Questions & Suggested Answer Points
Dr H. Venkitachalam

(The suggested answer points contained in this note are only the main
highlights and not fully descriptive. Students have to go through the reference texts as mentioned in the M.G. University syllabus and use this note only as a guidance for examination preparation. Students have to write descriptive answers covering the points for examination)


Dr H.Venkitachalam. QUESTIONS & ANSWER POINTS: 1. Define Communication. The word Communication has been derived from the Latin word ‘Communis’ which means common. Newman and Summer, defines communication as an exchange of facts, ideas, opinions or emotions by tow or more persons. Allen Louis defines it as sum of all things one person does when he wants to create understanding in the mind of another. Thus, communication is giving of understandable information and receiving and understanding the message, leading to desired actions. 2. Describe the various channels of communication in Organizations.
Channel The channel is the means used to convey the message. To physically transmit your message you select a communication channel and a medium. A communication channel could be nonverbal, spoken, or written. The medium could be telephone, computer, fax, letter, memo, report, face-to-face, etc. Sometimes oral communication is superior to written communication; at other times a written message is preferable. Here are some examples: 1. When immediate feedback is necessary, oral communication channels are more effective. 2. If there is a reasonable chance that the other party will not understand the message, verbal channels are the preferred choice. 3. If there is likely to be reluctance on the part of the receiver to comply with the message, verbal channels are usually more effective. 4. If there is a need to document the communication, written channels are the best choice. 5. If the message should have detailed accuracy, written channels are best.



Excise & Income tax departments etc. Grapevine is an informal form of communication found in organizations. Informal communication in organizations may not have any authority or responsibility associated with it. employees) This can be Formal or Informal Communication.Channels of communication play a significant role in business and industrial organizations. Horizontal (lateral or across departments. Informal communication in organizations are also very strong at times. The success of any organization depends on the effectiveness and efficiency of its communication channels to disseminate information among its internal members and outside agencies. Explain the Process of Communication The process of communication starts from the Sender and ends in Action (Feedback) Sender. managers. suppliers. and carries work or people related information at a remarkable pace. operates horizontally between peers. FAX. The various Channels of Communication are as follows:Internal Communication (within the organization. which will be mostly in the form of written communication ( E-mail. Formal communication is well structure. Formal Communication relates to Vertical (Downward – Superiors to subordinates). govt agencies.Encoding the message. Sales tax.Transmits through a Channel – to reach the Receiver – who decodes the message according to his ability – and acts accordingly as per his understanding. and will have authority and responsibility. Upward (Subordinates to superiors).     IDEATION ENCODING TRANSMISSION RECEIVING DECODING & ACTING  3 . (Each of the above stages in communication has to be explained in depth for the purpose of exam) Briefly explain the steps involved in Communication process. etc) 3. peers). External Communication refers to the communication with outsiders such as customers. Feed back from the receiver is the essence of any communication.

) Non Verbal Communication: (Facial expressions. Accepting suggestions. Ultimately helps to build up rapport inside & outside the organization. Attitudes and opinions. 2. Premature evaluation) Semantic Barriers (Attaching different meanings to the same word spoken or written by different people. circulars. Advise oriented communication. Different Comprehension of reality. acquiring knowledge through education. lectures etc) Written Communication: (Letters. postures. Facilitates information flow from outside the organization which helps in various decision making processes. telephone. reports etc. 2. 6. Problems caused by sender Problems in Message transmission Problems in Reception Problems in Receiver comprehension & perception. The use of different languages. vocabulary etc) Organizational barriers: (Status consciousness. time etc) (Each of the above has to be explained properly with examples for exam) 5 (a) . What are the major barriers to Communication? How will you overcome them? Discuss. conferences. Emotions.(face to face. Rules and regulations. 5. Egotism. symbols. 1. meetings. gestures. memos. 4. touch. Physical barriers (Noise or disturbance.4. Coordinates various departments and groups in an Organization Acts as a controlling devise for decision makers. body language. notes. Slanting. Mike problems etc. Wrong choice of medium.) Psychological barriers (Filtering. 3. What are the principal forms of Communication? Oral or Verbal Communication: . interviews. seminars. ego states or beliefs for a particular cause. Selective perception. space. Improving morale & motivation. What are the major objectives of Communication? Exchange of information. 4. silence. Helps to improve efficiency of Managers and Staff. 3. eye contact. What are the major functions of Communication? 1. Giving Orders. Hierarchical Relationship) (Elaborate each with suitable examples for exam) 4 . Abstracting. appearances. Persuading or influencing the attitudes. 5.

4. Complete. Completeness of Facts Conciseness (brief & pointed) Consideration for the Receiver Courtesy begets courtesy Correctness of Facts COMPONENTS OF EFFECTIVE COMMUNICATION  SHORT & SIMPLE FEED BACK  5 .Dealing with barriers:1. content & medium 3.Careful consideration of objective. 5. Courteous. 5. Concise. Correct. Clarity of Thought:. Know your subject Focus on purpose Know your Audience Be organized Get feed-back 7. 2. 4. What are the basic principles to be followed for effective communication in an Organization? (Seven “Cs – Candid. 3. Clarity of Expression:Use simple understandable words Avoid repetition of words Avoid jargons Write short sentences 2.) 1. Clear. Concrete.

which is a brief detail of the meeting. Briefly explain the important steps to be followed for a good speech. What are the different types of meetings? What is an agenda? What are its contents? • • • INFORMAL (Unstructured and without powers to take action) FORMAL (Structured meetings) STATUTORY MEETINGS (Required by law such as AGM and other Company meetings) Agenda. has to include the following:• • • • • • The names of expected attendees Exact Place & Date of meeting Rough indication of time for each item The time of culmination of meeting Objectives of the Meeting The issues to be discussed and resolved in the meeting. Explain the various barriers to listening? • • • • • • • Inattentiveness to the situation Distractions (both physical and mental) Ego state of the listener Negative attitude towards the speaker Premature evaluation by the listener Pace of the speech (average listening speed is approximately 400 words per minute) Physical disturbances (sound. mike) 10. 8. CONVICTION & CONFIDENCE . ENTHUSIASM & RESPECT QUESTIONS & ANSWER POINTS Module 2. 6 . Steps for effective speaking:• • • • • • • • Plan your topic or subject Know your objective & the audience Know the consequences of your speech Arrange your thoughts logically Speak clearly with appropriate speed Observe your audience for feedback and revise appropriately Continue if the feedback is positive Revise it the feedback is negative 9.

and those present have the right to attend Make sure that a quorum is present See that the agenda is followed Ensure that the minutes have been made Remain impartial All members have equal chance to speak Insist that all motions (proposals put before a meeting). MEETING TO PERSUADE or influence the members to accept certain proposal. amendments. 7 . INQUIRING MEETING to look for information 11. CONSULTATIVE MEETING to find out an acceptable solution to a problem. What are the duties of a Chairperson in a Meeting? • • • • • • • • • • • • Start the meeting on time Define the purpose of the meeting Ensure the proper conduct of the meeting. and remarks are addressed to the chairperson. The contents are as follows:• Where and when the meeting was held • The names of attendees • Apologies from non-attendees • The decisions taken along with details of who should implement them by when? • Name and signature of the person writing the minutes. Put motions & amendments to vote and announce the results Make frequent summaries Declare the meeting closed at the end. 12. What are minutes? What are their usual contents? Minutes are the proceedings recorded in a meeting.Categories of Meetings:• • • • MEETING TO INFORM about a policy or a decision already made.

type of audience.  Discuss the role of feed back in Communication.rehearsing the presentation.  Describe the importance of meetings in a Public Ltd Company. PRACTICE. time duration etc. What are Business Presentations? What are the requirements to plan a good Business presentation for launching a New product? Business presentations are normally done for the purpose of launching a new product or service to a specified target audience. Other important Questions: What are the requirements of a good Public Speaker?  “Listening is more important than speaking” Discuss.the visual aids as per the requirements and content of presentation. venue. ORGANISING.  Ho do you plan a good speech? Explain the various styles of speeches.  “Meetings are time wasters if not organized properly” Comment on this statement and identify the requirements for organizing a purposeful meeting. Illustrate with a suitable example how it contributes to make communication more meaningful. ACTUAL DELIVERY OF PRESENTATION (Business Presentation for launching a new product should take into account the following: Nature of the product or service (High Value or Low value product)  Target audience and their status in the society  Venue and time of presentation  Audio visual presentation regarding the Company & Product details  Clarification of doubts in a Question & Answer session for getting feedback.13. A good Business Presentation has to follow the following processes:PLANNING – according to purpose of presentation.  “All barriers to communication are pshychologal” Discuss. 8 . Discuss the various categories of meetings held in an organization.

continuation sheets. 15. telegraphic & e-mail id. • • • • • • • • • LETTERS : ( Business & Personal) MEMORANDUM: (A message sent to some one within the organization either signed or unsigned) E-Mail : (electronically transmitted) REPORTS: (For problem solving or decision-making. Appropriate words to be used. 9 . Inside address Attention line (Kind attention Mr…) Salutation (Dear Sir. It acts as a valid future reference and as a documentary evidence when required. To record communication in permanent form. Briefly discuss the various forms of Written Communication with its functions. and leads to positive actions. news letters. What are the significant parts of a good Business letter? • • • • • • • • HEADING (Name. telephone. Logical expression of ideas. 14. window envelopes) Quality printing or typing Proper paragraphing & justifying Neat folding Proper address & required stamping 16. body of letter. Positive language conveys positive thoughts. enclosures at the end. Quality stationery (letterheads. Madam. Reference no. capital letters. underlining. emblem. and fax nos) Date. combination) Introduction. Ms) Subject (italics. What are the important requirements for a most effective business letter? • • • • • • • • • • • Clarity in conveying the idea. telex.) MISCELLANEOUS: (Pamphlets.QUESTIONS & ANSWER POINTS Module 3. conclusion Complementary close. notices etc) Functions of a letter:To communicate ideas & information without personal contact. advantages and limitations. Avoid jargons as far as possible. Sentences & Paragraphs should be short and to the point and unambiguous. address.

 This style is used for sales letters. address has no punctuation at the end of the line.  The date and complementary close are on the right side.  Numbered items begin in the left margin.   HANGING INDENTION FORM:-  Inside address in block form  Date & complementary close on right  Paragraph starts from left margin. to hang out the opening line of every para. salutation & complementary close followed by a comma. All paragraphs begin at the left margin.  NOMA Form (recommended by National Office Management  Association of America and accepted in UK. Indented Form (oldest & now outdated) Full Block Form (most modern style) every line starts from left margin. What are the different styles of Layouts adopted in Business letters? Explain with suitable examples. •  SEMI. salutation & complementary clause do not have a coma at the end. no full stop at the end of each item  The writer’s name and title are typed in capitals in one line below the space for signature.INDENTED FORM: Inside address will be in the block form but the paragraph is indented. This is also a popular form as the appearance is streamlined and neat. and separated by double line spacing.  Salutation and complementary close are followed by comma. No salutation or complementary close  Subject line in Capitals three lines below the inside address. and the inside address is in the block form. but the subsequent lines of every para are indented three to five spaces.  It resembles the full block form & all lines begin at the left margin. Modified Block form (modification of full block form) Inside address in block form.17.  Typist’s initials in the left bottom corner 10 . not popular in India. • • • Layout is the design in which different parts of letter are placed on the letterhead. Para separated by double line spacing.

Positive Conclusions:-   For your convenience we are opening a new branch in your town  We are happy to extend our discount offer till the end of next month  Visit our shop and take a surprise gift  We can act as per your wish  Guarantees. free samples. or researches made. you can offer:-  Trial Offer  Guarantees. Testimonials & references. Briefly explain the body of a good Sales Letter. Testimonials & references.  Acts as an important management tool for decision making process  Transmits information to various levels  Facilitates co-ordination & control of activities in Organization  It is indispensable for any type of organization • • • • • • • • • • • • • Routine Reports Progress reports Inspection reports Performance Periodical reports Evaluation reports Special Reports FIR Investigation Feasibility Survey reports Research reports Project reports Reports by Individual Managers Reports by Groups Reports by Committees Reports by Task forces & Team leaders Reports by Chairman & MD Reports by Auditors Reports by Company Secretary 11 . special USP etc and convince that your claims are true through some references. 19. What are reports? Why are they necessary in organizations? Explain the different types of reports.18. To substantiate your claims. free samples. • • Explain the quality of your product.

Explain the various sections of a good report? • • • • • •       Title Page (contains the title of the report. Letter of Transmittal (covering letter.19.(or abstract) Purpose of the Report Scope of Investigation or Research Methodology used for investigation Significant findings Major Conclusions Main Recommendations INTRODUCTION:• • • • • Purpose of the report Scope of the report regarding issues taken up as well as not covered Methods of investigation Definition of relevant terms Outline of the Structure of the report BODY OF THE REPORT: • • • Presenting the detailed findings Analyzing the findings of the investigation by incorporating graphs. name of writer. diagrams Possible and relevant comparisons with reference to other investigations FINDINGS & SUGGESSIONS 12 . tables. and date of submission of the report. which formally presents the report to the reportee) Table of Contents (reveals several sections & subsections of the report with relevant page nos for quick verification) List of Tables List of Graphs Executive Summary:. name of reportee.

E mail. Index 21. Acknowledgements 6. Executive Summary or Abstract 10. List of Tables 8. diagrams not forming part of the main body of the report) Signature of the parties to the report with date. List of Graphs 9. Glossary 18. charts. Title Page 3. Cover 2. SECTIONS OF A LONG FORMAL REPORT (Summer Project Report) 1. Certificates from the Organization and College or Institute 4. Conclusion 14. Introduction 11. A job application is a “Sales letter” Do you agree with this statement? What are the important contents of a good Resume? • • • • • • • • • • Name. Findings & Recommendations 13. Nationality Career objectives Educational Qualifications Specialized Qualifications Professional Memberships & Trainings attended Experience & nature of Project & Key assignments Major strengths Languages Known Extra curricular activities & Hobbies 13 . Table of Contents 7. Appendix 15. Declaration of the Candidate 5. List of References 16. Tel & mobile no Age & Date of Birth.CONCLUSION ADDITIONAL REQUIREMENTS: • • • • • List of references at the end Bibliography (list of books consulted) Glossary (list of technical words & explanations) Appendices (statistical data. Bibliography 17. Address. Discussion/Description (Chapters) 12.

along with a proper invitation for the same.  Draft a suitable resume and covering letter for applying for the Post of a “Marketing Manager” for a Multinational Company manufacturing FMCG products in India.  Draft a letter to your Dealers & Customers regarding the opening of a new Branch Office at Mount Road.  Draft a letter to your customers regarding the shifting of your office to a more convenient location in the City from 1st of March 2005. on the 1st of Feb 2005.  Draft a suitable Project Report for starting a Small scale industry manufacturing “PVC Pipes” in a backward industrial area in Kerala.Other Questions:  What are the specific advantages and limitations of Written communication?  Draft a suitable FIR regarding loss incurred due to fire in the Rubber products division in your organization.  Draft a Complaint letter to “TVS Ltd” regarding the persistent problems which you are having in your “Washing Machine” which you had purchased 3 months back from their approved dealership. Chennai.  Draft a report on a market survey conducted by you regarding arrival of new brands of Tooth pastes in the Kerala Market. 14 .  Draft a report to be submitted to the “Vice President –Operations” regarding a theft that occurred in your department and the subsequent enquires carried out on this issue.

Form of an Inter-Office Memo 2 Nov 04 To V. It does not have any formal salutations or complementary close. and may or may not be signed.(one Thousand) or else we will end up in a loss. Ramchandran Acceptance of Job order no 234 We can consider accepting the Job order no. Kumar – G. 15 .M. 1000/. 234 for 2000 Pieces of embossed Leather bags only @ Rs.K. Memo begins straight with the subject. What is an Inter Office Memo (IOM)? How is it different from a normal business letter? Inter Office Memo is a communication within the organization between employees of different departments to have better co-ordination of activities inside the Organization. Please contact the party to revise the price and let me know. It is a communication within the Organization Messages used to be in a friendly tone No salutation or complementary close needed Uses of Memorandum:To provide information To issue instruction To convey a policy decision To offer suggestions To record or report an agreement It acts as a permanent reference in case of necessity. (Marketing) From: K. 22.V.QUESTIONS & ANSWER POINTS Module 4. Your response is awaited.

26. Listening helps to understand and learn while hearing may not facilitate learning. What is Listening? How does it differ from Hearing? Listening is conscious hearing. What are Business Quotations? Explain the different points to be considered while submitting a Business Quotation. • • • • • • Inattentiveness to the situation Distractions (both physical and mental) Ego state of the listener Negative attitude towards the speaker Premature evaluation by the listener Pace of the speech (average listening speed is approximately 400 words per minute) 16 . CIF) Transportation arrangements Taxes & other duties. Internet) E-mail service & E-Business Connectivity between firms & clients Transfer of funds. What are all the computer applications in Business Communication? • • • • • • • • Writing and Storing documents Manipulating data Generating Accounting information Processing information as per requirement Computer network (LAN. octroi & other levies 24. Learning is a self generated activity while hearing is a psychological process. credit.Sd/- 23. hundi) Delivery time (with in 15 days on receipt of order) Delivery terms (FOR. Explain the barriers to effective listening. Market developments Module 5. QUESTIONS & ANSWER POINTS 25. through bank. Ex-Factory etc. WAN. • • • • • • • • Points to be noted:Product specifications & Price Validity period for Quotation (30 days) Mode & Terms of Payment (cash. FOB.

• Physical disturbances (sound. Silence. Programming (behavioral & thinking patterns of human beings) Combination of perceptions. Touch. Gestures. Facial expressions. Action) 17 .  What are the impacts of Information Technology in Business Communication?  What are the threats of communicating through computer network?  What is AIDA formula? (Attention. 29. What is NLP? (Neuro-Linguistic Programming) • • • • Neuro (understanding of the brain and its functioning) Linguistic (relates to communication aspects (verbal & non verbal ) of our information processing. mike) 27.  “The more information leads to better productivity in an Organization” Do you agree to this statement? Discuss your view with reasons. Discuss the various ways by which we can improve listening skills. Postures. Interest. Eye contact. Other Questions:  List out the important differences among Memos. • • • • • • • • Be open and positive to the speaker Concentrate on the topic & the person Do not have premature evaluation Observe the body language of Speaker Keep recalling the main points Have patience while listening Take notes wherever required Ask questions if allowed by speaker 28. Body Language. Clothes & Accessories etc. Circulars & Letters?  What are the Limitations of Computerized Communication?  “Letters are ambassadors of an Organization” Elucidate. Space. thinking & behaviour. Time. Explain the various forms of Non-verbal communications. Desire. Mannerisms.

Phones. is long & can run to several pages. Organizations keep a Bio-data of their employees & update at regular intervals Bio-data often requires the inclusion of a Pass port photo for identification Used for lower category placements where basic working skills are only needed . skills and goals It is a Fact Sheet which can be used for various purposes such as job. publications.Discuss the contents of Bio-data. Bio-Data Identical to resume Contains the history of one’s professional and academic career. C.not professional skills It is a profile which may or may not be for the purpose of application to a position Curriculum Vitae C. is more descriptive Used for applying for Academic teaching or Research positions C. lengthy and structured listing of education. E-mail Educational:Academic Qualification.V. Common Sections:Contact Information:Name & Address. & Resume.V. projects. Name of the Institute. C. honors. ranks etc Teaching Experience Accomplishments:- 18 .V is a detailed. Majors. distinctions.V. introduction…. awards & work history. degree/diploma type.

awards. College admissions etc. honors etc Affiliation: Certificates. books Conf participation:Presentations. debates Research interests References:(Available on request) Resume Briefed to One page It skims the surface Used in a vide variety of job applications. have to work for you Projects complete picture of your personality to sell the ‘you’ 7 points to note:Full name – Objective: . profess membership Publications:Papers. Contact information Qualifications Work experience Achievements Signature & Date 19 . where you cannot be present.your career goals. logical & credible manner Must be professional Fantasy is a representation of you. reason for applying. Good resumes combine Fact with Fantasy Fact means accurate details written in rational. articles. fellowships.Scholarships. affiliated fellowships.

Catch the Eye Visually appealing by highlighting important parts.REQUIREMENTS OF A GOOD RESUME Cut the Clutter Should stand out from the lot by customization to the situation and strategic presentation of skills and strengths. strengths & success Direct the reader your way Get you the interview 20 . Sell your skills.

 Examples: Right: Messrs Jose and Sons  Right: Apollo Tyres Ltd  Wrong: Messrs Apollo Tyres Ltd. Find out who is going to deal with your letter and address it to him or here by name and designation. make sure that the full address can be seen easily and nothing else can be seen through the window.  Never fold your letter more than twice.  If you use them.  Seal envelopes very carefully so that the letter is not stuck to the envelope. 21 . Avoid the “attention line” if you can. They can be a nuisance for postmen and embarrassing for the recipient.BUSINESS LETTER WRITING FIRST IMPRESSION IS THE BEST IMPRESSION  Use good quality envelopes that match the quality and size of your letterhead. 2005  Always spell out the name of the month.  Void window-envelopes. Do not use “To” at the head of the inside address Don’t use Messrs’ at the head of a company’s name unless it consists of male names. THE TONE SETTERS: Do not write: Date: 2-11-2005  Write 2 November 2005 or November 2.

Don’t be a slave to conventions which take warmth out of letters.. with warm regards 22 . or Dear Madam. only if they are well above you in age and status. Dear Dr.. It should not be a summary of the letter but an indication of what is in it.  Do not end your letters routinely with “Thanking you” It is a hollow phrase. first-name salutations such as Dear Kavitha.  “Yours faithfully” matches formal salutations such as ‘Dear Sir’ and Dear Madam”. insult the reader’s intelligence. It sets the tone of the entire letter.  Use references sparingly.  Don’t label the subject or reference. the salutation should generally be “Dear Mr… Dear Ms.  Think of your letters as conversations on paper. & Dear Robert  Do not end a formal letter with “regards”. Ahmed and Dear Ms Mohan”  Sincerely or Cordially matches informal. Dear Professor…  Use “Dear Sir.  Make your subject line very brief.Salutations: When you know the name of the person you are writing to.  Call a person by the name or title that is likely to please them most. Don’t allow them to occupy the prime spot in a letter. Salutation is not a simple formality.  Yours Sincerely” matches less formal salutations such as “Dear Mr. Labels such as “Sub” and Ref.

have your name typed below it. When a copy of letter is marked to some one. and likely to have grater impact on the reader. SECRETS OF SMART LETTERS Planning is the key to draft smart letters. say so at the bottom of the page. If there are enclosures. Write as you speak avoiding usual faults. pompous words etc and prefer active voice. They are warmer. short sentences and short paragraphs. Avoid jargon. Ask the following five questions:Why am I writing? Who am I writing to? What should I put in? How would I sequence the ideas? What tone should I use? Jot down the main points and order them logically. 23 . don’t adopt a very formal style. WRITE AS YOU SPEAK Lively letters read like conversations. make sure it is neat and legible.Never send out a letter without your signature. Use short words. Don’t let your assistants sign your letter only hour behalf except in cases of extreme urgency. Allow just one major idea in each paragraph and the sentences in that paragraph should support that idea. In a business letter. If your signature is not easily legible.

but not half as powerful as appreciation. Need for recognition and appreciation is often far more powerful than need for money. Don’t shoot in the dark. simple. First rule of writing sales letters is to start with what attracts the customer. Start with the needs of the reader to make him feel that it is in his interest to read and respond positively. Money is a powerful motivator. The Business of Selling:Make the customer feel that he is getting value for money. A complement or a word of appreciation is sweetest when it is least expected. Customers are unique and hence draft different letters to suit different customers. Make your sales letters short. A light conversational tone is generally more effective. Promise and performance should match. Focus in a sales letter should be on making the customer feel value addition. Make sales letters specific to target groups.Tickle the Reader’s ego When you write realize that the readers have their needs uppermost in their minds. No price is high or low and depends on customer judgment. Try to exceed reader expectations. Present facts in such way that the reader arrives on his own at the decision you want. crisp easy to read and understand and should take only minimum time to read. 24 .

Try and find an excuse for the reader’s lapse. start on a positive note. It generally cools people down. “Official Residences” In a CV. Write “Home” instead of Residence. Shape the CV to suit the position you seek. Highlight the quality of your experience by pointing to the innovations you have introduced or profits you have made.Fire fighting :-(Complaint letters) When you complain. not with a bigger fire. Fight fire with cold water. relevant experience if you have been working for some time. start a letter of complaint with a genuine compliment or word of appreciation for what is good about the product or service. Then he won’t hunt for them. Complaints help you to refine your products or services. highlight what will interest the potential employer: academic achievements if you have a good record but little experience. 25 . Self on Sale Do not put into your Curriculum Vitae personal details which are obvious or which are of no interest to the potential employer Never send out photocopies of your CV. The way you handle customer complaints reveals the true character of your company. When you receive complaint letters treat it with respect and gratitude. Residence is used to refer to the houses of Ministers. Ideally.

Market yourself as you market a product or service. confirming oral agreements. Be assertive. Date. Employers like to hire doers.Always seek people’s permission before citing their names as references. simple and informal. Memos are used for a variety of purposes such as reporting briefly on an investigation. It is selling your knowledge and skills. Believe in yourself. Memo is the short form of memorandum means “to be remembered or noted” and are the letters and notes to people within the company All memos should carry the following basic information: To. The language tends to be simple and direct as it is within a family. Certain large companies use printed IOM to ensure certain basic information. From. etc. Let your application reflect it. Inter Office Memos (letters with in the organization) A letter that goes out of the Organization is like a meal at a Hotel where formalities have to be kept up. confirming oral instructions. complimentary closes. 26 . A memo is like a home meal which is not elaborate. even full signatures. Applying for jobs is not begging for jobs. not cry babies. salutations. Subject. In IOMs we drop addresses.

and punctuation? Is it easy to understand?  LOOKS: Does it look attractive? Is the stationery decent? Is the typing well in order and the format pleasing to the eye?  CREATIVITY: Does the letter reflect a thinking mind? Or is the text full of worn-out phrases?  EFFECTIVENESS: Is it persuasive? Is it the kind of letter you would like to receive? 27 . warm and friendly or is it unconcerned?  LANGUAGE: Does the language of your letter follow the usual rules of grammar.  COVERAGE: Is the letter complete? Is all the relevant information given?  STYLE: Is the style appropriate to the occasion. purpose and person reading it?  TONE: Is the tone polite. vocabulary.TEN CHECK POSTS FOR A GOOD BUSINESS LETTER  STURCTURE: Is the structure logical? Are the ideas clear and easy to understand? Is each para built around one main idea? Is the transmission from one point to another point smooth?  ORIENTATION: Is it reader-oriented? Does it take into account and subtly project the interests and needs of the reader?  LENGTH: Is it longer than a page? If so try to trim it to a page.

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