$< 418 effective Business éommunication Exercises 2. Pacey tyrone ovng nds in te PCG matt snd in 1 summary onthe same 2 Select any article from a business journal and write 2 200-vord sbsiact. ‘Write report forthe Director of your Insitute on the bass of the data suggest means through whch it can be improved. ‘8. Prepare an otlne of a report using the descriptive and informational sub- ‘headings for hypothetical data concerning existing policies for promotion. 9. You are 4 management trainee in an MNC dealing with marketing of software. There has been a slight change inthe market as a result of which ‘you need to change your sratgies. Wete a brief report to your Projet Teader and your MD concerning the change that need to be brought aboot. denily differences, if any, in the syle of writing the report. 10, Design »waditonal cover page and a creative one fora report inthe area of advertising n ta minimum of five books fora report on Kaizen and prepare a Bibliography. CHAPTER VI Circulars, Notices, Memos, Agenda and Minutes INTRODUCTION ‘Waiten communication within an organisation has to be thoughtfully drafted ‘A writen message can and does act as precedence to fater messages of @ ‘many tasks are accomplished. While there might be the memos, one shouldbe familar withthe structuring and patering ofthe ‘message, or meetings to be meaningful, rope planing is imperative in order to censure smooth progression ofthe proceedings. The process necessitates tha the fagenda be properly dawn up and the minutes of he meeting be prepared ‘without delay 20 that all can benefit from the discussion tanning mesa ute eso ring ad aaa tne ad AP Sed CIRCULARS AND NOTICES Circulars and notices form part of intr-departmental_ communication, 5[PormoHD 09 ot wonreDOjL! 9 Jo aumet aq) G2 jupuodop wosd avo ues lout 0 20.0 prea ou (eyo Joe 6 4X sdnoos peoonesetio op wt pooren Aeenry “onload tape oe ven SeBtennd 8 64 wonewsra}sopvoid vey mawoms vonzun 5 otan! y SOREMEI opioid oy sew Cemu ¥ {olaM0%) wempuDiowon, 1 pad eens Pom MET 2m Woy Pestc “soeapuodrauo® (eesunmdsy “1 Pee sn od sy umpusomt Jo vomaaigg we Wry ous, sows 0 (ouomng) “Oeven ano LS "98 seine 00 ‘0 4 urna buen foun vse 9 pers ast rho, {amie ir a8 0 some, pareang mig iyo Shon See (Ses 4201S 20 3°0KG HY 9M UF 24 22K po I ono] & Sempron Kou memes pve ever’ sou ay sh egeyan eee 32-50 9H ovous 5 waboy say sagan Zao om ol as Noe Pee coro ‘AUN Lo LoReRS a8 Bose a pron uN SND oy PSone ‘ees 20 Yon wt uboy pena uno nay Day Sandan feo emp mo 0 14 ‘amas Sone ja ou senosp oso soqutseg + tapes a Be, ‘avoda Us Jo) mR of pairebe: ere wang SolsVAn att cee ‘ou0N voneorunwwes ssousna oAnce4 LLfo weed forth te menage, eg. purchase of 4B‘ting od {Sitmet eure ob a ee hasbeen sire ail een the comoany. Wo ar sl arising the causes fr ths predn:Pebay fw ‘aha ue couple of oaks bole we can Fach corsiion nis eaten We ery acu for ut to puchase corpus fis pce, Howovs, wo shel Keep the propos! Ih mind tr maceeary acon at en serrate tne LN Gupte ce Me MHL Mohanty, Present See BOON oe vik der eae oS] Prevent Occasionally, statistical information needs to be prescated in Fietea gig (NE memo. The writer should preset the information in a tir jorm" —‘abuatd form so that ts ease forthe reader to prop. EXHIBIT VL7_MEMO WITH STATISTICAL DEEAILS atu industries Irertce Memorardien tee ane Sere od Sie ty etn wy iene ony ey a ty La ry et a ay Si ts Sa 9 oa Siieniaoe Sinaesue mime amin “ me a =. fe Bo Game 3 ee Boe eaas a ee ie EARS fo trem, mene ame em fom eam oreo sa me Sram wets Sse se Smreeite rete ape te tenure Spiers seer retorts = iscusson, the conclusions azived euiars, Notices, Memes, Agenda and Miutes 424 AGENDA ‘An agenda fr a meeting shouldbe prepared well in advance It shoal include 4 tt of things to be dscused. The purpose of having the ‘gente cea Greate te safely in advance is that it enables th panics vende in Sas he agenda is ne in a series for metings held on any specific issue, the number of the meeting could also be mendoned Deparment i sched be ls on Tusa, Ap 8.1000 ‘220 pm n the Zen Hal. 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I is writen with te parpose of: 1 Market segment ‘The sales lester typically follows the AIDA plan of érgasisation. Once the steno ofthe ede a bee captured, is mere eis be snd At Your hand ay, unchy Se dy wat You son saa to mesic, wih he delicious sock by yout side. ‘Congratulations! You are the lucky winner of the day. There is « free gift hamper npn ry sf nen es Sikes Sno ht up, Be fly Se ‘Aya Road. very product Ofer open il 8 December 1995 ‘We would be highly obliged if you could possibly have coffee with us on 2 [November 1999. R would be extremely nice if atthe same tine you could Good News Letters aatend a brief presentation of SO minutes on our resort, Its comparatively eay to write good news Jeners or replies: A diret approach meee can be adopted, which basically comprises thre stages: In this particular example, the purpose of the writer is clear. He wishes to sing orto bat up act neler caper sao Ines seni yo pena. Compe ee ei os 2 re te epatn th din th er et mich tt “The writer can use many strategies to capture the attention of the reader. ‘would be needed to sustain the interest of the reader. ay eon tm cud be eu of fay sl soon atone 3: Charen 2 poste, ody nt oer ihc seen of ede oso ren toon th slope ote ete sc doe, ape, slg oh fee Conpontion eta competion te eget qed on See Gti, emma jonagoston of eas and concep, The more Mens, lel fas ‘nade Conn wo sues, bof eet, cea mie cin is scp, he pen wi ee ain jae oh Fee ping of as meng eg, “eae ay “each Joo vai 2 Lae Sin spe you tut ind a cnc” Gun er 1 Cangilation! was ey py thet you ha sce 90 ‘sentences strategies like making use of sarling sentences or statements yratnlasons'on your exeonplary pesfortiance % Questions or using questions to capture the atietion of the reader can eo ie veenpiyed, co "SaSden parmnel nd your money bes "Feitind ‘Defitetenent es ith Ge lee doe ite, bt end ‘Shout”, “Why go to movie when they can come home to you?” “How important ‘one commends the reader on his performance, oa eae Aa ‘Gat sons ens shuld vy pn with compliance wie eter segs nth bu toprol af pede psn emi con ‘Seu be dey nt ie sow aoe se of comping Wh148° erreccive Business Communication the roqust or have already complied with i Subsequently when explanations ‘ae provided, te reader is more receptive to them, Bad News/Refusal Letters ‘When there is some bad news tobe transmitted, te jb ahead of the weiter is 4. There should not be a hint of apology. ‘This eter can be writen citer in an indirect or dret form. tn the iniveet form the opening paragraph is always in the form ofan sknowedgement of 1. You shoulda't have sent the sles ter. 2. The dispaich of the sales leter Wnting Letters 405 further explanations. Thos if msnigining the goodwill of the téader ie ‘portant, tis necessary that the explanations precede the bad nen Jn a cirect approach, the writer comes dicey tothe point. The afening ‘vet has brief statement on the bad news that is fllowed by a tier ee ‘writer has inal fairness responded to him, andthe wre is firm on his stand snd will not be swayed. Letters of Acceptance/Acknowledgement There should always be acknowledgement of business papers, letters, ‘Aetmovledge documents, etc. ater receipt of the same. The thee fod sadvanage of sending thee acknowledgemeat lets is that orepontnce trey : ‘Dear Mr. Mukherjee: ‘Tank you forthe cheque No, 94632, dated 9 November 1999 for Rs. 10,000. (Rs. Ten Thousand only) as professional haces. ‘Your prompiness in making payments i appreciated and we hope that we will be able to serve you again Sincerely, All facts should be cleaty stated in leers of acknowledgement. In the shove example, all deslsperuning to the cheque , the date of issuing the cheque, the amount and the purpose ate presenta. This informatien ig necessary as letiers of acknowledgement are cons for further tranacion of business