What is Communication ?

• Communication means sharing of ideas in a common way.

• The process of transferring information from one place, person or group to another.

MEANS OF COMMUNICATION-
• Sounds
• Sign
• Expression
• Feeling
• Idea thoughts
Kinds of communication
PROCESS OF COMMUNICATION
EXPLANATION

• SENDER - The sender or the communicator generates the message and conveys it to the
receiver. He is the source and the one who starts the communication.

• ENCODING - The sender begins with the encoding process wherein he uses certain words or
non-verbal methods such as symbols, signs, body gestures, etc. to translate the information
into a message.

• MESSAGE - Once the encoding is finished, the sender gets the message that he intends to
convey. It is the idea, information, view, fact, feeling, etc. that is generated by the sender
and is then intended to be communicated further.

• CHANNEL - The Sender chooses the medium through which he wants to convey his
message to the recipient. It must be selected carefully in order to make the message
effective and correctly interpreted by the recipient. Oral, virtual, written, sound, gesture,
etc. are some of the commonly used communication mediums.

• RECEIVER - The receiver is the person for whom the message is intended or targeted.
• DECODING - Here, the receiver interprets the sender’s message and tries to understand
it in the best possible manner. An effective communication occurs only if the receiver
understands the message in exactly the same way as it was intended by the sender.

• FEEDBACK - The Feedback is the final step of the process that ensures the receiver has
received the message and interpreted it correctly as it was intended by the sender. It
increases the effectiveness of the communication as it permits the sender to know the
efficacy of his message.

• NOISE - It refers to any obstruction that is caused by the sender, message or receiver
during the process of communication. FOR EX- bad telephone connection, faulty
encoding, faulty decoding, inattentive receiver, poor understanding of message due to
prejudice or inappropriate gestures.
7Cs of Communication/Principles of communication
 What is Business Communication ?
• Giving, Receiving or exchanging information’s opinions ideas by writing, speech, or visual means
So that the message communicated is completely understood by the receiver.

• Its main purpose is to improve organizational practices, eliminate silos, keep employees
• informed and reduce errors.

Effective communication creates a good interaction between employees and management to

Reach the organizational goals.

Business communication involves constant flow of information within and outside a company.
TYPES OF BUSINESS COMMUNICATION
 THE MAIN FOCUS OF BUSINESS COMMUNICATION
(Principles, Importance)

• Building better teams - Effective communication builds a positive atmosphere where

teams can
flourish. When communication is positive and encouraging, team members become stronger
and
work better together. Those who practice good communication skills make working beside
them
easier and less stressful. Job tensions or friction are promptly addressed since effective
communicators work toward finding solutions.

• Preventing misunderstandings and conflicts – Listening is a part of communicating used to

understand a situation fully. Good communicators listen well, think before they speak and
react appropriately. Good listeners are more likely to find solutions without becoming
defensive. When conflicts arise, good communicators address the problem right away and
listen to the other side
• Meeting goals and earning success - For a business to be successful,
short- and long-term goals must be clear and concise. When employees know what
the goals and visions of their company are, they are better able to focus their efforts
on achieving them.

• Promoting creativity and innovation - People who are good communicators are
usually open to sharing ideas without judgment. When trust is built based on effective
communication, team members are more apt to share with each other to inspire
creativity. Effective communicators are more inclined to collaborate to find creative
solutions, as well. When employees are keen to share ideas, companies can transform
their approaches and find unique ways to serve customers and clients.

• Advancing individual career prospects - Good communication skills, such as open

and honest communication, eliminate surprises and reinforce your commitment to
solve problems and support the business. This can help you earn promotions and
secure leadership positions in your current organization or pursue new advanced
career opportunities elsewhere.
 Importance of Business communication
• Managerial efficiency - Communication helps in the smooth operation of management. A
managerial task can only be performed well when the communication system is effective.

• Better decision - The success of an organization can be measured in better decisions. When
the information, data and other fact are not effectively communicated, it hampers the
decision-making. So, when the facts are communicated to concerned department,
organization and person. It is easy to make decisions promptly.

• Enhance moral - The success of an organization can be measured in better decisions. When
the information, data and other fact are not effectively communicated, it hampers the
decision-making. So, when the facts are communicated to concerned department,
organization and person. It is easy to make decisions promptly.

• Better management - All managerial functions such as planning, organizing, directing,

controlling, etc can’t be conducted without communication.

• Build more dedicate team - When employees feel like they are valued and that their opinion
matters, they will contribute more and have a better attitude doing it. Increased efficiency
and productivity will result.
• Improves customers service - Be sure your team understands the importance of business
communication in customer care. How they react and attempt to solve customer issues will
directly impact the company positively, and just as easily affect it negatively.

• Set clear goals - By doing this, your employees will know what you expect of them and what
challenges they may face along the way. Everyone will understand what they are working
towards and do so efficiently, which will improve overall work performance.
Barriers of Business communication
Barriers of Communication
• Physical Barriers
The physical barriers affect both verbal and non-verbal communication. These
barriers are present around us in the environment, such as noise, technical
problems, design problems, etc.
• Attitude Barriers
The attitude barriers can arise due to overconfidence, poor management, lack of
motivation, and behavior. Attitude barriers prevent people from communicating
effectively with others. Such types of persons are less likeable. These barriers arise
due to a lack of understanding that can cause a person to misjudge and ignore
another person.
Respectful, polite, and pleasant behavior helps us move upward in the workspace
with increased sales and productivity.
• Emotional Barriers
The emotions in a person determine the ease and comfort in which he/she can
communicate. It arises due to a lack of emotional intelligence. A better
understanding of inner emotions will help us to respect the emotions of other
people. Overcoming emotional barriers is an essential skill for effective
communication.
• Cultural Barriers
Cultural barriers usually exit between countries, religions, caste, color,
etc. at any level in society or an organization. Different people have
different values, body language, gestures, beliefs, and behavior. We
should not underestimate any culture or religion.
• Language Barriers
Language barriers are also known as linguistic barriers. A small variation
in language can lead to colossal misunderstanding between people.
It is recommended to use simple language and words while
communicating.
• Feedback Issues
Feedback ensures that the receiver has correctly interpreted the
message from the speaker/sender.
 Types of Business Communication based on Parties Involved - QS Study

Unit 2
FORMAL Communication

• Upward communication – When lower level employee send information to upper level executive
then it can be termed as upward communication. The objective is to provide feedback to the
superior . But in case of this communication information may be distorted intentionally. This is
occurred on the regular basis.

• Downward communication – when the information flows from top to bottom in the organization
then it is called downward communication. Its main objective is to provide information to their
subordinates. Here formal type language is required. It is a common form of communication on
the regular basis.

• Lateral Communication – The exchange imparting or sharing the information, ideas and feelings
between people within a community, group, or people who are at same hierarchical level as
each other.
Informal communication
 Informal communication is the casual and unofficial form of communication
wherein the information is exchanged spontaneously between two or more
persons without conforming to the prescribed official rules, processes,
systems, formalities and chain of command.
 Followings are the characteristics of informal communication which are
given below:
1. Unofficial Channel of Communication
2. Not Controlled by Management
3. More Reliable Information
4. Flexibility
5. Oral Way of Communication
6. Rapid Communication
7. Free From Accountability
Grapevine

 By definition, grapevine is a form of informal communication that is

usually based on rumors. In an organization setting, grapevine
communication is prevalent at the lower levels of an establishment
or organization. Many have asked why such type of communication
is called grapevine.
 The reason Grapevine communication is called ‘grapevine’ is
because of its similarity to a grape vine. If you know grape vines
then you’d know one interesting thing about them, which is the fact
that it is extremely difficult to find its origin. Same can be said about
grapevine communication because it is all based on rumors. The
origin of the information might never be known.
Advantages of grapevine
communication
1. The first advantage of a grapevine communication is the fact that
information through this channel is extremely fast. Many have said of
grapevine communication to be one of the fastest forms of
communication. It spreads faster than wild fire.
2. Another advantage of grapevine communication is that it tends to bring a
sense of unity among employees of an organization when they meet to
share and discuss certain issues. Experts say that because of the nature of
grapevine communication, it enhances group cohesiveness in many
organizations all over the world.
3. Grapevine communication is an informal mode of communication but it
plays an instrumental role in aiding the formal methods of communication
in every organization.
4. In organizations or establishments where formal communications do not
function properly, grapevine communication comes to the rescue.
Information through grapevine ends up being the only way employees
can get any information about things going on around them.
Disadvantages of Grapevine
communication
1. Grapevine information since it is largely based on rumors tends to carry along with it partial
information which ends up not giving the real state of affairs in an organization.
2. Information received through grapevine might not be true.
3. Another great disadvantage of grapevine communication is the fact that it can damage
an organization’s goodwill. For instance imagine a situation where lower ranking
employees of an organization begin peddling false information about people at the top.
This action can gradually destroy the goodwill of the organization.
4. The fourth disadvantage with grapevine communication is one that is common in many
organizations all over the world. This is when employees become unproductive thanks to
grapevine. Grapevine communication can make organizations lose a lot of money
because thanks to grapevine employees spend work hours talking about the latest rumor
circulating around them. The organization pays dearly for this.
5. Grapevine communication cannot be relied on because it is not trustworthy. If not
managed properly, it can have serious implications.
Verbal Communication
 Verbal communication is the act of sharing information between
individuals by the use of speech. Any interaction that makes use of
spoken words is considered as verbal communication. It is an
integral part of the business world. Oral communication used within
an organization includes personal discussions, staff meetings,
telephone discourse, formal and informal conversations and
presentations.
 Verbal communication refers to the utilization of words to express
ourselves in front of other people. Thus it is an inclusion of both
spoken and written communication. Although most people prefer
verbal communication to describe only spoken communication. The
verbal part of communication refers to the words that we choose,
and how they are heard and interpreted.
Importance Verbal Communication
• The way employees communicate with each other portrays an
organization’s image and this image could be the first impression or the last.
• Good verbal communication skills of the employees of an organization
foster excellent business relationships with other organizations, customers,
suppliers, etc.
• Effective verbal communication between employer and employee also
increases job satisfaction level.
• Employees feel secure when they are communicated effectively. Receiving
the right and updated information from their superiors boost their
confidence and productivity.
• Excellent verbal communication skills increase the ability of the individuals to
share ideas, thoughts and concerns with each other.
Nonverbal communication

 Nonverbal communication, also called manual language, is the

process of sending and receiving messages without using words,
either spoken or written. Similar to the way that italicizing emphasizes
written language, nonverbal behavior may emphasize parts of a
verbal message.
Types of nonverbal communication
❖ The many different types of nonverbal communication or body
language include:
 Facial expressions. The human face is extremely expressive, able to
convey countless emotions without saying a word. And unlike some
forms of nonverbal communication, facial expressions are universal. The
facial expressions for happiness, sadness, anger, surprise, fear, and
disgust are the same across cultures.
 Body movement and posture. Consider how your perceptions of people
are affected by the way they sit, walk, stand, or hold their head. The
way you move and carry yourself communicates a wealth of
information to the world. This type of nonverbal communication
includes your posture, bearing, stance, and the subtle movements you
make.
 Gestures. Gestures are woven into the fabric of our daily lives. You may
wave, point, beckon, or use your hands when arguing or speaking
animatedly, often expressing yourself with gestures without thinking.
 Eye contact. Since the visual sense is dominant for most people, eye
contact is an especially important type of nonverbal
communication. The way you look at someone can communicate
many things, including interest, affection, hostility, or attraction.
 Touch. We communicate a great deal through touch. Think about
the very different messages given by a weak handshake, a warm
bear hug, a patronizing pat on the head, or a controlling grip on the
arm.
Importance of non verbal communication

 Role of nonverbal communication in relationships - When it

comes to communication, the people closest to you can comprehend
your nonverbal cues better than strangers. This ability to understand an
individual on a nonverbal level facilitates the strengthening of bonds,
particularly when it complements conversations made with friends or
partners.
 Improving parenting skills - Unknown to many, you can improve your
parenting ability by improving your nonverbal communication. Many
parents are accustomed to multitasking; hence, they fail to give their
children complete attention. Rather than preparing ingredients while your
child tells you about her first painting class, stop for a couple of minutes,
look them in the eye and listen. Failure to provide attention can send the
notion that you lack interest.
 Enhancing Communication - Some occupations may necessitate
people to communicate with others frequently. Teachers, journalists,
sales representative and lawyers spend most of their time making
productive conversations. If you work in any of these fields, remember
that nonverbal cues can enhance your communication. You should be
attentive when interacting with others, as they can express certain
emotions using gestures, facial expressions or body language.
Verbal communication Non-verbal communication

Exchange of information by Exchange of information by

words wordless clues

Has less chance of Has high chance of

confusion confusion

It is easy to understand It is difficult to understand

It is highly structured and It lacks structure and highly

formal informal

The presence of two The presence of two

persons is not necessary persons are necessary
 Kinesics
 Kinesics is the study of body movements, gestures, and facial expressions.
It is an integral part of communication that involves nonverbal cues such
as eye contact or posture changes to convey information about what
you want others to know about yourself.
 Kinesics is a helpful tool for understanding how people communicate with
one another and how they use their body language to express
themselves. It can help you better understand what others may be feeling
when they speak or act out of sorts, which in turn will allow you to respond
accordingly so as not to offend them unnecessarily.
 Kinesics communication involves the transference of nonverbal messages
and can be used to understand the way people communicate with one
another. For example, it can help you better understand what others may
be feeling when they speak or act out of sorts, which in turn will allow you
to respond accordingly so as not to offend them unnecessarily.

Kinesics Communication (Let's Dig Deeper Into This Art Of Body Language)
(interobservers.com)
Unit 3
Business Letter
 Business Letter is a letter which is used by organizations to communicate in a
professional way with customers, other companies, clients, shareholders,
investors, etc. Business letter uses formal language and a specific format.
 Companies use it to convey important information and messages. An individual
can also use it while writing an application for a job, cover letters, or any formal
document.
Elements of Business Communication
 There are 12 Parts of Business Letter -
• The Heading or Letterhead
• Date
• Reference
• The Inside Address
• Subject
• Greeting
• Body Paragraphs
• Complimentary Close
• Signature and Writer’s Identification
• Enclosures
• Copy Circulation
• PostScript
❖ The Heading or Letterhead - It usually contains the name and the
address of the business or an organization. It can also have an email
address, contact number, fax number, trademark or logo of the
business.
❖ Date - We write the date on the right-hand side corner of the letter
below the heading.
❖ Reference - It shows the department of the organization sending the
letter. The letter-number can also be used as a reference.
❖ The Inside Address - It includes the name, address, postal code, and
job title of the recipient. It must be mentioned after the reference.
One must write inside address on the left-hand side of the sheet.
❖ Subject - It is a brief statement mentioning the reason for writing the
letter. It should be clear, eye catchy, short, simple, and easily
understandable.
❖ The Greeting - It contains the words to greet the recipient. It is also
known as the salutation. The type of salutation depends upon the
relationship with the recipient.
• It generally includes words like Dear, Respected, or just Sir/Madam.
A comma (,) usually follow the salutation.
❖ The Body Paragraphs - This is the main part of the letter. It contains
the actual message of the sender. The main body of the mail must
be clear and simple to understand. The body of the letter is basically
divided into three main categories.
• Opening Part: The first paragraph of the mail writing must state the introduction
of the writer. It also contains the previous correspondence if any.
• Main Part: This paragraph states the main idea or the reason for writing. It must
be clear, concise, complete, and to the point.
• Concluding Part: It is the conclusion of the business letter. It shows the
suggestions or the need of the action. The closing of the letter shows the
expectation of the sender from the recipient. Always end your mail by
courteous words like thanking you, warm regards, look forward to hearing from
your side etc.
 The Complimentary Close - It is a humble way of ending a letter. It is
written in accordance with the salutation. The most generally used
complimentary close are Yours faithfully, Yours sincerely, and Thanks
& Regards.
 Signature and Writer’s Identification - It includes the signature,
name, and designation of the sender. It can also include other
details like contact number, address, etc. The signature is
handwritten just above the name of the sender.
 Enclosures - Enclosures show the documents attached to the letter.
The documents can be anything like cheque, draft, bills, receipts,
invoices, etc. It is listed one by one.
 Copy Circulation - It is needed when the copies of the letter are
sent to other persons. It is denoted as C.C.
 PostScript - The sender can mention it when he wants to add
something other than the message in the body of the letter. It is
written as P.S.
Types of Business Letters
 Cover Letters
First up, a cover letter is a one-page document that candidates submit
along with their resumes. It takes the employer on a guided journey of their
greatest career & life achievements.
No matter if you’re a student or an experienced professional, a cover letter
is an important document to show your skills, experience, and why you’re fit
for the position you are applying for.

 Business Invites
These letters are a formal way to reach out to a company or an individual
and invite them to attend an event hosted by your company.
As business events tend to be formal, an invitation letter is most likely to be
formal as well. But, if you are organizing a casual event, it should be
reflected in your invite and tone.
 Complaint Letter
This letter is a way to formally express your disappointment formally.
You can report a bad experience, poor customer service, or let a
company know that their products didn’t meet your expectations.
The key to this letter is that it shouldn’t sound like you are nagging, but
also shouldn’t lose its importance if you want to be taken seriously.

 Letter of Resignation
A letter of resignation is a document that notifies your employer that
you’re leaving your job. Whether you work at a coffee shop or a big-
shot company, it’s proper protocol to submit a letter of resignation
before you leave.
Also, if you have an urge to send an incendiary letter of resignation,
don’t give in! You might cross paths with these people again.
Writing routine and persuasive letters
 A business letter is a letter written in formal language, usually used
when writing from on business organization top another, or for
corresponding between such organization and their customer,
clients and other external parties, type of routine business letters;
Persuasive letters
 Persuasive letters is a letters written to persuade an organization/s or
individual/s towards accepting the writer’s (sender) issue, interest or
perspective. It can be written to any type of organization i.e. school,
bank, college, NGO, municipality etc.
 The individual can be a director, CEO, Government logical etc. the
motive of the persuasion letter is to ‘get your work done’ in layman
terms
 Persuasive messages may appeal to logic or to
emotions. Negative persuasive arguments illustrate the
bad things that may happen if people do not follow a
particular course of action or if they do the wrong thing.
Positive persuasive messages, however, point out the
good things that can happen if people follow a course
of action or if they follow the wrong path.

Positive and Negative Persuasive Messages (careertrend.com)

Positive and Negative messages
 Negative persuasive arguments illustrate the bad things that may
happen if people do not follow a particular course of action or if
they do the wrong thing. Positive persuasive messages, however,
point out the good things that can happen if people follow a course
of action or if they follow the wrong path.

 Positive messages are a type of communication that provides good

news, acceptance or congratulations in the
workplace. Messages that show thanks, provide recommendations,
motivation or encouragement are examples of positive messages.
Writing Reports
 According to the commonly known definition of report writing, a
report is a formal document that elaborates on a topic using facts,
charts, and graphs to support its arguments and findings.
 Any report—whether it’s about a business event or one that
describes the processes of various departments in a company—is
meant for a particular type of audience.
 an elaborate report prepared with evaluated facts helps solve
complex problems. When managers come across certain business
situations, they ask for comprehensive and well-thought-out reports
that can help them design business plans.
 Report writing is a formal style of writing elaborately on a topic. The
tone of a report is always formal. The audience it is meant for is
always thought out section. For example – report writing about a
school event, report writing about a business case, etc.
Kinds Reports

 Report writing is a formal style of writing elaborately on a topic. The

tone of a report is always formal. The important section to focus on is
the target audience. For example – report writing about
a school event, report writing about a business case.
 Reports are written with much analysis. The purpose of report writing
is essential to inform the reader about a topic, minus one’s opinion
on the topic. It’s simply a portrayal of facts, as it is. Even if one
gives inferences, solid analysis, charts, tables and data is provided.
Mostly it is specified by the person who’s asked for the report
whether they would like your take or not if that is the case.
All Types of Reports and their Explanation
 Long Report and Short Reports:
These kinds of reports are quite clear, as the name suggests. A two-page report or sometimes referred
to as a memorandum is short, and a thirty-page report is absolutely long. But what makes a clear
division of short reports or long reports? Well, usually, notice that longer reports are generally written in a
formal manner.
 Internal and External Reports:
As the name suggests, an internal report stays within a certain organization or group of people. In the
case of office settings, internal reports are for within the organization.
We prepare external reports, such as a news report in the newspaper about an incident or the annual
reports of companies for distribution outside the organization. We call these as public reports.
 Vertical and Lateral Reports:
This is about the hierarchy of the reports’ ultimate target. If the report is for your management or for your
mentees, it’s a vertical report. Wherever a direction of upwards or downwards comes into motion, we
call it a vertical report.
Lateral reports, on the other hand, assist in coordination in the organization. A report traveling between
units of the same organization level (for example, a report among the administration and finance
departments) is lateral.
 Periodic Reports:
Periodic reports are sent out on regularly pre-scheduled dates. In most
cases, their direction is upward and serves as management control. Some,
like annual reports, is not vertical but is a Government mandate to be
periodic in nature.
That is why we have annual or quarterly or half-yearly reports. If they are
this frequent, it only makes sense to pre-set the structure of these reports
and just fill in the data every period. That’s exactly what happens in most
cases too.

 Formal and Informal Reports:

Formal reports are meticulously structured. They focus on objectivity and
organization, contain deeper detail, and the writer must write them in a
style that eliminates factors like personal pronouns.
Informal reports are usually short messages with free-flowing, casual use of
language. We generally describe the internal report/memorandum as an
informal report. For example, a report among your peers, or a report for
your small group or team, etc.
IMPORTANCE OF REPORT
1. DECISION-MAKING TOOL
Organizations require a considerable amount of data and information
on specific topics, scenarios, and situations. Managers and decision-
makers often use business reports and research papers as information
sources to make important business decisions and reach solutions.
2. EVALUATION
Another reason that adds to the significance of report writing is that it is
a collection of evaluated information.
Different types of activities by different departments define an
organization. Think of the departments your organization has–
development, sales, distribution, marketing, HR, and more. Each
department follows defined processes and protocols that require many
small and large activities on a daily basis.
3. PROFESSIONAL IMPROVEMENTS
During the annual appraisal cycle, your manager will ask you to write
reports to explain your position, level of work, and performance.
If you have ever wondered how your manager decided to promote your
colleague and not you, the answer may lie in his well-presented report.
4. Quick Source For Problem-Solving
There’s no denying that managers require accurate information on various
topics to make quick decisions. Often due to urgency, managers only rely
on business reports as an authentic source of information. Almost every
employee would have witnessed a situation that needed the manager’s
attention urgently. Reports come in handy during such situations.
REPORT WRITING
 Difference between Short and Long Reports - QS Study

SHORTS AND LONG REPORTS

 A short report is also called informal report while a long report is
sometimes referred to as formal report. A short report is often no more
than a single page of statement containing facts and figures in the
most concise manner. A short report is like a memorandum and does
not need a cover. This style of report is often casual and relaxed. The
style of writing includes use of first person such as I and We in sharp
contrast to long report where full names of people are used.

 A long report always has a title, introduction, body, and then

conclusion. It is always more than one page in length. It sometimes
contains a covering letter that mentions all the details that are included
in the long report. At the end of the long report, there is bibliography
and appendix. It is common to have a long report printed and bound
with hard cover. The tone in a long report is restrained and somber in
contrast to a short letter.
Unit 4
 What Is Proposal Writing in Business? (thoughtco.com)

Writing Proposals
 A proposal is an essential marketing document that helps cultivate
an initial professional relationship between an organization and a
donor over a project to be implemented. The proposal outlines the
plan of the implementing organization about the project, giving
extensive information about the intention, for implementing it, the
ways to manage it and the results to be delivered from it.
 proposal is a form of persuasive writing; every element of every
proposal should be structured and tailored to maximize its
persuasive impact."
 In composition, especially in business and technical writing, a
proposal is a document that offers a solution to a problem or a
course of action in response to a need.
Common Types of Business
Proposals
 Internal Proposal - An internal proposal or justification report is
composed for readers within the writer's department, division, or
company and is generally short in the form of a memo with the
intention of solving an immediate problem.
 External Proposal - External proposals, on the other hand, are
designed to show how one organization can meet the needs of
another. They may be either solicited, meaning in response to a
request, or unsolicited, meaning without any assurance that the
proposal will even be considered.
 Sales Proposal - A sales proposal is, as Philip C. Kolin puts it in
"Successful Writing at Work," the most common external proposal
the purpose of which "is to sell your company's brand, its products,
or services for a set fee." Regardless of the length, a sales proposal
must offer a detailed description of the work the writer proposes to
do and can be used as a marketing tool to entice potential buyers.
 Grant Proposal - Finally, a grant proposal is a document or an
application completed in response to a call for proposals issued by
a grant-making agency. The two main components of a grant
proposal are a formal application for funding and a detailed report
on what activities the grant will support if funded.
 Memos: Explanation, Advantages, Format and

WRITING MEMOS
Example of a Memo (toppr.com)

 A memo is actually short for Memorandum. It is one of the most used

means of official communication in the business world. Its main
purpose is to serve as a reminder or to give some instructions. Again
these like circulars are a means of mass communication, i.e. to
communicate with a large number of people within
the organization.
 Usually, we write a memo is for one of the following five reasons
1. as a reminder
2. highlight an event or circumstance
3. to recount an event
4. keep an official record of anything
5. to pass information or instructions
 This is because they have many advantages as seen
below:
1. They are a very cost effective way of mass
communication. And their transmission is also very
cheap.
2. Another advantage is its simplicity. They are very simple
to write and understand.
3. Memos tend to be brief and to the point. They also
reach a lot of people. So they are very time-saving as
well.
4. They also serve as evidence in case of a dispute
 The Format of a Memo
❑ Let us see the steps of writing a memo.
1. Heading: After the name and address of the company (which is on the letterhead)
we type the word “Memo’ or ‘Memorandum’ at the top of the page in the center.
2. Recipient: Address the recipients in the correct format, Example -‘ To: All Employees
of the Sale Division’
3. Writer: Write the name of the person writing the memo, Example – ‘From: Mr. ABC,
Head of Sales’
4. Additional Recipients: These are the people who will receive a courtesy copy of the
memo. We don’t address the memos to them, but we keep them in the loop.
5. Date: The date of writing the memos is an important detail that one must include.
6. Subject Line: This will give the reader a brief idea about the information in the
memos. The line must be brief, precise and to the point. Example – Subject:
Meeting of all employees of the Sale Division.
7. The body of a memo: This is where all the information is contained. A formal
salutation is not required in a memo. Just relay the necessary information with
clarity and precision. The body must not be too long. The ending must restate the
issue and end on a positive note.
8. Proofread: Finally, proofread the memo before sending it.
Writing Resumes
 A resume is a formal document that provides an overview of your
professional qualifications, including your relevant work experience,
skills, education, and notable accomplishments. Usually paired with
a cover letter, a resume helps you demonstrate your abilities and
convince employers you’re qualified and hirable.

 A resume (also spelled résumé) is a formal document that serves to

show a person’s career background and skills. In most cases, it’s
created in order to help a candidate to land a new job. A traditional
resume consists of a professional summary, work history, and education
sections. It works like your job hunt marketing document.
 What is the purpose of a resume?
• The purpose of a resume is to introduce yourself to employers, present your qualifications, and
secure an interview. The goal of writing a resume is to showcase your experience, education, and
skills in a standardized format which is easy for recruiters to read.
 What Do I Include on a Resume?
 At a minimum, your resume should include the following sections:
• Contact details: include your first and last name, phone number, and email address. Additionally,
you can add your LinkedIn profile if yours is up to date, and your mailing address if you want to
prove you live near the place you’re applying.
• Introduction: a concise overview of your professional background and key qualifications. Your
introduction can be in the form of a resume summary, professional profile, resume objective,
or qualifications summary.
• Education: Include your school names, highest degree earned, majors and minors. Additionally,
you can add your GPA (if it’s greater than 3.8) and relevant coursework if you lack experience or
it’s related to the position.
• Experience: list any relevant work experience you have. Include your title, the company you
worked for, years worked, and a bulleted list of your key responsibilities and notable successes. Be
sure to also include as many relevant accomplishments on your resume as possible.
• Skills: include any resume skills you possess that are relevant to the position. Be sure to use a strong
mix of hard skills and soft skills to demonstrate that you’re a well-rounded candidate.
Types of Resumes
 Chronological Resumes - A chronological resume opens with an
introduction, and then provides an overview of your professional history
in reverse-chronological order (meaning your most recently held
position is listed at the top). The chronological resume format is the most
common type of resume used by job seekers today, and is suitable for
candidates with a variety of different experience levels.
 Functional Resumes - A functional resume is formatted to focus on your
skills and abilities, rather than your chronological work history. It’s
preferred by professionals who want to draw attention away from their
traditional work experience, such as those who are changing careers or
have significant gaps in their work history. While similar to other resume
formats, functional resumes are unique a few key ways:
• The resume introduction and skills section are longer and more detailed
than usual.
• The work experience section is de-emphasized.
 Targeted Resumes - A targeted resume is a resume tailored for each
position you apply to. This means highlighting any highly relevant skills
and experience you have, and writing your resume to focus on these
qualifications. To write a strong targeted resume, scan through the
job listing for the position you want to fill. Typically, hiring managers
include the skills, responsibilities, and traits that they want candidates
to possess in the job description. Then, highlight these qualities on
your resume to demonstrate that you’re an ideal fit for the position (if
you have them).
 Combination Resumes - A combination resume is a format that (true
to its name) combines the best aspects of a functional resume and a
chronological resume. While a chronological resume focuses heavily
on experience and a functional resume emphasizes skills, a
combination resume typically leverages both work history and skills
equally to demonstrate your qualifications. Combination resumes are
ideal for candidates who have extensive experience or a highly
developed set of skills that they want to showcase.
 A good resume is the first part of your application any hiring
manager will see, so it’s important that it conveys your qualifications
accurately and convincingly.
 Your resume should offer employers a digestible overview of your
relevant skills, employment history, education background, and
accomplishments. Based on this information, they can make an
informed decision about whether or not they want to interview or
hire you.
 But writing a resume from scratch can be time-consuming. To
simplify the process, try using our online resume builder. Just type in
your information and our software will help you assemble a perfectly
formatted resume that is sure to impress any hiring manager.
 Application writing
 Application Letter is a letter written for a variety of purposes in our day
to day activities which can be domestic or professional. It is a liability
conferred upon the sender by an authority. In such a liability the sender
is expected to explain, inform/pre-inform the authoritative receiver
about particular ongoing/upcoming activities, events, process or
procedures. It is also a written request when written for assistance,
admission, employment, favor, information, permission, service etc. A
letter of application is also an accompanying document as and when
required. When it does so it is known as Cover Letter. An application
letter is largely a formal type of letter as it follows a predefined format
which is applicable to most type of application letters.

Application Letter for any Position (targetstudy.com)

Purpose of an Application Letter
 1. Factual Information - As the main purpose of an application letter, it provides preliminary
information to help pre-screen the applicant. Information such as contact information,
employment history, educational background, references, etc. should be found in the letter.
Additional information such as relevant skills, certifications, applicant’s salary requirement,
availability for part-time or full-time employment can also be included. The application letter
will help the employer easily screen the applicant if he/she warrants consideration for the
vacant job position. You may also see complaint letters.
 2. Background Check - The information given in the application letter is then utilized by the
employers in facilitating interviews. Questions asked during interviews are usually based on the
letter. As it is an unvarnished document about the applicant’s employment history and
experience, it provides an even playing field for everyone. Application letters also help
employers identify certain issues such as job hopping, criminal history, family problems, and
other personal issues. You may also see business proposal letters.
 3. Legal Basis - Unlike a resume, an application is a legal document. It requires the applicant’s
signature in order to verify that the given information is true and factual. Forging and giving out
false information can lead to rejection of the application letter or employment termination. As
the signature of the applicant is affixed to the letter, it grants the employer to conduct
background checks, reference checking, criminal record checking, etc. You may also
see notice letters.
Types of Application Letters

❑ Application letter for teachers

❑ Application letter resume
❑ Bursary application letter / application for grant
❑ Business application letter
❑ Internship application letter / application letter for internship
❑ Job application letter / application letter for job
❑ Leave application letter
❑ Loan application letter
❑ School application letter
❑ Scholarship application letter / application letter for scholarship
❑ Visa application letter
Application Letter vs Cover Letter

 Application Letter  Cover Letter

• It is often intended to stand on its • As the name suggests, it is just a
own. cover and cannot stand on its own.
• Often contains a more extensive • It is accompanied by
introduction. attachments such as a resume or
CV.
• Generally contains the applicant’s
brief employment history or • It is not as detailed as an application
professional experience. letter since it only introduces the
applicant.
• It includes longer paragraphs
containing detailed information • It has a shorter introduction
about the applicant. It should be consisting of two to three sentences
two pages maximum. You may also only.
see two weeks notice letters.
• It is usually only 3-4 paragraphs long.
• It is often used in place of a resume.
• It does not provide employment
background of the applicant.
Unit 5
Interview skills
 An interview is a face-to-face conversation between the interviewer
and the interviewee, where the interviewer seeks replies from the
interviewee for choosing a potential human resource.
 “Interview is a selection procedure designed to predict future job
performance based on applicants’ oral responses to oral inquiries.”
 Interview: Definition, Types of Interview (iedunote.com)

Types of Interview
 There are several types of the interview;
1. Unstructured (Nondirective) Interview.
2. Structured (Directive) Interview.
3. Situational Interview.
4. Behavioral Interview.
5. Job-related Interview.
6. Stress Interview.
7. Panel Interview (Board Interview).
8. One-On-One Interview.
9. Mass Interview (Group Interview),
10. Phone Interview
SKILLS FOR INTERVIEW
 1. PREPARATION
Imagine that you’re interviewing for the role of a commissioning editor at a
publishing house. The first thing the interviewer is bound to ask you is about
the last book you read. This is the time you’re likely to fumble unless you’re
prepared to tackle the question.

 2. KEEP IT CONVERSATIONAL
An interview is your chance to showcase your interview communication
skills. Think of it as a conversation between yourself and your new
supervisor. Think of the interview as a dialogue rather than a monologue on
your part. Be natural, make small talk and try to approach it as a
conversation. If you appear stiff and formal you will likely not make a good
impression.
 3. STAY MOTIVATED AND ENTHUSIASTIC
No interviewer wants to hire someone who doesn’t seem excited about the
prospect of joining their company. If you’ve done your research about the
organization and role you are applying for, then you most likely will have
questions or thoughts about the company’s objectives.
 4. SHARE YOUR STORY
Through the course of your life, you’ve collected many stories that show who
you are as a person. An important interview skill is the ability to connect the
role requirements with your experience—professional or personal. Not only
does this give the hiring manager a chance to get to know you but also
allows you to become more comfortable with the idea of an interview.
 5. RESEARCH, AND RESEARCH SOME MORE
When you go for an interview make sure you know everything you possibly
can about the company. Research the industry or field too. For instance, if
you want to work in technology, it is a good idea to understand the impact of
Artificial Intelligence and how it may affect the technology landscape.
Knowing the business will make it easier to hold a conversation. This job
interview skill will enable you to express your passion and knowledge of your
field.
Group discussion
 A group, in the context organizational communication, is
defined as a collection of individuals who interact with
each other, accept expectations and obligations as
members of the group and share a common identity.
Group activities have certain advantages and
disadvantages.
 A discussion is understood as an activity of sitting and
talking about a specific subject. The word ‘discuss’ has
been derived from the latin root ‘discutere’, which
means to shake or strike. Thus ‘discussion’ refers to
thoroughly shaking up the subject, that is, examining it
thoroughly to reach a conclusion.
 Group discussions are a very important aspect of group
communication. Group discussions are a creative and dynamic
activity which stimulates reflective thinking among the members.
Group discussions may be defined as an activity in which a small
number of persons meet face to face and exchange and share
ideas freely or attempt to reach a decision on a common issue.
 Group discussions are unstructured and less formal compared to
meetings or conferences wherein specific roles are assigned to
the participants. In a group discussion, an individual’s thought
process is influenced by the views and opinions of the other
members. It also depends on where and in which direction the
mood of the discussion moves. In a group discussion, each
participant is free to speak his views. A successful discussion
involves both listening and speaking
Characteristics of Group Discussions
 Interface: A basic feature of group discussions is the interaction among
the various members of the group. They see, hear and communicate
with each other orally by paying attention to each other.
 Leader and Members: Group discussions are effective only when there
is a group of members and a leader. The leader has to summarize facts
and information, integrate them, stimulate thinking and agree to a
unanimous solution of the problem. The members of the group become
actively related to each other in their respective roles.
 Participation: The effectiveness and efficiency of a group
discussion depend, to a large extent, upon the active participation of
the members.
 Interpersonal Attraction: Another characteristic feature of a group
discussion is interpersonal attraction. As long as interaction continues,
the likes, dislikes, behavior and temperament of members are known to
each other. Among them, empathy develops and as such they share
each others problems.
 Pressure to Conform: In a group discussion, there is
always an element of pressure to conform to norms. The
pre-defined and established standards are always
enforced and followed.
 Conflict: A conflict is a difference or disagreement
among the members of the group, which often arise
during deliberations and discussions. A conflict is
inevitable and usually develops when alternative
solutions are present. It can stimulate the members to
find new solutions to the problem.
 Purpose of Group Discussions
Group discussions may serve various purposes. Some of them are:
1. To reach a solution on an issue of concern
2. To generate new ideas or new approaches to solving a problem
3. For selecting candidates after the written test for employment or for
admission to educational institutes
4. To provide us with an avenue to train ourselves in various
interpersonal skills
Advantages of Group Discussions
 The advantages of group discussions are as follows:
(i) It provides a deeper understanding of the subject.
(ii) It improves the ability to think critically.
(iii) It provides different approaches to solving a problem.
(iv) It helps the group in taking a decision.
(v) It gives an opportunity to hear the opinions of other persons.
(vi) It enables a participant to put across his/her viewpoint.
 Presentation Skills | Definition, Importance for Career, Ways to
Improve (cleverism.com)

Presentation skills

 Presentation skills refer to all the qualities you need to create and
deliver a clear and effective presentation. While what you say
during a presentation matters, employers also value the ability to
create supporting materials, such as slides. Your prospective
employer may want you to deliver briefings and reports to
colleagues, conduct training sessions, present information to clients,
or perform any number of other tasks that involve speaking before
an audience.