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BUSINESS COMMUNICATION

Business Letter Writing: Sales Letters The following letters introduce products for sales. Useful Key Phrases Are you having trouble ... This is why it is important to have ... At X, we have the skills and experience to ... May we stop by and offer you a FREE estimate of how much it would cost to ... If so, give us a call at X and set up and appointment with one of your friendly operators.

Example Letter
Document Makers 2398 Red Street Salem, MA 34588 March 10, 2001 Thomas R. Smith Drivers Co. 3489 Greene Ave. Olympia, WA 98502 Dear Mr. Smith: Are you having trouble getting your important documents formatted correctly? If you are like most business owners, you have trouble finding the time to economically produce good-looking documents. This is why it is important to have a specialist take care of your most important documents. At Documents Makers, we have the skills and experience to come in and help you make the best possible impression. May we stop by and offer you a FREE estimate of how much it would cost to get your documents looking great? If so, give us a call at 789-8989 and set up and appointment with one of your friendly operators. Sincerely, (signature here) Richard Brown President

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
Business Letter Writing: Orders The following letters place product orders. Useful Key Phrases Would you please send ... According to your website / magazine / leaflet, ... COD (cash on delivery) NOTE: The intials at the bottom of the letter indicate who the letter is from followed by who typed the letter - for example: from Ken Beare typed by Ron Easton = KB/re

Example Letters
May 23, 1999 Mr. Jack Brown, Director Used Books Online Seattle, WA 98795 Dear Mr. Brown: Would you please send me the following used books via COD? According to your Web site, orders nned to include the title, author, and publisher. Title Author Peter "Driving Home" Lawford Margaret "Christmas Myth" Smith Janet "Landscaping for Fun" Patterson Thank you very much, (signature here) Fred Finkleham, Professor, OUS Publisher Jackson and Co. Smoothers Nature Ltd.

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
Business Letter Writing: Claim Letters The following letters make claims against unsatisfactory work. Useful Key Phrases As someone who has worked with ... we were very disappointed to find / see / have discovered ... As our written agreement stipulated, we expected ... I think you will agree that a communication problem exists. We would like you to ..., or provide us with a refund.

Example Letter
Drivers Co. 3489 Greene Ave. Olympia, WA 98502 August 17, 2001 Richard Brown, President Document Makers Salem, MA 34588 Dear Mr. Brown: As someone who has worked with your company for over 3 years, we were very disappointed to see the documents you produced for our latest Drivers Co. publicity campaign. As our written agreement stipulated, we expected full color leaflets with fancy explanatory texts, but instead, we found that black and white photos had been included in the prepared leaflets. I think you will agree that a communication problem exists. We would like you to send out a photographer to provide us with the promised color coverage, or provide us with a refund. Yours truly, (signature here) Thomas R. Smith, Director

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
Business Letter Writing: Claim Adjustment Letters The following letters adjust claims against unsatisfactory work. Useful Key Phrases I was very disappointed to read your letter of ... dealing with ... As someone who values your business, I have already ... Also, we will deduct another X percent of the bill for the misunderstanding. Thank you for your patience.

Example Letter Document Makers 2398 Red Street Salem, MA 34588


March 10, 2001 Thomas R. Smith Drivers Co. 3489 Greene Ave. Olympia, WA 98502 Dear Mr. Smith: I was very disappointed to read your letter of August 17 dealing with the issue of incorrectly produced publicity leaflets. As someone who values your business, I have already begun to find a solution to resolve this problem. My top photographer will call you to arrange an appointment at your earliest possible convience to retake photos in full color. Also, we will deduct another 15 percent of the bill for the misunderstanding. Thank you for your patience. Sincerely, (signature here) Richard Brown President

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
Business Letter Writing: Enquiries - Asking for Information We write an enquiry when we want to ask for more information concerning a product, service or other information about a product or service that interests us. These letters are often written in response to an advertisement that we have seen in the paper, a magazine, a commercial on television when we are interested in purchasing a product, but would like more information before making a decision. Remember to place your or your company's address at the top of the letter (or use your company's letterhead) followed by the address of the company you are writing to. The date can either be placed double spaced down or to the right. Important Language to Remember The Start: Dear Sir or Madam To Whom It May Concern - (very formal as you do not know the person to whom you are writing) Giving Reference: With reference to your advertisement (ad) in... Regarding your advertisement (ad) in ... Requesting a Catalogue, Brochure, Etc.: After the reference, add a comma and continue - ... , would (Could) you please send me ... Requesting Further Information: I would also like to know ... Could you tell me whether ... Signature: Yours faithfully - (very formal as you do not know the person to whom you are writing)

An example letter
Kenneth Beare 2520 Visita Avenue Olympia, WA 98501 Jackson Brothers 3487 23rd Street New York, NY 12009 September 12, 2000 To Whom It May Concern: With reference to your advertisement in yesterday's New York Times, could you please send me a copy of your latest catalogue. I would also like to know if it is possible to make purchases online. Yours faithfully (Signature) Kenneth Beare Administrative Director English Learners & Company

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
Business Letter Writing: Responding to Enquiries and Requests for Information It is very important to make a good impression when responding to enquiries from potential customers. Of course, the best impression will be made by providing the materials or information that the perspective client has asked for, this positive impression will be improved by a well written response. Remember to place your or your company's address at the top of the letter (or use your company's letterhead) followed by the address of the company you are writing to. The date can either be placed double spaced down or to the right. You can also include a reference number for correspondence. Important Language to Remember The Start: Dear Mr, Ms (Mrs, Miss VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss) Thanking the Potential Customer for His/Her Interest: Thank you for your letter of ... enquiring (asking for information) about ... We would like to thank you for your letter of ... enquiring (asking for information) about ... Providing Requested Materials: We are pleased to enclose ... Enclosed you will find ... We enclose ... Providing Additional Information: We would also like to inform you ... Regarding your question about ... In answer to your question (enquiry) about ... Closing a Letter Hoping for Future Business: We look forward to ... hearing from you / receiving your order / welcoming you as our client (customer). Signature: Yours sincerely (remember use 'Yours faithfully' when you don't know the name of the person you are writing and 'Yours sincerely' when you do.

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION

An example letter
Jackson Brothers 3487 23rd Street New York, NY 12009

Kenneth Beare Administrative Director English Learners & Company 2520 Visita Avenue Olympia, WA 98501

September 12, 2000 Dear Mr Beare Thank you for your enquiry of 12 September asking for the latest edition of our catalogue. We are pleased to enclose our latest brochure. We would also like to inform you that it is possible to make purchases online at http:\\jacksonbros.com. We look forward to welcoming you as our customer. Yours sincerely (Signature)

Dennis Jackson Marketing Director Jackson Brothers

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION

Business Letter Writing: Responding to Enquiries and Requests for Information It is very important to make a good impression when responding to enquiries from potential customers. Of course, the best impression will be made by providing the materials or information that the perspective client has asked for, this positive impression will be improved by a well written response. Remember to place your or your company's address at the top of the letter (or use your company's letterhead) followed by the address of the company you are writing to. The date can either be placed double spaced down or to the right. You can also include a reference number for correspondence. Important Language to Remember The Start: Dear Mr, Ms (Mrs, Miss VERY IMPORTANT use Ms for women unless asked to use Mrs or Miss) Thanking the Potential Customer for His/Her Interest: Thank you for your letter of ... enquiring (asking for information) about ... We would like to thank you for your letter of ... enquiring (asking for information) about ... Providing Requested Materials: We are pleased to enclose ... Enclosed you will find ... We enclose ... Providing Additional Information: We would also like to inform you ... Regarding your question about ... In answer to your question (enquiry) about ... Closing a Letter Hoping for Future Business: We look forward to ... hearing from you / receiving your order / welcoming you as our client (customer). Signature: Yours sincerely (remember use 'Yours faithfully' when you don't know the name of the person you are writing and 'Yours sincerely' when you do.

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION

An example letter
Jackson Brothers 3487 23rd Street New York, NY 12009 Kenneth Beare Administrative Director English Learners & Company 2520 Visita Avenue Olympia, WA 98501

September 12, 2000

Dear Mr Beare Thank you for your enquiry of 12 September asking for the latest edition of our catalogue. We are pleased to enclose our latest brochure. We would also like to inform you that it is possible to make purchases online at http:\\jacksonbros.com. We look forward to welcoming you as our customer. Yours sincerely (Signature)

Dennis Jackson Marketing Director Jackson Brothers

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
Business Letter Writing: Account Terms and Conditions The following letter outlines the terms of a newly opened business account. Useful Key Phrases Thank you for opening an account with... I would like to take this opportunity ... Invoices are payable within ... As..., I will be happy to answer any questions you may have regarding... ...and therefore encourage the use of... We consider this incentive...

An example letter
Dear ____, Thank you for opening an account with our company. As one of the leaders in this industry, we can assure you that our products and our services will not disappoint you. I would like to take this opportunity to briefly set forth our terms and conditions for maintaining an open account with our firm. Invoices are payable within 30 days of receipt, with a 2% discount available if your payment is remitted within ten (10) days of receipt. We consider this incentive an excellent opportunity for our customers to increase their profit margin, and therefore encourage the use of this discount privilege whenever possible. We do, however, require that our invoices be paid within the specified time, for our customers to take advantage of this 2% discount. At various times throughout the year we may offer our customers additional discounts on our products. In determining your cost in this case, you must apply your special discount first, and then calculate your 2% discount for early payment. As the credit manager, I will be happy to answer any questions you may have regarding your new account. I can be reached at the above number. Welcome to our family of customers. End of Letter

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
Business Letter Writing: Writing a Cover Letter when Applying for a Job The cover letter should always be included when sending your resume or CV for a possible job interview. This letter of application serves the purpose or introducing you and asking for an interview. Here is an outline to writing a successful cover letter. To the right of the letter, look for important notes concerning the layout of the letter signaled by a small number in red. Cover Letter Outline
2520 Vista Avenue 1 Olympia, Washington 98501 April 19, 2001 Mr. Bob Trimm, Personnel Manager 2 Ideas Inc. 587 Lilly Road Dear Mr. Trimm: 3 Opening paragraph - Use one of the following to bring yourself to the attention of the reader and make clear what job you are applying for: Summarize the opening Name the opening Request an opening Question the availability of an opening Middle paragraph(s)- Use one of the following in each of your middle paragraphs to provide the reader with plenty of reasons to invite you to an interview: Education Work experience Ability to work with others and/or alone Interest in your field Interest in the company Responsibilities in previous positions Closing paragraph - Use the closing paragraph to ensure action on the part of the reader The last paragraph needs to help ensure that action is taken. You can ask for an interview appointment time, stating that you will be happy to come to the employer's office when convenient. Make it easy for the reader to follow-up by providing your telephone number and email address. Sincerely, Kenneth Beare 4 Enclosure 1Begin your cover letter by placing your address first, followed by the address of the company you are writing to. 2Use complete title and address; don't abbreviate. 3Always make an effort to write directly to the person in charge of hiring. 4Always sign letters.

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
Cover Letter: Example 1 2520 Vista Avenue Olympia, Washington 98501 April 19, 2001

Mr. Bob Trimm, Personnel Manager Importers Inc. 587 Lilly Road Dear Mr. Trimm: I am writing to you in response to your advertisement for a Legal Assistant specializing in Port Regulatory Law, which appeared in the Seattle Times on Sunday, June 15. As you can see from my enclosed resume, my experience and qualifications match this position's requirements. I especially would like to point out that I graduated Cum Laude from The University of Tacoma and was hired directly upon graduation due to my expertise in port authority regulations. During the four years that I worked for Shoreman and Co., I furthered deepened my knowledge of the fast changing regulatory laws in our state. My employer also thought highly enough of my abilities to promote me to head legal researcher after my first year of employment. I look forward to an opportunity to personally discuss the position with you. I will call you within the next five days to arrange an interview.

Sincerely,

Kenneth Beare Enclosure

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
Cover Letter: Example 2 2520 Vista Avenue Olympia, Washington 98501 April 19, 2001

Mr. Bob Trimm, Personnel Manager Importers Inc. 587 Lilly Road Dear Mr. Trimm: Please accept this letter as an expression of interest in the position of Areas Sales Manager I have enclosed a copy of my resume for your review. I am familiar with the requirements for success in the Sales profession and believe I possess the right combination of marketing and management skills. My current position coordinating two local area sales teams has provided the opportunity to work in a high-pressure, team environment, where it is essential to be able to work closely with my colleagues in order to meet sales deadlines. Thank you for your time and consideration. I would welcome the opportunity to personally discuss my potential contributions to your company with you. Please telephone me at (360) 352-0259 after 4.00 p.m. to suggest a time that we may meet. I look forward to your reply.

Sincerely,

Kenneth Beare Enclosure

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BUSINESS COMMUNICATION
The Reference With reference to your advertisement in the Times, your letter of 23 rd March, your phone call today, Thank you for your letter of March 5 th . The Reason for Writing I am writing to enquire about apologize for confirm Requesting Could you possibly? I would be grateful if you could Agreeing to Requests I would be delighted to Giving Bad News Unfortunately I am afraid that Enclosing Documents I am enclosing Please find enclosed Enclosed you will find Closing Remarks Thank you for your help Please contact us again if we can help in any way. there are any problems. you have any questions. Reference to Future Contact I look forward to ... hearing from you soon. meeting you next Tuesday. seeing you next Thursday. The Finish Yours faithfully, (If you don't know the name of the person you're writing to) Yours sincerely, (If you know the name of the person you're writing to) Best wishes, Best regards, (If the person is a close business contact or friend)

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION

AGENDA FOR THE MEETING OF BOARD OF DIRECTORS OF THE COMPANY TO BE HELD ON WEDNESDAY SEPTEMBER 21, 2005 AT 10:00 A.M. AT Regd. office

ITEM NO. 1.

DESCRIPTION To consider & approve the financial statements of the company for the financial year ended on 30-06-2005.

2.

To consider and recommend the appointment of External Auditor and fix their remuneration.

3.

To discuss any other business placed before the Board with the permission of the Chair.

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
MEMORANDUM To From Date Re : : : : Board of Directors Company Secretary SEPTEMBER 21, 2005 Approval of Financial Statements Agenda Item No. 1

Financial Statements of the Company for the financial year ended on 30-06-2005 are hereby placed before the Board for their consideration and approval. It is, therefore, recommended that the Board may approve these Financial Statements and the following resolution may be passed:

Resolved: That the Financial Statements of the Company for the financial year ended on 30-06-2005 be and are hereby approved & adopted.

(-------) COMPANY SECRETARY

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION

MEMORANDUM To From Date Re : : : : Board of Directors Company Secretary SEPTEMBER 21, 2005 Appointment of Auditor for the next financial year Agenda Item No. 2

Our present Auditors M/S Saeed Kamran Patel & Co. Chartered Accountants have retired and offer themselves for re-appointment for the next financial year ending on 30-06-2006. It is, therefore, proposed that Board may consider the re-appointment and to pass the following resolution:

Resolved: That M/S Saeed Kamran Patel & Co, C.A. be and are hereby appointed as auditors of the company for the next financial year ending on 30-06-2006 against remuneration of Rs. 125,000/.

(-----) COMPANY SECRETARY

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION

MEMORANDUM To From Date Re : : : : Board of Directors Company Secretary SEPTEMBER 21, 2005 Discuss any other business with the permission of the Chair Agenda Item No.3

Board may discuss/transact any other business with the permission of the Chair

(-----) COMPANY SECRETARY

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BUSINESS COMMUNICATION

Re:

Notice of BOD Meeting

Dear Board Members; Notice is hereby given that the Board of Directors meeting of Name of the Company is scheduled to be held on Date ,Day at Time. at the registered office situated ------------.Please also find attached herewith detailed agenda for the meeting togetherwith financial statements for year ended ---------. Best regards,

___________________ COMPANY SECRETARY Place: Lahore Dated: Distribution to:

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
Minutes of the Board of Directors Meeting

PROCEEDINGS:

Meeting of the Board of Directors of ---(Pvt.) Limited was held on September 21, 2005 at 10:00 AM at the registered office of the company situated ----------- Lahore Cantt. Mr. ---------, Chairman of the Board presided over the proceedings of the meeting. Attendance was marked to confirm the quorum and the following board members were present in person.

1.

2.

Mr. ----------Mr. ----------------

Chief Executive/Director Director

Besides, Mr. -------------, Company Secretary was also present. Following itemized agenda was put against the Board by the Company Secretary and was discussed in detail. i) Approval of Financial Statements for the year ended 30-06-2005: Mr. ---------, Company Secretary, laid before the Board audited Accounts for the financial year ended on 30-06-2005. The Board discussed in detail revenues & Expenditures of the year and unanimously approved the financial statements. The Board has passed the following resolution; RESOLVED THAT Audited Accounts for the financial year ended on 30-06-2005 be and are hereby approved & adopted.

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BUSINESS COMMUNICATION

ii)

Appointment of External Auditors of the Company: Company Secretary apprise the Board that our present auditors M/s. ------------------., C.A, have retired and eligible offer themselves for re-appointment for the financial year ending on 30-06-2006. The Board unanimously agreed upon re-appointment of present auditors and passed the following resolution; RESOLVED THAT M/s. -----------------., Chartered Accountants, be and are hereby re-appointed remuneration of Rs. -----------/ in addition to out of pocket expenses. as auditors of the company for the financial year ending on 30-06-2006 against

iii)

CONCLUSION: There being no other business the meeting is ended with a vote of thanks to the chair.

___________________ Company Secretary Place: Lahore Dated: ----------

_____________ Chairman

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
Short Report:

Business and industry, as well as university, often demand short technical reports. They may be proposals, progress reports, trip reports, completion reports, investigation reports, feasibility studies, or evaluation reports. As the names indicate, these reports are diverse in focus and aim, and differ in structure. However, one goal of all reports is the same: to communicate to an audience. Your audience for an academic report is already very well informed. Your professor and teaching assistants will not usually read your report in order to extract knowledge; instead, they will look for evidence that you understand the material and ideas your report presents. Your document, then, should not only convey information clearly and coherently (such as numbers, facts or equations), but should also, where appropriate, detail the logical processes you relied upon (such as interpretation, analysis, or evaluation). This document describes a general format for a short report, which you can adapt to the needs of specific assignments. Bear in mind that a format, however helpful, cannot replace clear thinking and strategic writing. You still need to organize your ideas carefully and express them coherently. Be precise and concise.

Typical Components Title Page Abstract or Summary Introduction Background Discussion Conclusion Recommendations Attachments 1. Title Page
The essential information here is your name, the title of the project, and the date. Be aware of any other information your instructor requires. The title of a report can be a statement of the subject. An effective title is informative but reasonably short. Ornamental or misleading titles may annoy readers.

2. Abstract or Summary
This section states the report in miniature. It summarizes the whole report in one, concise paragraph of about 100-200 words. It might be useful to think in terms of writing one sentence to summarize each of the traditional report divisions: objective, method, discussion, conclusions. Emphasize the objective (which states the problem) and the analysis of the results (including recommendations). Avoid the temptation to copy a whole paragraph from elsewhere in your report and make it do double duty. Since the abstract condenses and emphasizes the most important elements of the whole report, you cannot write it until after you have completed the report. Remember, the abstract should be a precise and specific summary -- give details. A technical document is not a mystery novel -- give your conclusion right away. Support it later.

Prepared By: SYED HASAN ATIF

BUSINESS COMMUNICATION
3. Introduction
3.1. Whereas the abstract summarizes the whole report, the introduction of a technical report identifies the subject, the purpose (or objective), and the plan of development of the report. The subject is the "what", the purpose is the "why", and the plan is the "how." Together these acquaint the reader with the problem you are setting out to solve. 3.2. State the subject and purpose as clearly and concisely as possible, usually in one sentence called the thesis or purpose statement: 3.3. Use the introduction to provide the reader with any background information which the reader will need before you can launch into the body of your paper. You may have to define the terms used in stating the subject and provide background such as theory or history of the subject. For example, the purpose statement quoted above might warrant some explanation of daylight trawling or even of the commercial shrimp industry. Avoid the tendency to use the introduction merely to fill space with sweeping statements that are unrelated to the specific purpose of your report ("Throughout the ages, human beings have looked up at the stars and wondered about [your topic here].").

4. Background
If the introduction requires a large amount of supporting information, such as a review of literature or a description of a process, then the background material should form its own section. This section may include a review of previous research, or formulas the reader needs to understand the problem. In an academic report, it is also the point where you can show your comprehension of the problem.

5. Discussion
5.1. This section is the most important part of your report. It takes many forms and may have subheadings of its own. Its basic components are methods, findings (or results), and evaluation (or analysis). In a progress report, the methods and findings may dominate; a final report should emphasize evaluation. Most academic assignments should also focus on your evaluation of the subject. 5.2. Before you begin writing, ask the journalist's questions: who? when? where? what? why? how? The last three in particular will help you focus analysis. Beyond asking these simple questions, you also need to make decisions such as: How do you interpret the data? What is the significance of your findings?

6. Conclusion
What knowledge comes out of the report? As you draw a conclusion, you need to explain it in terms of the preceding discussion. Some repetition of the most important ideas you presented there is expected, but you should avoid copying.

7. Recommendations
What actions does the report call for? The recommendations should be clearly connected to the results of the rest of the report. You may need to make those connections explicit at this point--your reader should not have to guess at what you mean. This section may also include plans for how further research should proceed. In professional writing, this section often comes immediately after the introduction.

8. Attachments
8.1. These will include references and may include appendices. Any research that you refer to in the report must also appear in a list of references at the end of the work so that an interested reader can follow up your work. Since the format for references varies across engineering, consult your instructor, or check a style manual for the field. 8.2. Appendices may include raw data, calculations, graphs, and other quantitative materials that were part of the research, but would be distracting to the report itself. Refer to each appendix at the appropriate point (or points) in your report. In industry, a company profile and profile of the professionals involved in a project might also appear as appendices.

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BUSINESS COMMUNICATION

EFFECTIVE COMMUNICATION
People in organizations typically spend over 75% of their time in an interpersonal situation; thus it is no surprise to find that at the root of a large number of organizational problems is poor communications. Effective communication is an essential component of organizational success whether it is at the interpersonal, intergroup, intragroup, organizational, or external levels.

Prepared By: SYED HASAN ATIF