The scope of business communication

The subject matter of business communication

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The scope of business communication,Or, the subject matter of business communication

We are social being, to live or to exist in the society we have to communicate each other, we spend more time in communicating than doing anything else. (Lesilak and Pettit 1996). Thus different kinds of activities, like personal, social, national, global, political, religious, cultural, financial etc. all are within the scope of communication. Scopes of communication are as follows:

From personal context:
An individual can do nothing without communication. He or she can achieve his or her goal of life and maintain proper relation with relatives and other by effective communication.

Form social context:
Men of societies communicate each other in various meeting, function etc. and contribute for social development.

From organizational context:
Communication involves proper planning, decision making, controlling, directing, coordinating etc. and plays role to achieve organizational goal.

From political context:
Political parties depend on various media of communication to face their opposition and get power. Such as: Radio, television, newspaper, meeting, public gathering, press conference etc.

Form religious context:
Without proper communication it is not possible to give perfect concept about each religion to their followers. Religious group depend on interpersonal, intergroup and mass communication to preach their religion.

From global context:
Every nation of present world depends on each other in different affairs. For this reason UN, EU, NAFTA, SAARC, are formed to maintain international communication.

From national context:
Effective communication system helps general public to participate various government activities through their elected representatives and coordinate among the various government authorities and departments to develop socio-economic condition of the country.

From the context of business:
Effective communication aid management or owner to maintain good relation between internal (I,e employees) and external parties (i.e. Bank, tax authorities etc.) to maximize production, sales, and profit of the business or industry.

From financial context:
All financial matters of various organizations and parties are settled under effective communication system.

Form cultural context:
Cultural activities are controlled and increased by various media and way of communication such as: Radio, television etc.

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The limitations of communication model

What are the limitations of communication model?

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What are the limitations of communication model?

What are the limitations of communication model?

Through communication model plays a vital role in understanding the communication process, but it has some drawbacks or limitations. Limitations of the communication model are as follows:

1. Brief explanation:
The communication model is just a framework having brief explanation. Detail information cannot be achieved from it.

2. Lack of flexibility:
The basic communication models are not flexible in nature. But communication is a dynamic and changing thing. So sometimes it is difficult to cope-up with models.

3. Limited scope:
Most of the communication models are suitable for face to face or written communication. But models cannot describe the framework of telecommunication or modern means of communication.

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Example of collection letters

Example of collection letters,collection letters

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Collection letters system 1st, 2nd , 3rd , 4th Part

Specimen of collection letters.

Example-1: Collection letters 1st, 2nd , 3rd , 4th

Hello guys here you will get New Five system of write a collection letters

Example-1: 1st collection letter

Gilcrist Computers 4/2 Australia C/A Sidney- 1000 30 October, 2011 General Manager Progati  Electronics K/D  Gosh Road Khulna Ref: Bill no. 441/15/06/2010 Dear Sir, We draw your attention to our above-mentioned bill for supplying one Pentium-4 Computer. In your kind order of 15/06/2010 you requested us to send the article through Sonali Bank, Khulna Sadar Brach, and Khulna. We expected the Bank Draft immediately after the article had reached you. Unfortunately we have not yet received the payment. Perhaps our bill has escaped your attention. We shall be glad if you kindly dispatch the Bank Draft as early as possible. Yours faithfully Manager sales

Example-2: 2nd Collection letter

Gilcrist Computers 4/2 Australia C/A Sidney- 1000 15 November, 2011 General Manager Progati Electronics K/D Ghosh Road Khulna Ref: Bill No. 441/15/06/2010 Dear Sir, We draw your attention to our letter to no. 108/CL/1/10 of 20/10/10 requesting you to make the payment at an early date. We regret to find that no payment has been received by us to so far nor the aforesaid letter has been acknowledged. However, we are sending herewith a duplicate of the Bill for your reference requesting you to expedite the payment. Encl: A copy of Bill no. 441/15/06/2010 Your faithfully  Manager-Sales

Example-3:    3rd collection letter

Gilcrist Computers 4/2 Australia C/A Sidney- 1000 12 December, 2011 General manager Progati Electronics K/D Ghosh Road Ref: Bill No. 441/15/06/2010 Dear Sir, We regret to point out that our letters of 20/10/10 and 15/11/10 drawing your attention to pay for our Bill No. 441/06/2010 go unacknowledged. You should admit that the amount is overdue and it is not possible for us to wait any longer. We did not ask for any advance as you requested us to send the article through your bank. It is not our principle to allow such a long credit to our customers. You are, therefore, requested to send the Bank Draft by return post. Your faithfully Manager-Sales

Example-4:   4th collection letter

Gilcrist Computers 4/2 Australia C/A Sidney- 1000 20 December, 2011 General manager Progati Electronics K/D Ghosh Road Ref: Bill No. 441/15/06/2010 Dear Sir, It is highly regrettable that in spite of our repeated reminders of 20/12/10, 15/11/10 and 12/12/10 you have not cared to settle the account and have not even acknowledged the letters by way of ordinary business courtesy. In the circumstance, we are compelled to advise you that if we do not receive the payment from you within three days from the receipt of this letter, we shall have no other alternative than to hand over the matter to our Law Department. We trust, you will realize the situation and take the necessary actions to avoid unexpected situations. Yours faithfully  Manager-Sales

Example-5 :    5th or Final collection letter

Gilcrist Computers 4/2 Australia C/A Sidney- 1000 27 December, 2011 General manager Progati Electronics K/D Ghosh Road Ref: Bill No. 441/15/06/2010 Dear Sir, We have to inform you that as we have not received any reply to our letter No. 108/CL/4/10 of 20/12/10 as well as to all the previous letters requesting you to make the payment for our Bill No. 441 of 15/06/10 we have, this day, handed over the matter to our Law Department for necessary action. You will hear from the Department soon. Yours faithfully Manager-Sales

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Effective collection letter

The factors to be considered in writing an effective collection letter

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Discuss the factors to be considered in writing an effective collection letter.

Following factors should be considered for an effective collection letter.

1. Specific objective:
Collection letter must be written on the basis of a specific objective.

2. Persuasive tone:
Collection letters specially first and second collection letters should be written maintaining a persuasive tone.

3. Tone of confidence:
The approach of a collection letter must be positive and a tone of confidence must be expressed.

4. You-view approach:
To become successful collection letter should follow the you view approach. It will help to create positive response in the mind of the debtor.

5. Courteous:
Another major aspect that should be considered while drafting a collection letter is courteousness.

6. Promise for future co-operation:
To hold the customer and to ensure the collection of debts strong promise should be expressed in the collection letter for continuing future co-operation.

7. Mention time limit:
Last but not the least a specific time limit must be mentioned within which debts need to be clear off.

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What is an adjustment letter?,the essential factors of an adjustment letter?

What is an adjustment letter?
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What is an adjustment letter?,What are the essential factors of an adjustment letter?

What is an adjustment letter? What are the essential factors of an adjustment letter?

Letter that written in response to a complaint letter is known as adjustment letter. In other words adjustment letters are written to resolve the claim raised by the customer or sender of complaint letter.

Adjustment letters also follow a formal but friendly tone to hold the mutual relationship. Reply to the complaint letter may be favorable or unfavorable or unfavorable but it must be drafted to resolve the dispute that arises due to the claim.

Essential Factors of Adjustment Letter:

1. Admit the fault if the customer is right.
2. Immediate response should be provided.
3. Express sorry for own fault.
4. Provide assurance for rectification.
5. Use of polite language.
6. Maintaining courtesy.
7. Logical explanation
8. Provide necessary corrective action (if necessary).

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What are the guidelines that should be followed in drafting a letter of an inquiry?

Considered for an effective inquiry letter,A Inquiry letter

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What factors should be considered for an effective inquiry letter?

What are the guidelines that should be followed in drafting a letter of an inquiry?

Or, what factors should be considered for an effective inquiry letter?

Basic objective of an inquiry letter is asking for information related to business activates. To write an effective inquiry letter following factors should be considered:

1. Mentioning the specific purpose.
2. Assurance for maintaining confidentiality.
3. Use of formal and polite language.
4. Detailed explanation for the inquiry.
5. Mention specific date within which information is required.
6. Promising to provide counter cooperation if necessary.
7. Enclose return envelope with stamp.
8. Provide detailed mailing address of the sender.

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The importance of a circular letter

Importance of a circular letter,A circular letter

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Describe the importance of a circular letter

Circular letters basically used to gain the support of the readers. It helps to promote the business. Major importances of a circular letter can be explained in the following manner:

writers of a circular letters

1. Gain support:
circular letters help the firm to gain support of a large number of people for its products or services.

2. Promote goodwill:
Through circular letter people become aware of the service offered by a company. As a result it helps to promote the goodwill of the firm.

3. Increase of sales:
Another significant aspect of a circular letter is, it also helps to increase the volume of sales.

4. Cost saving:
As a large number of people can be informed through a circular letter, it is also helpful for saving the cost of publicity.

5. Expansion of Business:
As goodwill can be promoted through a circular letter, thus the scope of the business cab be expanded.

6. Introducing new products:
Circular letters play vital role in introducing new products or services to people.

7. Creation of consciousness:
Circular letters are renowned for creating consciousness among the people.

8. Establish Mutual Relationship:
Mutual relationship between the producer and consumers can be established through circular letters.

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Functions of the first, middle and last Paragraphs of a business letter

Functions of the first, middle and last Paragraphs of a business letter

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Functions of the first, middle and last Paragraphs of a business letter
Irrespective of the nature of the message almost all types of letter have a common structure, which is as follows:

First paragraph	Introduction
Middle Paragraph	BODY
Last Paragraph	Conclusion

      Fig -12: Common formal of a letter

Different paragraphs have different functions. Though all the paragraphs are parts of a same letter and planed to achieve same objectives but act differently.

Functions of the First Paragraph:
As the reader first will go through this paragraph so it has some special functions. Function of the first paragraph is as follows:

Draw attention Mention the purpose(s) of the letter Create a positive impression Refer to previous correspondence

1. Draw attention:
To make the reader attentive and to obtain reader’s interest the introduction paragraph is arranged with such attractive and eye-catcher sentences.

2. Mention the purpose of the letter:
In short, the basic purpose of the letter is mentioned in the first paragraph to inform the reader about the subject matter of the letter.

3. Create a positive impression:
The introduction paragraph leads the letter to the destination. Thus a favorable impression needs to be created through the first paragraph.

4. Refer to the previous correspondence:
If the letter is written in connection to a previous letter then reference should be mentioned.

Function of the Middle paragraph:
It is the heart of a letter. Detailed information is mentioned in this section. Causes and explanations are included in the middle paragraph. This is also known as the text or body of the letter.

Function of the middle paragraphs are as follows:

Explanation of the objective of the letter Provide supporting information Explain the causes of the action

1. Explanation of the objective of the letter:
The basic function of the middle paragraph is to provide explanation of the purpose of the letter.

2. Provide supporting information:
Information regarding past references, timing of activity, nature of action need to be taken and other relevant information are also provided in the middle paragraph.

3. Explain the causes of the action:
Usually in most of the business letters request made to the reader to take a particular action or actions.

In middle paragraphs explanation also provided why such action need to be taken.

Functions of the last paragraph:
In the last paragraph usually a formal and courteous request is made to the reader to take action.

Functions of the last paragraph are as follows:

Request to take action Courteous closing

1. Request to take action:
There is a saying “all’s well that ends well” – a letter having a very good introductory and properly explained middle paragraph may failed to achieve the desired goal just for a poor closing paragraph.

Thus, a final cordial request should be made in the last paragraph to encourage the reader to take action.

2. Courteous closing:
The letter needs to be closed with a courteous tone. It creates favorable impact in the mind of the reader and boost up the image of the company.

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Different style or formats of a letter

Full Block Format,Modified Block,Semi Block,AMS Block Format Letter

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Different style or formats of a letter as Full Block Format,Modified Block,Semi Block,AMS Block Format Letter

Style/Formats of letters:

There are different styles or formats of letter.

1. Full block format

2. Modified block

3. Semi block

4. AMS simplified

1. Full block Format:
Here all elements of a letter begin at the left margin. This format can save typing time and reduced typing errors.
                                                           Full block format is as follows:

                                  Full Block Style

12 to 14 lines from top of the page 4 to 10 lines below Double space Double space Double space Double space 4 lines of space Double space

Date line Inside address …………………………….. …………………………….. Salutation: …………………………………………………………………………………. ………………………………………………………………………………….. …………………………………………………………………………………… …………………………………………………………………………………… ……………………………………………………………………………………. ……………………………………………………………………………………. …………………………………………………………………………………….. …………………………………………………………………………………….. …………………………………………………………………………………….. Complimentary  close Name / Title Initials Encl, CC:

                                                                  






















































                                                          Fig.-7: Full Block Style.

2. Modified Block:
The modified block style is more balanced in its graphic layout than the full block format. In this case each part of the letter begins at the left margin except the date, complementary close and signature block.

                                           Modified block style is illustrated in the following figure:
                             Modified Block Style
3. Semi block format/Indented paragraph format:   

12 to 14 lines from top of the page 4 to 10 lines below date line Double space Double space Double space Indent to Double space

Date line Inside address ………………………………………………………… ………………………………………………………… Salutation: ……………………………………………………………………. ……………………………………………………………………. …………………………………………………………………… ……………………………………………………………………. …………………………………………………………............ ………………………………………………………………………. ……………………………………………………………………… ………………………………………………………………………. Complimentary close                           Name                         Title Initials Encls. CC:

Double space 4 lines of space

                           
Fig -08: Modified block style.
The main difference between modified block style and semi block style is, in semiblock format paragraphs are indented. Semiblock format is less formal and basically used for personal messages:

                                     Semiblock format is as follows:
                             Semiblock style 

4. AMS Simplified style: 

12 to 14 lines form top of the page 4 to 10 lines below date line Double space Double space Indent 5 space for paragraph Double space Double space

Date line Inside address …………………………… ………………………….. Salutation:                ……………………………………………………………….. ……………………………………………………………………………..                      …………………………………………………………… …………………………………………………………………………….. Complimentary close,                                                  Name                         Title Initial Encl. CC:

Double space 4 lines of space

                                
 Fig-09: Semiblock style

The Administrative Management Society (AMS) has proposed a simplified letter format which is known as AMS simplified letter format. In this format salutations and complementary close are eliminated. Here a subject line (in capital letters) is included in the letter. This format can be depicted as follows:

                         AMS Letter Style

12 to 14 lines from top of paper 4 to 10 lines below date line Triple space subject line Triple space Double space 4 line of space Double space

Date line Inside address ………………………………… ………………………………… REQUEST FOR PROPOSAL AND …………………………………………………………………………………………………………. …………………………………………………………………………………………………………. …………………………………………………………………………………………………………. …………………………………………………………………………………………………………. …………………………………………………………………………………………………………. …………………………………………………………………………………………………………… …………………………………………………………………………………………………………… ……………………………………………………………………………………………………………                                                         No Complimentary                                Close Name Title Initials Encl. CC.

                                                Fig- 10: AMS Simplified Style

These are the most popular letter formats which are widely used in the business world.

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