10]

CLAIM LETTER

When affected buyer writes a letter to the seller raising complaints and demanding
compensation, it is known as clam letter.
Generally, a losing buyer writes claim letters to the seller.
However, sometimes the buyer writes the letter to the transportation authority if any
damage is caused by their negligence.
Again, seller or transportation authority may also write claim letter to the buyer claiming
their demand.
, A claim letter is a message designed to inform its recipient about the writers
dissatisfaction with a product or service.
A claim letter is a request for adjustment. When writes ask for something to which they
think they are entitled refund, replacement, exchange, payment for damages and so on the
letter is called a claim letter.

Mode of claims or Type of claims

Although claim letters are written for possible compensation or adjustment but the mode of
claims asked for are not always same. Depending on the nature of damage or loss, the buyer can
claim one or more of the followings:
Partial or full refund of purchase price of the product or service.
Future delivery of the products with correct items.
Replacement of defective products.
Repair of the damaged products.
Reduction in the price.
Credit the amount to purchase account.
Cancellation of order or portion of order.
Rescheduling the payment installments.
Correction of error in bill.
Making a Claim
Unfortunately, from time to time it is necessary to make a claim against unsatisfactory work. This
example business letter provides a strong example of a claim letter and includes important
phrases to express your dissatisfaction and future expectations when making a claim.

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COMMUNICATION
QUESTION
What are contents of claim letters?[10]
A dissatisfied party may either discontinue business contact or may complain through a claim
letter. The former option can never be recommended.
Complaint is basically unpleasant, therefore, should be based on the following points:
1. Statement of claim, supported by facts and figures.
2. Indication of loss and inconvenience.
3. Request for explanation of the cause.
4. Emphasis on quick action.
5. Suggestion for reasonable adjustment.
6. Courteous and non-accusatory words.
Adjusting a Claim
Even the best business may make a mistake from time to time. In this case, you may be called
upon to adjust a claim. This type of business letter provides an example to send to unsatisfied
customers making sure that you address their specific concerns, as well as retain them as future
customers.

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COMMUNICATION
QUESTION
M/s. Anna cloth store, House no. 07, Road no. 14 North 302, TUCSON AZ 85705, USA has
purchased 2000 meters of suit cloths with a total cost of 12000$. from Michel enterprise. :
M/s. Anna cloth store has returned the shipment as quality does not match with the order
specification.
Write a claim letter to the manager, Michel enterprise, 20, Kualampur, Malaysia, Claiming
full refund of the purchase price. [10]

M/s.

Anna cloth store

House no. 07, Road no. 14 North 302,
TUCSON AZ 85705,
USA
November 27, 2013
Manager
Michel enterprise
(Wholesaler of quality fabrics)
20, Kualampur, Malaysia
Dear Manager,
On November 07, 2013 we purchased 2000 meters suit cloths. The quality of your
shipment does not match with our order specification. Since the use of low quality cloth
will damage our business goodwill, we have returned your shipment along with a request
for cash refund of 12000$.
We believe that your company has deep concern for its customers. We are also convinced
with the earlier dealing of your company.
Refunding the money within the next 10 days will be highly appreciated. We are looking
for future business.
Sincerely,
(Mr. Jonson)
Purchase Manager

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COMMUNICATION

QUESTION
The Bangladesh Commerce College, Road No 7, Uttara, Dhaka has purchased some books
from Jamuna Publishing Pvt. Ltd. Bangla Bazar, Dhaka. The publisher has sent older
edition of the books.
Write a claim letter for replacing the books with the new edition.[10]

The Bangladesh Commerce College

ESTD. 1992
Road No. 7, Uttara, Dhaka.
Phone
November 25, 2013
Manager
Jamuna Publishing Pvt. Ltd.
Bangla Bazar, Dhaka
Dear Sir,
In response to our November 10, 2013 order letter, you have sent the ordered books. You
delivery has reached to us on November 20, 2013. We have got all the books. But you
have sent the older edition of some books.
Books of older edition are being returned. We are requesting for replacing the books with
2013 edition.
Your replacing the books soon will be appreciated
Sincerely
(Mr. Jonson)
Principal

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COMMUNICATION
QUESTION
Suggestions for improving the effectiveness of claim letter |
Characteristics of good claim letter. [10]
A claim letter possesses the general qualities of a good commercial letter like completeness,
conciseness, use of easy and simple language etc. however, a good claim letter is one that has the
following characteristics:
1. Fair claim: An effective claim letter contains a realistic, fair and honest claim or request.
If the buyer makes any unfair claim, it proves his dishonesty. As a result business
relationship between buyer and seller may end.
2. Showing confidence upon the seller: The buyer should be confidant that seller will
accept his claim. Such confidence will motivate the seller to settle the claim with due
consideration.
3. Free form anger: An effective claim letter never shows anger to the recipient. Anger or
antagonism reduces the chance of getting compensation.
4. Inclusion of facts courteously: A good claim letter states all relevant facts logically.
Courteously and impersonally. It includes neither exaggerated nor irrelevant facts.
5. Definite request: An effective claim letter makes a definite request. Such request may
be of the followings:
o Replacement of the product or service.
o Partial or full refund of the purchase price of the product or service
o Replacement of shipments
o Cancellation of an order or part of the order
o Correction of an error in bill
6. Free from guess and opinion: It is unwise to guess or to give opinion holding any
specific person responsible for the damage. The letter should be written impersonally and
the charge of detecting the responsible persons should be given to the seller.

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COMMUNICATION
QUESTION

Complaint letter [10]

In a simple way, the letter written by the customers to convey their complaints to the
seller of goods or to the transport authority is termed as complaint letter.
In the process of supplying ordered goods to the customers, different persons and parties
are involved.
Therefore, there is every possibility of inadvertent mistakes being committed by
someone.
This may create inconvenience to the customers and even cause them financial loss.
Therefore customers write letter to inform their inconveniences to the seller or to the
transport authority.

The letter written for this purpose is known complaint letter.

In business, occurrence of mistakes is common and natural even though the parties are
causations and careful. Some of the customary mistakes are supplying low quality
products, charging high prices, low quality packaging, damage of products due to poor
packaging etc. so complaint letter is drafted by the buyer mentioning the mistakes
occurred or claiming for the damage to the seller or to the transportation authority.

Cause of drafting complaint letter

After placing orders, customers expect that sellers will deliver the products accordingly. If the
seller fails to do so, customers write complaint letter. Such letter is usually written for the
following reasons or causes:
Merchandise not received.
Part of the merchandise not received
The merchandise received was not received
Delivery of defective products
Goods received in a damaged condition
Quantity of good is not what was ordered
Goods delivered to wring address
Delivery of goods is delayed
Impoliteness of office staff of the seller
Delivery of mix-up products
Clerical or book keeping errors
Mistakes in the bill
Charging high price
Price included for goods returned
Reminders for payment of bill already paid
Poor quality of packaging
Faulty insurance coverage
Missing of products during transportation
Carelessness of transportation authority
Ignoring the provisions regarding brokerage, commission and discount

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COMMUNICATION
QUESTION

Factors to be considered while drafting complaint letter [10]

A complaint letter should be written in a polite and considerate way by incorporating the
following factors or elements:
1. Specific cause of complaint: In a complaint letter, the customer should mention the
specific cause of complaint. This will help the seller to understand his fault and to take
necessary step for adjustment.
2. Nature of loss: Complaint letter must specify the nature and extent of damage caused in
terms of money, loss of sales, loss of service or goodwill.
3. Amount of loss: If any financial loss has to fault to the seller or transport authority,
actual amount of loss should be mentioned with supportive documents.
4. Possible remedy: A complaint letter should clearly indicate the probable remedies for
setting the complaint.
5. Avoiding assumptions: In the letter, the buyer should include only the actual event.
There should not be any assumption on the part of the buyer.
6. Courteous language: Language of complaint letter should be simple, easy, courteous
and friendly. However, its tone should be straightforward.
7. Documentary proof: Sufficient documents should be enclosed as proof of complaint.
Without necessary documents, the letter may have no value to the recipient.
8. Controlling anger: Though anger is a natural reaction of the affected buyer, it is not wise
to express anger. Rather, the buyer should make the complaint in a respectful and
considerate way.
9. Art of presentation: Complaint should be made artfully. That is the buyer should raise
the complaint in a way that does not hurt the seller. Artful presentation requires raising
the complaints passively rather than directly.
10. Mentioning preventive measures for future: For preventing the mistakes in future, the
buyer can suggest the seller some alternative course of actions.

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COMMUNICATION
QUESTION
M/s. Anna Food Products Ltd. has placed an order on December 05, 2013 to Mr. Michel
Flour Mills Ltd. For 2000 bags of flour to be sent within December 15, 2013. Mr. Michel
Flour Mills has accepted the order but the delivery of shipment was delayed for 3 (three)
days, draft a complaint letter to the Manager, Mr. Michel Flour Mills Ltd. 10, Washington,
New York, for the delay. [10]

M/s. Anna Food Products Ltd.

302, TUCSON AZ 85705,
USA
December 20, 2013
Manager
Michel Flour Mills Ltd.
10, Washington, New York
Dear Manager,
We have placed an order on December 05, 2013 for 2000 bags of flour to be sent within
December 15, 2013. You have sent an order acknowledgement letter and promised to deliver the
shipment within the stipulate time. But it is unfortunate that the actual delivery was delayed for
03 (Three) days.
Due to your delay in sending the shipment, we could not maintain promise with our customers.
Recurrence of this problem will force us to business elsewhere.
We expect that you will take the matter seriously and will take necessary step to prevent its
recurrence. We are looking for future business.
Thanking you,
(Mr. Jonson)
Manager

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COMMUNICATION
QUESTION
M/s. Anna enterprise, House no. 07, Road no. 14 North 302, TUCSON AZ 85705, USA, is
the seller of high quality local and foreign furniture for home and office. It has purchased
100 nos. office desks from Michel furniture Ltd. Kualalampur, Malaysia, on February 10,
2013. After receiving the shipment, some of the desks were found defective. Write a
complaint letter to the manager of Michel furniture Ltd.[10]

M/s. Anna enterprise

House no. 07, Road no. 14
North 302, TUCSON AZ 85705,
USA
February 25, 2013
Manager
Michel furniture Ltd.
Kualampur, Malaysia.
Dear Manager,
We have purchased 100 nos. of office desks on February 10, 2013 and the shipment reached to us
on February 22, 2013. After inspection of the shipment, we have found 20 (Twenty) defective
desks. Sale of the defective desks will have a negative impact on our reputation. Therefore, we
have kept those desks in the storeroom.
We believe that it was an inadvertent mistake and you will take necessary step to stop its
recurrence.
We are waiting for your decision regarding the defective desks.
Thanking you,
(Mr. Mr. Jonson)
Manager

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COMMUNICATION
QUESTION

Adjustment letter [10]

Adjustment letter is a reply letter to the buyers complaint or claim.

In other words, when seller or transportation authority writes letter in response to the
complaint or claim letter of the buyer, it is known as adjustment letter.
This letter informs the customer either acceptance or rejection of their complaints and
claims. Acceptance of the claims may take different forms such as simply regretting for
the mistakes, or making correction to the mistakes through payment of compensation.
Reply to complaint letter plays a vital role in enhancing the goodwill of a company and
maintaining relationships with the customers.
An adjustment letter is the reply to a compliant or claim letter.
Finally, we can say that an adjustment letter gives answer to the customers claim letter.
Though this letter, the seller notifies the customer whether his claim is granted or
rejected. Since this letter settles the claims of the customers, it is also termed as letter of
claim settlement. This letter helps to build and maintain goodwill with the customers.
An adjustment letter is a reply to a complaint (claim letter).
It is better to make adjustment than to risk losing a customer.
Complaints should not be discouraged, because (1) they provide a means of discovering
and correcting poor service, and (2) They provide an opportunity to win back goodwill.

Analysis of Complaint:
In dealing with a complaint all related facts should be investigated to determine (a) whether the
complaint is justified and (b) whether, and how, adjustment is to be effected.
Justification of Complaint:
Experience proves that most of the complaints are justified. They are usually a result of fault on
the part of the seller or third party (transporter, etc.). A complaint is considered unfair when buyer
is at fault and the request is for undue advantage.
Grant of Adjustment:
A justified complain needs proper adjustment, e.g., refunding money, replacing merchandise,
performing additional service, admitting fault and assuring care in future, and taking rightful
action against third party responsible for the damage. Proper explanation is necessary if buyer is
at fault or complaint is based on misunderstanding.

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Adjustment Principles:
1. Answer promptly to avoid further complaint. When immediate adjustment is not possible, an
acknowledgement letter assures that the complaint is being conserved.
2. Give the customer the benefit of doubt by assuming that the customer is right, unless the facts
prove him/her wrong.
3. Accept blame gracefully when it is justified: to beg pardon or be unnecessarily humble is
considered poor acceptance that may result in loss of goodwill.
4. Be diplomatic, especially when the addressee is at fault or complaint is based on
misunderstanding. A diplomatic writer can say anything without insulting the reader.
Organizing the Adjustment Letters:
The ideas in an adjustment letter are ordinarily arranged as follows:
1. Conciliatory Statement:
Expression of regret even if the customer is at fault or appreciation for having been
informed is an effective start of an adjustment letter.
2. Explanation of Facts:
Explaining the facts relating to complaint, clarifying the position in case of
misunderstanding or indicating the customers fault (if any) should be the next step.
3. Statement of Adjustment:
Grant of the adjustment (if any), suggesting a substitute for requested adjustment (when it
cannot be granted) or a mere acceptance of fault with assurance of taking care in future,
should be stated as the third step.
4. Statement of Goodwill:
A last paragraph may be added (if appropriate) for rebuilding of goodwill and renewal of
business relations.

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COMMUNICATION
QUESTION

Factors to be considered while drafting Adjustment Letter Or,

Contents of Adjustment Letter [10]
In drafting adjustment letter, the following points should be kept in mind so that in can convince
the affected buyer:

1. Acknowledging the claim letter: At the begging of the adjustment letter, seller
should acknowledge the claim letter of the customer and thank the customer for
pointing out the mistakes.
2. Regretting for mistakes: Reply letter should regret for the mistakes and
inconvenience of the seller sincerely. If the seller is definitely at fault, he can
apologize by saying, I am sorry, We apologize etc.
3. Immediate reply: After receiving the complaint from the buyer, the seller should
give its reply immediately. Delay in reply may create further arrogance.
4. Granting immediate promise: If the customer demanded for something specific
like a refund or replacement, the seller should grant the promise immediately.
5. Assuring preventive measures: After receiving the claim from the customers,
preventive measures taken by seller should be indicated. Seller must also assure
the customer that he will not face any such inconvenience in future.
6. Offering further cooperation: In order to promote goodwill of the company and
sustain relationship with customers, the seller should offer further cooperation and
assurance of satisfaction.
7. Convincing customer: If the claim of the customer is unfair, unreasonable and
unjust, the seller should not react violently. Rather, he should convince the buyer
to consider the matter from the sellers angle.
8. Courteous and friendly language: The language of adjustment letter must be
courteous and friendly. Such language will cool down the anger of the buyer.

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COMMUNICATION
QUESTION
Write an adjustment letter [10]

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COMMUNICATION
QUESTION

Memorandum[10]
What is memo or memorandum?

Memorandum is popularly known as memo.

The literal meaning of the word memorandum is a note to assist the memory.
Memos are the written internal communication means for exchanging information
relating to day-to-day functions within the organizations.

Memorandum is a form of letters written inside the business.

Memos are used to communicate with other employees, regardless of where the
employees may be located in the same organization.
Memo is a written communication form one person to another (or a group of people)
within the same organization.

So, memorandum or memos are an internal short note or letter in which information
exchanged among superiors and subordinates or same potion of employees in the
organizational structure.

Advantages of memo
We know memorandum serves various purposes. it is a common means of writer, communication
within the organization. The main advantages of memos are discussed below:
1. Time saving: We can see that may organizations use printed memo. As it is usually
printed, it takes less time to draft it.
2. Less formality: No formality is necessary in drafting a memo, usually inside address,
salutation and complimentary closing is omitted in it.
3. Maintenance good relationship: It can help to maintain the good relationship among the
boss and subordinates, because the bossing attitude is absent here.
4. Low cost: The cost of communication through a memo is less than those of others.
5. References: Memo is a written document. So, it can be used for future references.
6. Inform the decisions and actions: The main objective of memo is to inform the
decisions and actions. For this purpose, it should be written by the higher authority.
7. Request the decisions and actions: The objective of memo is to request the decisions
and actions. For this objective, it may be drafted by the sub-ordinate.
8. Provide information: Another important objective of the memo is to provide
information form one level to another within the business.
9. Remain someone of action: Memo is also written to remind someone of action, if
requires.
10. Others: Issuing orders and instructions, providing response, providing suggestions,
presenting informal report, solving problems.

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Disadvantages of memo
There are few limitations or Disadvantages of memos they are:
1. Limited application: It is not widely used means of communication. Memorandum is
mainly used in business firms. It maintains communication only among the employees of
the same firm regardless of distance.
2. Time consuming: It takes time to be sent to a distant branch or office.
3. Expensive: As usually a memo is a per-printed form, it is expensive than other means.
Sometimes huge printed memos remain unused.
4. Lack of formality: It provides only informal communication.
5. Lack of explanation: Memo is written in a short form. So the meaning of it may not be
cleared to the reader.
6. Less important to the reader: As it is an informal means of communication, it can be
less important to the reader.
7. Not suitable for illiterate people: Office memo is a one kind of written communication.
So, illiterate people are not able to read and understand it.
Guidelines for writing effective memos or drafting memos
In order to make interoffice communication easier, please adhere to the following guidelines for
Writing effective memos:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.

Summarize the conclusions in the introduction paragraph

State the basis for conclusion in the introductory paragraph
Begin each subsequent paragraph with a thesis statement
Support the thesis statement in the body of the paragraph
Be concise
Know the audience
Avoid jargon
Stay objective
Use active verbs
Anticipate counterarguments
Provide road signs as needed
Cite the sources
Number the pages
End with a concluding paragraph

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QUESTION

Different Parts of a Memo [10]

Here you will get Different structure or parts of a memo. There are usually three main parts to a
memo:
1. The heading
2. The subject and date
3. The message.
1. The Heading: The heading of a memorandum is usually printed. It contains the name of the
organization and To and From sections. Make sure you address the reader by this or her
correct name and job title. Be specific and concise in your subject line.
In section To, a courtesy title Miss, Mrs., Mr., Dr. is often included. But in section From the
write does not use a courtesy title. The heading segment follows this general format:

2. The subject and Date: The subject is a brief statement telling what the memo is about. The
subject line is not a complete sentence but rather a concise phrase which indicates some specific
information. The date of writing memo is also important to take action in time.

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3. The message: Message is the main body of a memo. The message contains the following
matters:
(a) Introduction: The message represents the main idea in the first paragraph. it is called the
background of the information.
(b) Details: In the second paragraph you should write details about information to support the
introduction. It should be logical and separate into paragraph.
(c) Response: It is called the action statement. In this paragraph you should state: action you want
to reader to take, Action you will take, Action that you are requested to take, Dead line etc.
Specimen copy of memo

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MEMO
TO: Kelly Anderson, Marketing Executive
FROM: Jonathon Fitzgerald, Market Research Assistant
DATE: June 14, 2007
SUBJECT: Fall Clothes Line Promotion
Market research and analysis show that the proposed advertising media for the new fall
lines need to be reprioritized and changed. Findings from focus groups and surveys have
made it apparent that we need to update our advertising efforts to align them with the
styles and trends of young adults today. No longer are young adults interested in sitcoms
as they watch reality televisions shows. Also, it is has become increasingly important to
use the internet as a tool to communicate with our target audience to show our dominance
in the clothing industry.
Internet Advertising
XYZ Company needs to focus advertising on internet sites that appeal to young people.
According to surveys, 72% of our target market uses the internet for five hours or more
per week. The following list shows in order of popularity the most frequented sites:

Google
Facebook
Myspace
EBay
iTunes

Shifting our efforts from our other media sources such as radio and magazine to these
popular internet sites will more effectively promote our product sales. Young adults are
spending more and more time on the internet downloading music, communicating and
researching for homework and less and less time reading paper magazines and listening
to the radio. As the trend for cultural icons to go digital, so must our marketing plans.

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COMMUNICATION
QUESTION

Contents of a CV [10]
Contents of resume: Contents and layout of resume or curriculum vitae vary widely. There is no
single best way to write resume.
However, a factual and effective resume usually contains the following contents:
1. Opening section: Opening section of a resume generally includes following two items:
o Identifying information: Identifying information includes name, contact address
(both present and permanent), e-mail address and telephone number of the applicant.
o Career objective: A modern resume includes a statement of immediate and longterm career objective of applicant. This statement helps the employer to evaluate
what type of job the applicant likes. Career objective also helps the employer to
categorize the applicants.
2. Education or academic qualification: This section of resume contains a list of degree
achieved along with name of the in situation granting the degree, year of obtaining the
degree, courses taken, position obtained etc.
3. Work experience: In this section, a list of employment and description of work experience
are incorporated by following a reveres chorological order. It mentions employers name and
location, duration of employment and position held.
4. Achievements and awards: This section includes school and community memberships,
offices held, honors, publications, language skills etc. of the applicant.
5. Personal data: Personal data include applicants age, religion, gender, nationality, marital
status, hobby, height, date of availability etc.
6. Reference: Most resumes mention references from which the employer can seek information
about the applicant. Generally, name of the former employers and teachers are mentioned as
reference.

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COMMUNICATION
QUESTION
REPORTS [10]

Are fixed format documents. They are written as a result of instructions given to someone
to investigate and report on a problem.

A report is written for a clear purpose and to a particular audience. Specific information
and evidence are presented, analyzed and applied to a particular problem or issue.

The information is presented in a clearly structured format making use of sections and
headings so that the information is easy to locate and follow.

When you are asked to write a report you will usually be given a report brief which
provides you with instructions and guidelines.

The report brief may outline the purpose, audience and problem or issue that your report
must address, together with any specific requirements for format or structure.

This guide offers a general introduction to report writing; be sure also to take account of
specific instructions provided by your department.

Purposes or Objective of Business Reports

Reports are the primary means of communication in organization. In large-scale organizations,
there is no alternative to use reports. Reports also play an important role in small-scale
organizations. Some points highlighting the purposes or objectives or important of business report
are presented below1. Transmitting Information: Business report is very important for transmitting information
from one person to another or form one level to another. Although a manager can personally
collect required information in a small scale enterprise, it is not possible in the context of a
large scale organization. In the latter case, the managers rely on reports for obtaining
necessary information.
Interpretation and Explanation of event: Report provides interpretation and explanation of
information. As a result, readers can easily understand it.
2. Making decisions: A report is the basic management tool for making decisions. The job of a
manager is nothing but making decisions. Reports supply necessary information to managers
to solve problems.
3. Communication with external stakeholders: In addition to internal use, reports also
communicate information to the external stakeholders like shareholders, creditors, customers,
suppliers, government officials and various regulatory agencies. In the absence of formal
business report, such stakeholders would remain at dark about the organizations.
4. Development of information base: Reports also contribute to the development of
information base in organization. It develops information base in two ways. Firstly, day to
day information is recorded permanently for writing reports. Secondly, the written reports are
preserved for future reference. In these ways, reports help in developing a strong and sound
information base.
5. Developing labour management relationship: Reports also help to improve labour
management relationship particularly, in large organizations. In a large organization, there is
little opportunity of direct communication between top-level management and employees. In

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this case, report is used as mechanism of keeping both sides informed about each other and
improving their relationships.
6. Controlling: Controlling is the final function of management. It ensures whether the actual
performance meets the standard. In order to perform the managerial function of controlling,
report serves as a yardstick. It supplies necessary information to impose controlling
mechanism.
7. Recommending actions: Reports not only supply information but also recommend natural
actions or solutions to problem. When someone is given the charge of investigating a
complex problem and suggesting appropriate remedy, the investigator usually submits a
report to the concerned manger.
Above discussion makes it clear that reports are the commonly used vehicles that help mangers in
planning, organizing, staffing and controlling. In a nutshell, report is indispensable for carrying
out the management functions. Report is the nerve of an organization that circulates information.
The major purposes of reports are to -:
Inform
Record facts
Persuade
Help in decision making
Recommend action
Reports are widely used in organisation for making decisions:
1. They should be based on careful research.
2. Clearly and logically written in an objective, impersonal style.
3. Constructed with the appropriate sections.
4. Well presented with high readability.
5. Written with a specific audience in mind.
Characteristics of Report

Complete and Compact Document: Report is a complete and compact written

document giving updated information about a specific problem.
Systematic Presentation of Facts: Report is a systematic presentation of facts, figures,
conclusions and recommendations. Report writers closely study the problem under
investigation and prepare a report after analyzing all relevant information regarding the
problem. Report is supported by facts and evidence. There is no scope for imagination in
a report which is basically a factual document.
Prepared in Writing: Reports are usually in writing. Writing reports are useful for
reference purpose. It serves as complete, compact and self-explanatory document over a
long period. Oral reporting is possible in the case of secret and confidential matters.
Provides Information and Guidance: Report is a valuable document which gives
information and guidance to the management while framing future policies. It facilitates
planning and decision making. Reports are also useful for solving problems faced by a
business enterprise.
Self-explanatory Document: Report is a comprehensive document and covers all
aspects of the subject matter of study. It is a self-explanatory and complete document by
itself.
Acts as a Tool of Internal Communication: Report is an effective tool of
communication between top executives and subordinate staff working in an organization.
It provides feedback to employees and to executives for decision making. Reports are

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generally submitted to higher authorities. It is an example of upward communication.

Similarly, reports are also sent by company executives to the lower levels of
management. This is treated as downward communication. In addition, reports are also
sent to shareholders and others connected with the company. It may be pointed out that
report writing / preparation acts as a backbone of any system of communication.
Acts as Permanent Record: A report serves as a permanent record relating to certain
business matter. It is useful for future reference and guidance.
Time Consuming and Costly Activity: Report writing is a time consuming, lengthy and
costly activity as it involves collection of facts, drawing conclusion and making
recommendations.

CHARACTERISTICS OF A REPORT

They have clearly defined sections.

They are based on facts.
They are used for making decisions.
They often give detailed technical information.
They should be set out in a highly readable way.
They should be written in a formal, impersonal style.
They are often accompanied by a letter of transmittal. This letter records that the work
has been done.

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QUESTION
TYPES OF REPORTS:[10]

Informative report (stresses about facts) give the facts of a situation. The writer will
also stress the procedures
Investigative Reports (gives results of an investigation and recommends action) are
written because the writer has been instructed to investigate the problem, draw
conclusions from the facts and recommendations. The writer for example has been asked
to investigate the causes of the factory fire, draw conclusions and recommendations
Feasibility Reports (examines whether something can be done or not and recommend
action) are related to investigation reports. They are written because someone has been
instructed to investigate whether something can or should be done or not.
Evaluative reports investigation and feasibility reports evaluate the facts.
Technical reports contains large amounts of technical information. Information often
set in tables, graphs e.tc
Interim reports - Are written to inform managers of the progress of a project.

PROGRESS REPORTS

Progress reports are common and critical documents in science and engineering.
The basic point of a progress report is to summarize the status, progress, and likely future
for a particular project.
In a progress report you are often expected to commit to an exact schedule for the project
completion, discuss the status of the materials being used and account for the money
spent, and summarize concretely both the current findings and the predicted results. T
he professionalism of the progress report is often vital to the future of the project.

Style for Progress Reports

The following stylistic advice can be applied to most progress reports you write:

Include a working title and the words Progress Report at the top of the page.
Use section headings in the report to simplify both the writing and reading process.
Open the report with a Scope and Purpose section, where you give a condensed version
of your future reports introduction and objective.
Always include a section entitled, for example, Progress, which summarizes the works
pace and progress and explains any snafus, dilemmas, or setbacks.
Always include a section entitled, for example, Remaining Work, which honestly
assesses the work that must still be completed. Think right on the page in this section,
posing questions, speculating meaningfully, exploring your options.
Always include a section that projects the expected results. Commit to a schedule for
obtaining those results if possible.
If necessary, include a section in which you directly solicit advice from your teacher or
advisor. Be forthright and professional about the nature of the advice you need.
Keep your paragraphs short and focusedjust a few paragraphs per section, typically.

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Your tone can often be straightforward and familiartherefore, as a rule, you can use I
and you freelybut do not lapse into informality.
Avoid being overly optimistic, pessimistic, apologetic, cocky, or self-deprecating.

RECOMMENDATION REPORT

A recommendation report proposes a solution to a problem or evaluates possible

solutions and recommends one.
Before proposing or recommending a solution, the report needs to identify the problem.

ACCIDENT REPORT
All accidents are considered as incidents; however an accident report form focuses more on the
injury whereas the incident report form is intended to focus on the cause and prevention of further
occurrences.
The Accident Report Form is in 2 parts. The first part is completed by the employee who suffered
the accident, and the second part is completed by the supervisor.
An accident report is an important tool used to document the accident and assist in investigating
the cause. It also assists to develop procedures that may be put in place to prevent it from
happening again.
The supplied template calls on the employees, with the assistance of a manager, to fill in the first
page details including:

employee details,

injury details- including date, time and expected time off,

medical treatment required, and

events leading up to the injury- this is important to gain the employees perspective of
what actually happened.
The second section of the form is to be completed by the manager and requires the manager to
identify the following:

witness details,

how the accident happened, and

how a recurrence can be prevented.
It is important to show outcomes of the investigation, and to document what actions can or will be
taken to prevent another injury occurring in a similar scenario.
The Manager should decide, or, if requested by employees, whether or not the accident should
also be documented as an incident needing further investigation. This may well be the case
depending on the cause of the accident and the possibility of it happening again due to job design,
system or procedural faults needing additional investigation and control.
Should your company decide to merge both the accident and incident form together into one
document then the suitability of this should be assessed at senior management level to ensure that
a detailed and documented approach to both matters is still achieved.

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COMPILING A REPORT: SCHEMATIC REPORT
BODY OF REPORT

Introduction
Procedure for gathering
Conclusions (insight and implications)
Recommendations (the action to be taken)
Findings (the Facts)
Bibliography
List of references
Appendices

THE PURPOSE
It is important to establish immediately the exact purpose of the report. Think of who is
to read it, what is it intended to achieve and how it will be used.
FORMAT OF A REPORT
1. COMPANY NAME
2. REPORT TITLE
3. TERMS OF REFERENCE.
They form the opening of the report.
They should include the following:
(a) By whom the report has been requested e.g.
At the request of a sales director or as directed by the board.
(b) The precise areas to be covered e.g.
To enquire into present procedures of.................
To examine how the................................................................................
To carry out a feasibility study into the...................................................
(c) What is intended should be the outcome of the report e.g.
To establish the nature and extent of existing problems and make recommendations for their
solution.
To inform shareholders of plans for rationalisation.
(d) Establishing the limits of the report, such as recognition of financial or economic
constraints, company policy, union, agreements or factors external to a department which
partially determine the working method.
4. PROCEDURES
This element concerns the method of investigation to be adopted. Methods which might be
mentioned include:
(a) Experiment
(b) Observation observation of customer of staff behaviour
(c) Survey
(d) Consultation

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(e) Research
5. FINDINGS Found when the procedures are analysed.
6. CONCLUSION - These are the solutions.
The derived from findings.
7. RECOMMENDATIONS - These are suggestions.
They are derived from the conclusions.
8. SIGNATURE.
9. NAME His /Her name full.
10. DESIGNATION His / her post or position in the organisation.
EXAMPLE OF A SCHEMATIC REPORT
Terms of Reference
Margaret
Anderson, Director of Personnel has requested this report on employee benefits satisfaction. The
report was to be submitted to her by 28 June.
Procedure
A representative selection of 15% of all employees was interviewed in the period between April
1st and April 15th concerning:
1. Overall satisfaction with our current benefits package
2. Problems encountered when dealing with the personnel department
3. Suggestions for the improvement of communication policies
4. Problems encountered when dealing with our HMO
Findings
1. Employees were generally satisfied with the current benefits package.
2. Some problems were encountered when requesting vacation due to what is perceived as
long approval waiting periods.
3. Older employees repeatedly had problems with HMO prescription drugs procedures.
4. Employees between the ages of 22 and 30 report few problems with HMO.
5. Most employees complain about the lack of dental insurance in our benefits package.
6. The most common suggestion for improvement was for the ability to process benefits
requests online.
Conclusions
1. Older employees, those over 50, are having serious problems with our HMO's ability to
provide prescription drugs.
2. Our benefits request system needs to be revised as most complaints concerning in-house
processing.
3. Improvements need to take place in personnel department response time.
4. Information technology improvements should be considered as employees become more
technologically savvy.
Recommendations

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1. Meet with HMO representatives to discuss the serious nature of complaints concerning
prescription drug benefits for older employees.
2. Give priority to vacation request response time as employees need faster approval in
order to be able to plan their vacations.
3. Take no special actions for the benefits package of younger employees.
4. Discuss the possibility of adding an online benefits requests system to our company
Intranet.
Important Points to Remember
A report is divided into four areas:
o Terms of Reference- This section gives background information on the reason
for the report. It usually includes the person requesting the report.
o Procedure- The procedure provides the exact steps taken and methods used for
the report.
o Findings- The findings point out discoveries made during the course of the
report investigation.
o Conclusions- The conclusions provide logical conclusions based on the findings.
o Recommendations- The recommendations state actions that the writer of the
report feels need to be taken based on the findings and conclusions.
Reports should be concise and factual. Opinions are given in the "conclusions" section.
However, these opinions should be based on facts presented in the "findings".
Use simple tenses (usually the present simple) to express facts.
Use the imperative form (Discuss the possibility ..., Give priority ..., etc.) in the
"recommendations" section as these apply to the company as a whole.

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