1.Explain the basic parts of a Business Letter.

• The Heading (The Retern Address) or Letterhead - Companies

usually use printed paper where heading or letterhead is specially
designed at the top of the sheet. It bears all the necessary
information about the organisation’s identity.

• Date - Date of writing. The month should be fully spelled out and the
year written with all four digits October 12, 2005
(12 October 2005 - UK style). The date is aligned with the return
address. The number of the date is pronounced as an ordinal figure,
though the endings st, nd, rd, th, are often omitted in writing. The
article before the number of the day is pronounced but not written. In
the body of the letter, however, the article is written when the name of
the month is not mentioned with the day.

• The Inside Address - In a business or formal letter you should give

the address of the recipient after your own address. Include the
recipient's name, company, address and postal code. Add job title if
appropriate. Separate the recipient's name and title with a comma.
Double check that you have the correct spelling of the recipient 's
name.

The Inside Address is always on the left margin. If an 8 1/2" x 11"

paper is folded in thirds to fit in a standard 9" business envelope, the
inside address can appear through the window in the envelope.

• The Greeting - Also called the salutation. The type of salutation

depends on your relationship with the recipient. It normally begins
with the word "Dear" and always includes the person's last
name. Use every resource possible to address your letter to an
actual person. If you do not know the name or the sex of of your
reciever address it to Dear Madam/Sir (or Dear Sales Manager or
Dear Human Resources Director). As a general rule the greeting in
 a business letter ends in a colon (US style). It is also acceptable
to use a comma (UK style).

• The Subject Line (optional) - Its inclusion can help the recipient in
dealing successfully with the aims of your letter. Normally the subject
sentence is preceded with the word Subject: or Re: Subject line may
be emphasized by underlining, using bold font, or all captial letters. It
is usually placed one line below the greeting but alternatively can be
located directly after the "inside address," before the "greeting."

• The Body Paragraphs - The body is where you explain why you’re
writing. It’s the main part of the business letter. Make sure the
receiver knows who you are and why you are writing but try to avoid
starting with "I". Use a new paragraph when you wish to introduce a
new idea or element into your letter. Depending on the letter style you
choose, paragraphs may be indented. Regardless of format, skip a
line between paragraphs.

• The Complimentary Close - This short, polite closing ends always

with a comma. It is either at the left margin or its left edge is in the
center, depending on the Business Letter Style that you use. It begins
at the same column the heading does. The traditional rule of
etiquette in Britain is that a formal letter starting "Dear Sir or
Madam" must end "Yours faithfully", while a letter starting "Dear
" must end "Yours sincerely". (Note: the second word of the
closing is NOT capitalized)

• Signature and Writer’s identification - The signature is the last part

of the letter. You should sign your first and last names. The signature
line may include a second line for a title, if appropriate. The signature
should start directly above the first letter of the signature line in the
space between the close and the signature line. Use blue or black
ink.
 • Initials, Enclosures, Copies - Initials are to be included if someone
other than the writer types the letter. If you include other material in
the letter, put 'Enclosure', 'Enc.', or ' Encs. ', as appropriate, two lines
below the last entry. cc means a copy or copies are sent to someone
else.

These are the basic part of the business letter.

2.Explain the classification of Communication.

CLASSIFICATION OF COMMUNICATION
• INTRAPERSONAL

• INTERPERSONAL

• GROUP

• MASS

• VERBAL

• NON-VERBAL

• META

Intrapersonal communication :

• Is talking to oneself into one’s on mind

• E.g. soliloquies or asides in dramatic works

Interpersonal communication:
• Exchange of messages between two persons
• E.g. conversation, dialogue or an interview

• E.g. author communicates with a reader when he writes

• E.g. letter communicates between writer and the peron whom it is written

Group communication:
• Among small or large groups

• E.g.: organization, club or classroom

• All individuals retain their individual identity

Mass communication:
• Message is sent to large groups of people

• E.g.: newspaper, radio, or television

• No opportunity for personal response or feedback

Verbal communication:
• With words written or spoken

• E.g. : speaking, listening, writing, reading and thinking

Non verbal communication:

• Flows through all acts of speaking or writing

• It is a wordless message conveyed through

• gestures (sign),

• movements (action ) and

• object language (pictures, clothes )

• Non verbal communication can be identified by

• personal space (proxemics, body language, and kinesics)

• Touch ( haptics)

• Eyes (oculesics)
• Sense of smell (olfactics)

• And time

Meta coomunication :
• unintentionally communicates something more than what the actual word
sate

• E.g. “ I have never seen you so smartly dressed

This is the classification communication.

3.What is the role of Communication in a business

organization?
Communication may be defined as the transfer of a message or information from one
person to another or a group of people for a common understanding. The person who
sends the information is called the sender and the person who receives the information
is referred to as the receiver. A business organization may be described as an
institution made up of a group of people who work together in a structured way for a
common purpose such as production of goods or provision of services or buying and
selling of goods and services. Communication from time immemorial has played an
important role in the life of human beings. It is very interesting to discuss the importance
of communication in business organizations.

Generally communication can help in transmission of messages from one person to

another, conveying ideas, feelings and grievances of people, for entertainment et
cetera. In business organizations, communication can help inform workers about the
goals of a particular organization; it may also help management to know the problems of
workers and their grievances.

Communication in a business organization may take various forms such as

a) Vertical communication - for example, a letter from senior management to

workers.
b) Horizontal communication - for example communication among managers at the
same level.
 c) Upward communication - for example, a suggestion form workers to
management through the suggestion box.

Communication passes through a process in which the sender thinks of an idea, puts it
into words and sends it through a medium such as a telephone line or through the mail
to the receiver. The receiver gets the message and translates it for his or her
understanding. He or she sends a feedback to the receiver by way of response.

However, there are formal channels of communication that are used in a business
organizations. These include business letters, memoranda and notices. One cannot
imagine how a business organization can function properly without any form of
communication. It cannot advertise its products or services to the customers and the
customers would not inform it of their tastes. Communication continues to be the life-
blood of all business organizations. Without communication, it is doubtful if any
business organization can exist and continue to survive. One can foresee that
communication will, for a long time, remain and continue to be in the future, the most
important tool of management of any business organization which wants to progress.
Thus business organizations ca hardly do without communication.

Communication has its limitations depending on the cultural environment in which a

particular organization is. For example, a multinational company cannot communicate in
a foreign country in the same way it does in its home country because of different
cultures. There may be problems or challenges in communication in a business
organization. There may be physical barriers such as noise, clarity of expression by the
sender, vague objectives of the message, other factors such as fear of the sender e.g. a
strict manager sending information to a junior clerk.

In spite of its limitations, communication in the world today, can be said to be better than
communication in the world twenty (20) years ago. 20 years ago, in the developing
countries, communication was mainly through the talking drums, ‘gong-gong’ beating,
snail mail and word-of-mouth. In the developed countries it was through telephone of a
low technology, snail mail, telegraph and Internet with a fairly low technology. Today, in
both the developing and developed countries, means of communication are common.
Thus, a company in Africa can send information to companies in any part of the world in
a matter of minutes by electronic mail. One can say that business organizations are
better off today than 20 years ago in terms of communications especially distant
communication.

We are of the opinion that if the barriers of communication can be taken into
consideration and the appropriate channels of communication chosen, communication
can continue to be an effective life-blood of business organizations.

4.Explain the steps to effective writing.

Steps for Effective Writing

1. Consider your audience for the proper angle.

• Decide how your readers will use your information and narrow your message to
their interests.
• Choose details to be included on the basis of the audience's experience and
knowledge of your subject.
o What are the interests of your audience?
o How will the reader use your information?
o How much does the reader know about the subject?

2. Anticipate special problems in your reader's reaction.

• If you think your reader will be skeptical of data you cite or policies you advocate,
or if you foresee a personality or situation problem in the general acceptance of your
message, deal with the problem up front. Usually this means refuting alternatives and
supporting your conclusions with additional evidence and authority.

3. Outline your message functionally.

• Think before you write.

• Summarize your entire message in two or three sentences at most.
• Decide what action your reader needs to take or what action you plan to take.
• Answer who, what, when, where, why, and how details.
• Then expand this basic outline into some logical format.

4. Develop the first draft.

• Start writing your draft at the computer.

• Do not stop to edit and polish grammar, but rather concentrate on the logical flow
of ideas.
• Collect and assemble data.
• Enter text.

5. Edit for content, grammar, clarity, conciseness, and style

• Use the following checklists as guides to a polished, well written, final draft:
o Content:
 Is the angle narrow and consistent?
 Does proportion match emphasis?
 Check accuracy and completeness; add authority.
 Eliminate repetitious details.
 Paragraph by idea and for eye appeal.
 Use informative headings and adequate white space.
o Grammar:
 Do not write fragments for sentences.
 Punctuate correctly.
 Use appropriate words.
 Spell correctly.
 Do not capitalize without a reason.
o Clarity:
 Measure readability.
 Position to indicate emphasis.
 Use clear transitions.
 Use clear references.
 Use concrete words and phrases.
 Use a consistent viewpoint.
o Conciseness:
 Prefer active voice verbs.
 Avoid wordy sentences.
 Cut out clichés, redundancies, sentence padding, etc.
o Style:
 Vary sentence structure and length.
 Revise weak verbs.
 Prefer a personal, conversational tone.