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BUSINESS COMMUNICATION (Sem -1,3,5)

Contents
Unit : I

Introduction to Essentials of Business Communication (i) ‘Lamb’

Unit : 2

Effective Writing

Unit : 3

Writing Business Reports

Unit : 4

Business Correspondence and E-Correspondence

Unit : 5

Spoken English and Oral Presentation

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Q1. (a) Communication has become all the more essential for the modern

organizations today. Explain the statement in detail.

(b) Differentiate between verbal communication and non-verbal

communication.

Answer - .Introduction.

In modern organizations, communication is the backbone of

all activities. It helps in sharing ideas, solving problems, and

building relationships. Effective communication is no longer just

a tool; it is a necessity for success. Effective communication

ensures that tasks are completed efficiently and goals are

achieved smoothly. The statement highlights the importance of

effective communication in achieving organizational goals.

“Definition of Communication”:

Communication is a process of exchanging

information, ideas, and messages between

individuals or groups. It can be verbal or non-

verbal, formal or informal. Communication

enables people to share knowledge, clarify

doubts, express opinions, and make decisions.

• According to Oxford English Dictionary: “Communication is the transmission or

exchange of information, knowledge, or ideas, by means of speech, writing,
mechanical or electronic media.”

• According to Keith Davis: “The process of passing information and understanding

from one person to another.”

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Communication: An Essential Element for Modern Organizations

In today's rapidly evolving world, effective communication is more important than

ever for the success of organizations. Whether it's for internal processes, external
relationships, or organizational growth, communication plays a vital role in every aspect of

business. Communication is the backbone of any organization. It helps in conveying the

objectives, goals, and strategies clearly to all employees.

1. Sharing Information: Communication ensures that important information reaches

the right people at the right time. This helps in making timely decisions, solving

problems, and achieving organizational goals.

2. Coordination and Collaboration: Effective communication promotes teamwork

and cooperation among employees. With teams often spread across different

locations or departments, communication ensures everyone is on the same page and

working towards the same objectives.

3. Decision Making: Managers rely on clear communication to make informed

decisions. If communication is poor, it may lead to misunderstandings or wrong

decisions.

Benefits of Effective Communication in Organizations

1. Boosts Productivity : Effective communication ensures that everyone understands

their roles and responsibilities clearly. When employees know what is expected of
them, they can complete tasks more efficiently and without confusion. Clear

communication also reduces the chances of errors, which can occur due to
misunderstandings or lack of clarity. As a result, employees can work more

productively, leading to greater output and better organizational performance.

2. Enhances Collaboration and Teamwork : In modern organizations, teamwork is

often essential for success. Employees are expected to work together to achieve

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common goals. Communication is the foundation of teamwork, as it allows members

to share ideas, discuss challenges, and find solutions collaboratively. With effective
communication, employees can exchange feedback, ask for help, and offer assistance,

promoting a culture of collaboration. This leads to stronger, more cohesive teams that
are better able to solve problems and achieve results.

3. Builds Strong Relationships and Trust : Effective communication builds trust and
positive relationships between employees and management. Open, transparent

communication makes employees feel valued, boosting job satisfaction, morale, and
loyalty. It also encourages feedback, fostering a supportive and inclusive work

environment. This two-way communication helps create an inclusive and supportive

work environment.

4. Facilitates Decision-Making : Communication is essential for effective decision-

making in modern organizations. It ensures timely access to relevant information,

enabling managers to assess options, evaluate risks, and make informed choices. It

allows employees to offer valuable insights, helping the organization align decisions
with its goals.

5. Conflict Resolution : Conflicts are common in diverse workplaces, but effective

communication helps resolve them. Open communication allows individuals to

understand each other’s perspectives, aiding in conflict resolution. Managers can

mediate, clarify misunderstandings, and find compromises, reducing conflicts'

negative effects on productivity and morale.

Conclusion

Communication is vital for modern organizations, enhancing productivity,

collaboration, conflict resolution, and decision-making. It shapes organizational

culture, fosters innovation, and strengthens employee-management relationships. As

businesses grow, effective communication becomes even more crucial for overcoming

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challenges and adapting to changes, making it essential for organizational survival and

growth.

(b)Differentiate between verbal communication and non-verbal communication.

Answer - Introduction

Communication is the process of sharing ideas, information, or emotions between

individuals. It plays a vital role in daily life and is broadly divided into verbal
communication and non-verbal communication. Both are essential for effective

interaction but differ in their methods and expressions.

Verbal Communication

Verbal communication involves the use of words, spoken or written, to convey

messages. It can be in the form of conversations, speeches, emails, or texts.

Example: Talking to a friend or writing a letter.

Non-Verbal Communication

Non-verbal communication involves expressing messages without using words. It

depend on body language, gestures, facial expressions, tone of voice, and eye contact
to convey meaning.

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Example: Smiling to show happiness or nodding to agree.

Verbal Communication Non-Verbal Communication

Verbal communication uses language, Nonverbal communication uses body

words, sentences, and voice as the language, facial expressions, tone, and

medium of communication. pauses in speech as the medium of

communication.

It Includes oral communication speaking It Includes sign language, traffic signals,

directly, phone calls and written audio signals sirens, bells, and visual
communication emails, letters. symbols maps, signs.

Verbal communication can express non-verbal communication conveys

complex ideas through vocabulary. simpler messages through universally

understood signs.

Verbal communication allows for non-verbal communication depends on

immediate feedback especially in oral interpreting signs.

communication.

Verbal communication is a conscious Nonverbal communication happens on

process. It involves thinking, processing, an unconscious level. One doesn’t really

and articulating. think about it actively.

Verbal communication is fairly easy to Nonverbal communication is a little

decode if you understand the language harder to decode than verbal

and the words being used. When you pay communication. You have to pay

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close attention to the person who is attention to many factors including the

speaking, you will understand what they speaker’s body language, facial
are saying. expressions, and tone to decode what

the other person is trying to convey.

Can be modified for clarity, especially in May lack detailed clarity and depend on
written form. context for meaning.

Verbal communication is linear and Nonverbal communication is a

voluntary. You set out to say something, continuous process. It is not well-
gather your thoughts, form your thought-out and is largely involuntary,

sentences, and then start delivering your although you can train yourself to use it
message. It is a well-thought-out process more purposefully. Unlike verbal

in which the speaker focuses on communication, nonverbal

communicating their message communication is not linear. It depends

effectively. more on how one uses their body

language and other cues to respond to

external stimuli.

Conclusion

Communication is important for sharing ideas and emotions. Verbal communication

uses words, while non-verbal communication depends on body language and
gestures. Both are essential but differ in how they convey meaning verbal is clear and
conscious, while non-verbal is often unconscious and requires interpretation.

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Q2. (a) Explain any five Barriers to effective Communication.

(b) Describe the merits and demerits of informal communication channels to an

organization.

Answer - Introduction

Effective communication is important in any workplace, but

various barriers that can make it difficult. These barriers can

cause misunderstandings, confusion, and reduce productivity.

These barriers can appear in different ways, such as through

language problems, mental challenges, organizational issues,

cultural differences, physical barriers, or health-related obstacles.

It is important to recognize and fix these problems to make sure

communication stays clear, effective, and helpful.

Barriers to effective Communication

1. Hierarchical/Organizational Barriers : At the workplace, employees work within

a set structure of authority and responsibilities. This structure is important for the

organization to function smoothly. However, communication within this setup

depends on the roles and needs of the people involved. This can sometimes create

barriers to effective communication, known as organizational barriers.

• Directional and Channel: Information can get misunderstood as it moves through

levels in an organization. To avoid this, limit information overload, reduce levels,

and encourage open communication, helping employees stay ready for changes.
• Message Planning and Target Orientation: In an organization, clear

communication is essential to meet deadlines and complete tasks. Messages must

be well-planned, focused, and meaningful to avoid confusion or mistakes, as any

misunderstanding can lead to task failure.

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2. Psychological Barrier : Psychological barriers happen when the mental or

emotional state of the people involved affects communication, unlike organizational

barriers caused by operational issues.

• Perceptions of Reality : People see reality differently based on their social,

cultural, and language backgrounds. For clear communication, both sender and

receiver should understand each other’s purpose and clarify doubts to avoid
misunderstandings.

• Selective : Selective perception focuses on one aspect of reality, often leading to

a distorted view. A comprehensive perception helps us become better

communicators and listeners by staying open-minded, positive, and aware of cues

like body language, tone, and pitch.

• Emotions : Strong emotions can create communication problems, leading to

mistakes, anger, or misunderstandings. At work, it's important to avoid shouting or

using offensive language. A good communicator stays calm, controls emotions,

and thinks before speaking.

• Socio-psychological Attitude and Opinion : The way a message is spoken reflects

the speaker’s attitude and opinion, influenced by their background. Different

people can convey the same message differently. In diverse workplaces, it's
important to be sensitive, avoid discrimination, and promote an inclusive attitude

for smooth communication.

3. Cultural Barriers : We all belong to a social group with its own language, food, and

behavior patterns, which influence how we communicate. In India, younger people are
directly told what to do, while in the West, even children are politely requested.

Understanding other cultures helps overcome communication barriers.

• Cultural Diversity : Cultural diversity means people belong to different sub-groups

within a larger society. As people travel and interact globally, it's important to build
cultural sensitivity. At work, avoid stereotypes and generalizations to prevent

prejudice and miscommunication.

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• Values : Organizations that follow ethical practices are trusted by employees,

partners, and customers. Traits like honesty, integrity, and reliability are valued by
recruiters. A company’s reputation depends on keeping its promises, which builds

trust and leads to business success.

4. Linguistic Barriers : Effective communication requires more than just speaking the

same language; it also needs a shared understanding of word meanings. Words can
have different meanings in different contexts or professions, and language devices like

idioms or cultural terms can cause confusion if not understood.

• Denotative and Connotative : We use dictionaries for the exact meaning of words

(denotative meaning). Connotations are extra meanings or feelings attached to

words, which can express opinions. Avoid using connotations in formal situations.

• Semantic Problems: Vocabulary, Encoding : Words can have multiple meanings,

causing confusion. Intercultural exchanges and evolving contexts bring new

meanings to words. In India, language mixing happens, but it should be used

informally.

• Faulty Inference : Decoding a message depends on understanding both the

language and the context. If the context isn't clear, miscommunication happens,

and the sender should clarify it to avoid confusion.

• Feedback : Feedback helps in clear communication by allowing the receiver to ask

questions and the sender to know if the message was understood, encouraging
positive responses.

• Transmission Losses : Transmission losses happen when the message is unclear

or misunderstood, often due to encoding issues or language limitations. Clear,

simple communication reduces these losses.

• Style of Presentation : Effective communication combines body language, tone,

and clear language. Avoid offensive language, and ensure respectful, organized
messages that reflect well on the company.

5. Physical Barrier : Physical noise, like loud sounds in a busy shopping area or factory,
can make communication difficult. Sometimes, phone calls may have unclear messages

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due to noise. If possible, move away from the noise or find a quieter place to talk for

clearer communication.
(b) Describe the merits and demerits of informal communication channels to an

organization.

Answer - Introduction

Informal communication channels, like the grapevine, are important in organizations as they

allow fast and spontaneous sharing of information. These channels help build social connections
and provide useful feedback. However, they can also cause problems, such as spreading rumors

or wrong information. It's important for organizations to understand both the benefits and risks
of informal communication.

“The Merits and Demerits of informal communication channels to an

organization”:

Merits Demerits

1. Speed and Flexibility: Informal 1. Lack of Accuracy: Informal communication

communication is faster than formal channels, may lead to misinformation or rumors, as

allowing for quick exchanges of information. messages can be distorted.

2. Builds Relationships: Encourages social 2. Unreliable for Official Matters: It’s not

interaction, fostering stronger relationships suited for conveying official or important

between employees. organizational decisions.

3. Encourages Open Dialogue: Employees 3. Can Lead to Misunderstandings: Without

feel more comfortable sharing opinions, ideas, clear documentation, important details can be
and feedback in an informal setting. overlooked or misinterpreted.

4. Facilitates Innovation: Informal channels 4. Lack of Control: Management has little

often allow for creative ideas to emerge control over the flow of information, leading
without strict hierarchies. to potential inefficiencies.

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5. Low Cost: It doesn’t require formal 5. Can Create Confusion: Multiple sources of

infrastructure, making it a low-cost communication can create confusion and

communication method. contradictory messages.

6. Enhances Morale: Can improve employee 6. Disruptive: Informal communication may

morale, as it fosters a sense of camaraderie disrupt work or distract employees from their
and teamwork. tasks if overused.

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Q3. (a) Differentiate between citations; bibliography and references with the help

of relevant examples. And What points should be kept in mind and precautions
to be taken in preparing bibliography?

Or
(b) Explain the classification of data.

Answer- Introduction

Citations, bibliography, and references are key parts of academic writing that give credit

to sources. Citations are short mentions of sources in the text, references are full lists of
cited sources, and a bibliography includes all sources you used, even if not directly

mentioned. When making a bibliography, it's important to be accurate, consistent, and

follow the right style. Also, avoid plagiarism, use trustworthy sources, and avoid repeating

sources to keep your work clear and reliable.

Difference Between Citations, Bibliography, and References

1. Citations: Citations are brief notations used within the text to point readers to the

source of specific information. They acknowledge the source from which information,
ideas, or direct quotes are taken. There are three main ways to cite:

• Author's Last Name and Page Number: Example: "It was the best of times..."

(Dickens 3).

• Author's Last Name and Year of Publication: Example: "It was the best of
times..." (Dickens, 1993).

• If Author's Name is Already Mentioned: Example: "It was the best of times..."
(3).

2. References: References provide complete details about the sources cited in the

work. They are listed at the end of the paper and include the author's name, title,
publication date, publisher, etc.

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• Example: Dickens, Charles. A Tale of Two Cities. Wordsworth Classics, 1993.

3. Bibliography: A bibliography is an alphabetical list of all the sources referred to in

the research work, including books, articles, journals, websites, etc. It is placed at
the end of the work. It helps readers find the sources used for research.

• WorldCat: A global database that allows users to search for books, journals, and

audiovisual materials.

• OPAC: A system used by libraries to allow users to search for and access library
collections.

Precautions to be Taken While Preparing a Bibliography

• Correct Citation Format: Always follow the correct style guide APA, MLA, etc. for

formatting your citations.

• Accurate Information: Double: check details like the author’s name, book title,

publication year, and publisher.

• Consistency: Ensure the same style is used throughout the bibliography.

• Organize Alphabetically: List sources in alphabetical order by the author's last

name.
• Include All Referenced Sources: Include every source you have cited in your
research paper.

(b) Explain the classification of data.

Answer - The Classification Of Data

Data classification is the process of organizing and grouping information based on

specific rules. It helps researchers easily find and manage the sources they need and

get the right information quickly. Here are some types of data classification :
1. Qualitative Data : This type of data is about qualities or characteristics, not

numbers. It describes things like feelings, behaviors, or experiences. For example,

information from interviews, observations, or open-ended questionnaires is
qualitative data.

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2. Quantitative Data : This data is about numbers and can be measured or counted.

It is often shown in graphs, tables, or statistics. For example, the results of an

experiment or survey that produce numbers like age, height, or quantity are

quantitative data.

3. Primary Data : This is new data collected directly from the source. It can be

gathered through methods like surveys, interviews, or experiments.

4. Secondary Data : This data has already been collected by someone else and is
available from sources like government reports, research papers, books, or the

internet.

Interpretation of Data

After classifying the data, it's important to understand and explain it. Interpretation

means finding the meaning in the information collected and making conclusions.
Here’s why interpreting data well is important :

1. It helps answer research questions by drawing clear conclusions from the data.

2. Effective interpretation can confirm whether a hypothesis is correct.

3. It helps continue research and increase knowledge.

4. By interpreting data, we can find patterns and connections that help solve
problems.

5. Good interpretation of data helps decision-making by giving useful insights for

future researchers and decision-makers, helping them make better choices.

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Q4. What is an Annual Report? What is the purpose of making an Annual Report?

Or

You have recently joined Crescent Furnishings Pvt. Ltd. as the HR manager. You
witness low morale among the sales staff. Write a report analyzing the causes

and suggest suitable remedies to the management.

Answer - Introduction

An Annual Report is a document that provides important information about a

company's performance and activities during the year. It is used to share details about

the company’s impact, achievements, and data with shareholders, customers, and
investors.

Purpose of Making an Annual Report

• The purpose of an annual report is to communicate important information about a

company's financial health, operations, and strategies. It helps stakeholders
make informed decisions and understand the company's performance and future
potential. The report serves as a tool to build trust and transparency between the

company and its audience. Companies also use annual reports to highlight their
achievements, challenges, and the impact they’ve made over the year. It
showcases essential data like revenue, profits, expenses, and future goals,
making it easier for stakeholders to assess the company's overall progress.

1. Provides clear information about the company's financial and operational status.
2. Summarizes achievements and challenges faced during the year.

3. Shares updates with shareholders and builds trust.

4. Outlines strategies and goals for the coming year.

5. Meets government and regulatory reporting requirements.

OR

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Annual Report on Employee Morale and Productivity Enhancement Initiatives

Crescent Furnishings Pvt. Ltd.

Prepared by: Karan, HR Manager

Reporting Period: January 1, 2024 – December 31, 2024

Causes of Low Morale

• Lack of Recognition: Employees feel their efforts are unnoticed.

• Inadequate Training: Staff lacks necessary skills.

• Unclear Expectations: Ambiguity regarding performance goals.

• High Workload: Excessive workload causes stress.

• Limited Growth: No career advancement opportunities.

• Low Compensation: Salaries don’t match performance.

Result achieved

Metric 2023 2024 improvement

Employee Satisfaction 62% 85% +23%

Sales Staff Turnover Rate 18% 8% -10%

Productivity ₹5,00,000/year ₹6,50,000/year +30%

(Revenue/Salesperson)

Absenteeism Rate 12% 5% -7%

Recommendations for 2025:

• Reward top performers regularly.

• Provide skill-building opportunities.

• Set clear, measurable expectations.

• Manage workloads to reduce stress.

• Offer promotion opportunities.

• Review and adjust salary and bonuses.

Conclusion
The 2024 initiatives have significantly improved morale and productivity. Continued focus
will help Crescent Furnishings Pvt. Ltd. maintain its growth and create a better workplace.

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Q5. Draft the minutes of a meeting of the Board of Directors where the following

decisions were taken:

(a) Appointment of Mr. Ram as Company Secretary

(b) Purchase of Land and Building worth Rs. 10,00,000 and issue of equivalent

shares to the supplier

(c) Approval of Company's seal

(d) Declaration of dividend of Rs. 10,000

Answer - Introduction

Minutes of a Meeting : Minutes, also known as minutes of meeting (abbreviation

MoM), protocols or, informally, notes, are the instant written record of a meeting or
hearing. They typically describe the events of the meeting and may include a list of

attendees, a statement of the activities considered by the participants, and related

responses or decisions for the activities.

Minutes Of Meeting formate

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Minutes of the Meeting of the Board of Directors

Minutes of Meeting

Meeting Details :

Meeting Name Board of Directors

Meeting objective finalize decisions on appointing a

Company Secretary

location Conference Room, XYZ Limited, New

Delhi

Meeting time 10:00 AM

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Meeting Invitees

Name Attended

Mr. Rajesh Kumar Yes

Mr. Ram Yes

Mr. Anil Kapoor No

(a) Appointment of Mr. Ram as Company Secretary

The Chairman, Mr. Rajesh Kumar, proposed the appointment of Mr. Ram as the new
Company Secretary for XYZ Limited. The proposal was seconded by Mr. Sanjay Gupta.

After a brief discussion regarding Mr. Ram's qualifications and experience, the Board
unanimously approved his appointment.

Resolution:
Resolved that Mr. Ram be appointed as the Company Secretary of XYZ Limited, with

effect from January 1, 2025.

(b) Purchase of Land and Building worth Rs. 10,00,000 and issue of equivalent

shares to the supplier

Mr. Sanjay Gupta presented a proposal for the purchase of land and building worth
Rs. 10,00,000 from M/s ABC Real Estates. The supplier has agreed to accept equivalent

shares in XYZ Limited as payment for the property. After reviewing the terms and
conditions, the Board discussed the financial implications and the future prospects of
this transaction.
Resolution:

Resolved that the Company purchase land and building from M/s ABC Real Estates for
a total amount of Rs. 10,00,000, with payment to be made in the form of equivalent

shares of the company. The share issuance details will be finalized in a subsequent
meeting.

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(c) Approval of Company's seal

Ms. Neha Sharma presented the design for the new company seal. After reviewing the
proposed design, the Board agreed on a final version that reflects the company's brand

and corporate identity.

Resolution:

Resolved that the design for the new company seal be approved as presented, and the
seal be adopted for official use with immediate effect.

4. Declaration of Dividend of Rs. 10,000

Mr. Vinod Mehta suggested declaring a dividend of Rs. 10,000 for the current financial

year. This proposal was based on the company’s positive financial performance. After
a short discussion, the Board agreed to proceed with the declaration.

Resolution:
Resolved that a dividend of Rs. 10,000 be declared, payable to the shareholders of

record as of December 31, 2024, in proportion to their shareholding.

MOM Prepared by : Mr. Rajesh Kumar (Chairman)

MOM Reviewed by : Mr. Ram (Company Secretary)

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Q6. Describe the role played by effective IT communication tools for business

organizations today. Elaborate on the uses and merits of electronic mails.

OR

Draft an office notice informing the employees of the organization of an

International Conference on 'Global Leadership Practices' and detailing

distribution of responsibilities.

Answer - Intoducation

In today’s digital age, IT communication tools play a crucial role in enhancing

communication, collaboration, and information sharing within organizations. These

tools, like emails, video calls, and instant messages, help people work together
better, increase productivity, and make communication easier inside and outside

the organization.

Role of Effective IT Communication Tools in Business

Effective IT communication tools are the backbone of modern business operations.

They facilitate seamless interaction, boost efficiency, and drive innovation.

• Enhanced Collaboration: Tools like project management software, instant

messaging, and video conferencing connect teams, regardless of location. This

fosters better teamwork, faster decision-making, and increased productivity.

• Streamlined Operations: Automation tools streamline routine tasks, freeing up

employees for strategic work. Data analysis tools provide valuable insights for

informed business decisions.

• Improved Customer Engagement: Tools like live chat and email support enhance

customer interactions, building stronger relationships and driving customer

satisfaction.

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• Fostering Innovation: Access to a global network of talent and information fuels

creativity and problem-solving, leading to innovative solutions and

breakthroughs.

• Adapting to Remote Work: These tools are crucial for maintaining productivity,
collaboration, and a sense of community in remote work environments.

Uses of Email

• Formal Communication : Emails are used for formal correspondence, such as

sending reports, proposals, contracts, and meeting invitations.

• Information Exchange : Emails allow quick and secure sharing of important

documents and information.

• Internal Communication : Emails are commonly used within organizations to send

updates, instructions, and internal announcements.

• Marketing and Promotion : Emails are used for marketing campaigns,

newsletters, and product updates.

• Record Keeping : Emails provide a written record of communication, which can be

stored for future reference.

Merits of Email

• Cost-Effective : Compared to traditional mail, emails are free and do not require
physical materials or postage.

• Speed : Emails allow instant communication, which speeds up decision-making and

reduces delays.

• Accessibility : Emails can be accessed from anywhere, as long as there is an

internet connection, making them ideal for remote work and global

communication.
• Reliability : Emails provide a reliable means of communication, especially for

sharing important documents and information. Emails can be encrypted to ensure

privacy and security.

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• Organized Communication : Emails can be categorized, searched, and archived,

making it easier to organize and retrieve communications.

• Integration with Other Tools : Emails can be easily integrated with other tools

like calendars, file-sharing platforms, and task management systems, providing a

unified communication experience.

Conclusion

Effective IT communication tools, especially email, play a significant role in business

organizations today. They improve collaboration, save time, and reduce costs. Emails
are especially useful for formal communication, sharing information, and keeping

records. By leveraging these tools, businesses can become more competitive, flexible,
and efficient in today’s digital world.

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OR

Draft an office notice informing the employees of the organization of an

International Conference on 'Global Leadership Practices' and detailing

distribution of responsibilities.

Introduction

Notice writing is a formal way to communicate information to a group of people.

A business notice is a formal way of sharing important information or updates

within a business or organization. It is usually written and sent to employees,

customers, or other stakeholders to communicate announcements, instructions,

or decisions.

Format of Notice

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BalanceSphere Foundation

NOTICE

Date : 31st December 2024

International Conference on 'Global Leadership Practices'

This is to inform all employees that BalanceSphere Foundation will be hosting an

International Conference on 'Global Leadership Practices'. The details of the event are
as follows :

Date : 15th January 2025

Time : 10:00 AM to 4:00 PM

Duration : 6 hours

Venue : Online (via YouTube Live)

To ensure the smooth execution of the event, the following responsibilities have been
assigned :

Event Coordination : Ms. Priya Sharma

Guest Management : Mr. Rahul Mehta

Technical Support : IT Department

Marketing and Promotion : Ms. Ananya Verma

Documentation and Reporting : Mr. Suresh Kumar

All employees are requested to collaborate and diligently fulfill their assigned
responsibilities. For any queries or further information, please contact the undersigned.

Authorized Signatory

[Name : Akash Verma]

[Designation : Manager - Events]

[Signature]

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Q7. What is a business letter? What are different parts of business letter?

Or
What is a memorandum? As a manager of Roshni Enterprise draft a

memorandum to the sales executive regarding his absence from the duty on 14th
September 2023 between 9:30 am to 5:30 pm.

Answer - Introduction

A business letter is a formal written communication used for professional purposes

within or between organizations. It serves to convey information, make requests,

establish agreements, and document decisions. Its structured format ensures clarity,

precision, and reduces misunderstandings. Business letters also act as legal records, aid
in compliance, audits, and internal reviews, and help in building professional

relationships. They are standardized and used globally, making them essential for
effective communication between stakeholders like companies, employees, suppliers,

buyers, and investors.

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.

Importance of Business Letters

Business letters are very important for communication both inside and outside a
company. They help maintain professionalism and build relationships.
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1. Professionalism: Business letters are formal, clear, and concise. They follow a proper
format and tone, showing professionalism. This helps create a good image of the

company and build strong business relationships.

2. Legal Record: Business letters act as legal proof of communication. They can be used
in case of disputes to show what was agreed upon or discussed. They provide clear

evidence of contracts and agreements.

3. Documentation: Business letters serve as a record of communication. They keep track

of decisions, changes, and important information, which can be referred to in the future
for clarity or confirmation.

4. Building Relationships: A well-written business letter shows respect and

professionalism. It helps build and strengthen positive relationships with clients,

customers, and partners, improving the company’s reputation.

5. Formal Requests and Responses: Business letters are often used to request
information, proposals, or collaboration formally. They are also used to respond to

inquiries, complaints, or any business-related matters in an official way.

Different Parts Of Business Letter

Business letters can be of different types, depending on the situation they are written

for. They can be classified as Informative and Persuasive Letters, like Routine and
Sales Letters, Letters for special purposes, Problem letters and Goodwill Letters.

1. Routine Letters: These are written for regular business activities like asking for

information, placing orders, making payments, or submitting bids.

• Enquiries- Asking for information.

• Quotations- Offering prices for goods/services.
• Orders- Placing an order.

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• Payments- Making a payment.

• Tenders and Bids- Proposals for contracts.

2. Sales Letters : These letters are used to promote or sell products or services.

• Prospective or Promotional Letters- Introducing a new product or service.

• Cover Letters with Offers and Catalogues- Sending promotional material or

offers.
• Proposal and Resale Letters- Proposing business deals or resale opportunities.

• Follow-Up Letters- Checking in after a previous communication or meeting.

3. Letters for Special Purposes : These letters are written for specific situations, such
as dealing with agencies or personnel matters.

• Agency Letters- Communication with banks, insurance companies, or government

agencies.
• Personnel Letters- Related to hiring or employment matters.

• Circulars- Letters sent to many people, like company announcements.

• Correspondence with Banks and Insurance Agencies- Communication with

these institutions for various reasons.

4. Problem Letters- These letters are written when there is a problem that needs to be
addressed.

• Complaints and Follow-Ups reporting issues or following up on unresolved

matters.

• Concessions- Requests for special offers or discounts.

• Collection Letters- Reminders about overdue payments.

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Format Of Business Letter

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OR

Q. What is a memorandum? As a manager of Roshni Enterprise draft a

memorandum to the sales executive regarding his absence from the duty on 14th

September 2023 between 9:30 am to 5:30 pm.

Answer - Intoducation
Memos play a vital role in internal communication in organizations, with their main importance
being to promote clarity and accountability. Memos provide a permanent record of important

communications, allowing organizations to refer to decisions, policies, or instructions as

needed. They also reduce the likelihood of misunderstanding by providing consistent and clear

information to all recipients.

Memorandum : A memo is a brief written message within a company for sharing

information, instructions, suggestions, explanations, or requests. It follows a specific

format, often using pre-printed templates, and includes the company's name, address,

contact details, "Memo/Memorandum" title, reference number, receiver and sender

names, date, and a subject line summarizing the content.

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Example of Memorandum,

Memorandum

To : [Sales Executive's Name]

From : Manager, Roshni Enterprise

Date : 30th December 2024

Subject : Absence from Duty on 14th September 2023

It has come to our attention that you were absent from duty on 14th September 2023,

between 9:30 am and 5:30 pm, without prior notice or approval. This is a serious matter
as it impacts the workflow and responsibilities of the team.

As a valued member of our sales team, it is essential to adhere to the attendance and

leave policies of the organization. Unapproved absences disrupt the smooth

functioning of operations and may lead to disciplinary action if repeated.

Please provide a written explanation for your absence by 2nd January 2025. In the

future, kindly ensure that any leave is approved in advance, barring emergencies.

We look forward to your cooperation in maintaining professional conduct.

Sincerely,

[Manager's Signature]

Manager, Roshni Enterprise

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Q8. (a) Explain The Components Of An Effective Presentation. What Points

Should Be Taken Into Consideration For The Proper Organization Of

Presentation.

Ans. Introduction

A presentation is a mode of communication used to achieve

some defined objectives. It can be used to introduce a new

product, discuss a business plan, or analyze a report. To be

a good presenter, you need to write clearly, organize your

ideas well, and speak confidently in front of others.

Components of an Effective Presentation :

1. Purpose : It could be to sell or give information about a product, discuss a business

proposal or an issue.
2. Audience : It is important to understand the audience and their expectations.

3. Brevity : A presentation should not be longer than 30 minutes. This gives enough
time to include all the important parts. The presentation should be clear and well-

organized, both in ideas and visuals. Using data, pictures, and diagrams can make
the presentation better..

4. Delivery : Be confident while making the presentation. Add humor to make it more
interesting. It is important to make eye contact with the audience and be in a

dialogue mode with them.

Organization of a Presentation :

A well-organized presentation follows a clear and logical structure that guides the
audience through your message. Here are some key points to consider:

1. Introduction : A good introduction will whet the curiosity of the audience and
motivate the audience to sit through the presentation. It will,

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• Introduce the topic, its purpose, and why it's important.

• Connect relevance of topic to audience expectation

• Ask questions for and to the audience

2. Body : It is important to have clarity regarding the contents of the presentation, its

logical sequencing and analysis.

• Focus on content and concepts.

• Break content into two or three major points.

• Support your points with relevant examples.

• Answer questions raised in the introduction

• -Discuss each point in detail.

3. Conclusion: It is important to summarize the main points of the presentation at the

end. Thus By carefully considering these components and organizational principles,

you can create a presentation that is both informative and engaging, leaving a positive
and lasting impact on your audience.

Conclusion

Organizing a presentation effectively is important to delivering a clear, engaging

message. An effective presentation relies on clear content, logical structure, and

engaging delivery. To ensure proper organization, focus on clarity, relevance, and

audience interaction. Practicing and managing time are essential for delivering a
confident and impactful presentation that holds the audience's attention.

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OR

Q. It Is Often Said That Group Decisions Are More Advantageous Than Individual
Decisions. Explain With Reasons. Also, Describe The role of participating in group

discussion.
Answer - Introduction

Group decisions are often better than individual decisions because they combine the
ideas, knowledge, and experiences of many people. By working together, groups can find

solutions that are well thought out and beneficial for everyone. Group discussions make
this process smoother by encouraging participation and resolving issues through

teamwork.

Decisions Are More Advantageous Than Individual Decisions:-

1. Diverse Opinions and Ideas : In group discussions, various perspectives,

experiences, and ideas are brought together, making the decision more
comprehensive. Unlike individual decisions, where only one point of view is
considered, group decisions include contributions from multiple members, leading to
a richer, more balanced outcome.

2. Higher Acceptance : When decisions are made collectively by representatives from

different departments or areas, they are more likely to be accepted by all. This is
because the interests and concerns of each department are considered, making the

decision more inclusive and fair, which fosters a sense of ownership and reduces
resistance.

3. Easier Implementation : Since group decisions are made with input from all
relevant parties, the implementation process tends to be smoother. Each department

or group involved is more likely to comply because they were part of the
decision-making process. This minimizes resistance and ensures better cooperation
during execution.

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4. Avoiding Decision Paralysis : In some cases, when an individual is unsure or

reluctant to make a decision, referring the issue to a group helps in breaking the
deadlock. Even though some decisions may not be reached immediately due to
differences of opinion, the process can lead to better-rounded solutions in the long
run.

5. Shared Accountability: Group decisions do not place the responsibility for the
outcome solely on one individual. Since the decision is made collectively, no one

person is held entirely accountable, reducing the pressure on individuals and fostering
a sense of shared responsibility.

6. Potential for Hidden Agendas: While there are some risks, such as individuals with

hidden agendas manipulating decisions, this is less likely in a group setting. The
diversity of members and opinions can act as a safeguard against any one person

hijacking the decision for personal gain.

The role of participating in group discussion

Role of the group leader

The group leader plays an important role in guiding the group to make the right

decisions :
• Planning the meeting and making the agenda.

• Leading the meeting, controlling people who talk too much, and encouraging shy
people to speak.

• Summarizing everyone’s views, solving disagreements, and helping the group

reach a decision.

• Keeping order in the meeting and making fair decisions.

• Giving explanations if needed and helping the group make a decision.

The role of a participant includes:

• Listening carefully, being well-informed, and contributing positively to the

discussion. Being stubborn is not appreciated in a group.

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• Maintaining friendly behavior and presenting your ideas clearly and convincingly.

• Respecting others' opinions and not forcing people to agree with you on any issue.

Conclusion

Group decisions are often better than individual ones because they bring together

diverse ideas, encourage collaboration, and ensure broader acceptance. A group

discussion allows for smoother implementation and shared accountability, while

reducing the risk of biased decisions. The roles of both the group leader and
participants are crucial for guiding discussions, maintaining order, and making fair

decisions that benefit everyone involved.

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