UNIT III-BUSINESS COMMUNICATION fileThe purpose of writing any official letter is to sustain the existing business relationships or to ... Block format is a popular format of business

IECCET, GREATER NOIDA 1

UNIT III-BUSINESS COMMUNICATION

Business communication is the sharing of information between people within and outside the organization that is performed for the commercial benefit of the organization. Business correspondence actually refers to all written communication, done for the purpose of business. Among all modes of business correspondence, professional letter is the chiefest source of conveying message. Letters play a vital role in bringing people closer all over the globe. Thus, the letter writing occupies a key position in the field of communication. The term “business letters” refers to any written communication that begins with a salutation, ends with a signature and whose contents are professional in nature. Official letters should be clear and concise with short sentences and simple words. Hence below are mentioned certain important features (Seven Cs) which should be closely followed by a letter writer:

1. Clear2. Concise3. Correct4. Concrete5. Consider6. Complete7. Courteous

Significance of written business correspondence: Official letters have importance for the following reasons: Official letters assist you in sustaining your relationships with other organizations clients and vendors. Are the appropriate forms of communication? Serve as permanent records and are very valuable repository for information. Help you to reach a large and geographical diverse audience.

Purpose of written business correspondence: The purpose of writing any official letter is to sustain the existing business relationships or to create and establish a new business relationship. Official letters, thus, are written for varied purposes as mentioned below:

To inform To congratulate To enquire To order To request To sell product/service To make an adjustment To complain To collect dues To apply for a job

Main Parts /Structure/Ramification of Business Letters:

Business letters have mainly ten components: 1. Heading2. Date3. Reference4. Inside address5. Subject line6. Salutation7. Body of the letter

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8. Closing9. Signature10. Enclosure

BASIC LETTER FORMATS Block format Modified block format Simplified format

Block format is a popular format of business letter in India. In it, all the elements such as date, address, salutation, paragraph and close all start from the left hand side.

SAMPLE OF BLOCK FORMAT

12 South Main Street Maharaja Colony HEADING Post Box No. 1221 Mumbai-400001

February 21, 2016 DATE

Reg. Dues SUBJECT

Ms Mary Fernandes Customer Relations Bharat Telephone Company INSIDE ADDRESS 133 Balaji Street Mumbai-400001

Dear Ms Fernandes SALUTATION

I received a collection notice from the Bharat Telephone Company on February 17, 2016. The letter states that I owe a past due balance from the September 14 to October 14 billing period in 2015. The letter also states that my service will be disconnected unless I act immediately; however, I am now informing you for the second time that I paid that bill on January 6th , 2016.

BODY On January 18th , I received a call from one of your representatives about this matter, and I immediately told him that approximately two weeks ago I sent a cheque to your office for the due amount of Rs. 6,450.00. Unfortunately, I failed to get his name. I am irritated that you have not taken care of this matter since I have got the cancelled cheque in my possession, and I am enclosing a copy of it herewith.

I hope that this will settle the matter once and for all.

Sincerely yours, COMPLIMENTARY CLOSE

SIGNATURE BLOCK Shivlal Dutta (419) 352-5555




Encl: copy of cancelled cheque ENCLOSURE

Modified block format is a mixture of block and indented format. This format is actually the same as the full block format except the date-line and closing signature are here replaced on the right hand side of the page.

SAMPLE OF MODIFIED BLOCK FORMAT

12 South Main Street Maharaja Colony Post Box No. 1221 Mumbai-400001

February 21, 2016

Ms Mary Fernandes Customer Relations Bharat Telephone Company 133 Balaji Street Mumbai-400001

Dear Ms Fernandes


On January 18th , I received a call from one of your representatives about this matter, and I immediately told him that approximately two weeks ago I sent a cheque to your office for the due amount of Rs. 6,450.00. Unfortunately, I failed to get his name. I am irritated that you have not taken care of this matter since I have got the cancelled cheque in my possession, and I am enclosing a copy of it herewith.


Sincerely yours,

Shivlal Dutta (419) 352-5555

Encl: copy of cancelled cheque

Simplified format is a favourite style for the impersonal situation. In this format no salutation and no complementary close are included. The letter starts with the name of the recipient.

SAMPLE OF SIMPLIFIED FORMAT

12 South Main Street




Maharaja Colony Post Box No. 1221 Mumbai-400001

February 21, 2016

Ms Mary Fernandes Customer Relations Bharat Telephone Company 133 Balaji Street, Mumbai-400001


On January 18th , I received a call from one of your representatives about this matter, and I immediately told him that approximately two weeks ago I sent a cheque to your office for the due amount of Rs. 6,450.00. Unfortunately, I failed to get his name. I am irritated that you have not taken care of this matter since I have got the cancelled cheque in my possession, and I am enclosing a copy of it herewith.


Shivlal Dutta (419) 352-5555

Encl: copy of cancelled cheque

Principles of Official Letter Writing: Use the “You” attitude

Be clear and concise

Be correct and complete

Emphasize the positive

Be courteous and considerateExamples of “Courtesy” and “Consideration”:

Many thanks for your letter dated...............

Kindly respond to our request for................

Please refer to order dated..........................

We appreciate your prompt response to our...........

We are sorry that we may not be able to grant you.............

We thank you for....................

We are pleased to inform you.................Avoid Negatives:

Please permit me to say that....

Please be advised that..............

It has come to my attention.........




We beg to state that.....

TYPES AND EXAMPLES OF BUSINESS LETTERS Business letters can be classified into the following types:

1. CREDIT- To enquire or request for loan/ it is Buy Now and Pay Later.2. QUOTATION- To seek rates, discount, pricelist of specific products/ things etc.3. ENQUIRY- To enquire about – price/ catalogue/ availability of goods /service etc.4. ORDER- To place an order for products/ service etc.5. CLAIM/ COMPLAINT- Written to lodge complaint and ask for remedy against damaged goods,

billing errors, late delivery, etc.6. ADJUSTMENT- Written in reply of complaints letters/ written by sellers to buyers always.7. SALES- Written to sell products/ service/ promotes sales network etc.8. JOB APPLICATION- To apply for an employment.

(Covering letter)9. D. O. LETTERS [Demi-official letters (partly official)]- Written between two officers of different

departments of the same rank. Written on urgent matters etc.10. MEMO- Written by Heads to subordinates/ staff on –discipline, congratulatory, documentary etc. It is

short form of letters. It is formal and friendly in tone.11. RÉSUMÉ / CURRICULUM- VITAE- It is an abstract or mirror of one’s professional.

1. CREDIT LETTER OF REQUEST

B.R. Computers Pvt. Ltd. Kharagpur

3rd Apr. 2016

Ref.No.235/Apr/Crd. Req/16

The Sales Manager National Electronics Pvt. Ltd. Kolkata

Dear Sir

Subject: - Supply of 100 Laptops on credit basis.

As we have good business relations for the last many years, here we request you to send us 100 Lenovo G-450 laptops on 60 days credit.

You may also check our past transactions. Please feel free to contact us any time.

Looking forward to have your favorable response at your earliest.

Yours truly, Prakash Tomar (Manager Purchase)

2. LETTER GRANTING CREDIT




National Electronics Pvt. Ltd. Kolkata

4th Apr. 2016

Ref.No. 450/Apr /Gr. Crd/16

The Purchase Manager B.R. Computers Pvt. Ltd. Kharagpur

Dear Sir

Subject: - Supply of 100 Laptops.

Please refer this to your letter dated ------- regarding the order of 100 laptops on 60 days credit basis.

We are pleased to accept you as a credit customer of our company on the basis of your past transactions. The required numbers of laptops are being sent to you through company’s transport. A bill of Rs. -------------- is enclosed herewith.

Looking forward to serving you in future also.

Yours truly, Raman Roy (Manager Sales)

3. LETTER REFUSING CREDIT


2nd Apr. 2016

Ref.No. 222/Apr/Ref. Ltr./16

The Manager (Purchase) B.R. Computers Pvt. Ltd. Kharagpur

Dear Sir

Subject: - Supply of 100 Laptops.

We appreciate your interest in our products and thank you for the order of 100 laptops on credit basis.

Further, we are very sorry to inform you that we are not in position to accept you as our credit customer this time. Unfortunately your financial standing is not meeting with our requirements. However, you can avail of 40 % discount for all products on cash basis.




Looking forward to hearing from you soon.


4. QUOTATION LETTER

B. R. Computers Pvt Ltd. Kharagpur

3rd Apr. 2016

Ref. No. 345/Apr/Qut. Ltr./16

The Manager (Sales) Sharp Homecare centre Jan path, Delhi.

Dear Sir

Subject: - Inviting quotation for electronics items.

Kindly send us your most competitive quotation along with price list, catalogue, and discount for the following electronics items: S.No. Item Quantity Total 1. AC’s (LG) 05 05 2. Fan (usha) 10 10 3. CFL’s 10 10

______________ 25

______________ We expect a prompt reply.

Yours truly, Sanuj Roy (Manager Purchase)

5. ENQUIRY LETTER

Raman Roy G-125, Defense Colony Delhi

8th Feb. 2016

Ref.No. 35/Feb/Enq. Ltr./16

The Co-coordinator HIMT Greater Noida




Dear Sir

Subject: - Enquiry about short term courses

Please refer this to your advertisement published in ‘The Times of India’ dated 15th Feb. 2012 regarding short term courses.

I am interested to take admission in your institute for the same. Kindly send me the information about the following:

a. Eligibility criteriab. Admission processc. Feesd. Duration

Looking forward to your prompt reply.

Yours truly, Raman Roy.

6. PLACING ORDER


20th Feb. 2016

Ref.No. 55/Feb/Pl. Ord/16

The Manager (Sales) National Electronics Pvt. Ltd. Kolkata

Dear Sir

Subject: - Placing order for electronics items.

Thank you for sending us your quotation for the required electronics items. We accept your quotation.

Here, we are placing an order for the following items: S.No. Item Qty. Total 1. AC’s (LG) 05 05 2. Fan 10 10 3. CFL’s 10 10

_____________ 25

_____________ As desired by you, we would make the payment by cheque. (A/c Payee).




Yours truly, Prakash Tomar (Manager Purchase)

7. CLAIM/ COMPLAINT LETTER


25th Feb. 2012

Ref.No. 30/feb/Comp./12

The Manager (Sales) National Electronics Pvt. Ltd. Kolkata

Dear Sir

Subject: - Complaint against damaged electronics’ items

Thank you very much for delivering electronics items on time against our order.

But we are very sorry to state that on checking the items, we found that 3 AC’s and 2 fans are damaged in condition.

We are sending them back and request you to send us the new ones.

Looking forward to have your positive response.

Yours truly Raman Roy (Manager Purchase)

8. ADJUSTMENT LETTER


25th Feb. 2016

Ref. No. 25/Feb/NEP/Adj. Letr/16

The Manager (Purchase) B.R. Computers Pvt. Ltd. Kharagpur

Dear Sir

Subject: - Adjustment against damaged goods.




Please refer this to your letter dated…… regarding damaged goods, sent to you against your order.

We are very sorry to learn that we have sent you some damaged goods and the inconvenience it has caused to you.

We have already looked into the matter and sending the new ones in place of the damaged goods. We also assure you not to repeat such mistake in future. We do hope to have orders in future also.


9. SALES LETTER

Punjab National Bank I.P.Extension Delhi

15th Feb. 2016

Ref. No. 245/Feb/ Pnb/ Home loan/16

Dear Customer

Subject: - Home Loan for your Dream House.

Now you can have your own dream house in NCR region and we are the only bank provide easiest home loan on never thought interest rates.

Feel free and contact our representative. No documentation charge, proof, guarantee and other.

Hurry! Scheme is very limited. Don’t miss this opportunity. Your dream house is only one call away.

Looking forward to hearing you very soon.

Yours truly, K.S. Singahal (Personal Loan Manager)

10. D. O. LETTER ( DEMI-OFFICIAL LETTERS)

D.O. No. 55/Feb/AIMT/2016

15th Feb 2016

Dear Prof. Chaturvedi




I am directed to say that the management wants a total ban on the use of Mobile phones in the college premises with immediate effect.

The same may please be circulated among the faculty, staff and the students.

Regards!

Yours sincerely

Dr. Saran (Director PGDM)

RÉSUMÉ / CURRICULUM VITAE/ BIO-DATA

Résumé: 1. Résumé is an abstract or mirror of one’s professional and educational achievements. It highlights – formal

education, work experience, qualification, abilities etc. 2. Résumés are technical as well as marketing documents that present the candidate performance to the

prospective employers.3. Résumés are written along with ‘cover letter’/ Job Application.4. Résumé is skill oriented and written in one or two pages.5. Résumé is written to gain an opportunity for an interview.

Curriculum-Vitae: 1. CV contains all the elements of a resume but it is more detailed in terms of the academic credentials.2. CV contains a detailed account of all published work & experiences as well.3. CV is more knowledge & experience oriented and written in more than 3 pages.

Bio-Data: 1. It refers to bio- graphical details.2. In bio-data the emphasis is on personal details such as DOB, Marital status, Language known, height,

hobbies, address etc.

Types of Résumé: 1. Chronological Résumé2. Functional Résumé

1. Chronological Résumé: It highlights accomplishments and skills

Is most effective when such experience clearly relates to the job you a5re seeking

It starts with your most recent experience2. Functional Résumé: Focuses on educational skills, strengths and experience.

Functions of Résumé: Introduce a candidate to a potential employer




Highlights the applicants fitness for a particular position

Persuades a prospective employer to call a candidate for a personal interview

It reflects the candidates personality, employment goals and his career aspirations

It helps an employer to appropriate appointment decision

JOB APPLICATION The application which is written to apply for the job and attached with résumé is called job application. The types of job application are:

Solicited : written in response to an announcement / advertised post

Unsolicited : written in response to an unannounced post

Job Application Letter Sender’s Address -------------------

Date ...................

The Manager Honda Cl Co. Pvt. Ltd. Surajpur, Gr. Noida

Dear Sir,

Subject: Application for the post of Trainee- Engineer

This is with reference to the advertisement published in The Times of India, dated Nov. 21 2015. I apply for the post of Trainee Engineer in your reputed organization.

At present, I am a final year student of electrical engineering. I am appearing in 8th semester electrical examination. So far I have done well in all my semester examinations. The final year result will be declared in the last week of August 2015. I have also an interest in tri biology.

Therefore, I would like to be considered for the post of Trainee Engineer in Honda CL Company.

Thanking you!

Faithfully yours

<name>

Enclosed: Résumé

RÉSUMÉ

<Name> <Address> <Contact> <Mail ID>




OBJECTIVE: - To associate myself with an organization that provides a challenging job and an opportunity to prove innovative skills and diligent work.

EDUCATION:-

S. No. Course Year of passing Board/

University/InstitutionGrade/%

1. B. Tech2. +2 3. 10

PROJECT: - A project on ‘Telephone line monitor with clip facility’ using 8031 micro controller at Hindustan Tele-Printers Limited, Chennai.

TRAINING: - Attended an industrial training program at <Company Name>for a period of <Days> and learnt about-----------------------

AWARDS: - 1.A prize winning presentation on Global Positioning System at the technical meet Infonectar 2014.

2. ------------------------------

SKILLS: - Hardware ------------------- Software- Programming Languages (C, C++, Java etc) Technologies- HTML, Java Security, SWING, XML

PERSONAL DETAILS: - Category : D.O.B : Gender : Nationality : Marital status : Language known :

REFRENCES: - 1. Dr. X X Xxxx (Director ZZZ) 2. HOD of the concerned department

DECLARATION: - I do hereby declare that the above furnished information is true and correct to the best of my knowledge and belief.

Signature (Name in Capital Letters)

Place:- Date:-

TECHNICAL PROPOSAL

Definition: Proposal means to offer/put forwards for consideration, as a suggestion, plan or purpose. Proposal persuades its readers to accept the writer’s idea.

Proposal is a suggestive plan of future task.




The Proposer aims at getting the acceptance or the approval of the authorities.Kinds of Proposal: Proposals are written for business enhancement, scientific enquiry, technical knowledge, etc... 1. Business Proposal : Proposal dealing with trade and commerce, known as Business Proposal2. Research Proposal: Proposal concerned with a project requiring scientific enquiry or systematic

investigation.3. Technical Proposal: Proposal relating to the technical knowledge and skill is known as Technical Proposal.

Technical Proposal can be classified into – External Proposal and Internal Proposal.

External Proposal: A Proposal written by a firm in order to win contracts forward is known as External Proposal. Internal Proposal: An Internal Proposal is addressed to readers within an organization. It may offer to study a problem, situation, condition or issue in the organization.

It may also present different option for solving it. Solicited Proposal: When a proposal is written on account of an invitation from a firm or some government or non-government organization, it is called Solicited Proposal. Solicited Proposal is generally prepared in response to some advertisement. Unsolicited Proposal: A Proposal which is developed by an individual without any external encouragement or request is known as Unsolicited Proposal.

Characteristics of a Global Proposal: Proposal should contain some information to grip the attention of the reader.

It should specify the scope.

Subject should be mentioned clearly.

The Proposer should highlight the benefits and advantages of the proposal.

Should provoke one to take action.

Kinds of proposal:

Proposals are written for business enhancement, scientific enquiry, technical knowledge, etc.

PROPOSAL

Business Proposal Research Proposal Technical Proposal deals with business, trade concerns with project related to technical

& commerce requiring scientific enquiry knowledge & skills

External Internal Written by firm / company in Addressed to readers within an organisation. order to win contracts for work It is related to study a problem, situation, condition

CLASSIFICATION




& issues in the organisation.

CHARACTERISTICS OF A GOOD PROPOSAL: Proposal should contain some information. Specify the scope. Subject should be mentioned clearly. Highlights the benefits and advantages. Should provoke one to tackle action.

SUMMARY TECHNICAL MANAGEMENT COST ESTIMATE SECTION SECTION

FORMAT

A PROPOSAL FOR

....................................................(Title)

Submitted to

....................................(name of the recipient)

By

..................................(Proposer’s name/Designation)

...............................(name of the organization)

Month, Year

Date : To : From :

DIVISION




Venue of work : Date of commencement : Duration : Amount required :

Introduction: It is being felt that there must be a gymnasium hall for the students in the college as it is good for their health.

Purpose: The present proposal is for building a gymnasium hall in the college so that the students will be able to have healthy bodies and mind.

The Need: This is a proposal for building a gymnasium hall in the premises of AIMT. This facility will provide students an opportunity to keep themselves fit & fine.

Methodology: In order to carry out this project, the project work will be divided between – The Design Unit & Management Unit.

Facilities Available: For building the gymnasium hall, there is enough space in the college.

Cost Estimation: Raw Material : 2,00,000.00 Equipment : 5,00,000.00 Labour : 50,000.00

Total : 7,50,000.00

SUMMARY

Project Title : .................................................... Name and Designation of the proposer : Mohit Thakur Address of the proposer : .................................................... Venue of work : AIMT, Gr. Noida Date of commencement : One month after approval Duration : Four months after commencement Amount Required : Rs. 1,00,000/=

Proposal Summary: The proposal is about to setup/to install ACs in the PC lab. This would help to provide a comfortable atmosphere for the students to have proper study.

Introduction: Purpose: This is a proposal for installing AC in PC lab in our college. The Need: Benefits: The Methodology: In order to carry out this project the project work will be divided in among

the following unit – The design Unit, Cost Unit. The management unit: Mr. ..................... will handle the project. Facilities available: Facilities required: Cost estimate: (Cost of the project)




..........................................

..........................................

.......................................... Total (..........................................)

FOR SOLICITED:

Sujeet Kumar (Computer Engineer) ................................. ................................. Director ................................. ................................. .................................

Subject: Proposal for ........................................................

Sir,

In order to improve ...................................., we submit this proposal for your consideration.

Kindly study our proposal and inform us of your decision in this connection.

Yours Faithfully (Signature)

Que. 1.Write a Technical Proposal to the head of institution for building a gymnasium hall in the premises.

REPORT This word is derived from a Latin word ‘Reportare’ which means to carry back.

Means to give an account of something seen, heard, done etc...

A report is a special form of narration which aims at conveying information, based upon facts.

Structure of Report: FRONT MATTER MAIN BODY BACK MATTER

Front Matter: It includes: Cover page ( name of the organization, name of the reporter and date)

Title page (writer name, its title, date)

Acknowledgement

Table of contents

AbstractMain Body: It includes:

Introduction




Methodology/ Procedure

Description / Discussions/ Findings

Conclusion

RecommendationsBack Matter: It includes:

Appendix (contains supporting material data)

List of references

Bibliography

Glossary

Index

FORMAT OF REPORT:

PREFACE Page No. Acknowledgement 2 Letter / covering letter 3 List of illustrations 5 Abstract 6

a. Introduction 7 b. Methodology/Procedure 8 c. Discussion/Description/Findings (Main Part) 9-11 d. Conclusion 12 e. Recommendation 13

Appendices: i-ii Glossary : iii-vi References: vii

Preface: It is written by writer in his own personal style. It introduces the subject of the report to the reader and reason for writing report and scope. Covering letter: Report writer writes it to give purpose if the report writing and causes. It also contains objectives and highlights of the report. Acknowledgement: Writer writes the name of the people/person who contributed to the production and made the report possible. Table of contents: It provides overall view of the report List of illustrations: It gives systematic information about tables, graphs, figures, charts etc used in the report. Abstracts: It is the summary of the project focusing on key facts, findings, observations, results, recommendations, etc... Introduction: It introduces the readers to the report, aim, objectives, scope, and limitations.

A Report on ............................................

Submitted to ............................................

Submitted by ............................................

Date ............................................

Title

Table of




Methodology: Main part, focussing on the data, that has been collected, findings of the investigation Conclusion: It presents the significance and meaning of the report to readers Recommendations: It contains recommendations that are based on results. It also indicates the need and nature for further work in covered area. References: This section contains reference to book, journals, and reports. It also consists of list the material. Bibliography: A chronological list of works written by an author, publishing house and year.

COVERING LETTER / FORWARDED LETTER Name of the place Date Dear <name> I feel immense pleasure in presenting this report on ............................................... (Topic / subject). The working on the ...................(topic / subject) has been investigated earlier also but this project very humbly tries to find out the working of the topic which I am sure will help the newcomers in this field and open the path for new projects.

I apologize for the size of the report but area was very large. It could not be completed to few pages, hope it will serve our purpose.

With Regards,

Sincerely yours, <name> (Signature)

FOR REPORT Acknowledgements: I would like to thank Mr. Debi Prasad for encouraging me to undertake this study. I am also grateful to Mr. Sanchit Paland other members of the staff who helped me prepare the questionnaire. I specially wish to thank the parents without whose cooperation, this report would not have been possible.

Q1. You have visited a sugar factory. Write a report of what you observed and what you suggest to increase the efficiency of the plant. Address the report to the sugar commissioner. Q2. Submit a report on the sales of air conditions, during the last financial year, by your manufacturing unit, in the capacity of a production engineer.

Assignment

Q.1. Prepare a report on the academic atmosphere and infrastructure at institute of Accurate Institute of Management and Technology to be submitted to the head of UPTU, Lucknow. Ans.: Introduction: This report is prepared by a four member committee, under the chairmanship of Dr. K.D.Verma, Prof. of communication, D.U., Delhi, on the stability of atmosphere at AIMT. Procedure: The members of the committee had interviews with the teachers, students and other regarding the facilities available to them in the college. Findings: History of college:

Establishment

Situation / location

Course offered




Approved by AICTE

Hostel facilities

Workshop / lab equipmentsConclusion: The institute has a grand infrastructure necessary for the technical education. Recommendation: Students can take admission without thinking twice. Sd Manish Kumar Singh (Member) .................................................................................................................................... Q. 2. Write a report on the negative effects on internet facility being provided to the students of your institute to be submitted to the head of the institute using Memo format/Letter format. Ans.: Memo Format:

AIMT, GREATER NOIDA To: Director, AIMT From: ................. Date: ................. Subject: Negative effects of Internet facility Please refer to your letter number TM/AIMT/2010 in which you have asked me to study the negative effects of Internet facilities provided by the institute.

I would like to present my findings and recommendations.

Findings: The data for report was collected by interviews with teachers, mess managers and the chief of information processing centre. Medical records of the students were collected from the office of the chief medical officer.

Physical Problem: The medical records show that about 75% of the students owning a computer and are the regular users of Internet have complained about some physical problems from last one year. Chief medical officer told me that these were the symptoms of Carpal Tummel Syndrome (CTS), a deadly disease that effect many computer users all over the world. He explained that this happens due to excessive time spent in front of the computer, improper sitting posture, lack of physical exercise amongst the students. Also lack of proper sleep is a cause of it.

Academic Performance: Internet trend decline academic standards

Students make improper use of the Internet facility

Most common is for chatting and watching movies over the web

Abuse of facility hampers the mental development

This is an darning fact and the trend must be stopped from cultivating

Food Habits: Is a cause of cancer

Attendance for meals has gone down considerably

Recommendations: Computer lab timings should be fixed

Undesirable sites should be blocked



AIMT, GREATER NOIDA 21

Awareness should be raised among students about the CTS and how to use internet facility properly.Letter Format:

The Director AIMT, Greater Noida Date:

Subject: Negative effects of Internet facility

Sir

Please refer to your letter number TM/AIMT/2010 in which you have asked me to study the negative effects of Internet facilities provided by the institute.

I would like to present my findings and recommendations.

Findings: The data for report was collected by interviews with teachers, mess managers and the chief of information processing centre. Medical records of the students were collected from the office of the chief medical officer.

Physical Problem: The medical records show that about 75% of the students owning a computer and are the regular users of Internet have complained about some physical problems from last one year. Chief medical officer told me that these were the symptoms of Carpal Tummel Syndrome (CTS), a deadly disease that effect many computer users all over the world. He explained that this happens due to excessive time spent in front of the computer, improper sitting posture, lack of physical exercise amongst the students. Also lack of proper sleep is a cause of it.

Academic Performance: Internet trend decline academic standards

Students make improper use of the Internet facility

Most common is for chatting and watching movies over the web

Abuse of facility hampers the mental development

This is an darning fact and the trend must be stopped from cultivating

Food Habits: Is a cause of cancer

Attendance for meals has gone down considerablyRecommendations:

Computer lab timings should be fixed

Undesirable sites should be blocked

Awareness should be raised among students about the CTS and how to use internet facility properly.

Thanking you!

Yours faithfully <name>




NEGOTIATION SKILLS Definition: It is a formal discussion between people conducted to reach an agreement with the help of arguments and persuasion.

Is an important communication skill Helps in removing conflicts and disagreements about issues Occurs between companies, groups and individuals In business-world or personal life, effective negotiation skills are important to get a solution of the

disputes/ conflicts

Types: Formal Negotiation

a. Agenda is well preparedb. Place of meeting with time is announced/ given before meetingc. Based on objectivesd. Points of negotiation are discussed

Informal Negotiation It is an impromptu meeting. No place and time of meeting are announced. Objectives are not well prepared.Characteristics Should take place in healthy atmosphere Should be free from pre-conditionings Discussed openly/frankly Negotiator should have patience to listen to others No place for irrelevant info. Should adopt “compromising approach/ collaborative approach” to get best results of conflictsBarriers to Negotiation Negative outlook Lack of patience Emotional out-bursts Lack of empathy Poor listening Cultural barriers Poor communication skills



UNIT III-BUSINESS COMMUNICATION fileThe purpose of writing any official letter is to sustain the existing business relationships or to ... Block format is a popular format of business

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