This slide is about business communication and types of business correspondence

2.  What is communication

5. • It refers to the form of communication in
which message is transmitted verbally.
Communication is done by word of mouth
and a piece of writing

6. Oral communication implies
communication through mouth. It
includes individuals conversing with each
other, be it direct conversation or
telephonic conversation. Speeches,
presentations, discussions are all forms of
oral communication. Oral
communication is generally
recommended when the communication
matter is of temporary kind or where a
direct interaction is required. Face to
face communication (meetings, lectures,
conferences, interviews, etc.) is
significant so as to build a rapport and
trust.
ORAL COMMUNICATION

7. Advantages of Oral Communication
1. more personal and informal.
2. makes an immediate impact.
3. It provides opportunity for interaction and feedback.
4. for conveying feelings and emotions.
5. Gestures and facial expressions can be used to reinforce an oral
message.

8. Disadvantages of Oral
Communication
1. Oral communication demands ability to think coherently as you speak.
2. A word when uttered cannot be taken back.
3. In oral communication it is hard to control voice pitch and tone , especially under
stress , excitement and anger.
4. While communicating orally it is very difficult to be conscious of our body language.
5. It is difficult to express facts .

9. In written communication, written signs or symbols are used to
communicate.
In written communication message can be transmitted via email, letter,
report, memo etc.
Written Communication is most common form of communication
being used in business

10. ADVANTAGES OF WRITTEN
COMMUNICATION
 Creates a permanent record
 Allows you to store information for future reference
 Easily distributed
 All recipients receive the same information
 Written communication helps in laying down apparent
principles, policies and rules for running of an
organization.
 It is a permanent means of communication. Thus, it is
useful where record maintenance is required.

11. Cont…
 Written communication is more precise and explicit.
 Effective written communication develops and
enhances an organization’s image.
 It provides ready records and references.
 It assists in proper delegation of responsibilities. While
in case of oral communication, it is impossible to fix
and delegate responsibilities on the grounds of speech
as it can be taken back by the speaker or he may
refuse to acknowledge.
 Necessary for legal and binding documentation

12. DISADVANTAGES OF
WRITTEN COMUNICATION
 Written communication does not save upon the costs.
It costs huge in terms of stationery and the manpower
employed in writing/typing and delivering letters.
 Also, if the receivers of the written message are
separated by distance and if they need to clear their
doubts, the response is not spontaneous.
 Written communication is time-consuming as the
feedback is not immediate. The encoding and sending
of message takes time.

13. Cont…
 Effective written communication requires great skills
and competencies in language and vocabulary use.
Poor writing skills and quality have a negative impact
on organization’s reputation.
 Too much paper work and e-mails burden is involved

14. NON-VERBAL
COMMUNICATION
 Physical ways of communication
 Creative and aesthetic non-verbal communication
 Sign language
 Body language
 Physical contact

15. Levels of Communication
 Intrapersonal Communication is communication that occurs
in your own mind. It is the basis of your feelings, biases, prejudices,
and beliefs.
 Interpersonal communication is the communication between
two people but can involve more in informal conversations.
 Small Group communication is communication within formal
or informal groups or teams. It is group interaction that results in
decision making, problem solving and discussion within an
organization.
 One-to-group communication involves a speaker who seeks to
inform, persuade or motivate an audience.
 Mass communication is the electronic or print transmission of
messages to the general public. Outlets called mass media include
things like radio, television, film, and printed materials designed to
reach large audiences.

16. BUSINESS CORRESPONDENCE
 means the exchange of information in a written format
for the process of business activities.
 can take place between organizations, within
organizations or between the customers and the
organization.
 the correspondence is generally of widely accepted
formats that are followed universally.

17. Types of business correspondence
 Business Letters
 Business Memo
 Business Faxes
 Business Email

18. BUSINESS LETTER
 It is a letter written in formal language, used when writing from one
business organization to another, or for correspondence between such
organizations and their customers, clients and other external parties.
 They are used for different purposes; like placing orders, making
inquiries’, making credit request, requesting claims and adjustment, to
apologize for a wrong or simply to convey goodwill. etc.
 Even today, they are very useful because it produces a permanent record,
they are confidential, formal and delivers persuasive, well-considered
messages.
 Style of letter depends on the relationship between the parties concerned.

19. Types of Business Letters
1. Inquiries and Replies
2. Order and Acknowledgments
3. Letters Giving Instructions
4. Claim and Adjustment Letter
5. Letter of Application
6. Sales Letters
7. Endorsement Letter

20. Business Memo/Memorandum
Memorandum is a
document used for
internal
communication
within an
organization. Memos
may be drafted by
management and
addressed to other
employees.

21. Business faxes
The definition of a
fax, also called a
facsimile, is an
image of a
document that was
scanned and sent
electronically by a
machine, or is slang
for the machine
used to send the
image.

22. Business Email
Business email is considered as the reigning
queen of business correspondence. It is probably
even more important that business letters
nowadays though it does not substitute to them.

23. Seven Characteristics of an Effective
Business Correspondence
1. Clear
2. Concise
3. Correct
4. Coherent
5. Complete
6. Concrete
7. Convincing

24. What is the importance of business
correspondence in the workplace?
1. Managerial efficiency: – Communication helps in smooth operation
of management. Managerial task can only be performed when
communication system is effective.
2. Enhance morale and relations: – Effective communication
emphasizes the employee’s participation in management. It helps to build
the employees morale and cordial industrial relations between
management and employees
3. Effective leadership: – Effective leadership depends upon effective
communication. Two-way communication helps in effective
communication. Managerial leader must handle the subordinates. For
ordering qualitative leadership is essential. And that can be obtained from
proper system of communication.

25. Cont…
1. Mutual trust and confidence: – Mutual trust and confidence between
labor and management is necessary for effective movement of organization.
When there is effective communication, it helps to reduce misunderstanding
and develop mutual trust.
2. Better decision: – The success of organization can be measured in better
decision. When the information, data and other fact are not effectively
communicated, it hampers the decision making. So, when the facts are
communicates to concerned department, organization and person. It is easy
to make decisions promptly.
3. Staffing: – When the information are correctly communicates in time, it
helps in the function of selection, placement, socialization , promotion and
transfer.
4. Better managerial concern: – all managerial functions such as
planning, organizing, directing, controlling etc can’t be conducted without
communication.