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TAMIL NADU NATIONAL LAW SCHOOL

TIRUCHIRAPPALLI

ACADEMIC SESSION:
2014-2015

BUSINESS COMMUNICATION
PROJECT:
E-MAIL CORRESPONDENCE

SUBMITTED TO: SUBMITTED BY:

Prof.T.S.Agilla
Gunjan Chandavat
ROLL NO. BC0140023

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Acknowledgement

I take the opportunity to express my profound gratitude and deep regards to my


guide Prof.T.S.Agilla for her exemplary guidance, monitoring and constant
encouragement throughout the course of the project. The help and guidance given
by him time to time shall carry me a long way in the journey of life which I will
embark .

I also express a deep sense of gratitude to our Vice Chancellor Prof. N Murugavel
for giving me this opportunity. I am obliged to my parents for showing faith which
helped me in completing the project on time.

Lastly, I thank , my friends for their encouragement without which the assignment
would have not been possible.

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DECLARATION

I hereby declare that the project entitled E-Mail Correspondence submitted to


TAMIL NADU NATIONAL LAW SCHOOL is a record of original work and
interpretation drawn therein are based on material collected by me, under the
guidance of Prof.T.S.Agilla.

This project was undertaken as a part of academic curriculum according to college


rules and norms, it has not been submitted to any other institution for any other
purpose.

DATE:

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TABLE OF CONTENTS:

INTRODUCTION TO BUSINESS
COMMUNICATION
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NEW TECHNOLOGY IN BUSINES


COMMUNICATION
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ADVANTAGES OF
TECHNOLOGY
9

E-MAIL 11

FORMAT 13

ETIQUETTES 14

PROBLEM 16

CONCLUSION 17

INTRODUCTION TO BUSINESS COMMUNICATION


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Communication is the life blood of human existence.In this era of modernisation it
has also become essential in the corporate world.We all have a laymans idea of
what communication ,but understanding it thoroughly it very important.

In his book Organisation Theory ,William Scott offers the following definition :

Administrative Communication is a process which involves the transmission and


accurate replication of ideas ensured by feedback for the purpose of eliciting actios
which will accomplish organisational goals.

This definition fairly emphasis on four important points:

1. The process of communication involves the coomunication of ideas .


2. The ideas should be properly reproduced in receivers mind i.e., the receiver
should get the same ideas as were transmitted .If the process process of
coomunication is perfect ,there will be no dilution, exaggeration, or
distortation of the ideas .The replication of ideas in receivers mind can
however ,never be perfect.When an idea is dressed in words or other
symbols , it loses some of its original import .A little more of it gets lost in
the process of transmission .Finally, when it reaches the receiver and his
mind decodes it, it suffers further distortation ,for words and symbols do not
carry identical meaning in the communicator and receivers mind .
3. The degree of accuracy with which the idea is replicated in the receivers
mind is indicated by the feedback.
4. The purpose of all communication is to elicit action necessary for furthering
organisational goals.

IMPORTANCE OF EFFECTIVE COMMUNICATION IN


BUSINESS
Effective communication networking is essential to all business functions .No
business can prosper in the absence of internal & external communication.

Internal communication :

Internal communication is considered important for the following reasons :


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Better coordination
Conducive work atmosphere

External communication :

It includes communication with govt agencies and departments on the one hand
and distributors ,retailers , individual customers and general public on the other.

Communication skill a job requirement :

Some jobs require a highly developed ability to communicate .

Important factor for promotion:

NEW TECHNOLOGY IN BUSINESS COMMUNICATION


With the introduction of computers and widespread use of mobile phones and
television .The technology of the twenty-first century has become completely
integrated in business interaction. Company networks are faster, the Internet has
become a powerful force, and wireless communications have transformed the way
business is performed. Even the latest technologies, such as cloud computing, are
being used to allow businesses to operate globally without sacrificing security or
limiting user access.

1. NETWORKING

Networking allows users to communicate through traditional voice and video in a


secure system. Networking also allows collaboration on reports, programming and
other document production, taking communications beyond conversational
interaction and into virtual partnerships. Networking is the backbone of modern
technology, and forms the core of how most business communication is performed
today. The concept of nodes linked together is essential, whether it means
connecting to a Web page, cell tower or using cloud-based applications.

2. INTERNET

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The Internet allows communication in two ways: static communication through
Web pages, and dynamic communication through information being exchanged.
Data posted to a Web page, such as product specifications, allow instant access to
the same data from anywhere in the world, a static form of communication that
frees up company resources which would otherwise be engaged in constantly
repeating the same information. Online product orders are a type of dynamic
communication, and can be as complex as keeping a real-time inventory, alerting
employees of changes in costs or real-time chat between a customer service agent
and a customer or field representative.

3. WIRELESS COMMUNICATION

Wireless devices are now capable of doing everything from making a phone or
talking over a walkie-talkie to using the Internet or company network to run
applications and send memos. Wireless technology is quickly evolving, with
products like the iPad and Blackberry taking the place of paper and writing
utensils, distributing information immediately from any location where a signal is
available.

4. CLOUD COMPUTING

Cloud computing takes networking to a whole new level. Documents and programs
can be stored in virtual drives or computers, and can can be accessed by any
authorized user through ordinary Internet connections. Cloud computing allows
real-time communication and interaction exactly the way a network does, with
access extended to global level. Cloud computing eliminates data lost through
system crashes, avoids problems with network downtime as well as providing the
ability for software upgrades to be performed network-wide by upgrading a single
instance of an application. Google Docs is an example of cloud computing where
multiple users can interact on document production in real-time.

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EFFECTS OF MODERN TECHNOLOGY ON BUSINESS
COMMUNICATION

Technology has changed business in many ways, but its affect on communication
is arguably the most significant. Indeed, according to Walden University College of
Management and Technology, communication through email, text messaging,
instant messaging and even budding tools like social networking have been
"among the most profound effects of technology on every area of business."
However, while technology did make business communications faster and easier, it
has also made, at times, communication more distracting and less clear.

The following are the effects:

Communication is faster

Whether you need to speak with an employee who is traveling in another state or
country or you need to communicate with your supplier half way around the world,
technology allows you to do so instantaneously. In fact, thanks to email and text
messages, you can now send messages to people in other time zones before you
forget without worrying that you will wake them up. In fact, according to Walden
University, the Internet has allowed business people to communicate easily
regardless of time zone and language issues.

Expanded communication opportunities

Technology allows individuals to communicate and carry on a business


relationship without ever meeting face to face, so people in all parts of the world
now have the chance to interact with a company in a rural part. For example,
technology allowed for the emergence of the virtual assistant, a worker who
completes tasks for her client online without having ever met him, in the 20th
century.

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Communication must be more deliberate

Although technology has made communication instantaneous, so you don't have to


spend hours planning and composing before you communicate and wait for a long
period for the reply, it has also made planning deliberate communication periods
more important. First, companies that do take advantage of telecommuting and
virtual offices need to deliberately plan to communicate with individuals in teams
to avoid employees losing touch and to make sure all are working toward the same
goals. Second, even if you work in a physical office, instantaneous communication
regarding quick decisions and memos cannot replace specific communication times
where big decisions are discussed and progress reports given. However, when
employees are communicating in multiple ways every day, it can be easy to forget
to schedule these types of meetings.

Communication is more distracting

From constantly overhearing cell phone conversations, to the worker who is


constantly emailing or texting you to the incessant "ding" of your office's instant
messenger, communication tools that were designed to make you more productive
can actually do the opposite. Instant communication can make it harder for workers
to deal with one task at a time when their work is constantly being interrupted by
comments and questions that relate to other projects or even personal issues. In
fact, some employees must make an effort to turn off communication devices while
they work to meet deadlines.

The advantages of technology in business communication

Communication technology has changed the way the world conducts business.
Cellular phones, webcams and the Internet are only a few of the many tools
business regularly used that were unheard of a little more than a decade ago. The

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advent of this technology and its variety of benefits has made conducting business
easier and more assessable to small business owners globally.

Financial savings

Perhaps the biggest advantage of the improvement of technology in business


communication is the financial savings it affords small businesses and global
corporations alike. Tasks that once took large sums of money may now be
completed with a touch of a button for pennies. This has allowed small businesses
to better compete with larger organizations in the global market.

Before Voice of Internet Protocol, or VoIP, technology, placing a long distance


telephone call was an expensive gesture. Current VoIP and cellular telephone
technology, however, has made flat rates for local and long distance calls common
place. The same can also be said for correspondence. Not long ago, the only way to
send letters or documents from one location to another was to engage a postal or
messenger service. The email, however, has eliminated the need to transport hard
copies. Furthermore, many email services are free.

Expediency

Business communication technology has also increased the speed in which


business is conducted. This is especially advantageous to companies that do
business with customers and clients in far-away locations. Instead of waiting days
for documents to be received by a colleague in foreign country, business may now
exchange files in a matter of seconds over the Internet.

The expediency provided by business communication technology is also beneficial


in interpersonal communication. Previously, businesses would have to plan
conferences for individuals who sit in separate locations to meet. Currently, parties
can convene from their respective locations as a result of telephone and video
conferencing technology.

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Specialized Employment

An ancillary advantage of the continued improvement of technology in business


communication is the many jobs that never before existed that have been created.
Skilled professionals are required to install, operate and maintain new information
technology tools. In 2008, the Labor Statistics estimated that 1 million people
where employed in the telecommunications industry, including those in wired and
wireless communication. Furthermore, the median average income of these
professionals was $1,038 per week.

USE OF E-MAIL IN BUSINESS COMMUNICATION

Email is widely used as a form of business communication and overall it is a


highly effective communication tool. Email is inexpensive, only requiring an
Internet connection that is generally already present in the business. Although a
printout of emails is possible, emails often stay as soft copies because archiving
and retrieving email communications is easy to do. From the CEO to the janitorial
staff and even temporary employees of the business can send and receive email
communications.

Although it cannot and should not replace all face-to-face communication and
others forms of communication, internal email usage can cover many areas within
the business. Internal emails can function as an effective communication for
sharing basic information, such as new cafeteria prices, paper use guidelines or
security precautions, for example. Sending simple messages to an entire workforce
with just the click of a mouse is fast, easy, convenient and can save the company
money. If saved, the email can function as proof of a message sent or received, and
is easily accessible to remind the recipient of pertinent information. Many

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businesses use email as part of its marketing efforts to share information with
prospects, customers, vendors.

ADVANTAGES & DISADVANTAGES OF E-MAIL


CORRESPONDENCE

Speed:
When you need to get an important message to a client or business associate who is
located thousands of miles away, one of the fastest ways to do it is by email. The
advantage email has over the telephone in communication speed is that you can
send attachments with an email that contain important documents or even a
presentation to clarify your message.

Availability:

Thousands of email messages can be archived into folders on your computer or


handheld communication device such as a cell phone to be retrieved when you
need them. The convenience of email prevents you from having to keep file folders
filled with papers and it makes your important correspondence portable.

Cost Effective:
Aside from the cost of your Internet connection, email is free. You can send as
many messages, files, videos, documents and presentations as you want without
having to pay anything. It significantly reduces your company's shipping and
postage costs.

Vulnerability:

It would take a manual effort on the part of someone to access all of your important
printed documents and destroy them. But all of your emails and important
information can be lost with a simple hard-drive crash. If you store your email

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information on another server, then you could lose your data if that site goes down
or out of business.

Accessibility

When someone hands you a business letter, you are the only person that receives
that letter. An email can be intercepted by a hacker or go to an incorrect email
address and wind up in someone else's inbox. Your sensitive information and
messages are very accessible to hackers and even unsuspecting recipients when
you use email.

Emotionless

A disadvantage of email is that people tend to treat it like a conversation because


email can happen so quickly and they begin to use slang terms and try to carry on
conversations via email. Because email recipients cannot see each other, the emails
do not have any voice inflection or emotion that can help with proper
interpretation.

FORMAT FOR DRAFTING AN E-MAIL


Business emails should be concise and to the point. Use plain text and common
fonts with a simple signature line. Fancy graphics, fonts, and backgrounds can take
up unnecessary storage space in the recipients inbox and may load slowly, or not
at all. Stick to one topic in a business email and write only the things that are
appropriate for anyone to read, as email forwarding makes it possible for originally
unintended parties to receive the email. Proper grammar and spelling is very
important in business emails because it reflects on you and your abilities.
Attachments should be prepared in a format that any recipient can easily
access/download.

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BUSINESS E-MAIL ETIQUETTE RULES

Whether sending an internal or external email, the subject line should accurately
represent the content of the email. Use proper punctuation and capitalization, and
use bold, italics and white space to make important information stand out from the
rest of the content. Use a salutation to begin the email and only send to individuals
that readily need or request to receive information from your business. Business
emails should be brief, positive and professional.

Considerations

Using email in business communication is certainly less personal than face-to-face


communication. It can hinder social interaction and lead to less relationship
building in the workplace. Misunderstandings are commonplace in written
communication simply because the recipient cannot read the writers tone and
expression, and therefore is left to interpretation. Consider that even though email
can be quite informal, it is also a permanent record and should be treated carefully.

Effects

Email has been revolutionary in the world of business communication because


information is quickly passed along with instantaneous efficiency and
effectiveness. Employees are able to access information from a computer, phone or
PDA nearly anywhere, and so are the companys current and potential customers.
The use of email within a business can greatly increase productivity for employees
and can be a quick way to increase sales as well. More companies are using email
communications as part of the marketing mix to communicate and interact with its
target markets.

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SAMPLE FORMAL E-MAIL TO BOSS:

To: jjones@jonesofficesolutions.com

From: tmcaden@jonesofficesolutions.com

Subject: Meeting About New Internet Service Provider 1/8/2013

Mr. Jones,

I have been researching our choices for internet providers over the past week, and I
wanted to update you on my progress. We have two options: H.C. Cable and Toll
South. Both offer business plans, and I will go over the pricing of each plan at the
meeting on Tuesday. Both of the options I listed have comparable speed and data
usage offerings as well. I called your personal provider, GoGo Satellite, but they
did not have any business offerings. They primarily do residential internet service.

I will talk with Joe and Susan in IT about these options and get their suggestions. I
will also send out meeting requests to everyone, including Mr. Morris in
operations. If you have any questions prior to the meeting, please let me know.

Respectfully,

Tina McAden

Administrative Assistant

Jones Office Solutions

http://www.jonesofficesolutions.com

(555) 124-5678

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Problem :
Assume that you are Public Relations Officer of a business company .Draft an e-
mail to be sent to all Heads of Divisions, requesting them to ensure that all the
employees under their control are to be present at the flag-hoisting ceremony on
15th Aug 2009.

From: gchandavat1996@gmail.com

To: charchit.cc@gmail.com ,sumitgehlot01@gmail.com,


veerendrachandavat@jsw.in

Sub: Re- Invitation for flag hoisting on Independence Day.

Dear all,
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I on behalf of the organisation invite you all for the flag hoisting ceremony on
independence day i.e. this Friday at 9:00am in front of the Admin block. Please
circulate this information in your respective departments and assure that there is
maximum number present from your department. CEO Mr. Kapoor will also be
present at the function ,felicitating the ones who have done great work year for the
organisation in order to motivate employees.

With Regards,

Gunjan chandavat

(Public Relation Officer)

ABC organisation

CONCLUSION:
Hence we conclude that,the role of the Internet in business communication is
varied and has come to be of great importance. It can be used to increase effective
communication both internally and externally. Use of the Internet can make it
easier to connect with others quickly and more often, in addition to exchanging a
wide array of media types. It can be used to communicate purchase information to
vendors and by customers to ask questions. The factors that make the role of the
Internet in business communication important can also cause conflict, depending
on the way the medium is used.
Email is one of the most popular uses of the internet in business communication. It
is widely used for both internal and external communications. Email enables users
to communicate with each other at any hour and from several locations. It can also
be an effective way to keep track of requests, conversations, and other important
data as it provides a record of what was communicated.

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One of the most significant internal uses of the Internet in business communication
is the intranetsite. This is a website that is only available to the members of a
particular organization. It typically serves as both a sort of community bulletin
board and a place to access forms, information, and other resources that are
necessary or helpful for employees. Most intranet sites are password protected and
some even have sections which are only available to certain groups of employees.

Some roles of the Internet in business communication are less positive. Though the
speed with which communications can be sent over the Internet can be useful, it
can also lead to complications. This can include errors in documents which are sent
so quickly that they can not be corrected in time to avoid a costly mistake. Another
common problem is with email, which can easily be sent to the wrong party or
group. Miscommunication in email can lead to minor and major conflicts, which
can waste time, money, and resources.

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