MODULE 4

SYLLABUS
Business Letters and Reports: Introduction to business letters – Types of Business Letters -
Writing routine and persuasive letters – Positive and Negative messages
Writing Reports: Purpose, Kinds and Objectives of reports – Organization & Preparing reports, short
and long reports Writing Proposals: Structure & preparation. Writing memos
Media management: The press release – Press conference – Media interviews
Group Communication: Meetings – Planning meetings – objectives – participants – timing – venue
of meetings.
Meeting Documentation: Notice, Agenda, and Resolution & Minutes.

Introduction to business letters

Letters and memos are brief pieces of communications. They tend to act upon the receiver‘s
feeling of thoughts with great immediacy of power.
Letters that please the receiver are called ―good news letters. Those that neither please nor
displease but are received with interest are known as ―routine letters. Both follow the same
sequence of presentation of ideas. They both follow a deductive pattern, or direct organization of
ideas.

Business letters are essential part of Business communication. Business communication means
communication between people in the organization for the purpose of carrying out business
activities. Letter writing is a skill in the world of business. Writing letters is required at every
position in your career. These letters should be very formal and official than other types of
letters, to be more effective in terms to get what one wants.

What is a Business Letter?

Business letters are formal, structured and are exchanged between and among business people.
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. A business letter is an old
form of official correspondence. A business letter is written by an individual to an organization
or an organization to another organization. In other words, it is a written communication with co-
workers, managers, customers, suppliers, and creditors.
According to J. H. Hanson, “The letters which are exchanged among business in connection
with business affairs are called business letters.”
L. Rahman says, “Correspondence having commercial or business interest is known as
commercial correspondence.”
Types of Business Letters Good-news letter Routine letter

Good-news letter Routine letter

Pleasant news
Major ideas
ideas

Details or Details or
explanation explanation

CHOOSING Closing
message/thoughts thoughts

The direct organization of ideas in good-news/routine letters follows human psychology. A

pleasant or interesting idea will always attract the receiver‘s attention. Hence, it can be the
opening news given in the very first sentence to be followed by details and the final message.

Business letters are non-personal letters, which can be divided into following types:

Routine Letters with Correspondence

Merchandise related different institutes within the
letters organization
✓ Enquiries and replies ✓ Bank correspondence; ✓ Application letters;
✓ Orders and their ✓ Insurance ✓ Interview letters;
references,
execution; correspondence;
testimonials, letters of
✓ Credit and status ✓ Import- Export appointment,
confirmation,
enquiries; correspondence;
promotion,
✓ Complains and ✓ Agency retrenchment,
resignation.
settlements; correspondence;
✓ Internal letters or
✓ Collection letters; ✓ Correspondence with
memos
✓ Circular letters; state and central
✓ Form letters, used for
✓ Sales letters; government correspondence of
recurring or routine
✓ Letters to the press
nature
ESSENTIALS OF GOOD BUSINESS LETTER
• One main subject: one letter should focus on one important subject; highlighting two major
issues in single letter may lead to distraction of reader from important subject.
• One idea in one paragraph: open each paragraph with a topic, sentence that states central
idea of the paragraph in a summarized form.
• Clarity: of message, ideas should be logically sequenced in coherent way.
• Conciseness: write short letters, choose precise words, form short paragraphs and construct
short sentences. Give relevant information in few words possible.
• Use Standard English: avoid jargons, technical terms and slang when you write business
letters.
• Use natural language: eliminate hackneyed and old fashioned expressions from your
writing.
• You attitude : write your letter from the point of view of your reader ( customer or client)
• Sincerity and tone: both the elements reflect your personality as an individual. Your tone
should have mark of your real personality.
• Confidence: before writing a letter, we should have complete information on the subject and
should be certain about the facts we are going to discuss.
• Directness: letters should not only say what we want to say, but state it in straight forward
and courteous manner. We should be direct but not abrupt.
• Enthusiasm: be enthusiastic in your tone. You should make the reader feel that, you are
really interested in solving his or her problems.
• Humanity: business letters are generally written in a stiff and mechanical manner. They
often lack the tone of personal warmth and touch of humbleness. Use personal pronouns as I,
we, and you etc.
• Right tone: for having right tone individual should use simple words, which are formal but
yet friendly in nature.
• Emphasize: important subject for which the letter is written should be emphasized.
Individual should follow principle of first things in letter.
• Readability: write your letters in short and simple sentences. Avoid abstract words. Choose
verbs which express forceful action.
• Know your reader: before writing a letter, it is important for writer to know readers
knowledge level, expectations, feelings and relationship between writer and reader.
• Planning: writer should plan before writing a letter in terms of subject, facts, presentation
etc.

TYPES OF BUSINESS LETTERS

There are many types of business letters and each one of them has a specific focus:

1. Inquiry Letters–This is the first and foremost information seeking letter in business from
the buyers. The letter of inquiry is written to inquire about a product or service required by
the buyer to the seller. Inquiry letters extract information from the recipient asking for
information about the goods, viz. their quality, size, transportation charges, discount rates,
packing, delivery time and other terms and conditions. An effective inquiry letter states
exactly what information you want, indicate clearly why you must have this information, and
specify exactly when you must have it. Whenever feasible, samples may also be asked for.
All these things enable the other party to answer correctly. In most trades, a certain type of
packing is considered usual, but if a customer requires a special packing, he needs to specify
 it in the inquiry letter, then the extra charges will be on the customer. Remember to include
your contact information, so that it is easy for the reader to respond. Also, if you have
ordered a product and yet not received it then you can write a letter to inquire when you will
be receiving it.
E.g. (Business to Business)
A large departmental store enquiring for a catalogue and a price list of readymade
garments of NAARI brand.

Dear Sir,
We are a large departmental store ‘Darshana Stores’ located at Laxmi
Road, Pune and we deal in readymade garments. We are interested in
marketing your brand garments in our city.
Request you to please send us your catalogue and the price list. Since
we have newly opened this store we wish to know about the credit you
can allow us.

Yours faithfully,
XYZ

2. Quotation Letters – They are written by the seller to the buyer quoting his own terms and
conditions for the sale of his product. Terms and conditions of business, if already known to
the parties making inquiries, are omitted. In sending quotations, the following points must be
noted. The nature of the goods should be described in such a way that it should not leave any
doubts about the product offered. The measure or weight or unit should be unambiguous.
Especially in foreign trade, the currency should be made clear e.g. the U.S. $, or the Euro or
the Indian Rupee. The terms of credit should be made clear, e.g., for cash; on credit; if on
credit the time period should be mentioned; documents against acceptance through Bank, etc.
The mode and place of delivery, e.g. ex-godown or ex-warehouse; FAS; FOB;CIF; CF. you
must also mention the carrier, e.g. by steamer, air, lorry, goods or passenger train, etc. On
receiving quotations from 3-4 sellers, the buyer compares and chooses the best on the merits
of the quotations.
E.g. Reply by the company selling NAARI kurtas to the inquiry letter of
‘Darshana Stores’. (Quotation):-(Business to Business)

Dear Sir,
We thank you for your interest in marketing our garments. We are
enclosing our catalogue and the price list as requested by you. The
prices would be valid till next six months.
 You will appreciate the fact that we have not done any business before.
Therefore, it is not possible to allow any credit immediately but we can
give you some discount based on the quantity ordered.
We look forward to hearing from you.

Yours faithfully,
XYZ.

3. Order Letters - Order letters are sent by consumers or businesses to a manufacturer, retailer
or wholesaler to order goods or services. These letters must contain specific information such
as model number, name of the product, the quantity desired, packing, delivery and expected
price. These contents can also be mentioned in a tabulated form. Payment is sometimes
included with the letter. The terms and conditions according to which the buyer is buying the
goods and the terms and conditions according to which the seller is selling the goods depend
upon an order letter. An order letter is the quote of proof whenever there is any trouble.
E.g. (Business to Business)

‘Darshana Stores’ placing an order for NAARI kurtas.

Dear Sir,
We take pleasure in placing the following order according to the terms and conditions mentioned
below:
1. Pattern No. R 486 long georgette kurtas @ Rs. 750.00 per piece – 1000 pieces.
2. Pattern No. R 520 short cotton kurtas @ Rs. 210.00 per piece – 1000 pieces.
The following are the other terms and conditions:
1. Discount allowed – 20%
2. Cash discount – 3%
3. Date of delivery – one month from the date of the order.
4. Payment in full within one month after satisfactory execution of the order.
We agree to abide by the other terms and conditions put by you.
Awaiting a favourable reply from you.
Yours faithfully,
XYZ.

4. Acknowledgement Letters - Acknowledgment letters act as simple receipts. Businessmen send

them to let the sender know that they have received a prior communication, but action may or
may not have taken place. The letter can be used to just say thanks for something you have
received from someone, which is of great help to you.

E.g. 1. (Business to Business)

Acknowledging the receipt of an order by the company selling NAARI brand kurtas.
Dear Sir,
We are indeed grateful for your order. We will be dispatching your order within four days. The
bill of your order will be sent along with the consignment.
We are anxious to see that our customers are satisfied with our goods and services. Please feel
assured that we shall take every care to see that you are happy with your decision, to order goods
from us again.
Yours faithfully,
XYZ
E.g. 2. (Individual to Business)

Acknowledging the application for a rise in pay.

Dear Mr. Johnson,

We refer to your recent application, in which you requested a substantial rise in remuneration.
We wish to inform that the matter is still under consideration.
Yours faithfully,
XYZ

5. Refusal of Order Letters – These types of letters are also known as Non- Acceptance
letters. When the prospective buyer places an order for goods and the seller writes a letter not
accepting the order due to some reasons, it is the Refusal letter. Always begin a refusal letter
on a positive note. Express gratitude to the applicant for wanting to do business with you.
Reasons for refusing an order: differences in prices of goods, no availability of stock on hand
at the time when the order is received, non availability of raw materials, disagreement with
the terms and conditions, heavy rush of orders at the time, worker’s strike, etc. Encourage the
reader to reapply later when his or her circumstances would change.

6. Follow up Letters - A Follow up is when someone has been informed or reminded about
something but has not taken any action on it so there is a need to remind her/him once again.
The follow up reminder can be for renewal of a contract, follow up sales call, follow up on
after sales service, follow up on a resume sent for a job, etc. A follow up can be from the
 organization’s side or from the individual’s side depending upon the situation that each one is
in. A Follow up Letter is written to revisit a reminder that had been sent earlier.
E.g. (Business to Business)

Dear Sir,
Please refer to our order no.XX05 dated. ….. for 1000 pieces of long georgette kurtas and 1000
pieces of short cotton kurtas to be delivered in September.
Till date we have not received any response from you. We wish you acknowledge the receipt of
our order and let us know by when the goods will be dispatched.
We are very keen in marketing your readymade garments in our city. Please confirm whether
you can deliver the consignment in the stipulated time mentioned in our order.
Awaiting your early reply.
Yours faithfully,
XYZ.

E.g. 2. (Individual to Business)

Dear Mr. Joshi,
I had submitted a letter of application and a resume earlier this month for the programmer
position advertised in the ‘Times of India’. To date, I have not heard from your office. I would
like to confirm receipt of my application and reiterate my interest in the job.
I am very interested in working at XYZ Company and I believe my skills and experience would
be an ideal match for this position.
If necessary, I would be glad to resend my application or to provide any information you might
require regarding my candidature.
I look forward to hearing from you.

Yours faithfully,
XYZ

7. Collection Letter –Collection letters are written to those whose accounts are overdue. So,
their primary function is collection of money, but with due care, as they have to maintain
good relations with the customer. It is not easy to draft these letters, because if the accounts
manager writes in a very soft language then it will not show any results and if he uses strong
words in the letter, then money will come in but will lose the customer forever. Therefore,
the guidelines below need to be followed while writing the letter:-
a) Tone should be positive.
b) The “you” attitude should be used to convince the customer that it is in his own
interest to pay.
 c) A collection letter should not be brief. It will appear to be curt and will lack courtesy.
d) The content and the style of the collection letter should be determined keeping in
mind the customer’s usual conduct.

Collection letters are usually written in series, each letter stronger than the previous one and sent
out at intervals depending on the type of credit risk involved.

E.g. (Business to Business)

Dear Sir,
Our accounts book shows a balance of Rs. 3475/- in your account which has been due over a
month. A reminder was sent two weeks ago, but perhaps it must have escaped your notice.
We would therefore like to draw your attention to your unsettled account. It is most likely that
you are tied up with your business engagements that you may overlook this reminder too.
We earnestly request you to clear the balance at the earliest.
Yours faithfully,
XYZ.

8. Complaint Letter - A complaint letter is written to show that an error has occurred and that
it needs to be corrected as soon as possible. The letter can be used as a document to warn the
reader but it requires a professional tone in replying. The right tone will increase the chances
of getting what you want. Begin with a detailed description of the product or service you are
complaining about. Include the model and serial numbers, size, quantity, and color. Next,
state exactly what is wrong with the product or service. Briefly describe the inconvenience
you have experienced. Indicate precisely what you want done (you want your money back,
you want a new model, you want an apology, and so on). Finally, ask for prompt handling of
your claim.

9. Adjustment Letter - In business correspondence any letter written in response to a complaint

is called the adjustment letter. If the adjustment is in the customer’s favour, begin the letter
with that news. If not, keep your tone factual, deal with the buyer tactfully and let the customer
know that you understand the complaint. The adjustment may be done either by accepting the
responsibility or by rejecting any claim or by compromising with complainant or by
expressing helplessness, in case the loss etc. is due to natural reasons beyond the power of
anyone. End on a friendly, positive note. For adjustment letters that deny a claim, avoid
blaming the customer. Leave it open for better and continued business in future.

10. Sales Letter – Typical sales letters start off with a very strong statement to attract the interest
of the reader. Sales letter are written to advertise and promote products or services and are
 actually written to individual entrepreneurs. To write an effective sales letter, the following
"four A's" are necessary: Attention, Appeal, Application and Action.
The first thing to do in the sales letter is to capture the reader's attention. This means that the
beginning of the letter must be captivating that the reader should not put the paper down. Next,
you point out the features, benefits and advantages of the product which will urge the reader to
continue reading. Then, show the reader the product's application by arranging free
demonstration for the potential customer, by providing a guarantee, etc. Finally, end with a
specific request for action. Here the letter can mention to the reader to give a call for a
demonstration, call the reception for further details or send an order. The outcome of a sales
letter is the same as a good advertisement but it is different than the sales circular.

E.g. 1) Sales letter from an organization to an entrepreneur.

Dear Mr. Smith,

Neem soap is now recommended by leading specialists for dry and sensitive skin. Complexions
need a lot of care and that is why one should use Neem soap.
Neem is no ordinary toilet soap because it is free of alkali. Basically, it is a purely ayurvedic
soap and thus Neem soap cleanses the body without disturbing the natural oil of our skin.
Tests carried out by skin specialists have proved Neem is non –irritant and not like other soaps.
Doctors have learnt of Neem’s healing power for problem complexion. Its regular use helps clear
acne, spots and blackheads.
You can write to us for a free sample. I’m sure you will like the soap and will want to keep it in
your medical shop.

Yours faithfully,
XYZ.

11. Apology Letter – A letter of apology is just that you admit that you have failed to deliver the
desired results. If you have taken up a task and failed to fulfill it, you apologize for your
mistake and ask for an opportunity to improve it. Admit the mistake, explain how it came
about and say what you will do to improve it. These letters are unlike other business letters.
People like to think that you have gone out of your way to accomplish their task. The rule is
to sound sincere.
E.g. (Business to Business)

Dear Mr. Williams,

Thank you for your letter of 26th September.

You remind us that on 21st September we delivered only the long georgette kurtas and not the
short cotton kurtas. The reason for this delay is that some of the short cotton kurtas had
manufacturing defects and we didn’t feel appropriate to send just a few good ones. I am pleased
 to inform you that new stock of cotton kurtas are ready now and we will be dispatching them this
week.
I trust that this will not hold up your business, and I apologize for the delay.

Yours faithfully,
XYZ.

12. Compliance Letter- The letter written by the seller intimating the dispatch of goods is called a
compliance letter. Therefore, it is normally written immediately after sending the goods. It is
stated as the compliance because the seller has complied with the order of the buyer to send the
goods.

Through the compliance letter, the buyer will come to know about the dispatch of the
consignment and he will keep ready the labour and vehicle to take the delivery from the
destination.

There are various modes of transportation of the consignment and whichever the seller chooses
The Parcel Way Bill should contain the following information: -
a. The name and address of the consignor
b. The name and address of the consignee
c. The place of booking, the destination
d. Distance between the two places
e. The number of parcels booked
f. Description of the goods
g. The value and nature of the goods
h. Freight charges calculated on the basis of distance and value of the parcel speed with which the
delivery is to be affected etc.
i. The weight of the parcel
j. Date of booking

13. Covering Letter

Cover letters usually accompany a package, report or other merchandise. They are used to
describe what is enclosed, why it is being sent and what the recipient should do with it, if there is
any action that needs to be taken. These types of letters are generally very short and brief.
E.g. 1. (Business to Business)

Dear Sir,
Thank you for the recent opportunity of serving you in our Installment Loan Department. The
coupon book enclosed is provided for your convenience in making payments. It will furnish you
with a record of payments.
Please make all payments directly to us. They may be made at any teller’s window, including the
drive in, or payments may be made by mail. Cheques or money orders should be made payable
to (name of the Bank).
Please let us know if we can be of any assistance in any of the other banking services that we
offer.
Feel free to drop in anytime at your convenience to
discuss your further needs with our staff.

Yours faithfully,
XYZ.

E.g. 2 (Individual to Business)

Dear Mr. Jones,
Your advertisement in ‘Indian Express’ of 5 December 2010 about the position of sales
executive has interested me. I wish to be considered for the same position.
Information about my post graduation in MBA Marketing and my experience in companies is
mentioned in the enclosed resume. My experience with Pune Central will be an advantage to
expand your sales if given a chance to work with your organization.
I hope you will give me an opportunity to talk about myself in detail during the interview.
Yours faithfully,
XYZ.
Encl: Resume

OTHER TYPES OF LETTERS

• Information letters: letters intending to communicate information to internal as well as

external people associated with company. It comprises of routine letters and special purpose
letters. E.g. Enquiries, quotations, orders, payment letters etc.
• Sales letters: letters written by company to its potential customers or expected consumers
are called as sales letters. It explains about product and related features.
• Problem letters: when customers do not pay due amount in time, or any problem in terms of
quantity, quality or price ordered from suppliers mentioned in the letter are called as problem
letters.
• Goodwill letters: greetings sent by company to their partners, suppliers or customers during
special occasions are called as goodwill letters.
• Direct letters: all good news letters, offers of an appointment, enquiries, orders, promotion,
intimation etc come under the category of direct letters.
• Indirect letters: all bad news letter’s like adjustment refusals, request refusals, rejecting job
application etc.
• Persuasive letters: offer of sales and services, job application that has been regarded as
similar to sales letters fall in the category of persuasive letters.
• Official letters: are letters written to government, semi government, any department or
business organizations.
• D.O (Demi - official letters) : are written for official purpose but addressed to an official by
name and not just sent to him by designation.
• Form letters: are used for correspondence of routine nature. Acknowledgement, reminders,
interviews, notice, appointment etc are example of form letters.
• Internal letters: or memos used in government offices as well as business organizations for
the purpose of internal communication.

PARTS OF BUSINESS LETTER/ COMPONENTS OF BUSINESS LETTER:

An official letter looks different from a personal letter and from other types of business
documents. Convenience and custom have laid down certain requirements as parts of a letter.
Different parts have their own fixed location on the sheet; there is a slight variation from left to
right in the different styles of layout; there order of appearance from top to bottom in the same in
all styles.

The main parts of the letter are as follows:

• HEADING:
We popularly know this as letter head or head address. The heading contains information related
to the company. Ideally a letter head should provide information related to; the firm’s name, the
address; nature of business; logo and trademark, telephone no., telex no., E- mail address, web
URL, date and reference number. Some companies include the names of directors or of the
chairman, or the managing director or the proprietor. Date and reference number are important
element of letterhead. Every official document must be dated. The date provides an important
point of reference for further correspondence and in following up the issues dealt with in the
letter.

• Reference number

Business letter carries reference number, which the receiver may refer to in all the future
correspondence. It helps the purpose of quick reference and linking up chain of letters.

E.G: Ref: 25/PD/67

• Date:

Every official document must be dated. Date provides an important reference in furtherer
correspondence. It is usually written on right hand side of the letter parallel to the reference No.
 Format: Oct 8, 2014

• INSIDE ADDRESS:
Inside address is the name and address of the receiver. It is typed in block form; only a very old-
fashioned companies use the indented form. In the indented form the first line begins at the
margin and the subsequent line begins two spaces away from the beginning of the previous line;
a comma follows each line and a full stop is placed after the last line. The indentions and the
punctuation take more time to type, and also present a messy appearance.

In the block form all lines begins at the margin and there is no punctuation at the end of any line.
This style looks neat and takes less time to type. Let us see an example of both these types:

• Attention Line:
Attention line is used only if, from previous communication, you know the name of the person in
the organization who is handling the matter about which you are writing. The letter is addressed
to the organization, but directed to the attention of the individual, by name, so that the letter is
sent to that person without delay.

The attention line is placed between the inside address and the salutation, either at the margin or
in the centre. It does not affect the salutation.

• Subject Line:
Subject line gives a brief idea and quick indication of the subject of the letter. It helps to add
clarity, especially when letter is long. Subject line leads to easy classification and filing of letters

• Salutation:
The salutation is the complimentary greeting with which the writer opens his letter. It is the
written equivalent of the conversational “Hello”. It is usually placed below the attention line or
subject line. It may or may not end with a comma depending upon the style adopted.

For ordinary business purposes, Dear Sir or Dear Madam is used for addressing a single person.
Dear Sirs or Gentlemen is used for addressing two or more persons i.e. a firm or an organization.

• Body of the letter

It is that part of the letter which contains the message or the information to be communicated and
is, of course, the most important part. The body consists of the Opening paragraph, Main
paragraph, and closing paragraph.
Opening Paragraph: This is applicable to writing successful business letters. It is here that the
reader’s attention should be attracted and he/she should be made to ‘go ahead’ with interest and
concentration, if the letter fails here, it has failed totally to achieve its purpose.

Main Paragraph: this paragraph contains the subject- matter of the letter. It should be brief and
to the point, but care should be taken to see that no relevant details are omitted from it. It should
be written in unambiguous, sincere, simple and correct words. If the main message is not written
correctly, accurately and fully, no amount of interest created by the opening paragraph will be
helpful in achieving the purpose of the letter.

Closing Paragraph: the following paragraph must flow naturally and logically from the main
paragraph. It must be gentle but firm, friendly but forceful. The most crucial point is that it must
motivate the action at the writer wants from the reader. It should stress the ‘you’ point of view
and, wherever possible, should use different forms of ‘thank you’. Some times closing with an
important statement, a question, an offer or a request is also suitable. The entire body of the letter
should reflect a positive approach and a friendly attitude and it must contain definite appeal.

• Complimentary Close:
Just as the salutation is the written equivalent of “Good morning” or “Hello”, the complimentary
close is the written equivalent of “Good bye”. Salutation and complimentary close should
correspond to each other.

• Signature:
Signature is the assent of the writer to the subject- matter of the letter and is a practical necessity.
It is usually hand- written and contains the writer’s name, status, department, firm etc.

• Reference Initials:
It is now customary to put the initials of the person dictation the letter and of the person typing it
towards the end of the letter near the left margin. These initials are helpful in fixing the
responsibility for typing and dictation the letter. Any of the following ways can be used to put
initials:

• BSK AVP
• BSK: AVP
• BSK/ AVP
• BSK- AVP
Here BSK are the initials of the person who has dictated the letter and AVP of the one who has
typed it.
 • Enclosure :
Sometimes a letter carries along with it some other papers, such as price list, catalogue,
prospectus, order, invoice, cash memo or cheque, draft etc. In such cases a mention should be
made of these enclosures in the letter after the signature, and at the left side margin as given
below:

Encl: four

Or

Encls: 1)…..

2)….

3)…..

• Copy Distribution:
Sometimes copies of the letter have to be sent to some people other than the addressee also. In
such cases, the names of these persons should be typed just below the reference initials or the
enclosure notation, if any, in the following manner:

CC Mr. Bhavin Modi or

Copies to Mr. Pritam Patil and Ms. Sujata Kapoor

The names of the persons should be arranged either in order of importance or alphabetically.

Lastly the letter may have post script.

• Postscript:
Postscript is some times written after the letter is closed. Writing a P.S. indicates that the writer
had forgotten to include something important in the body of the letter or may be he had not
planned the letter properly. Ideally business letter should avoid the use of postscript. However
since PS stands out prominently, it can be helpful to emphasis a point already made in the letter
or to add a brief personal message unrelated to the letter.

A standard format of business letter

............. (Heading)

……….( Nature of Business)

Address ……………….
 Telegraphic Address………………. Place…………….

Telephone No…………….. Date …………….

Reference No ……………...

Inside Address …………..

…………………………….

……………………………..

Salutation,

Subject …………………

Reference ……………….

Main contents
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
………………………………………………………………………………………
…………………………………………………………………………

Enclosure ……………………. (Complimentary close)

Signature………………………

P.S. ………………………………

……………………………………

LETTERS

1. Letters of Enquiry:-
This type of letters are communicated both ways. When company requires any
information regarding any type of government program, facilities or any related information,
company sends such letters to the respective govt office. Similarly if govt authorities want to
know about any kind of activity conducted at company; it sends enquiry letter to the company.
The enquiry letter is the foundation of business relations. Hence, this should be written with
special care. Their beginning and end should be impressive. Enquiries must be solicited (which
made in response to the seller’s advertisement and publicity), Unsolicited (Which made at
buyer’s own initiative), Routine (which made by an old buyer in the usual course of business).
 Example: In below example Jai Dixit authority person of Dimple Garments Pvt Ltd is
enquiring to the Center for Silk Research and Business development, West zone which is
undertaking of Government of India. Such centers have that facility to provide silk to the
near by industries.

DIMPLE GARMENTS PVT Ltd

(Traders and Manufacturers of cotton, Woolen and Silk Garments)

Dated 12, Oct., 2016

452, Ram Nagar,
Dimple Garments
Murudnagar
24/530 H.I.DC
Rohtak, Haryana.

To,
The Director,
Center for Silk Research and Business development,
West zone
Government of India

Sir,
Sub: Enquiry
We shall be greatly obliged to you if you could kindly send the sample of new goods and the
price list available with you along with the terms and conditions of the business by written
post. We assure you that if the terms and conditions suit us we shall be able to start cordial or
healthy business relations with you by placing an order for the supply of a huge quantity.
Thanking you for the trouble.
Yours,

For Dimple garments Pvt Ltd,

(signature)
(Jai Dixit)
(Designation and contact information to be written below signature)

2. Letters of Quotation/Tender:-
This type of letter is usually considered under reply letters. In government agencies the
method of tender is followed to find out the best possible seller for a particular thing. Tenders
have specific format prescribed and in that format company files the tender which is nothing but
the quotation presented in the format which is declared by the respective govt authority. It
contains the name of the product its size, shape, quality, quantity and most importantly price.
Similarly company can mention the best possible time frame in which it can deliver the product.
Quotations are not only given for the thing or a commodity but it is also given for the
constructive products like dams, bridges, buildings and even for the services like transportation,
housekeeping etc.
Note Before: Tenders of public authorities are considered as confidential document so it not
possible to present sample of the same. Tender notices are published in news papers and their
formats are also prescribed along with process and eligibility.
Example: In the following example is of a quotation here distributor of electrical appliances is
giving reply to the native municipal corporation authority for their request of quotation. As it is
at local level it is possible for the authorities to ask for direct quotation but if it is on large scale it
is necessary to give open tender notice as per legislative norms.

SANJAY & SONS

(Producer and Distributor of Electrical Appliances)
Tel: 22334765

Dated: October 15, 2004

Letter No. 664/B?18/2003-A
M/s. Amar & Sons
Teesri Manzil
Navi Mumbai.

To,
Chief Engineer,
Re development,
Navi Mumbai Municipal Corporation.

Sub: Quotation

Sir,
We are grateful to your letter No: 1412 Dated Sept. 25, 2006 and thank you for the interest
shown by you in our commercial concern. We feel ourselves very fortunate for having attracted
your keen interest.
The samples of the goods under your enquiry are being dispatched separately by registered
parcel. Kindly acknowledge the receipt.
We are sure that the goods will be according to your market requirements and the terms of the
business will prove favorable, and you will give us an opportunity to serve you by pacing the
order for the goods.
We assure you that our prices are far less and more appropriate than those of other suppliers of
this city.
We are waiting for your order.
Encl;-
1.Quotation
2.Price List
3. Comparative price list as requested
Yours’ Faithfully,
For Sanjay & Sons
 (Sanjay Grover)

3. Notice:-
Notice is a form of a letter which is communicated usually in a step down manner. In a
communication world notice is considered as a document of declaration or it is considered as
document of final instructions. This document is occasionally used but as per the legislative
norms some communication methodologies require notice. Public authorities can send a notice to
the company or agencies if that particular organization is disobeying any kind of instructions as
per company’s act. Notice in this manner is considered as ultimatum given to the organization
before legal action.
Organization or the company is abide by the law to reply to the notice and if it fails
organization has to face legal action taken against them.
Similarly with due permission of public authorities company can issue a notice for
declaration of any activity which has to be known publicly for e.g. notice put up at unaquired
land or notice regarding tress passing.

Administrative Department
GENERAL NOTICE TO THE PUBLIC.

20 May 2013
No Trespassing
ABC Pvt Ltd Company has acquired this plot of land from 19/05/2013. The ownership of this
land belongs to the company and any person trespassing this land or found acquired is entitle for
strict legal action. No person other than company officials is allowed to enter or use the land.

_______

4. Letters of Acceptance:-
Letter of acceptance is used both ways that is from public authorities to the company and
company public authorities. Any suggestion, instruction, demand, request and sometimes even
responsibility under national emergency communicated to the company by the authority is
replied with the letter of acceptance. It is considered as positive reply for the request or demand.
Sometimes company needs some support or any kind of help from the government
authorities and for that request letter is sent, public authorities also replies with letter of
acceptance for the requested activity or need. For e.g. Infosys Systems Pvt Ltd. requested central
government to provide security for industrial premises and central government sent request
acceptance letter followed by deployment of paramilitary force called as “CISF” (Central
Industrial Security Force).
Example : Below mentioned letter is the letter sent To Municipal Corporation for
acceptance of Instructions by Sachin Timber House.

SACHIN TIMBER HOUSE

Telephone: 3256897
47/48 Palika bazaar,
Delhi – 11006
 Dated: Sept. 12/2004

To,
Mr. Arun Lal
Inspection Officer,
Permission dept,
Delhi Municipal Corporation

Sub: Acceptance of the Instructions.

Sir,
We have received your letter informing new norms about Timber storage.
We accept your suggestions and structural changes will be incorporated immediately as per the
guide lines provided. I request you humbly to send inspection team in next week so that
permission process can be started.

Thanking you,

Yours’
For
Sachin Timber House
Co-proprietor.

5. Advice Letter:-
Advice letter is a suggestive form of correspondence which is considered under reply
letters for the request. Sometimes though company follows all rules and regulations but natural
calamities or hostile geographical conditions forces the organization or industry to cross
legislative boundaries. In such cases company sends request letter seeking an advice on the
situation and public authorities after consulting their expertise reply with advice letter. It usually
contains the actions to be taken to resolve that particular situation.
Sometimes public authorities also require external expert opinion in some cases like
construction of dam, over bridges, purchase of armaments and vehicles including aircrafts. In
such cases respective public authorities consults external SME (Subject Matter Expert) and such
experts reply with the advice letter containing their own opinion about the situation they are
asked upon. Example:Below mentioned example is unique example in which a wild life expert is
advising the forest department about shifting of excess Lions at Geer national park.

Our ref: 251060

The Wild Life guardians
P O Box 25 GPO Pune
Pune, 411058
4 April 2013
To,
Director General,
Indian Forest and Wildlife Conservation
New Delhi.

Dear Sir,

It is an honor for me and my organization to send you the opinion about the subject of Lion
Relocation Project.

As per the research of our team of wild life experts, we recommend Sariska national park at
Madhya Pradesh and Pench forest reserve at Maharashtra are the best suitable wild life centuries
to shift the excess Lions at Geer national park Gujarat. I am enclosing details about the research
and comparative study regarding the same with this letter. In this shifting project it will a
pleasure not only to be on advisory board but I and my team would like to work even on field for
the same with your permission. I request you to feel free about asking any queries and further
advice.
Encl:
1. Expert Advice Report.
2. Detailed study report of above mentioned national parks.
3. Procedural advice about shifting wild life.

Yours sincerely
Rosa Sparks
Senior Research Officer

6. Circular:-
Circular is considered as open declaration about instructions to be followed. It is used
internally but in a communication with public authorities it is considered as a final action
declaration made as per authorities request, demand or notice. Sometimes legislative protocol
makes circulars compulsory. Circular usually contains amended rules, regulations, instructions
and guide lines for further progression.
Public authorities use circular usually when there is a change in legislative norm,
government policy which is applicable to entire industrial sector irrespective of its nature of
work. Such circulars from the public authorities are of immense importance as disobeying such
circulars may lead to legal action from public authorities.

Example of a Circular

ATTENTION BUYERS
May 20, 2013

We call your attention to the new rule for issuing of medicines declared by The Honorable
Supreme court. This is to inform all customers/consumers that XYZ type of medicine will
 not be issued in open market and will be available only at the government hospitals.

Yours faithfully,
ABXY Pharmaceuticals Ltd.

7. Request Letter/ Application Letter:-

In correspondence with public authorities application letters are usually drafted as
request letters in such letters legal language is followed and drafting of such letters is as per the
norms prescribed in the legislative process declared by government. Such application and request
letters start right from the beginning that is registration of the company, license possession for
manufacturing, packaging, transportation, sales and request for possessing registration numbers
for taxation purpose. Similarly for the expansion of the business which may be national or
international proper protocol form request through application is followed. Along with the
application letter as per the guide lines required documents are attached for reference of the
authorities. Example:

[Name of Company You Are Writing To]

[Full Name of Person You Are Asking]
[Street Address]
[City/State/Zip]

[Your Business Name, If Applicable]

[Your Full Name]
[Your Street Address]
[City/State/Zip]
[Your Phone Number]
[Your Email Address]

Dear [First Name of Person You Are Asking a Favor From],

[Opening Paragraph: Describe your issue in detail, giving any background that will make your
needs clear.]

[Second Paragraph: Simply state that you are asking for their help in this matter. Include
information about the type of help this person can provide you.]

[Closing Paragraph: State your intent to cover any charges and compensate them for their time or
service, if appropriate. Thank them for their time and consideration in reading the letter and
helping, if they are able.]

Sincerely,
[Your Signature]
[Your Full Name]
[Your Title, If Applicable]
GUIDELINES FOR YES REPLY

 Beginning tells the reason for writing the letter and states the main idea.

 The middle paragraph mentions the details of good news, reconfirms the guarantee if any,
describes the product offered and explains why the replacement would satisfy the
receiver.

 The end draws the reader’s attention to conditions if any, attached to a positive response
if any.

GUIDELINES FOR WRITING “NO” TO REQUEST

 Begin the letter with a paragraph that brings out the general situation as a context in
which the readers request was considered.

o Assure the receiver that his or her matter is considered with great understanding and care.

o Make the reader believe that it is the circumstance that is responsible for NO response.

o Agree with reader in some way ( you are right that guarantee period is one year )

o Give sincere compliment ( you are potential candidate )

 Give facts, reasons and factors for refusal.

 In the same paragraph mention, end seeks to maintain good business relations with the
reader by suggesting to her or him an alternative course of action or better deal in future.

Writing routine and persuasive letters

Routine claim letters

A claim is a demand or request for something which has a right to have. For example, are fund,
payment for damages, replacement, exchange, and so on. A claim letter is, thus, a request for
adjustment. All such requests can be divided into to two kinds-

Routine claims and persuasive claims.

When a writer thinks that because of guarantees or other specified terms and conditions, the
request for adjustment will be automatically granted without delay or without persuasion, he
writes the letter in the routine form. When the writers believes that a direct statement of the
desired action will get a positive response without arguments, he can use the following
sequence/pattern of ideas

1. Request action in the opening sentence

2. Give reasons supporting the request/action

3. End with an appreciation for taking the action requested.

Reply

The writer of the claim letter obviously thought that a routine request for exchange would be
granted. He, therefore, stated his claim in the sentence without any complaints. Similarly, the
replier to a routine request claim letter knows that the recipient will be glad to know that his
request has been granted; he, therefore states it in the first sequence with expression of
willingness. The details and closing sentence follow the opening easily.

Writing a Persuasive Letter

Persuasion is used when we suspect that the reader will not be ordinarily interested in the
message and the action to be taken. Most probably, the letter will be ignored. In such situation,
writer uses the device of startling the reader by informing him about something unexpected or
unknown. The reader is, in this way, at the very opening made to see why he/she should accept
the proposal. The letters shows how the reader will be greatly benefited by taking the suggested
action. Such letters that arouse readers‘interest and induce them to act as directed are essentially
letters that sell ideas to others. They are called persuasive letters.

The persuasive pattern, also known as persuasive organization, involves the following sequence
of ideas

 The opening sentence in a persuasive business letter (sales) catches reader’s attention.
E.g. At last, you can build your own house.
 The middle section of a persuasive letter gives details of products, scheme which is being
promoted.
 After arousing the reader’s interest in a proposal, request action, such as “yes” response
to the proposed request.
 The last paragraph acts as a reminder to the reader of special benefits he or she should
gain by accepting to the act as urged and requests action within the given deadlines.

MEMOS
 Memo is an abbreviation of memorandum, forms part of inter and intra departmental
correspondence. A memo is written statement that provides information by a person or
committee to other people.

COMPONENTS OF MEMO

 Heading: this includes reference to sender and receiver. Official designation is used to
address and to indicate the addresser.
 Reference, date and subject: reference number in a memo helps in filing and recording
of documents. Date is to be mentioned from perspective of future reference. Subject in
memo should be brief and specific in nature.
 Message: the message is direct and brief and is phrased in short and simple sentences. It
follows direct organizational plan, the purpose is followed by the necessary details to
support the opening sentence.
CLASSIFICATION OF MEMORANDUM
• Direct memorandum
• Routine enquiries: it proceeds directly to the overall requests and systematically covers all
the vital points. It stresses on logical arrangement and clear expression.
• Routine responses: information is for work needs. The memorandum appropriately follows
direct order.
• Policy memorandum and directives: are formally written because of their official nature.
They should be direct, clearly written and well organized. To make them stand out, the rules
and procedures are often numbered or arranged in outline form.
• Indirect memorandum: convey negative messages. Most of the memorandums
communicate information that is of little concern to the people involved. They are written in
direct order, with little concern for tactful handling.

PRINCIPLES FOR WRITING MEMO

• Give necessary and sufficient information
• Do not assume that everyone knows everything related to the issue discussed in memo.
• Explain causes of problem or reasons for the changes being suggested.
• Be clear, concrete and specific.
• Use “ YOU ” attitude
• Ask for feedback or suggestions.

USES OF MEMORANDUM
• To provide information: the purpose of memo here is to pass the company related
information among all the employees. E.G: I attended the meeting of the executive
committee; the main points discussed were sales, performance etc.
• To issue an instruction: the organization policies, procedure, work activities are instructed
by the superior to their subordinates.
• To covey policy decision: the change in the salary policy, intimate the employees using
memos
• To offer suggestion: e.g: the managers, instead of telling that your performance is bad,
suggest to attend the training to improve the skills and knowledge
• To record or report an agreement: the meeting held and discussed, provided solution to the
problem, agreement between suppliers and company, agreement between union and
management decision has to be recorded and circulated to employees

REPORTS

 A business report is an orderly, unbiased communication of factual information that serves

some business purpose. Reports provide feedback to manager on various aspects of an
organization. Information is needed for reviewing and evaluating progress, planning for
future course of action and taking decision.

PURPOSE

To make sound decisions and find effective solutions

To provide a formal, verifiable link between people, places, and times

 To serve as permanent records

To solve immediate problems

To provide complete, accurate, objective information

Information about company‘s activities, progress, plans, problems

Specific Action

Justify and Persuade

Present facts

CLASSIFICATION OF BUSINESS REPORTS

 Progress report: this is a report about the growth of an organization or any department
within an organization. It may even relate to progress of an individual at workplace.

 Inspection report: in case of manufacturing company, inspection is carried on a regular

basis to check if the process is in line with expectation.

 Performance appraisal reports: employee performance appraisal may be conducted in

company half yearly or on a yearly basis. Data recoded about employee performance is
called as PA (performance appraisal) report.

 Periodical report: Reports prepared at regular interval of time are called as periodical
report. Monthly reports, annual report, fall under the same category.

 Investigation report: in case of unusual happening, like sudden downfall of sales or fall
in production or any other event, investigation may be carried out to find reason behind
the same. Investigation information compiled in the form of a report is called as
investigation report.

 Survey/feasibility report: survey is carried out regarding the present working or an

organization. Sales or feasibility of a new project to be undertaken by an organization.

 FIR (first information report): is prepared for record of an organization. This is

prepared by the first witness to the event, to report his superiors.

 Information report: provides all details and facts pertaining to the topic selected for
study. It may be a problem arising in an organization or any other subject of study, as
selected by the management.

 Analytical report: comprises of study of a problem or an event, from its investigation to

its causes. It makes use of facts and figures to support a document.

FIVE W AND ONE H

• Why is it important to study the problem? Why the problem should be analyzed.
• What are its relevance and significance to department in specific and an organization in
general? What are the benefits that will accrue as the result of this particular report – to the
department, the organization, and the self?
• Who is involved in the situation? This could take into account both the reader and writer. In
case there is third party involved, it could also account for that. Who is going to be the reader
of the report?
• When did the trouble start? In case if it is a analytical report, one would also need to address
oneself to the source and time of the problem before reaching any conclusion. When am I
going to write the report? Time factor is very important.
• Where would the reader be at the time, when he receives the report? Would the reader read
the report in a meeting or read it within the confines of his room? There would definitely be a
difference in the manner of approach.
• How would the report be written? What information is to be included and excluded/ which
are set of graphs or charts to be used or avoided.

OBJECTIVES OF WRITING REPORT

 Measuring executive performance: reports aim at measuring executive performance

and suggest strategies for improving the performance.
 Help in combating changes: reports aim at analyzing the impact of a business dynamics
and how best changes can be used to benefit of a firm.
 Information: report gives information about company’s activities, progress, plans and
problems. Reports are prepared to help the process of planning in an organization.
 Controlling: in order to exercise control, information is collected about performance and
is sent upwards.
 Help in co-ordinating: the act of co-ordinating is best performed with the help of
reports.
 Contact: another objective of report is the desire and necessity of being in touch with the
customers, shareholders, creditors and the government.
 Record keeping: report records events for future reference in decision making.
 Recommends action: it justifies and persuades readers about the need for an action in
conversational situations.

IMPORTANCE OF REPORT WRITING

• Conveyer of information: reports serve as conveyers of information throughout the
organization. It is by the means of reports that the management is able to establish channels
of communication through which ideas, opinions, suggestion, orders and commands flow in
various directions.
• Help management to review and evaluate office operations: reports help management to
review and evaluate all office operations continuously.
• Tool for measuring information: reports are useful tool for measuring departmental
performance. Operational data from various departments are presented in meaningful form.
• Reports help in making desirable changes: changes in business environment pose to be
threat to organization, for which report provides basis for predicting future competition and
plan strategies accordingly.
• Reports helps in measuring the effectiveness of organization: reports are prepared to
measure the effectiveness of departmental operations, employee and the management.

ESSENTIALS OF GOOD REPORT

• Accuracy: information presented in report should be accurate. It should be based on proper
research work and backed up by facts and figures.
• Simplicity: a report should be simple. This would help in arriving at decisions quickly and
easily.
• Completeness: report should be complete in all respects. There should be no room for
ambiguity.
• Brevity: executives do not find sufficient time to read lengthy reports. Report should briefly
reflect the essential points.
• Appearance: the arrangement, organization, format, layout and make up of a report should
be pleasing and as far as possible, eye catching.
• Readability: reports must be easy to read. The writer must present the facts through elegant
and grammatically correct English.
• Economy: report writing should not be a costly exercise.
• Timeliness: to be useful and purposive, reports should reach readers well in time.
• Logical content: the facts must be reported in unbiased manner. Distinctive points must bear
self explanatory headings and sub headings.

REPORT PLANNING
 Define the problem and purpose: the problem and purpose had already been identified at
the stage when the answer to question why and where was attempted. It is essential at this
stage to understand the nature of the report whether it is informational or analytical.
 Outline the issues for investigation: a problem solving or analytical report has issues,
pertaining to the problem which is required to be highlighted at initial stage. All the
alternatives have to be evaluated related to the subject.
 Prepare work plan: what is the best procedure to collect the data? How should the writer
proceed? What are the strategies that need to be observed? These are few of the basic
questions to be answered before drafting work plan.
 Conduct research, analyse and interpret: primary and secondary data should be collected
based on which research work should be carried on, alternatives should be developed on the
basis data collected, analyse all alternatives and interpret suitable option for business.
 Draw conclusions: subsequent to the stage of interpretation of data, certain conclusions
need to be drawn and recommendations or suggestions to be made. This comprises of last
stage of the report, it is determined by the position held by the report writer.

GUIDELINES FOR DEFINING REPORT OBJECTIVES

The reporting person
Their level of information and education
he reason for report
The final results
ORGANIZATION & PREPARING REPORTS /ELEMENTS OF REPORT
• Cover page: of the report is to be designed as per specification of an organization to which
the report is to be submitted. It contains information about topic of report and name of
company.
• Cover letter: is written by top management / project guide as a preface reflecting the
management’s policy and interpretation of the report’s findings, conclusions and
recommendations.
• Title page: should mention name and status of author, department and date of issue, title of
report should be short, clear and unambiguous.
• Acknowledgement: everyone associated with assignment and preparation of the report
should be thanked. Be generous in expressing your gratitude.
• Table of contents: is placed after the acknowledgement and before the summary. It is an
important element in formal report. It identifies the topics and their page number in the
reports for the reader.
• Executive summary: attempts to provide quick gist of report. It highlights background of
problem, major topics, important details, conclusions, recommendations, and discussions of
the ways in which the implementation of recommendations would affect the company.
• Introduction : includes the scope and background to the work including :
o Authorising person or body requesting the report.
o Author or group of authors responsible for investigation
o Purpose or reason for the report.
o Methods of enquiry ( the research method used )
o Arrangement or grouping of data.
o General background to reports subject.
• Discussion and description: this is where information is presented, explanations provided
and questions answered. It deals with what, how, where and why? The findings of a report
are broken down into discreet sections and subsections. Each section and sub section should
have title / heading and should be numbered.
• Conclusions: sums up the main points raised in the report to arrive at conclusions, which
clearly relates to objectives of a report. Key points of report are to be highlighted in
conclusion section. No new topics are to be included in this section apart from what is there
in the report.
• Recommendations: this should provide practical and viable proposals and may offer
solutions to problems investigated in report. Each recommendation should be listed and
discussed separately.
• Annexure/Appendix: is used to give variety of information separately. It usually includes
the text of a questionnaire or other instruments of survey. Table, flow charts, maps,
summaries of raw data are comprised in appendix.
• Bibliography: all published and unpublished sources of information used in preparing the
report are listed under bibliography. All reference documents, previous reports, books,
periodicals, letters written and received are mentioned in it.
• Glossary: is a list of technical or special terms used in a report, placed at the end of report
and before index. It is alphabetically list of words or phrases which needs special attention.
• Index: is alphabetical list of subjects, names and so on, with references to page numbers
where they appear in page or a book. It is usually placed at the end.

SHORT AND LONG REPORTS WRITING PROPOSALS: STRUCTURE &

PREPARATION
A SHORT MANAGEMENT REPORT

A short report is usually written either in the form of memorandum or a letter. Usually, report
meant for persons outside the company or clients are written in letter form. The short report

• consists of the title page or just the report‘s title as the heading or subject.
• Usually, it is in direct order beginning with a summary or a statement summarizing the
whole content.
• Presents findings, analysis, conclusions and recommendations.

WRITING ELEMENTS OF A LONG FORMAL REPORT

Mention

• Name and status of author

• Department and date of issue
• The heading should be short, clear and unambiguous

Acknowledgements

Should thank everyone associated with the assignment and preparation of the report. Should
be generous in expressing gratitude.

Cover Letter

A cover letter is usually written by top management/or project guide as a preface or foreword to
a report, reflecting the management‘s policy and interpretation of the report‘s findings,
conclusions and recommendations. It forwards the report and tells why it is being sent to that
person. It is placed between the cover and title page. It is never bound inside the report. It can be
written as a memo or a letter or a forwarding certificate.

Letter of Transmittal

Many times, a formal report is a accompanied by a letter to outside readers. Although the letter
of transmittal is usually placed after the title page, it functions as a greeting to the reader.

The letter covers a summary of the findings, conclusions and recommendations to give an idea of
the report. It is best written in a direct conversational manner.

1. Begin directly by talking about the subject of the report. Dear Miss Shobha, Here is the report
you requested on August 20 about a nice plot of land for the proposed play school in Greater
Noida.

2. Give a brief review of the contents of the report.

3. Acknowledge the contribution of others to the study, if any.

4. End the letter by thinking the authorizing person or body and expressing hope for helping
again. The tone should reflect sincerity. Now days, a cover letter is generally preferred to a letter
transmittal.

Table of Contents
Long reports must have a Table of Contents placed after acknowledgements and before the
summary. It is an important element in a long formal report. It indentifies the topics and their
page numbers in the report for the reader. The Table of Contents indicates the hierarchy of topics
and their sequence also. Also mention the main sections of the report in the contents exactly as
they are worded in the text.

Writing memos

Memo is a form used by a person known to the receiver personally. Therefore, it is less formal in
tone and without formal elements such as ‘situation‘, ‘subscription‘, greetings, or even signatures
at the end.

How to Write a Memo

A memo begins straight with the subject. It is short and written in a friendly tone. All business
message and information solicit a friendly, cooperative and positive response from the
employees, clients, senior or junior colleagues.

For example ―Every Saturday morning all supervisors in my plant must meet and report on the
clean-up of their individual shop floors. All reports must be submitted by afternoon.

Principles of writing memos

• Give necessary and sufficient information.

• Don not assume that everyone knows everything related to the issue discussed in the
memo.
• Explain the causes of problems or reasons for changes being suggested.
• Being pleasant rather than order. Use ―you-Attitude
• Giving feedback or suggestions

DIFFERENCE BETWEEN REPORTS AND OTHER FORMS OF WRITING

 Reports have highly structured formats

 Each part of report is numbered and captioned with heading and subheadings
 Reports use language that are concise and concrete
 Reports contain recommendations and conclusions
 Reports make use of tables and graphs
 Reports are usually preceded by summary.
MEDIA MANAGEMENT
❖ Media management is the means through which company communicates as well as
promotes the organization.
BENEFITS
• It enhances the ability to understand the changing media environment, research and analyze
the technological organization.
• Provide an international, interdisciplinary focus to the study of media and communication.
• Media management incorporates media economics ( study the structure of sectors and
market, deployment of resources )
PRESS RELEASE
❖ A press release is an invaluable tool in the field of public relation. The aim is to attract
favourable media attention to provide publicity for products or events marketed by an
organization.
CHARACTERISTICS OF GOOD PRESS RELEASE
• It should be newsworthy: is a basic criterion of a good press release. As it should contain
accurate information.
• It should be factually true: information communicated through the means of press release
should be appropriate as the message is usually of public interest. So the message should not
initiate any sought of misleading activities among general public.
• It should be brief and precise: message communicated through press release should be
precise as elaborative messages do not attract reader’s attention and at the same time proves
to be expensive for company.
• It should be drafted in simple and conversational style
• It should be suitable for publication: refers to should be in proper format which can be
easily understood by target readers.

ELEMENTS OF PRESS RELEASE

❖ Press release label: a statement labelling the document as a press release or news release
appears at the top.
❖ Release date statement: release date indicates when you want the connectors to release the
information to their audience.
❖ Contact information: information typically follows and includes the name, phone number
and E mail address of primary contact at the firm.
❖ Headline: the main section of the release starts with headline and is typically bold and
centred.
❖ Sub heads: placed between the headlines and the body.
❖ Body: the body begins after two space after the headline and opens with the date line, city ,
state from which the release is generated and the date of release.
❖ Lead: the first two or three sentences of the press release are called lead and need to be
attention grabbing.
❖ Boilerplate: the final paragraph is known as boilerplate. This is descriptive paragraph about
your organization.

TYPES OF PRESS RELEASE

• General news release: is the most common type of press release. This type of press release
includes the information that must be disseminated to media people. The goal of this type of
 press release is to generate interest, coverage and exposure for the company that distributed
the press release.
• Launch press release: is more urgent and timely by nature, and its main purpose is to create
a buzz regarding a launch whether it is about launching.
• Event press release : basically focuses on proceedings of event, its purpose, key parties
related to the same
• Product press release: refers to press release which is usually done to give publicity to new
product in market or may be for the purpose of celebrating the success of product in market.
• Executive or staff announcement press release: it is usually conducted by successful
companies in the market were they inform general public about change in ownership pattern
or changes in designation of key people in management.
• Expert positioning: this type of press release focuses on preparation of report about various
companies in market which comprises of their financial stability, profitability, success ratio
of company in market.
PRESS CONFERENCE
▪ A news conference or press conference is a media event in which newsmakers invite
journalists to hear them, speak and, most often, ask questions. A joint press conference
instead is held between two or more talking sides.
▪ In a news conference, one or more speakers may make a statement, which may be followed
by questions from reporters. Sometimes only questioning occurs; sometimes there is a
statement with no questions permitted.
▪ The purpose of a press conference is to convene the media, release new information to them,
to highlight an upcoming action, or call on Congress or another official to take action on your
issue.
▪ Generally, there are two types of press conferences - reactive and proactive. Reactive press
conferences respond to breaking news, and proactive ones are done at your initiative to create
or announce a story. It is important to make sure you have "news" to deliver. Otherwise, you
risk damaging your reputation as a credible news source.

TIPS FOR ORGANIZING A PRESS CONFERENCE

▪ Always send out press advisories to your media list ahead of time. A few days before your
event is a good rule of thumb.
▪ Make reporter turnout calls to encourage participation and coverage on the day before and
day of the event.
▪ Line up your speakers in advance (no more than 4), review their statements, and have them
approve any quotes attributed to them in the press release. The press release is distributed at
the press conference, not before. Otherwise the press will not need to come to your event!
Keep them waiting for your news!
▪ Make sure everyone understands their role and the message.
▪ Designate a moderator and create a detailed agenda.
▪ Select a site that is convenient and easy to access and, if possible, is relevant to your issue.
Make accommodations for rain or snow if your event is out doors.
▪ Make sure the room is equipped for the broadcast media, for example electrical outlets and a
multi-box. (A multi-box is what the sound techs plug their microphones into.) It is
recommended that you have a sound or PA system and not megaphones.
▪ Have chairs for the reporters, a podium, and a microphone if necessary, coffee and/or food.
▪ Create press kits with a press release, information on your organization, speaker bios and
background information. Have a press sign-in table with press kits and a sign-in sheet for
reporters.
▪ Have visuals (signs, charts, banner, etc). Put your organization's logo on the podium. Contact
PHR to possibly borrow a banner.
▪ Ask your speakers to be available for interviews or additional in-depth questions from the
press after the press conference is over.
▪ After the press conference, fax the press release to those on your media list who did not
attend.
▪ Follow-up with reporters who attended the press conference. Ask them whether they need
more information and when the story will be running.

MEDIA INTERVIEW
❖ Interview given by a company’s higher official or by any celebrity in front of the media is
called as media interview. It can be viewed by the public, so the whole mass can be
addressed at one single instance.

CHARACTERISTICS OF MEDIA INTERVIES

❖ Television interview
▪ It focuses more on people’s personality, less on message.
▪ It consist on message the speaker intents to communicate.
❖ Radio interview
▪ It communicates more of message and less of individual appearance.
▪ Print interview
▪ It helps the individual to communicate his message in detail without any changes.
▪ It allows more time for person to speak than radio and television.
▪ It results in someone writing their impression about you and what you may have said.

BASIC PRINCIPLES OF MEDIA INTERVIEW

❖ Know the journalists agenda: ask question in advance to know about the scope and focus
of interview.
❖ Plan ahead: prepare for the interview by having information about every possible topic
which may be questioned during the interview.
❖ Be concise: keep your answers short and to the point.
❖ Do not use jargon: make use of simple language which can be easily understood by the
listeners.
❖ Use facts and figures: an opinion becomes an expert’s opinion when supported with proper
facts and data.
❖ Repeat your main points
❖ Only say what you want to see in the print or hear on the air
❖ Never say no comments
❖ Be honest : you must be truthful to be credible
❖ Be positive
❖ Be cooperative and courteous
❖ When asked about a problem? Talk about a solution
❖ Do not repeat journalist negative comment, reply solution in form of positive statement to the
same.

PREPARATION OF INTERVIEWEE FOR MEDIA INTERVIEW

❖ Analyze your dual audience: dual audience refers to reporters and people who are interested
to attend the interview. Interviewee should understand demands and expectation of both the
parties before beginning of the interview.
❖ Organize your thoughts: refers to having a pre plan about the sequence of the data to be
spoken about, should take special care while revealing confidential information of company.
❖ Anticipate the topics and questions: interviewee may ask questions to be probed well in
advance to reporter depending on interviewees contact with reporter.
❖ Develop your response: interviewee should be prepared well in advance with answer for
various questions that may be raised by reporter or audience during the interview.
❖ Be aware of additional concerns such as :
❖ Do not respond to unchecked statistics
❖ Do not say no comment
❖ Do not answer with simple yes or no
❖ Be careful about stating your personal opinion
❖ Avoid talking off the record
❖ Record your own interview
❖ Always tell truth

PREPARATION OF INTERVIEWER FOR INTERVIEW

❖ Explain the purpose of interview
❖ Address terms of confidentiality
❖ Explain the format of the interview
❖ Indicate time required to complete the interview
❖ Tell them to get in touch with you later if they want you
❖ Ask them if they have any questions before you both get started with interview
❖ Do not count on your memory to recall their answers.

GROUP COMMUNICATION
❖ Group communication is basically a verbal or non verbal message that is sent and
received within a group for the purpose of mutual understanding and acceptance.
Effective team communication works to reduce confusion, ambiguity, and
misunderstanding among the group members.

GOALS / OBJECTIVES/ IMPORTANCE / RELEVANCE OF GROUP

COMMUNICATION
❖ To disseminate ideas: each team member will have his own idea of how the work should be
completed, so it is important to disseminate ideas to avoid confusion and ensure parity at
workplace.
❖ To avoid duplication of work: effective group communication is important to minimize
duplicate work in team atmosphere as it is unproductive and leads to wastage of time.
❖ To eliminate confusion: when members of one team covey varied information to managers
it leads to misunderstanding, so group communication ensures timely circulation of
information leading to enhancement of group effectiveness.
❖ To monitor progress: team members should communicate to monitor the progress of
project. Weekly meetings and updates are essential for success of a project.
❖ To provide feedback: group communication is helpful to provide feedback to manager
about the work progress and even beneficial on the part of manager to communicate
performance feedback to employees in team.
❖ To take efficient action: when a team is able to effectively communicate it brings down the
wastage of time and avoids distortion of message.
❖ To encourage dynamic change: an effective team communication structure can withstand
changes in the business world even when the market place gets complex because of effective
sharing of information.

TOOLS FOR GROUP COMMUNICATION

❖ Team goals: create a team goal in group setting, gaining every ones insight. It is a good way to find
out how team members communicate with each other and what they feel about how the team is doing.
❖ Interactive meetings: well organized and involving team meetings can create a spirit of interactivity
that will carry over to workplace. Using brainstorming sessions in team meetings is a good way to
develop high levels of energy and involvement.
❖ Cross training: team members should be allowed to mentor each other in areas of their expertise.
The mentoring and cross training process encourages open communication among the team members,
which proves to be valuable tool for upcoming projects and assigning new responsibilities.
❖ Group decision making: a strategic leader of a work team can utilize decision making as a powerful
tool for increasing teamwork effectiveness. Group decision making is cognitive process of selecting,
analyzing and approving a course of action among alternatives.
❖ Project responsibilities: create an environment where new projects responsibilities can rotate to
different people on the team as the project leader. It is smart way to learn about the talents of the team
and can provide way to develop management skills of those who are interested.

MEETINS
❖ Meetings refer to an assembly of persons who come together and deliver on topics and
issues of communicable interest.
MEETINGS FACILITATE THE FOLLOWING:
❖ Exchange of Information.
❖ Articulation of alternative viewpoints.
❖ Delivering on specific issues.
❖ Removal of misconceptions.
❖ Elaboration and clarification of concepts and ideas.
❖ Finalization of plans and strategies.
❖ Review of performance.

OBJECTIVES OF MEETING
❖ To convey information to members : the main reason for holding meeting is to convey the
information to group of members attending the meeting.
❖ To gather information from members : here group of people are required to share
information. This type of meeting works when project team needs to present a status report to
management.
❖ To develop options : basically refers to various options available in terms of investment,
product launch, marketing etc. Discuss about feasibility of every option and its suitability to
the business.
❖ To exchange ideas and experience : meeting is held for exchanging ideas and experiences
among all members.
❖ To discuss problems and issues of common interest : the reasons for holding meetings in
company are usually to issues and problems persisting in company. During the discussion in
meeting the concerning parties may come up with effective suitable solution.
❖ To persuade members to accept change : the purpose of meeting is to influence members
to accept the changes happening in organization and make them understand relevance for
change in company.
❖ To resolve conflicts and confusions : meetings help to resolve conflicts among concerning
parties and reduce confusion up to maximum extent.
❖ To take decisions of matters affecting the group or the organization : decisions that has
impact on working of organization requires opinion of majority of people for which meeting
is to be conducted in company to have collective opinion of people.
❖ To generate positive attitude among the audience

TYPES OF MEETINGS

❖ Problem solving meeting : meeting participants who aim to alter a situation or attack an
organizational problem and concern take on a problem solving meeting.
❖ Decision making meeting : these are conducted to generate or make a final and unanimous
decision about an issue.
❖ Feed forward meeting : when there is a need to make status reports and present new
information participants gather for a feed forward meeting. It is also know as reporting and
presenting.
❖ Feedback meetings : these are conducted when the purpose is to let individuals provide
reactions and feedback to one or several participants on certain presentation or projects.
❖ Combination meetings : in this two or more methods of meetings are applied in single
meeting session.

FORMAL MEETINGS

❖ Formal meetings: the rules of conduct for formal meeting are laid down in company articles
of association. With such meeting quorum must be present that is minimum number of
people should be present in order to validate the meeting.
❖ Statutory meeting: is the first meeting of the share holders of a public company. It must be
held not less than one month or more than six months from which the company is entitled to
commence the business.
❖ Annual general meeting: are held periodically every year to enable the members who are
owners of company, to exercise an ultimate control over the affairs and management of
company.
❖ Extraordinary meeting: any general meeting other than an annual general meeting is called
as an extraordinary meeting. It is called for transacting some urgent or special business which
cannot be postponed till next annual meeting.
❖ Meeting of creditors and debenture holders: are required to secure their support in
effecting some scheme of compromise or arrangement in which they may be required to
surrender their rights partially.
❖ Meetings of directors / board meetings: the meetings of directors are required for setting
general business policy and over all supervision of management.
❖ Informal meeting: are not restricted by the same rules and regulations of formal meetings.
Such meetings make take the form of brain storming or discussion session where strict
agenda may not be necessary.

TEN GOLDEN RULES OF MEETING

❖ It should be convened only when essential.

❖ Meetings should have time schedule and must begin and end on time.
❖ Should be convened only when no telephonic discussion is possible.
❖ Must have clear and specific agenda and sub-agenda.
❖ Must have clear objectives.
❖ Time limit should be specified for each item of the agenda and sub-agenda.
❖ The notice of the meeting should be sent well before the meeting, to those who are required
to attend and make useful contributions.
❖ Conclusion of a meeting is summarized so that each one understands the summary of the
proceedings.
❖ Action oriented minutes should be prepared and circulated after the meeting.
❖ Meeting should be closed on a pleasant tone.

CODE FOR MEETINGS

❖ Start and end on time. ❖ Don’t interrupt unnecessarily.

❖ Be present on time and be prepared ❖ Don’t evaluate presentations.
mentally. ❖ Give full attention to discussions.
❖ Establish objectives. ❖ Stay close to the subject.
❖ Set an agenda. ❖ Don’t have side conversations.
❖ Be brief and precise. ❖ Resolve related conflicts and issues.
❖ Don’t dominate the discussion. ❖ Record ideas/discussions.
❖ Listen to others. ❖ Assess the outcome in the end.
❖ Encourage participation for ideas.
IMPORTANT PREPARATORY POINTS

❖ Agenda – list of items to be taken up for discussion during the meeting. It provides the
reason for calling a meeting. It should be ensured that there are adequate numbers of
worthwhile issues which need deliberation at the meeting.
❖ Background Papers – Every important meeting will have a set of background papers, which
are sent in advance to members who will participate in the meeting. They relate to items
listed in the agenda, and provide glimpses of the issues involved.
❖ Whom to invite – To be effective, deliberations at the meeting should involve all concerned
functionaries. Regular members of the committees, wherever formally constituted, will have
to be invited.
❖ Timing and venue – Care should be taken in fixing up the meeting in a manner that is
convenient to most of the members or participants. A notice, well in advance, will ensure that
participants get adequate opportunity to schedule or reschedule their engagements. The date
and time should be fixed taking into account holidays, other important events and functions
which may clash with the meeting dates and time, and make it difficult for members to
choose between one or the other.
❖ Punctuality – Starting the meeting on time, is an area that calls for conscious effort. Keeping
the venue open and ready well in time, reminding the chairperson and other members,
ensuring that all papers have reached the participants, table items are placed and all the
invitees are at the venue well before the time.
❖ Time Management – Meetings, which start on time, end on time and provide adequate time
for purposeful deliberation of all listed items, ensure maximum cost effectiveness.
❖ Check for meeting – The convener have to invariably give attention to every small detail
and ensure that everything is in order.

LEADING A MEETING
❖ Arrive early and start on time.
❖ Remain impartial and objective.
❖ Restate the purpose and objectives periodically.
❖ Listen attentively to other group members.
❖ Summarize the group’s decisions or progress at intervals during the meeting.
❖ Diffuse hot controversies with patience and calmness.
❖ End with the summary of the decisions made.
❖ Highlight the action to be taken and decide who is responsible for it.

SEMINARS
❖ Word seminar is derived from Latin word seminarium ‘seed plot ‘. A seminar is a meeting
for exchanging information and holding discussions on smaller scale than conference.
OBJECTIVES OF SEMINAR
❖ To develop higher cognitive abilities, analysis, and evaluation as compared to the situation
involving human interaction.
❖ To develop ability to seek clarification and defend the ideas of others effectively.
❖ To develop the feeling of tolerance the opposite ideas of others.
❖ To develop the feeling of cooperation with other colleagues and respect ideas and feelings of
others.
❖ To develop emotional stability among the participants of seminar.

ROLES IN SEMINAR

❖ Organisers role :
❖ Plan seminar in advance by deciding the date, venue and theme of seminar.
❖ Publish the relevant material in advance.
❖ Advertise it in newspapers and invite various participants within time.
❖ Ensure proper arrangement of OHP, slides, lightning and other audio visual aids.
❖ Facilitate proper sitting arrangements.
❖ Speakers role :
❖ Prepare the topic before hand by searching the material from library and websites.
❖ Ensure speech is informative and interesting.
❖ Use appropriate visual aids. Take time limits into consideration.
❖ Try to answer maximum questions of the audience at the end.
❖ Convey thanks to audience for patient listening.
❖ Chairpersons role :
❖ Introduce the topic briefly
❖ Ensure the speaker finishes his speech within time limit.
 ❖ Invite questions from audience at the end of the speech.
❖ Sum up the findings of the speech after question and answer session.
❖ Thank the speaker and audience at the end.

❖ Audience role

❖ Occupy the seats before starting the seminar

❖ Listen patiently to speeches of various speakers.
❖ Note down important points and citations.
❖ Avoid disturbing the speaker during the speech.
❖ Ask relevant questions.
❖ Stay till conclusion of seminar.

CONFERENCE

❖ Conference is derived from the word confer that means to consult together, various
opinions and carry on discussion bringing together. Conference is essentially a gathering
or coming together of people of particular area of interest or related areas of interest to
exchange information.

FEATURES OF CONFERENCE

❖ A conference is meeting of delegates representing various organizations.

❖ It provides forum to consider a problem and to recommend a joint course of action.
❖ A conference is tube presided over by a duly elected chair person.
❖ The scope of a conference is generally vast : it has to be divided into several groups or
sub groups for discussion.
❖ The reports of all the groups and their discussions are read out at the end of conference.
❖ The report and recommendation of the groups, under conference are generally compiled
into a consolidated report.

CONDUCTING CONFERENCE

❖ Promoting conference: invitations should be sent to presenters / facilitators and the intended
audience of the conference. Posters on notice boards around the workplace are useful and
easy promotion activity of a work conference.
❖ Preparing conference: all the details of conference should now be attended. Items such as
tuning the order of conference, confirmations, co-ordinating and printing of presenter notes,
table arrangements, catering options and conference evaluations should be attended to.

FOLLOWING POINTS SHOULD BE KEPT IN MIND WHILE PREPARING FOR

CONFERENCE
❖ Date and time: select date, time and duration of the conference. How many people will be
attending and from how far they are required to travel for the conference ? Are there any
special requirements of attendees in accessing the conference.
❖ Conference content: determine most appropriate topics that will address the conference
purpose. Select activities and presenters who can help achieve the conference purpose. The
final agenda, order and content of conference activities will go through many changes until
the actual conference begins.
❖ Venue and facilities: selecting the correct venue may require time, as you should always
inspect a venue prior to booking it. Preparing a checklist of the conference facilities and
requirements will narrow the options.
❖ Budget: work within the cost allocated for each attendee and the conference. This amount
will narrow the selection of venues suitable for the event.
❖ Conference support: at the venue, it is always helpful to have a conference co-ordinator
who can assist with the points of the conference. Venue conference co-ordinators know their
venue and its capability.
AFTER THE CONFERENCE
❖ Pay all outstanding accounts of the conference.
❖ Organise presenter notes / conference outcomes.
❖ Distribute conference outcomes.
❖ Collect and analyze conference evaluations, if used.
❖ Reflect whether conference reached its objectives / purpose.
❖ Strengths of the conference.
❖ Weakness of the conference.
❖ Have a team meeting and brief the team about the conference outcome.

MEETING DOCUMENTATION
1. Notices 4. Resolution
2. Agenda 5. Voting
3. Quorum of meeting 6. Minutes of meeting
NOTICES: may be a oral or written form of notification issued or published in some news
media. Notice must be given to the members before a meeting is conducted. Notice informs
members about the date, time and place of the meeting. It must also include the agenda which
highlights the issues that would be discussed during the meeting.

Following basic information must be included in the notice:

a. The venue ( where the meeting is to be held )
b. The day, date and time of the meeting.
c. Details of any special business to be discussed at the meeting.
d. The type of meeting where appropriate.
e. The name of the person calling the meeting ( usually the chairperson)
f. The date of the notice.
AGENDA: is a list of meeting activities, it explains about the order in which the topics will be
discussed during the meeting. It usually includes one or more specific items of business to be
discussed.

Agenda of the meeting should contain following items:

1. Meeting start time 7. Note taker

2. Meeting end time 8. Participants
3. Meeting location 9. Observers
4. Topic headings 10. Overall meeting objective
5. Facilitator 11. Resources and other notes
6. Time keeper
Reasons for drafting agenda:

1. Topics for discussion

2. Presenter or discussion leader for each point
3. Time allotment for each topic
4. Provides an outline for meeting
5. Can be used as checklist to ensure that all the information is covered
6. Provides a focus for the meeting ( the objective of the meeting must be clearly stated in
the agenda )

SAMPLE AGENDA OF MEETING

QUORUM OF MEETING: is the minimum number of members required to be present for
validity transacting the business of the meeting. A meeting without minimum quorum is invalid
and decision taken as such a meeting are not binding.

RESOLUTION: refers to decision taken at a meeting. A motion, with or without amendments is

put to vote at a meeting. Once the motion is passed, it becomes a resolution. A valid resolution
can be passed at a properly convened meeting with the required quorum.

MOTION: means a proposal to be discussed at a meeting by the members. A resolution may be

passed accepting the motion, with or without modifications or a motion may be entirely rejected.
A motion on being passed as a resolution becomes a decision.

Sl.No DIFFERENCE BETWEEN MOTION AND RESOLUTION

1 It is just a proposal or a question put It is a formal declaration on any proposal or a
before a meeting question
2 It starts with the word ‘ TO RESOLVE ’ It starts with the word ‘RESOLVED ’an item
an item to be accepted and entered in the duly accepted and entered in minutes.
agenda.

VOTING: Voting is a method for a group such as a meeting or an electorate to make a

decision or express an opinion—often following discussions, debates, or election
campaigns. Democracies elect holders of high office by voting.

METHODS OF MEETING
1. By acclamation: when persons present in a meeting indicate their approval or disapproval
of the motion by clapping of hands, cheering, it is known as voting by acclamation.
2. By vote of voice : in this case chairman put the proposition before the meeting and
persons who are in favour of the proposition say yes and those who are against say NO.
3. By division : in this method, the chairman requests the members present in the meeting to
divide themselves into two blocks – one in favour of the proposal and another against it.
4. By show of hands : in this method, the chairman asks all those in favour of the resolution
to raise their right hand and when the number is noted, asks all those against the
resolution to do likewise.
5. By ballot: in this method, every person present records his vote on a ballot paper and
deposits it in the ballot but provided for that purpose.
6. By poll: in company meetings, voting by poll is according to the number of shares held
by a member.

MINUTES OF MEETING: Is a written document that accurately and objectively records

the essence of meeting. Minutes prove to be useful for providing information to the people
who were absent during the meeting.

KINDS OF MINUTES

1. Minutes of resolution: in minutes of resolution, only decision and resolution arrived at the
meeting are recorded.
2. Minutes of narration: record the brief discussion and circumstances leading to the resolution
addition to resolution passed.
 3. Verbatim minutes: these are used primarily in court reporting were everything needs to be
recorded word by word.

CONTENTS OF MINUTES

1. The name of the organizational unit.

2. The date, time and place of the meeting.
3. The number of the meeting, if it is in a series.
4. Name of the chairman of the meeting.
5. Record of the transactions.
6. Signature of secretary and the chairman.

MINUTES OF MEETING FORMAT

Soviya Pvt,Ltd
Mayur Vihar
New Delhi

Minutes
A meeting for senior managers to recommend increase in salary for all employees of
Soviya Pvt .Ltd., Mayur Vihar, New Delhi was held at 2:30 pm on 16 September 2012.
Presiding: Mr. Aditya Soni, president
Present : Mr. Ranjeet Verma
Mr. Nasir Khan
Mr. Fahad Khan
Mr. Shani Verma
Mr. Ansh Kanjani
Mr. Sheelima

Absent : Mr. Satavrat

Mr. Ayan Soni
Ms Nirmala

Sl.no Subject of the minutes Details of minutes

1 Notice of the meeting The secretary read the notice of the meeting dated 16th
September, 2012 convening the meeting.

2 Auditor’s report Mr. Shani Verma read the auditor’s report on annual accounts
and balance sheet. It was unanimously approved.

3 President’s speech Mr. Aditya Soni in his speech told about companies progress and
plans for future.
4 Manager’s Mr. Fahad Khan reported that the pay scales of all the employees
of Soviya Pvt. Ltd., should be reviewed in the light of the
prevalent pay scales of other organizations.
5 Next Meeting It was decided to held the next meeting on 11th December 2012.

6 Vote of Thanks The meeting ended with note of thanks to Mr. Aditya Soni (
president ) and Mr. Aditya Soni suitably replied to it.

7 Termination of meeting The president declared the meeting as terminated.

16th September 2012

Nasir Khan Aditya Soni
Secretary President

***********THANK YOU**********