 VARIOUS TYPES OF BUSINESS COMMUNICATION

Business Letter

 It is a letter which is used by organizations to communicate in a professional way with

customers, other companies, clients, shareholders, investors, etc. It uses formal language
and a specific format.Inquiry letter, offer letter, order letter, cover letter, notices,
termination of employment are some of the business letters.

Parts of Business Letter

 The Heading or Letterhead-

 Name and address of the business . It can also have an email address, contact
number, fax number, trademark or logo of the business.

 Date

 Right-hand side corner of the letter below the heading

 Reference

 Shows the department of the organization sending the letter. The letter number
can also be used as a reference

 The Inside Address

 Includes the name, address, postal code, and job title of the recipient. It must be
mentioned after the reference. write it on the left-hand side of the sheet.

 Subject

 Brief statement mentioning the reason for writing the letter. It should be clear, eye
catchy, short, simple, and easily understandable.

 Greeting/ salutation

 It is the words to greet the recipient. A comma (,) usually follow the salutation.
 Body Paragraphs

 main part of the letter, it contains the actual message of the sender. It must be
clear and simple. It is basically divided into three main categories.

 Opening Part: it includes the introduction of the writer and also contains the
previous correspondence if any.

 Main Part: states the main idea or the reason for writing. It must be clear,
concise, complete, and to the point.

 Concluding Part: It shows the expectation of the sender from the recipient and
the suggestions or the need of the action.

 Complimentary Close

 Is a humble way of ending a letter. It is written in accordance with the salutation.

The most generally used complimentary close are Yours faithfully, Yours
sincerely, and Thanks & Regards.

 Signature and Writer’s Identification

 It includes the signature, name, and designation of the sender.

 Enclosures

 The documents attached to the letter.

 Copy Circulation (C.C)

 Is needed when the copies of the letter are sent to other persons.

 Post Script (P.S)

 The sender can mention it, when he wants to add something other than the
message in the body of the letter.

 Reports
  These are documents designed to record and convey information to the reader. They
serve specific information for specific audiences, goals, or functions. The objective of
business reports is to give the information in an organized manner which helps to make
major decisions and plan for the future.

Types of Reports

 ANALYTICAL REPORTS

The analytical reports help the businesses to analyze the business operations that have
occurred during the year. This helps businesses to make future decisions.

 Informational Reports

Informational reports include non-specific facts such as information on the number of

employees, departments they work in, and what is the role of each employee in the
organization.

 Research Reports

Research reports are comprehensive which are required when a company is planning to
venture into new areas, like launching a new product in the market or planning an
expansion of its office in a new geographical area. A research report includes a specific
information on relevant details and states on a specific topic.

Purpose of Business Reports

 Interpretation and explanation of event

 Making Decisions

 Communication with external stakeholders

 Recommending actions

Business proposal
  An effective business proposal is a document used by a business organization where a
seller aims to persuade a prospective buyer into buying their goods or services. A
business proposal outlines “what your business does” and “what you can do for your
client”. An effective business proposal should give the answer to

 Who you are and what your company does

 The problem your buyer is facing

 The solution your company offers to alleviate the problem

 How your company will implement this solution effectively

 An estimate of resources (time, money, etc) required to implement the solution

Types of business proposals

 Solicited proposals

Proposals submitted in response to a specific call issued by a sponsor. They are typically
called Request for Proposals (RFP), or Request for Quotations (RFQ), are usually have
specific requirements for format and technical content

 Unsolicited proposals

Proposals submitted to a sponsor that has not issued a specific solicitation but is believed by
the investigator to have an interest in the subject.

 Preproposals

These are requested by a sponsor who wants to minimize an applicant's effort in preparing a
full proposal.

 These are usually in the form of a letter of intent or brief abstract. After the preproposal is
reviewed, the sponsor notifies the investigator if a full proposal is wanted.

 Continuation or non-competing proposals

 These confirm the original proposal and funding requirements of a multi-year project
which the sponsor has already provided funding for an initial period. Continued support
is usually dependent on satisfactory work progress and the availability of funds

 Renewal or competing proposals

 Proposals which request continued support for an existing project that is about to end.
These requests from the sponsor's viewpoint is generally have the same status as an
unsolicited proposal.

 Parts of business proposals

 Title

 Table of contents

 Executive summary

 The problem statement

 The proposed solution

 Qualifications

 The timeline

 Pricing, billing

 Terms and conditions

 The acceptance

Advertisement

 An advertisement is a promotional announcement calling the attention of the public and

the masses regarding various products, services or offers through an attractive visual.
They are generally paid public announcements. Advertisements generally have a format
& word limit of 50 words. It can be done on various media channels such as print media,
broadcast media, newspapers, magazines, outdoor and digital media as well.
 Characteristics of advertisement

 Short and Simple: The sentences must be kept short & simple to grab maximum attention
for the subject.

 Catchy Headlines: The headlines should be attention grabbing for maximum benefits

 Informative: The contents should be well informative and useful for the public to ensure
promising benefits.

 Identify and Channelize: Always identify the target audience and form the contents to
deliver a message efficiently.

 Language: Use clutter-free language. No abstract

 Types of Advertisement

 CLASSIFIED ADVERTISEMENT

They are found in the classified columns of newspapers or magazines. Used by the
general masses to convey the message in the shortest & simplest manner.

Classified advertisement has a word limit of 50

Contact addresses or phone numbers are provided.

Put the matter inside a box

Situation Vacant, To-let, Sale of property or object, Lost & found

 Commercial Advertisement

When an organization is selling product or services or simply promoting their brand are
known as commercial advertisement. They basically display advertisements with large
space occupancy and hence are more attractive.

Features of Commercial Advertisement

Attractive with slogans or Catchy phrases and sketches or photos are included
 Detail and oriented in a clear & precise manner.

Special offer, discount, and address for communication are provided

 Categories of Commercial Advertisement

Outdoor Advertising: large hoardings or billboards including a visual representation of the

product or services used in an attention grabbing manner

Print Media- Inside the box advertisement in the newspapers, magazines, leaflets, handouts, etc
using bold headlines & colorful visuals

Social advertisement: used for creating awareness among viewers

Digital Advertising: Basically used in the Browser platforms or through Social media

Public Service advertisement- Issued in the form of videos or photographs in TV or public places
for creating awareness.

Commercial advertising: used for promotion of products

 Pamphlet

Is an unbound book consisting of a single sheet of paper that is printed on both sides and
folded in half, in thirds, or in fourths, called a leaflet or it may consist of a few pages that
are folded in half and saddle stapled at the crease to make a simple book.

It contain information or arguments about a single subject.

 Press Release

It is a formal announcement made by a business, sharing newsworthy information

relating to its latest business development with the media and other interested parties with
the aim to generate press coverage.

Also referred to as a media release, news release, and press statement

 A press release is typically written by a company’s marketing or public relations
team and sent to media outlets, such as newspapers, magazines, radio stations, television
stations, and websites.

These press releases can be used to promote a wide range of news, including new product
or service launches, company milestones, events, awards, official statements, and more.

 Types Of Press Releases

Event press release

Product launch press release

Business launch press release

Merger & acquisition press release

Rebranding

 Characteristics Of a Press Release

Newsworthy: i.e., it is of interest to the media and its audience.

Timeliness: A press release is timely, i.e., it is released at a time when it is relevant and
is of interest.

Relevance: means the press release is about something relevant to the media. For
example, sports content for a sports publication.

Well-written: The press release is well-written and free of errors. It is clear, concise, and
to the point, including relevant information.

Right format: it should follows the standard press release format and includes all the
essential elements of a press release.

Factually true: The press release is factually true and accurate. It is not misleading or
contains false information.

 Format Of a Press Release

Logo

Contact information

Release date

Headline

Sub headline

Place stamp

Introduction

Body

Boilerplate- The boilerplate is a short paragraph that contains information about the
company, such as its history, mission statement, and contact details.

Media Contact

SIGNS

Signs serve as a type of silent salesperson for business and is the primary link between a
business and its customers.

Exterior signs draw attention to your place of business and help differentiate it from
others on the street. Interior signs help customers locate merchandise and can lead to
impulse sales when added to special displays. Exterior signs can be ground-mounted or
building-mounted. Ground-mounted signs can take on a variety of shapes and sizes, and
are typically mounted near a road to attract the attention of passing motorists. Building-
mounted signs are attached to the place of business and may be useful in areas where foot
traffic is prevalent, such as a downtown shopping area. Signs can be an essential
component of a business's overall marketing strategy. A sign that contains a business's
logo can help reinforce its brand. Signs are also used to draw attention to promotions and
to convey information about the business. Because an exterior sign is visible 24 hours a
day, 365 days a year, its effect is continuous. For businesses that have limited marketing
funds, signs can be a cost-effective form of marketing. Signs can also be effective for off-
premises use. Strategically placed billboards can convey a concise message to passing
motorists. You can also place magnetic signs on the side of your vehicle to serve as a
form of mobile advertising as well as pay other motorists to place signs on their own
vehicles for additional reach.

Manuals

Is a small book, especially one giving information or instructions. Handbooks and

manuals are the most common form of documentation in the business environment. Many
now come in electronic forms, such as documentation stored on a corporate intranet, but
in whatever form they appear, they are used to instruct and guide employees on technical
procedures, corporate policies, and many other kinds of information that is not intuitively
obvious or easy to remember. Without them, employees would lose a valuable reference
source and businesses would suffer from a variety of problems, ranging from untrained
workers to liability lawsuits.