gape BUSINESS COMMUNICATION - II Second Year B.Com. (Semester - IV) [cc: 241] New Syllabus as per CBCS Pattern [No. of Credits - 04] July 2020 Dr. Saroj Hiremath M.Com, M.Phil, MBA., Ph.D. Vice-Principal and Head, Dept. of Commerce, S.P. College, Pune Price 115.00First Edition : December 2020 lo : Author ‘Tho text of this publication, or any part thereof, should not be reproduced or transmitted in any ltorm or stored in any Computer storage system or device for distribution including photocopy, recording, taping or information retrieval system or reproduced on any disc, tape, perforated media or lother information storage device etc,, without the written permission of Author with whom the rights are Jreserved. Breach af this condition is liable far lagal action Every effort has been made to avoid errors or omissions in this publication. In spite of this, errors lmay have crept in, Any mistake, error or discrepancy so noted end shall be brought to our notice shall be taken care of in the noxt edition. it is notified that neither the publisher nor the author or sollar shall be responsible for any damage orloss of action to any one, of any kind, in any manner, therefrom. Published By: Polyplate Printed By: NIRALI PRAKASHAN RACHANA OFFSETS |Abhyudaya Pragati, 1312, Shivaji Nagar S.No. 15, Arihant Marg| |Off J.M. Road, PUNE — 411005 ‘Sukhsagar Nagar, Katra) Tel - (020) 25512336/37/39, Fax - (020) 25511379 Tel © (022) 2778 201: Email : niralipune@pragationline.com as PUNE Nirali Prakashan ; 119, Budhwar Feth, Jogeshwati Mandir Lane, Pune 411002, (For orders within Pune) "Maharashtra, Tel : (020) 2445 2044, Mobile : 9657703145 Email : niralilocal@pragationline.com Nirali Prakashan: S. No. 28/27, Dhayari, Near Asian College Pune 411041 (For orders outside Pune) Tel : (020) 24690204; Mobile : 9657703143 Email ; bookorder@pragationline.com MUMBAI Nirali Prakashan =: 385, S\V.P. Road, Rasdhara Co-op. Hsg, Society Ltd, Girgaum, Mumbai 400004, Maharashtra; Mobile : 9320129587 Tel : (022) 2385 6339 / 2386 9976, Fax : (022) 2386 9976 Email: niralimumbai@pragationline.com Nirali Prakashan: 34, V. V. Golani Market, Navi Peth, Jalgaon 425001, Maharashtra, Tel : (0257) 222 0395, Mob : 94234 91860; Email : niralijaigaon@pragationline com KOLHAPUR New Mahadvar Road, Kedar Plaza, 1" Floor Opp. IDBI Bank, Kolhapur 416 012, Maharashtra. Mob : 9850046155; Email: niralikolhapur@ pragationline.com NAGPUR ‘Above Maratha Mandir, Shop No. 3, First Floor, Rani Jhanshi Square, Sitabuldi, Nagpur 440012, Maharashtra Tel : (0712) 254 7129; Email : nirelinagpur@pragationline.com DELHI 4593/15, Basement, Agarwal Lane, Ansari Road, Daryaganj Near Times of India Building, New Delhi 110002 Mob : 08505972553, Email :niralidelhi@pragationline com BENGALURU Nirali Prakashan): Maitri Ground Floor, Jaya Apartments, No. 99, 6" Cross, 6" Main, Malleswaram, Bengaluru 560003, Karnataka; Mab : 9449043034 Email niralibangalore@ pragationline.com Other Branches: Hyderabad, Chennai Nirali Prakashan Nirali Prakashan Nirali Prakashan Hic ee meen VERILY Rte Me AE eee eeePreface ... Communication skills are widely recognised as being critical for business professionals. Our work and lives do not just happen; they happen because of our interactions with people. Whether we write, speak or listen, how we do our work is influenced as much by our communication with others as it is by the work itself. Some people might assume that communication is easy and that studying the concept is a waste of time. After all, if we can read and write, that means we can communicate, right? But communication is more than reading and writing. It's about choosing the right message, it's about presentation, perception, interpretation, vocabulary, style and it's about context. This difficult subject has been made easy by avoiding jarqons and by providing practical examples given from day to day experiences. In a year's many of you will be looking for jobs. Can you quess who will be selected? They will be the ones who can communicate fluently and express information correctly in writing. I am delighted in presenting this book on BUSINESS COMMUNICATION-II keeping in mind the new syllabus proposed for S.Y.B.Com. (Semester - IV). Students to be adopted from June 2020. I have taken care to see that every chapter included in this book is based on actual situation. The aim of this book is to help students improve their competencies and ability in the art of practical communication. The book will help the reader to acquire necessary communication skills, which alone is the key to success in business and life. I owe an immeasurable debt of gratitude to my beloved parents, well-wishers and family members. I sincerely thank Shri. Dineshbhai Furia and Shri. Jignesh Furia, the publishers, for the confidence reposed in me and giving me this opportunity to reach out to the students of S.Y.B.Com I would also like to thank Amol Mahabal, Prasad Chintekindi, Akbar Shaikh, Anjali Mule, and Sachin Shinde of Nirali Prakashan for their help extended towards the preparation of this book. Thave given my best inputs for this book. Any suggestions towards the improvement of this book and sincere comments are most welcome on niralipune@pragationline.com. Pune Saroj Hiremath December 2020Syllabus ... 4. Report Writing and Internal Correspondence Meaning and Significance; Structure of Reports; Negative, Persuasive and Special Reporting: 1. Informal Report — Proposals Formal Reports Project Report Introduction and Essential elements of Report writing. (Reporting for a meeting) Organization of Press Report. Office Memo (Memorandums) Office Orders Office Circulars . Form Memos or Letters - ep PRrn ay 10. Press Releases 11. Import Export Trade Recent Trends in Business Communication Internet: Email, Websites, Social Media Network (Twitter, Facebook, LinkedIn, YouTube, WhatsApp), Google Doc, Google Form, Google Sheet, Google Slide, Google Class Room, Online Conference, Video conferencing, Meeting through Zoom App, Google meet App, Cisco Webex Meetings App. 3. Types and Drafting of Business Letters Enquiry Letters Replies to Enquiry Letters Order Letters Credit and Status Enquiries Sales Letters Complaint Letters Collection Letters 8. Circular Letters 4. Writing Formal Mails and Blog Writing 1. Essential Elements of Mail, Format of Mail 2. Introduction and Meaning of Blog, Writing a Blog. 7 SOS ie »& bopContents ... 1. Report Writing & Internal Correspondence 1.1 - 1.90 2. Recent Trends in Business Communication 2.1 - 2.54 3. Types and Drafting of Business Letters 3.4 - 3.56 4. Writing Formal Mails and Blog Writing 4.1 - 4.26unit 1... Report Writing and Internal Correspondence Contents ... 11 Report Writing ts Introduction Meaning Definition and Nature of a Business Report Objectives Features Necessity Significance Types of Business Report 1.9 Forms Negative Reporting 1.2.1 Meaning 1.2.2 Goals 1.2.3 Guidelines 1.2.4 Headlines 1.2.5 Specimen Persuasive Reporting 1.3.1 Features 1.3.2. Guidelines BUNK bdRwDD 1 11 11 Vl V1 11 Fl 1 1 Special Reporting 1.4.1, Meaning 1.4.2 Types of Special Reports 1.4.3 Specimen Informal Report 1.5.1 Meaning 1.5.2. Types and Functions 1.5.3 SpecimenBusiness Communication-II___1.2__ Report Writing and Internal Correspondence 1.6 Proposals 1 1 1 1 1 af 8B 1.6.1 Meaning 1.6.2 Types 1.6.3 Specimen Formal Reports 1.7.1 Types 1.7.2 Drafting 1.7.3. Structure and Content 1.7.4 Specimen Project Report 1.8.1 Meaning 1.8.2 Features 1.8.3 Objectives 1.8.4 Contents 1.8.5 Guidelines .9 Essential elements of Good Report writing .10 Reporting for a meeting A 1 1.10.1 Meaning 1.10.1 Specimen Organization of Press Report. 1.11.1 Meaning 1.11.2. Features 1.11.3. Guidelines 1.11.4 Self-evaluation 1.11.5 Key elements 1.11.6 Specimen -12 Office Memo (Memorandums) 1.12.1 Meaning of Memo 1.12.2 Uses of Memo 1.12.3. Format of Memo 1.12.4 Drafting of Memo .13 Office Orders 1.13.1 Occasions of Office Orders 1.13.2 Points to be considered 1.13.3 Drafting of Office Orders .14 Office Circulars 1.14.1 Meaning 1.14.2. Uses of Occasions 1.14.3 Drafting of Office Circulars