Course Title: Business Communication; Ornate by: Md.

Shohel Rana,
Lecturer, Dept. of Business Administration, European University of Bangladesh.
Email: shohelrana@eub.edu.bd

Module: 04 (Media of Communication)

4.1 Media of Communication:

Major media of business

communication

Written Media Oral Media

o Letter
o Report
o Memo Non-mechanical Mechanical
o Notice

o Handwriting Meeting Land phone

o E-mail Interview Mobile
o Fax speech Voice over internet
Counseling TV
Advising Radio
Seminar Teleconferencing
Conference Video-conference

4.2 Media of Written Communication:

1. Business Letter: A business letter is usually a letter from one company to another, or between such
organizations and their customers, clients and other external parties.
2. Business Report:
 According to Lesikar and Petit, “A business report is an orderly, objective communication of
accurate information that serves some business purpose.”
 Boone and Other said, “A business report is a document that organizes information and a specific
topic for a specific business purpose.”
 According to Murphy and Hildebrandt, “A business report is an impartial, objective, planned
presentation of a fact to one or more persons for a specific, significant business purpose.”
3. Business Memo: The business memo is a standard form of written communication in academics,
government, and industry. The memo is a formal method of written communication with a well-
established format and style.

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 Course Title: Business Communication; Ornate by: Md. Shohel Rana,
Lecturer, Dept. of Business Administration, European University of Bangladesh.
Email: shohelrana@eub.edu.bd

4. Business Notice: A notification, in written form, sent to the insurer, informing them of an event
upon which a claim will be based.

 The essentials or elements or factors of a valid notice are given below:

1. Signature: The notice must be signed by the proper authority. Only the legal authority should serve
the notice.
2. Proper time: The notice must be served in proper time. It should be circulated according to the rules
and regulations of the company or the organization.
3. Time date and place: The time, date and place of the meeting must be stated in the notice.
4. Unconditional: There must be no condition or complexity in the notice about attending meeting.
Always a notice is unconditional.
5. Agenda: Agenda means topics to be discussed in a meeting. A valid notice should contain the agenda
of the meeting.
6. Conciseness: The notice must be short in size. It should be clear, simple and easy.
7. Proper persons: Notice should be served to the proper persons who are entitled to attend the
meeting.
8. Enclosure: An explanatory statement should be sent with the notice.

4.3 Benefits of Written Communication:

1. Authoritative Document: The main purpose of written communication it the evidence is also known
as an authoritative document.
2. Easily understanding: Another reason for the popularity of written communication easily
understands like if you don’t understand something for the first time you have huge chance to see it
next time which not available in oral communication.
3. Acceptability: Written communication has a exceptional acceptability to people especially when it
formal communication.
4. Effectiveness: Undoubtedly we can say that mass people give more priority to a written document
as well as every organization announces they’re an important issue in written format.
5. Permanent record: This is another most important facility of written communication. Every kind of
written communication document is a permanent record and can preserve for further assistance.
6. Reduction of Risk: Written communication is one kind of evidence so, it can reduce the risk this is
the most important advantage of written communication.

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 Course Title: Business Communication; Ornate by: Md. Shohel Rana,
Lecturer, Dept. of Business Administration, European University of Bangladesh.
Email: shohelrana@eub.edu.bd

7. Less possibility of Distortion: In written communication, there is less chance of distortion because
it here is multiple chances to revise the written communication document.
8. Alternative Method: Written communication can be easily used as an alternative for any method of
communication.
4.4 Demerits of Written Communication:
1. Lack of secrecy: Written communication is exposed to everyone who is concerned with the
message or information. So there is a chance of leakage of information from any employees which
may cause a huge loss to Organization.
2. Expensive: Such communication is expensive. It involves expenditure in purchasing paper, .ink,
typewriting, and printing machine as well as the maintenance of such equipment and machines.
3. Late Feedback: In written communication, the receiver opens the letter and read it very attentively
taking more time. When he responds to the letter, he takes some additional time to answer
according to the requirement. For this reason, feedback is delayed.
4. Lack of flexibility: There are some pre-determined formalities which are required to be
maintained while making written communication. Observation of such formalities is a lengthy
process. If any immediate change is required, it is not possible instantly due to lack of flexibility.
5. Red-tapism: Written communication facilitates red-tapism. A message from the chief executive
reaches its destination via different sections of people. It may happen that an urgent letter or
message is kept on a file without any action. The concerned persons intentionally do such which
causes a delay in processing information. Due to this red-tapism, quick decision making is
hampered.
6. Useless for the less literate: If the receiver is illiterate then written communication does not make
any sense. So, such communication is meaningless to the illiterate people. This causes ineffective
communication.
7. Cost of filing and indexing: This is an additional cost to be borne by the Organization. Written
communication is documented or filed for future purpose. Expenditures are required to be incurred
for making racks and arranging other equipment.
8. Delayed correction: In written communication due to the lack of direct contact between a
communicator and communicate, any mistake if occurred takes huge time for its correction. Even
if the mistake is identified immediately, still its correction is not possible.

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 Course Title: Business Communication; Ornate by: Md. Shohel Rana,
Lecturer, Dept. of Business Administration, European University of Bangladesh.
Email: shohelrana@eub.edu.bd

Module Outline: 04
1. Pictorially represent the media of communication.

2. Pictorially represent media of written communication.

3. Discuss the elements or factors of a valid business notice.

4. Describe the benefits of written communication.

5. Describe the demerits of written communication.