Business correspondence is the communication or exchange of information in a written format for the process of business activities. Business correspondence can take place between organizations, within organizations or between the customers and the organization. The correspondence is generally of widely accepted formats that are followed universally. These letters are addressed to a particular person or organization. Official letters can be handwritten or printed.
BASIC LETTER FORMAT
The written mode of communication in business is done through business letters. Formal letters are known for their formats. An effective business letter can be framed in any one of the following format.
Block Format: The most popular and the first choice in business correspondence is the block format while writing any business letter. In block format date, address. salutation, paragraphs, the close and the complimentary close are written from left margin.
Block Format: The most popular and the first choice in business correspondence is the block format while writing any business letter. In block format date, address. salutation, paragraphs, the close and the complimentary close are written from left margin.
In this form of letter the first word of each paragraph is indented. Use double space between the paragraphs and single space within the paragraph.
Give double space after the last paragraph and before the complementary close. Thereafter four more spacing and the sender’s name.
Modified Block Format: Modified Block format is slightly different from the full block business letters. In this format address, date and signature line are slightly to the right of the centre of the sheet. These all are placed on the right-hand side of the page.
Semi-Block Format: In semi-block format indented paragraphs (usually an equivalent to five spaces). The return address, references line. date, complimentary closing and: signature are placed right of centre. Remembering elements are flush with the left margin.
Simplified Format: In Simplified format there is unindented paragraphs. The salutation. and complimentary closing are omitted. Simplified format places all internal parts in left" alignment; however, the traditional salutation is replaced with an all-caps subject that is also placed flush with the left margin. Single spacing within the parang double spacing between the paragraph. Body of the paragraphs are left aligned.
Though the sender‘s name is usually not written yet if necessary, are aligned \xrimm left margin and typed five space below the last line of the last paragraph. This format the most
widely used format in professional correspondence. It is focused and professional without unnecessaxty formalities.
MAIN PARTS OF BUSINESS LETTERS
Business letters, as per need, may have ten to thirteen components which are indicated below in letter format.
1. Heading
2. Date
3. Reference
4. Inside Address
5. Attention line, if needed
6. Salutation
7. Subjectline
8. Body of the letter
9. Closing
10. Signature
11. identification marks, if needed
12. Enclosure
13. C or CC (Copy), if needed.
To repeat : business letters in India are normally written in block style (in figure below) with mixed punctuation. This is the format of Microsoft Window which has become the universal practise in business correspondence.
SALES LETTERS
Sales letters are a form of marketing, to sell company’s goods or services. They are intended to convert the readers into customers. They must arouse interest, and that the product may appear of good quality and competitive in price. Sales letters also present advantages and benefits to the
prospective buyers.
Letter of Credit
The term ‘Letter of credit’ is derived from the Latin word ‘accreditivus’, meaning Trust. It is widely used in the business platform where the payment is not done at the time of the delivery of goods. Clarity is a necessary element in credit letter on which whole business banks upon.
Following are few tips for writing a letter of credit:
- Don’t use ambiguous language.
- make sure everything is as clear as possible
- Make sure both parties understand all their terms and obligations.
0 Make sure the terms of the letter of credit are reasonable for both parties and- made in good faith.
There are three types of Credit letters:
- Letter for Requesting Credit: A letter by a Retailer to a Wholesale dealer to supply goods on credit.
- Letter for Granting Credit: A letter by Whole sale dealer to the Retailer granting the credit.
- Letter for Declining Credit: A letter by the supplier showing helplessness to supply goods on credit.
Letter for requesting credit
Letter for granting credit
Letter for declining credit
BIO DATA RESUME AND C.V.
There is The Thin Line Difference between Biodata, Resume and Curriculum Vitae.
Bio Data: Biographical Data is called as Bio Data in short, in our day to day talk. Bio data includes particulars like date of birth, religion, gender, race, nationality, residence, manual status. etc. There after a chronological listing of educational qualification and experience. For applying in the Government sector Biodata is mostly preferred.
It is also preferred while applying for research grants and other situations where descriptive essays are to be submitted It becomes different from Resume as age gender, religion and hobbies are never mentioned in Resume where in Biodata it is included. In a nut shell Biodata is more like a historical data of a person with a passport size photograph, which is an optional.
Resume: The word Resume is derived from a French word which means “summary”. As the name suggests Resume is a summary of an individual’s employment, education and other skills which is usually used in applying for a new position. A resume is appropriate when an individual is applying for middle and senior level positions. In this, experience and specific skills is paid more weightage rather than the educational qualification. It should not exceed one side A4 size sheet and at the most two sides. It is usually written in the third person. In a nut shell resume includes a work history, a brief educational history areas of strength or industry expertise and job objective and highlights only specific skills customized in reverse chronological order to the targeted job profile.
Curriculum Vitae: Curriculum vitae is longer and a detailed synopsis. Curriculum Vitae is a Latin word which means “course of life”. Usually in short it is called as CV which is much in fashion. Course of life here means course of study pertaining to education and life. It is basically more detailed as compared to Resume as it may exceed the length of 2 to 3 pages It basically includes the listing of skills, jobs, degrees and professional accomplishments in chronological order. The format of CV is usually preferred by the fresher’s looking for a job or a career change or those applying for academic positions. It is usually preferred by authors. researches, speakers, professors and others experts in the particular field.
RESUME
Resume gives general information about a person and and his traits like- personal circumstances, skills, experience, educational qualifications and capabilities. There are some kinds of resumes used to apply for Job openings. one can choose a chronological, a functional, combination, or a targeted resume.
Chronological Resume
The word ‘Chronological’ stands for sequence. Chronological resume ls a sequential structured record of our work history, accomplishments, educational qualifications starting form the most recent in reverse order. This type of resume is preferably used by the job seekers with a strong, solid work history.
Functional Resume
A functional resume focuses on your skills and experience, rather than on your chronological work history. It is used most often by people who are changing careers or who have gaps in their employment history.
Combination Resume
As the name suggests—A combinational resume is a combination of both Chronological and Functional resume. A combination resume lists skills and experience first. Employment history is listed next. This type of resume highlight the skills that are relevant to the jobs applied for. and also provide the chronological work history that employers prefer.
Sample cover letter
Sender's name & address.
Receiver's name & address.
Subject- letter for the application of job in reference to your advertisement.
Subject- letter for the application of job in reference to your advertisement.
Respected Sir,
This is with reference to your advertisement in www.MyCitySurat.com for the subject position that I am prompted to propose my candidature.
I am a Power and Process Engineer with a Degree in Electrical from a reputed institution, contributed over 2 years of experience across power industries, I have keen intrest in challenging assignments across world as Electrical Engineer(O&M). I am currently spearheading functions as Shift-Engineer at 220 KV Switch-Yard, M/s Techno-Power, Gujarat Pipavav-Port Ltd, Pipavav-Port, Dist-Amreli.
A true team builder and natural motivation with strong analytical and problem solving skills, richly awarded for my performance, I hold the responsibility of keeping my energy levels and performance standards up and high.
With strong back-up of academic credentials and professional accomplishments I seek professional realignment in Operation and Mainternance functions with an Organization of high repute.
A tour through my enclosed resume shall familiarize you with the details and I am confident in my credential you would find a perfect match for the said position.
Thanks in advance for sparing your time.
Shall much appreciate a call for an interview.
Regards,
Juhi Carwala
(B.E.ELECTRICAL)
Date & sign.
Sample Resume
RESUME FOR FINANCIAL ANALYST POST IN MNC
Anil Kapoor
Flat No 310, Akabr Nagar
Street No. 141
Roorkee- 247601,
Distt: Haridwar
Uttarakhand
Contact No.: +91-0 xx xxxxx Email : anilkapoor@gmail.com
OBJECTIVE
To work with leading company and to use my analytical thinking to the best of my ability combined with perseverance, so as to contribute to organization’s growth and goal, as well as to attain my professional goal.
PROFESSIONAL QUALIFICATION:
Pursuing M.B.A. in Finance from Phonics Group of Institution (Uttarakhand Technical University),Roorkee
Persuing C.A Course in IPCC Level (Intermediate).
ACADEMIC QUALIFICATIONS:
B.Com from JKL (P.G.) College (H.N.B. Garhwal University), Roorkee, 2011
Sr. Secondary from DPS Modern Sr. Sec. School (C.B.S.E Board), Roorkee- 2008
Secondary from DPS Modern Sr. Sec. School (C.B.S.E Board), Roorkee- 2006
COMPUTER PROFICIENCY:
Working knowledge of Windows and Internet. And familiar with MS-Word/MS-Excel
Information Technology Certificate issued by ICAI
PROFESSIONAL EXPERIENCE:
Just a Fresher
INTERSHIP from ABC Mill Co. Ltd. at Iqbalpur, District-Haridwar(Uttarakhand) for the period June 2012-Jully2012
SKILLS:
Good Communication Skills.
Easily negotiate with other people.
Have high level of persuasiveness.
Can work effectively in team, as well as individually.
Have good inter-personal skills.
Extra-Curricular Activities:
Played Games at college & school level.
Active participation in college functions as volunteer and in other Event.
2nd place in Cricket Competition at College Level on 2012.
Coordinator in technical and sports team of college in AURA 2012.
Coordinator in TECHNOTSAV 2011 in college.
PERSONAL INFORMATION:
Father’s Name: Sh. James Kapoor
Marital Status: Unmarried
Sex: Male
Date of Birth: 29th July, 1989
Language Known: English & Hindi
Nationality: Indian
Strength: Confident, Positive attitude, Hardworking, Punctuality, Good listener and Quick learner
Hobbies: Internet Surfing, Reading Newspaper, Playing Cricket, Football etc.
DECLARATION:
I Hereby inform you that all the statement made above are true the best of my knowledge and belief.
Date. (Anil Kapoors).
Place
REPORT
the word report is derived from the Latin word reportare, which means to carry something written or oral on account of someone else.
The report writing is the process of collection, collation, analysis, conclusion and recommendation to a problem/problems. The main characteristic of a good report is that it should be rational, presuasive, decisive, and action-centered. A good report earns the attention and respect of the reader.
Kinds of Report
~ Reports are written for different purposes with different structures. Basically report is categorized in five parts:
ORAL OR WRITTEN REPORT: Voice is ephemeral. Hence oral report has no authenticity. It is done through face-to—face communication. Where as written report has authenticity and
is kept as a record of an event. It can be reproduces as evidence.
ROUTINE REPORTS: Occurring on a regular basis, e. g., Progress Report, Minutes of the Meeting, Grievance Cell Report, Project Report, Laboratory Report, Monthly Inquiry Report,
SPECIAL REPORTS: Those that are required to cover a specific subject or task, e.g., Report on an event, any Investigation.
SHORT OR LONG REPORTS: Short reports are written in short and precise manner. While writing short report no formal research is required. Short report is a rare as long reports are written in detail and through formal research on the topic. Example of short report Informal memorandum reports, Conference reports, Progress reports, Period reports). Analytical Memorandum reports (Recommended justification reports). Short reports can be send via mails, fax or even by e-mails.
TECHNICAL REPORTS: These reports cover complex technical issues. It is also known as Scientific Reports. It is a document that describes the process, progress, or result of technical or scientific research, recommendations and conclusions of the research, scientific journals, and proceedings of some academic conferences.
MAIN PARTS OF A REPORT
Main parts of a report are : Front matters, Main body and Back matters :
Front Matters
1Cover
2 Frontispiece
3. Title page. , inner title page; front side and back side.
4. Copyright notice
5. Foreward
6. Preface
7. Acknowledgements
8. Table of contents
9. List of illustrations
10. Abstract and summary
Main Body
- introduction
- Discussion or analysis
- Conclusions
- Recommendations
Back Matters
Appendices
List of references
Bibliography
Glossary
lndex
Structure of a Report {While writing a Business report we need to follow a standard practice. A report should contain following:
FRONT MATTER
Title Page—The title and date of the report, and the author’s name can also be put here.
Circulation List—Who will receive the report.
Notes and Acknowledgements—For example, who provided funding for the repOrt and, if the author’s name is not on the title page, it will appear here.
Table of Contents—What is contained in the'report.
List of Illustrations—Simple list of titles and page numbers.
MAIN BODY
Abstract! Summary—Short paragraph detailing in brief what is in the report. Introduction—The terms and scope of thereport.
Abstract! Summary—Short paragraph detailing in brief what is in the report. Introduction—The terms and scope of thereport.
Body of report—Findings and facts uncovered by the report are listed here. Conclusions—Draw the information uncovered in the report together.
Recommendations—This is what the report has been building up to and is the most important part for the reader, i.e., what does the report recommend.
BACK MATTER
Appendices—Any additional information, such as tables, maps, resultS, photographs ShOUId be included here.
Bibliography and recommended reading—Details of the publications you referred to or recommend for reading.
Glossary—Explanations of technical terms used in the report. References—Full details of sources that have been referenced in the report.
Index—Enables reader to find the part of the report they require; only necessary if the report is long.
COLLECTING DATA
the next step is to gather the relevant data. There are a number of methods and sources for collecting data :
(a) Methods
1. Personal Observation 2. Telephone / Mobile / Internet Interview 3. Personal lnerview 4. Questionnaires
(b) Sources
1. Internal Records 2._ Library 3. On-line Net and Websites etc.
Proposal
a plan or suggestion, especially a formal or written one, put forward for consideration by others.
A business proposal is a written offer from a seller to a prospective buyer. Business proposals are often a key step in the complex sales process—i.e., whenever a buyer considers more than price in a purchase.
like proposals are written by an organisation to other organisation to offer their services or products, or by a lecturer or a scientist to government and university for investing & allowing their research.
Proposals are written for business expansion, or scientific enquiry, or technical knowledge and so on.
some main types of proposal are mentioned below :
1. Business Proposals:proposals which related with business, trade and commerce are known as business proposals.
2. Research Proposals : proposals related with a project requiring scientific enquiry or systematic
investigation, are known as research proposals.
3. Technical Proposals : Proposals relating to the technical knowledge and skills are known as
technical proposals.
on the basis of organisational environment proposals classified in to two categories
1. External Proposal : A proposal written by an organisation to win contracts and trust for work is known as the external proposals.
2. Internal Proposal : a proposal write to impress the person or group in authority to allow him to implement his ideas in the organisation.are known as internal proposals.
There is one more method of classifying the proposals into two broad categories as mentioned below:
I. Solicited Proposal : When a proposal is prepared in response to an invitation from a firm or 50m
government or non-govemment organization, it is known as the solicited proposal. In such forms 0:
proposals, the proposer receives a form from the firm inviting the proposals. The writer is require
to supply the relevant particulars, as demanded by the firm. Solicited proposals are generall
prepared in response to advertisements.
unsolicited proposal: sometimes proposals are written or prepared without being asked or any prior information are known as unsolicited proposals. these proposals are made by researchers, scientist, or technocrats if they have some new idea and they want such internal and external help to whom they are writing.
Structure/Parts/Format of Proposal
While writing a proposal, the writer should pay attention to the structure of a proposal. The main parts
of a proposal are determined according to the type of the proposal, if it is solicited or unsolicited; or
internal or external. The structure of the solicited proposal is determined by the organization inviting it.
In the words of Raman and Sharma, "The nature of each project and its requirements will dictate the
structural elements of a proposal" :
Generally, all good proposals have four important parts :
(i) Front Matter
(ii) The Technical Section
(iii) The Managerial and
(iv) The Financial Section
1.Front Matter
Front matter (sometimes known as Prefatory Part) includes the following elements :
a Cover Page/Title Page : The title page of a proposal includes the title of the proposal. the name of
one who is submitting proposal and also the name of the individual or of the company to whom the
proposal is submitted. Since it is the first item to be read, all essential details should be clearly
mentioned so that a clear picture of what the proposer wants can be conveyed.
b. Table of Contents : In this prefatory part of the proposal, table of contents should be given. List of
tables and figures should be clearly listed. Table of contents is prepared only for the proposals that
are long.
c. Executive Summary or Abstract : To provide a preview of the proposal, a brief summary of a
proposal should be prepared. 1n brief,it will mention the objectives, procedures and the outcome of
the proposal. In case the reader feels satisfied, he goes through the details of the proposal.
The Technical Section
In this section, the proposer highlights mainly two things : problem and its solution. The writer should
focus on the following heads :
a.Statements of Problem : There should be the problem statement specifying what it intends to do,
Moreover, it would explain the source of the problem and also the possible solution, and the benefits
that will come from the proposal in hand.
b.Purpose : The purpose of the proposal should be clearly mentioned. According to Lesikar and Flatley
an appropriate beginning is a statement of the writer s purpose to present proposal and the reader's
need. Hence, the purpose should be clearly stated, for example:
> A proposal for reducing turnover of field representatives
1' A proposal to determine the job satisfaction of the current sales force
c. Technical Plan: This section tries to answer the following questions :
> What is the solution of the problem ?
> Can this solution be implemented ?
> Should the solution be implemented ?
> What are the limitations or restrictions over which the proposer has no control ?
Besidest,h is section will highlight the proceduresw hich are going to be followed by the proposer. He has to tell the reader the methods and sources which he will use in collecting the required statistical data for his project. Moreover, there should be a clear mention of the time, required for the completion of the project.
(iii) The Managerial Section
The Managerial Section describes the project team or the personnel who will work directly work on the project. ‘ All details relating to that personnel are mentioned in this section. The information is relating to several issues like :
a his educational qualifications
0 his professional achievements
0 his experience in that Specific area a any other relevant information
Sometimes a number of persons are engaged to execute a proposal. To prove their credentials, a brief description of their educational qualifications, professional achievements and experience should be given.
(iv) The Financial Section
It includes a chart of anticipated‘ expenditure. It is mandatory to all sorts of proposals. It provides a detailed account of the amount required for several items such as equipment, lab testing, salaries of personnel or project team, office contingencies and infrastructural facilities like building, water, electricity, machines and so on. However, this last section of the body of the proposal provides a brief mention of the materials and expertise of the proposer so as to reassert his competence for the proposal he is going to undertake.this will ultimately persuade the reader and assure him of the success of the project.
A business proposal is a written offer from a seller to a prospective buyer. Business proposals are often a key step in the complex sales process—i.e., whenever a buyer considers more than price in a purchase.
like proposals are written by an organisation to other organisation to offer their services or products, or by a lecturer or a scientist to government and university for investing & allowing their research.
Proposals are written for business expansion, or scientific enquiry, or technical knowledge and so on.
some main types of proposal are mentioned below :
1. Business Proposals:proposals which related with business, trade and commerce are known as business proposals.
2. Research Proposals : proposals related with a project requiring scientific enquiry or systematic
investigation, are known as research proposals.
3. Technical Proposals : Proposals relating to the technical knowledge and skills are known as
technical proposals.
on the basis of organisational environment proposals classified in to two categories
1. External Proposal : A proposal written by an organisation to win contracts and trust for work is known as the external proposals.
2. Internal Proposal : a proposal write to impress the person or group in authority to allow him to implement his ideas in the organisation.are known as internal proposals.
There is one more method of classifying the proposals into two broad categories as mentioned below:
I. Solicited Proposal : When a proposal is prepared in response to an invitation from a firm or 50m
government or non-govemment organization, it is known as the solicited proposal. In such forms 0:
proposals, the proposer receives a form from the firm inviting the proposals. The writer is require
to supply the relevant particulars, as demanded by the firm. Solicited proposals are generall
prepared in response to advertisements.
unsolicited proposal: sometimes proposals are written or prepared without being asked or any prior information are known as unsolicited proposals. these proposals are made by researchers, scientist, or technocrats if they have some new idea and they want such internal and external help to whom they are writing.
Structure/Parts/Format of Proposal
While writing a proposal, the writer should pay attention to the structure of a proposal. The main parts
of a proposal are determined according to the type of the proposal, if it is solicited or unsolicited; or
internal or external. The structure of the solicited proposal is determined by the organization inviting it.
In the words of Raman and Sharma, "The nature of each project and its requirements will dictate the
structural elements of a proposal" :
Generally, all good proposals have four important parts :
(i) Front Matter
(ii) The Technical Section
(iii) The Managerial and
(iv) The Financial Section
1.Front Matter
Front matter (sometimes known as Prefatory Part) includes the following elements :
a Cover Page/Title Page : The title page of a proposal includes the title of the proposal. the name of
one who is submitting proposal and also the name of the individual or of the company to whom the
proposal is submitted. Since it is the first item to be read, all essential details should be clearly
mentioned so that a clear picture of what the proposer wants can be conveyed.
b. Table of Contents : In this prefatory part of the proposal, table of contents should be given. List of
tables and figures should be clearly listed. Table of contents is prepared only for the proposals that
are long.
c. Executive Summary or Abstract : To provide a preview of the proposal, a brief summary of a
proposal should be prepared. 1n brief,it will mention the objectives, procedures and the outcome of
the proposal. In case the reader feels satisfied, he goes through the details of the proposal.
The Technical Section
In this section, the proposer highlights mainly two things : problem and its solution. The writer should
focus on the following heads :
a.Statements of Problem : There should be the problem statement specifying what it intends to do,
Moreover, it would explain the source of the problem and also the possible solution, and the benefits
that will come from the proposal in hand.
b.Purpose : The purpose of the proposal should be clearly mentioned. According to Lesikar and Flatley
an appropriate beginning is a statement of the writer s purpose to present proposal and the reader's
need. Hence, the purpose should be clearly stated, for example:
> A proposal for reducing turnover of field representatives
1' A proposal to determine the job satisfaction of the current sales force
c. Technical Plan: This section tries to answer the following questions :
> What is the solution of the problem ?
> Can this solution be implemented ?
> Should the solution be implemented ?
> What are the limitations or restrictions over which the proposer has no control ?
Besidest,h is section will highlight the proceduresw hich are going to be followed by the proposer. He has to tell the reader the methods and sources which he will use in collecting the required statistical data for his project. Moreover, there should be a clear mention of the time, required for the completion of the project.
(iii) The Managerial Section
The Managerial Section describes the project team or the personnel who will work directly work on the project. ‘ All details relating to that personnel are mentioned in this section. The information is relating to several issues like :
a his educational qualifications
0 his professional achievements
0 his experience in that Specific area a any other relevant information
Sometimes a number of persons are engaged to execute a proposal. To prove their credentials, a brief description of their educational qualifications, professional achievements and experience should be given.
(iv) The Financial Section
It includes a chart of anticipated‘ expenditure. It is mandatory to all sorts of proposals. It provides a detailed account of the amount required for several items such as equipment, lab testing, salaries of personnel or project team, office contingencies and infrastructural facilities like building, water, electricity, machines and so on. However, this last section of the body of the proposal provides a brief mention of the materials and expertise of the proposer so as to reassert his competence for the proposal he is going to undertake.this will ultimately persuade the reader and assure him of the success of the project.
referenced by- google image, oxford definition,e notes, book- professional communication dr raavee tripathi katson books,p. Prasad katson books, professional communication malti agarwal krishna publications.
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