BUSINESS COMMUNICATION

1.
Writing a post-interview rejection letter is not that easy. Even though it seems easy but most
worser to avoid. Any rejection letter written by the company remains in the candidates mind for
not considering to be the part of that company or organisation. Rejection letter is usually written
post interview, now known as candidate experience. When it comes to the word ‘interview’ only
the candidate can experience the fear or stress they go through. It describes the entire process of
interview, from the point of submitting application till the response received from the company.

When the particular company or organisation feels that the particular candidate is not
suitable for the particular job role that is vacant in that company or organisation, company do
reject the candidates until and unless they find the right person for that role. Any candidate
rejection may be depended on their experience, knowledge, capacity, body language etc. when it
comes to selection of the candidate, each and everything stays important to the company to look in
the candidate. So when the particular doesn’t fit for their expectations, they are rejected by the
company.

Communication in business writing:

Written method is not as similar as direct communication. It purely depends on how the reader
reads and makes understand. The written letter does not contain any facial expressions, body
language of the writer or the voice. Letter is a document which contains only words. Capability of
writing is also a talent exhibited by few people. The words used in the letter must be as sharp to
point out the matter precisely and meaningful. Neither it must create misunderstanding to the
reader nor the writer. The matter must be conveyed formally. It should not create any bad
impression over the writer or get disappointed.
There are several ways to be considered while writing the rejection letter:
▪ General rules are simple; avoiding rudeness, not telling the candidate they are not good
enough for any particular role, if possible [or needed] explain why they were not selected
for that particular job role.
▪ Starting with the positive text: while writing the letter, even though it is a refusal letter to
share the bad news, we need to begin the letter with positive line like greeting the
candidate. After greeting, we must thank them for applying for the job in our company.
This makes the candidate feel good after reading the letter, even when it is rejection letter.
▪ Mention about the job applied for: after greeting them, mention the job role for which they
applied for, must include the date, venue, designation etc. These details are need to be
included whenever the refusal letter is written.
▪ Sharing the interview experience with the candidate: when the HR department reject the
applicant, it doesn’t mean that they are unfit for any role or any job, doesn’t mean they
don’t have talent in them. therefore, the whole interview process must be mentioned in a
positive way by pointing their strength which makes them feel positive to apply in some
other company.
▪ Motivating them: Even the candidate is rejected, they must be motivated which creates
good impression over the company which in turn doesn’t affect the company’s reputation.
Even when they are rejected, they must leave with good impression on the company.
▪ Feedback: The main part is to convey them why they are not selected, where they lack
behind, what more is expected by the company. Only when the candidate gets clarified for
what was done to them. They might update themselves in those areas and might apply
again. It happens only when company refuse them in a positive way rather than criticizing
them.
▪ Retaining candidates: Finally, HR must thank the candidate once again and ask them to re-
apply when there is vacancy, hence they are encouraged.

Hence, writing refusal letter is not as that easy. Even though it’s just a refusal letter, it must not
affect the company’s reputation neither the opinion on the company. Therefore, the words used in
letters plays a major impact on the candidates.
2.
An Ethical dilemma or Ethical lapse mean two different things. Sometimes either of one can be
used in the place of another. Both ethical dilemma and ethical lapse are the big challenges for the
working professionals. They are the two different principles that needs to be understood.

Role of communication in business

Communication is the lifeblood of a business organisation. Communication is the bridge among
each other. Communication is the most important factor that every organisation needs. No
organisation or company can be successful, sustain in the market, build good relationship with
customers and suppliers. Not only them, communication is important within the organisation too.
Effective communication within the organisation runs the business smoothly.

Communication with subordinates, from one department to another, to the higher authority
must be effective and efficient. Hence, communication is most important and crucial for
successful running of business organisation. Most effective communication is much in every
organisation.

ETHICAL DILEMMA
An ethical dilemma occurs when there is a conflict between two sets of human values in which
both the sets of choices are good but not able to server either one completely. Either of one has to
be chosen and served completely. Different people might resolve the things differently. There are
two main perspectives namely; justice perspective and care perspective. The word dilemma itself
tells the meaning that it’s the confusion among two where a person cannot stick to either of one
completely and will be in dilemma state. There the person must take decision accordingly and
choose the right and suitable one.

For example:
If a doctor has two choices in-front of him where, he has to perform a surgery that save the
patients life or refuse the surgery since he believes its against the religious beliefs. This is
ethical dilemma where both the choices comparatively equivalent and ethically too.
ETHICAL LAPSE
Ethical lapse is something different than ethical dilemma. Ethical dilemma is opting something
which is more important or based on the personal choices whereas, ethical lapse is that doing
mistake or error while performing that chosen task which gives harmful result.

Example
• If any employee in the organisation involves in fraud or bribe in the organisation, then
its ethical lapse.
• Another example with respect to ethical dilemma, if the doctor performs the surgery and
forgets to wash his hands or clean his hands, which is harmful for the patient, it is
ethical lapse.

ETHICAL COMMUNICATION
Trainees should bare the following principles of ethical communication:
➢ Honesty
➢ Active speaking
➢ Respect
➢ Speak non-judgementally
➢ Transparent
➢ Speaking on our own experience
➢ Capability of understanding
➢ Avoiding negative tone
3.
a. PARAGRAPH
A paragraph is a fictional prose and non-fiction writings. It is just like an essay. It is the group of
words, sentences based on the common theme or topic. Paragraph or essay is written based on a
topic chosen, in which the particular topic’s meaning, definition, description and many more is
described and explained in the paragraph.

The writer or speaker can express his or her feelings or thought of the particular topic
through paragraph writing and this is the purpose of paragraph writing. It is the habit or the work
of all the writers, writing paragraphs whenever they get the new ideas or thoughts on particular
thing. The do write paragraphs on new topic every time with new indentions.

Few ways to develop paragraph are as follows; the pattern of paragraph:

➢ Topic sentence
➢ Supporting sentence
➢ Concluding sentence

TOPIC SENTENCE
A topic sentence is the first sentence in the paragraph. Topic is the theme or subject that is
chosen by the writer to develop a paragraph. Since paragraph is all the topic selected, it must be
defined at first. Before starting any paragraph, the subject must be introduced and defined only
when the reader can get the paragraph easily. Going in-depth without the introduction of topic
doesn’t make sense of the paragraph as it will be like body without head.
Therefore, the first part of paragraph is introduction of topic, i.e., topic sentence.
SUPPORTING SENTENCE
Supporting sentences are the sentences which comes after the topic sentence. Soon after
the introduction of the topic, the main matter comes in. Here in supporting sentence, in-depth
matter is described. The term itself tells that supporting sentence, which stand as a support for the
topic sentence. After the introduction, these supporting sentences gives weightage to the topic.
Supporting sentence comes in between topic sentence and conclusion sentence, which elaborates
the point.

CONCLUSION SENTENCE
A concluding sentence is the last sentence. It is the last part of the paragraph. Previously,
introduction on topic and detailed explanation of topic is given. Conclusion is also the important
for a paragraph writing. Without concluding any paragraph, speech its incomplete. This
conclusion, must give the overall summary or end point to the paragraph. Above are the three
steps or ways for developing paragraph.

b.
paragraph to resolve the customer issue using problem and solution technique
as its quite common queries from the customers in any business. If the query is recurring from the
customers, then the business must find a solution for their queries in FAQ page so that all
customers can go through the paragraph and get their problems or queries solved. For this,
paragraph writing is needed which involves all the solution for the quires by the customers. The
paragraph must be written in the form that it must be clean and clear to all the customers.

If in case it’s an E-Commerce business, the paragraph is written as;

Thank you for shopping with us. In case you do not like the product for any reason, we are
here to help you with a return. In case of return, you should reach out within 30 days of delivery
date and time of your product has been issued. You can mail us your request. Once your return is
processed, amount will be refunded within 3-4 working days and will be reflected back to your
account.