What is two-way communication?

What is two-way communication?,importance of tow-way communication

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What is two-way communication?,importance of tow-way communication
The communication that takes place between two parties (sender and receiver)- is known as two-way communication. But the main feature of two-way communication is the flow of information from both ways.

In two-way communication first sender a message and the receiver provides response to the sender.

Form the above discussion the major features of two-way communication can be listed as follows:

Two-parties (sender and receiver) Flow of information from both ways. Feedback.

Importance of two-way communication:


Importance of two-way communication can be discussed in the following manner:

1. Effective communication:
Communication experts advocated that two-way communication is the real communication, where ‘exchange’ of ideas is possible.

2. Implementation of decisions:
In an organization decision are made by the top management, but those are implemented by the lower level employees. If there is no two-way communication then proper implementation of decision will not be possible.

3. Better understanding:
Where there is no counter flow of information or feedback, there the level of understanding between the sender and receiver also very poor. Only two-way communication ensures better understanding.

4. Employee motivation:
It has been proved that the organization where the scope for two-way communication exist, the management can collect more information about the attitudes of the employees. As a result it becomes easier on the part of management to take proper motivational measures.

5. Reduce employee turnover:
Two-way communication between management and employees minimizes misunderstanding and as a result employee turnover rate reduces considerably.

6. Increase productivity:
As two-way communication helps employee motivation, the job satisfaction of employee’s increases. In turn, the productivities of the firm increased.
Therefore it can be safely that, two-way communication has immense importance in the achievement of organizational goal.

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Posted in: Business Communication,Business Communication Articles,Business Communication trends,Introduction,Top Ten Business Communication site,Tow way communication definition,Tow-way communication

What is an Order letter?

What is an Order letter?,considerable factors for drafting an Order letter

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What is an Order letter?,considerable factors for drafting an Order letter

What is an Order letter? Discuss the considerable factors for drafting an Order letter.

The letter which conveys the message for supply of goods is known as letter of order. In other words, the letter by which a buyer formally requests a seller to supply goods is known as order letter.

An order letter also treated as the formal contact between the buyer and seller.

Considerable factors for drafting order letter:
Following factors should be considered in drafting an order letter.
1. Detailed description of the goods.
2. Mention the delivery time.
3. Provide specifications of the goods regarding size, color, style, quality etc.
4. Shipment forwarding directions i.e. the root of the transportation.
5. Mode of payment.
6. Mention about the discount factor.
7. Formal request for timely delivery.

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Posted in: Business Communication,Business Communication Articles,Business Communication trends,Business Letter Writing,Definition of Order letter,Order letter,purchase order letter,What is Order letter

The guidelines for drafting the complaint letter

How to write an effective complaint letter?

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The guidelines for drafting the complaint letter

Discuss the guidelines for drafting the complaint letter

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

Complaint letter is different from other letters, because her claim is to be made carefully without hurting the receiver of the letter.

Following factors should be considered in drafting a complaint letter.
1. Polite language:
Writer should use polite and soft language in a complaint letter.

2. Formal tone:
Tone of the letter need to be formal because the writer needs to be compensated through adjustment.

3. Completeness:
Incomplete complaint letters creates confusion and misunderstanding. Thus it should be complete.

4. Courteous:
Success of a complaint letter largely depends on the courteous tone of the letter.

5. Specific:
Claim should be made specifically.

6. Explanation:
Problems or causes of claim need to be properly explained.

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Posted in: A complaint letter,Business Communication,Business Communication Articles,Business Communication trends,Business Letter Writing,What is complaint letter

Specimen of inquiry letters with reply

Specimen of inquiry letters with reply,reply to inquiry letter

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Specimen of inquiry letters with reply

Example- 1                           Inquiry about prices and terms of sale

Michel Stones Ltd. 12/c Washington New York 30 December, 2011 Dear sir, Your advertisement in the Daily Star regarding the sale of imported granite and send stones attracted us. We have sis show rooms and forty (40) agents all over the America. We have also running a construction firm at New York. You have mentioned several terms and conditions in the advertisement but we need more clarification. Will you kindly inform us regarding the following points:      1.       Price list of different kind of stones.      2.       Discount percentage.      3.       Credit facility.     4.       Mode of delivery. We are looking forward for your reply. Thanking you Sincerely yours Manager Procurement

Tip:
Michel Stones Ltd.
……………………………..
…………………………….

Date…………………………
Dear Sir,
Your advertisement ………………………………………………
………………………………………………………………………………
We have six…………………………………………………………
…………………………………………………………………………..
Will you kindly inform………………………………………..
…………………………………………………………………………….
We are looking forward ………………………………………
……………………………………………………………………………
Thanking you
Sincerely yours.

Example-2              Reply to Example 1

Jhon Stones Ltd. 24/c Andor Killah Taxes 8 January, 2012 Manager-Procurement Michel Stones Ltd. 12/c Washington New York Ref.: Reply to the letter dated 30 December, 2011. Dear sir, Thank you for your interest in dealing with us. For you kind information, you can take delivery from any of the four (4) cities of America where we have storeroom. Price list and catalogue are enclosed with this letter. At present you will be able to enjoy a 25% discount on all cash purchases and additional 2% discount is available for bulk purchase (i.e. purchase over 10 thousand square feet). Credit facilities are restricted to parties having previous transaction with us. We hope that in future you will be able to enjoy the credit facility. We are eagerly looking forward to have you as one of our valued customer. Yours faithfully Manager sales Enclosure: Price list and catalogue

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Posted in: Business Communication,Business Communication Articles,Business Communication trends,Business Letter Writing,inquiry reply,letters reply,reply letters,reply to inquiry letter

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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Posted in: A circular letter,Business Communication,Business Communication Articles,Business Communication Tips,Business Communication trends,Business Letter Writing,Importance of a circular letter

Define Personal letter,Distinguish personal letter from Business letter

Define Personal letter,personal letter heading

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Define Personal letter,Distinguish personal letter from Business letter
Letters written to convey personal messages are known as personal letters. When a person write letters to his/her family, friends, or to any known personal to express personal feelings or to convey information then such letter can be termed as personal letters.

Features:
1. Written to any known person
2. Personal matters discussed
3. Less formal
4. No specific structure

Difference between personal letters and business letters:


The difference between the personal letters and business letters are as follows:

Subject	Personal letter	Business letter
Definition	Letters conveying personal messages are known as personal letters.	Letters used to transmit information regarding business activities are known as business letter.
Structure	It has no specific structure.	Business letters must be written by following specific structure.
Degree of formality	It is informal in nature.	It is formal in nature.
Length	Length of a personal letter may be large.	Length of a business letter is usually short.
Salutation	Depends on the age and relationship between the sender and receiver.	The salutation depends on the rank or position of the receiver.
Number of receiver	In case of personal letter generally number of receiver is one.	Many receiver can receive copies of a same letter.
Emotional feelings	In case of personal letter emotion can be expressed.	There is no opportunity to express emotion in a business letter.
Enclosure	In personal letter usually no enclosure is required.	Business letters can include enclosure if necessary.

Tip
1st Part: Letters written to convey……………………………………………….

Features: 4 point

2nd Part: Difference between
1. Definition
2. Structure
3. Degree of formality
4. Length
5. Salutation
6. Number of receiver
7. Emotional feelings
8. Enclosure

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Posted in: Business Communication,Business Communication Articles,Business Communication trends,Business Letter Writing,Define Personal letter,Example of a personal letter,Personal letter heading

The importance/advantages/Disadvantages of a business letter

Advantages of a business letter,Disadvantages of a business letter

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The importance/advantages/Disadvantages of a business letter

Even a single day cannot be passed without a letter. In modern business concerns both routine and non-routine messages are exchanged through letters.

Advantages/disadvantages/importance of a business letter is as follows:

A= Acceptance

D= Documentary Evidence

V= Value Creation

A= Access

N=Narrative

T= Transfer of Ideas

A= Announcement

G= Guide

E= Expansion of Business

S= Strengthen mutual relations

1. Acceptance:
as letter is a very popular means of written communication its acceptance is better than any other form of written communication.

2. Documentary evidence:
Letter has a legal status and it serves as documentary evidence.

3. Value creation:
Through sales and appeal letters an image or value of the firm can be created.

4. Access:
Letter is widely accepted tools for communication. It has easy access to any form of business.

5. Narrative:
Usually information or message explained in detail in the letter form of communication. Sometimes short report also can be prepared in letter format.

6. Transfer of ideas:
Thoughts and ideas also can be transferred through letters. One can easily convey his or her idea by a letter.

7. Announcement:
A letter can act as an announcer. Qualities of a product, introduction of a new product, any offer for the customer can be announced by a letter.

8. Guide:
Another advantage of letter is it can guide the action of the reader. Sometimes company authorities try to guide the activities of the workers through open letter.

9. Expansion of business:
Business letter are indispensible part of modern business. It is not just a tool for exchanging messages, rather it plays vital role for the expansion of a business.

10. Strengthen mutual relation:
Letters act as ambassador and help to strengthen mutual relationship among business men.

In spite of its many advantages letter has some disadvantages too. Disadvantages are as follows:
1. Costly:
In comparison to other form of communication letter is costly.

2. No immediate response:
In case of letter there is no immediate feedback.

3. Time consuming:
In this modern era of communication letter is considered as slow moving tool of communication. It takes more time than any other form of communication.

4. Formality:
Letters are written by following specific format and tone. Thus there is lot of formalities required in case of a letter.

These are the major disadvantages of a Business letter.

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Posted in: Business Communication,Business Communication Articles,Business Communication trends,Business letter,Business Letter Example,Business Letter Writing,Business Studies,How to start a business letter

The steps in planning of a business letter

Planning business letter,Business Communication

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The steps in planning of a business letter

Successful or effective business letters are always planed. The actual purpose (s) cannot be fulfilled without proper planning. Efficient writers give emphasis on the planning of business letters, because each business letter has a long term effect. The steps in planning business letters are as follows:

Determination of objectives

Evaluation of the reader’s position

Outline the contents

Fig-06: Steps in planning of a business letter
[Source: Ricks and Gow, PP. 58-59]

1. Determination of objectives:
Business letters are written to serve specific objectives. Thus before writing the letter the writer should determine-
i. What is the primary or basic reason for writing the letter and
ii. What are the secondary reasons (if any)

A business letter without an objective is like ‘a ship without a compass’. If there are more than one objective then priorities must be determined considering the importance.

2. Evaluation of the reader’s position:
One thing must be realized by the letter writer that he/she is not writing the letter for himself /herself. That is in writing letters the writer always need to be careful about the point: “This letter will be read by another person and his/her attitude and level of understanding are different from the writer”.

Communication experts termed this point as a ‘psychological technique’. We can say a single drug will not be able to cure all the diseases. Thus same tone will not be able to satisfy all readers. To accomplish the goal of writing, reader’s position must be evaluated. To evaluate the reader’s position following points need to be considered:

i. Collection of information from previous contacts with the reader
ii. Cultural background of the reader
iii. Religious background of the reader
iv. Educational background of the reader
v. Understanding level of the reader
vi. Need of the reader
vii. In case of reply to a letter the ‘tone’ of that letter must be considered.

3. Outline the contents:
It is the rough drafting of the letter. Before writing the actual letter an outline enables a writer to revise the whole thing and to check the order of the letter.

These are the major steps of planning of a business letter which need to be followed to ensure effective writing.

Tip:
1st part: Success or effective business letters are always planed. The actual ………………………………..
Picture

2nd Part: Alternative of Three points.
1. Determination of objectives:
i. Primary reason
ii. Secondary reason
A business letter without objectives is like a ship without a compass------------------

2. Evaluation of the reader’s position:
-----
A single drug will not be able to cure all the diseases-----------------
Give till i. -------------- IV.

3. Outline the contents: it is the rough drafting -------------------------------------

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Posted in: Business Communication,Business Communication Articles,Business Communication Studies,Business Communication Tips,Business Communication trends,Business Letter Writing,Planning business letter

Duties of a private secretary

Duties of a private secretary,Functions of a private Secretary,special private secretary,duties of private secretary

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Duties of a private secretary and Functions of a private secretary

Describe duties of a private secretary.

Discuss functions of a private secretary.

A private secretary is a personal assistant of an individual by whom he/she is appointed. Duties of private secretary are not fixed by any law. Functions of a private secretary generally specified by the employer.

Functions of a private secretary can be listed as follows:

(A)   Function of Receptionist	(B)   Official Functions
Maintaining Appointment schedule Receiving telephone calls’ Attending visitors	Maintaining personal files Taking dictation Typing Dealing with replies Maintaining work schedule Meeting related functions Social functions

(A) Function of Receptionist:
A private secretary has to perform some duties as a receptionist. Functions are as follows:

1. Maintaining appointment schedule:
A major function of a private secretary is to maintain the appointment schedule for his boss. In most of the cases a separate diary is maintained to record all appointment dates & times.

2. Receiving telephone calls:
A private secretary also need to handle telephone calls properly on behalf of the boos.

3. Attending visitors:
Another routine work of a private secretary is attending visitors. As per the direction of the employer a private secretary has to satisfy the needs of the visitors by providing required information.

(B) Official Functions:
Official functions of a private secretary are as follows:

1. Maintaining Personal files:
Different personal files of the employer also maintained by the private secretary. A personal file includes:
i. Tax related files
ii. Bank accounts related files
iii. Investment records
iv. Confidential files
v. Other documents.

2. Taking dictation:
A private secretary has to take dictation from his/her boss regarding written messages.

3. Typing:
All type of written correspondence is typed by a private secretary.

4. Dealing with replies:
A private secretary also deals with replies through written and electronic Medias.

5. Maintain day by day work schedule of the employer:
One of the important tasks of a private secretary is to maintain day by day work schedule of the employer.

6. Meeting related function:
A private secretary need to play vital role regarding the meetings to be attended by the boos: Meeting related functions are:
i. Preparing agenda
ii. Arranging documents
iii. Drafting speeches
iv. Providing notice, etc.

7. Social functions:
On behalf of the employer a private secretary also need to deal with the social functions. These are the basic duties of a private secretary. Besides these a private secretary has to cope-up with the requirements of his/her boss.

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Posted in: Business Communication,Business Communication Studies,Business Communication trends,Duties of a private secretary,Importance of Secretarial Functions in Business,Special private Secretary