MT 110: Business Communication II [BBA II Semester]

Question Bank

Module III

Preparing Bio-Data

A Bio data focuses on personal particulars in addition to educational and professional

experience. It typically includes detailed personal information such as date of birth, gender,
religion, race, nationality, marital status, residence, parents' names, names of your children
and siblings, languages spoken, etc.

Covering Letter

A cover letter is a written document commonly submitted with a job application outlining the
applicant's credentials and interest in the open position. Since a cover letter is often one of
only two documents sent to a potential employer, a well- or poorly-written letter can impact
whether the applicant is called for an interview.

KEY TAKEAWAYS
 A cover letter is commonly submitted with a job application explaining the applicant's
credentials and interest in the position.
 A good cover letter complements the resume and explains why the candidate is the
ideal person for the job.

 Common cover letter mistakes can sink a job applicant.

Understanding Cover Letters

Most job postings are done online and no longer require a physical application. Instead,
applicants send companies a copy of their resume along with a cover letter either by email or
with a hard copy through the mail. A resume offers a glimpse into the professional and
academic experience of a potential employee. The cover letter, on the other hand, acts as an
introduction written by the candidate to express their interest in the position and what makes
them the best fit for the job.
A good cover letter complements a resume by expanding on items relevant to the job. In
essence, it's a sales pitch that describes why the applicant is the best person for the position.
The cover letter provides information to the employer about who the candidate is as a
professional. This includes their job interests, professional goals, knowledge, the skills
they've gained over the years, and their career goals and achievements. The cover letter
should be a one-page document that provides clear and concise details as to why the
candidate wants the job.

A simple, focused cover letter without any typos or grammatical errors will get you noticed
by potential employers. A perfect resume can often be sabotaged by a poorly thought-out
cover letter or one that is laden with mistakes.

Names matter. This includes the name of the hiring manager, the company, and yes, evens
yours. Make sure you have the right names and the correct spelling. And don't forget to
change the names if you're using the same cover letter for multiple jobs.

Restating your resume. Since the cover letter is used to identify your skills and explain how
your previous experience is applicable to the desired position, don't restate the stuff on your
resume. Remember, the cover letter should complement your resume, not just summarize it.

Keep your letter tight. Recruiters often go through hundreds of applications and don't have
time to read through a three-page missive. The absolute maximum length for a cover letter
should be one page, with a few concise paragraphs.

Omit unnecessary details. Stay on topic. There's no need to mention your graphic-design

skills if you're applying for an accounting position. It's a good idea to leave out personal
things like your IQ, recreational accomplishments, interests, and hobbies. That is unless they
relate to the job or company.

Avoid sounding arrogant. Ensure your cover letter does not make you appear arrogant.
While the cover letter is about you and your accomplishments, find a way of saying "I'm the
best" without actually saying it. Avoid overusing words like "I," "me," or "my."

Spelling counts. Typos and grammatical errors show you didn't even bother to proofread
your own letter. And be consistent—don't convey a dash with "--" in one place and "—" in
another.
Interview Letter

The letter that invites job applicants for facing interview is known as interview letter. After
receiving job applications from the potential candidates, the employer writes interview
letter to those candidates whose applications have passed the initial screening stage. Through
this letter, the employer informs the applicants either to sit for a written test or to appear
before a viva-voce. This letter is written in the official pad of the company or in the page
containing company name and address at the top.

Contents of interview letter

Every interview letter must contain the following elements:

1. Name and address: Interview letter must carry the name and full particulars of
the candidate. It should be sent to the present address of the applicant. Both inside
and envelope address should be similar. Sometimes, both present and permanent
address of applicant is written at the top of the interview letter.

2. Time of interview: Date, day and time of interview should be clearly mentioned

in the interview letter.

3. Place of interview: Interview letter should clearly indicate the place or venue

where interview will take place.

4. Documents to be produced: Sometimes the interviewee needs to produce

academic certificates, experience certificate, birth certificate, photographs, copy of
publications etc. before the interview board. Interview letter must state whether the
candidates need to bring such documents.

5. Other instructions: Interview letter should also specify whether the interviewees

would be provided with transportation allowance (TA) or any other allowance.

Letter Writing

Complaint letter
A letter is important. It puts your complaint on record with the company, helps preserve any
legal rights you may have in the situation, and lets the company know you’re serious about
pursuing the complaint. Following are the tips to write an effective complaint:

 Be clear and concise. Describe the item or service you bought and the problem.
Include serial or model numbers, and the name and location of the seller. If you’re
following up on a conversation, be sure to say who you spoke with and confirm the
details of your discussion.
 State exactly what you want done and how long you’re willing to wait for a
response. Be reasonable.
 Don’t write an angry, sarcastic, or threatening letter. The person reading your
letter probably isn’t responsible for the problem, but may be very helpful in resolving
it.
 Include copies of relevant documents, like receipts, work orders, and warranties.
You also may want to send copies of emails and notes from conversations you’ve had
with the seller about the problem. Keep your originals.
 Include your name and contact information. If an account is involved, be sure to
include the account number.

Enquiry Letter

An Enquiry letter is a formal letter, written to enquire and get details regarding something
that a person wants to gain further knowledge about. The method for writing an Enquiry letter
has been discussed in detail here (step –wise). The students can see how to compose an
enquiry letter and practice to write the following the method and format given below.

Format of letters:
The Format of letter is as follows –
1. Sender’s address: Include email and phone number, if required.
2. Date: Below address. Leave one space or line.
3. Receiver’s address
4. Subject of the letter
5. Salutation (Sir / respected sir / madam)
6. Body
Paragraph 1: Introduce yourself and the purpose of writing the letter
Paragraph 2: Detail of the enquiry
Paragraph 3: Conclude / end
7. Complimentary Closing
8. Sender’s name, signature and designation (if any)

Notice and Circular

 Notice - A message / information's bringing to all which will be put up in common place

Circular- A message / information's bringing to certain group of people belonging to the

information's.

Like memos, circulars and notices are also written forms of communication within the
organization. The difference between a circular and a notice is that circulars are
announcements that are distributed to small or selective groups of people within the
organization, whereas notices are meant for a larger group of people.

Example – If a manager wants to call a meeting of heads of departments, he will pass around
a circular only to the heads, requesting them to attend that meeting. On the other hand,
notices generally contain information or announcements that are meant for all the employees
of an organization.
Example – A list of declared holidays for a calendar year is a notice, since the information is
relevant to all employees. A notice is therefore a legal document that has to be put up on an
official notice or bulletin board.
Let us examine another example of a circular and a notice.
Imagine that you are the President of the Student Committee in a management college and
wish to hold a meeting to plan for the Annual Management Fest of the college. You will have
to send some information to those whom you want to involve in organizing the Fest. You
may not want all the students to be involved initially, since it may take a lot of time and there
may be too many suggestions. Instead, you may choose to invite only the committee
members to discuss details such as the date, venue, duration, how to get sponsors and so on.
For this purpose, you may send a circular only to the student committee members, requesting
them to attend the meeting. During the meeting, the date and venue may be finalized and
various smaller committees may be formed, such as a reception committee, stage committee
and so on. You may also decide to get each student to contribute a nominal amount for the
Fest. In order to announce these details and ask for student contributions, you may then put
up a notice on the official college notice board which all students can see and respond to.

However, under special circumstances notices may also be sent to individual employees. An
example of this type of notice is the "Show Cause Notice", which is sent when an employee
is found to be guilty of major misconduct. The notice usually mentions the allegations against
the employee and asks for a written explanation within a specified time, failing which the
action that would be taken against the employee (e.g. suspension from the job) is stated.

Module IV

Report Writing

Meaning: The definition of report writing is creating an account or statement that describes
in detail an event, situation or occurrence, usually as the result of observation or inquiry. The
two most common forms of report writing are news report writing and academic report
writing. Report writing is different from other forms of writing because it only includes facts,
not the opinion or judgement of the writer.

News reporting typically involves writing about what, when, where and why an event
happened. The foundation of any news report is facts. However, eye witness accounts and
interviews with experts are often added to strengthen the story and provide more details.
News report writing is usually organized with the most relevant information at the beginning
and supporting details or background information at the end of the report.

On the other hand, academic report writing focuses on summarizing the process of
conducting research. For example, the materials used the process of testing and the observed
results are all commonly found in an academic report. This kind of report usually includes a
hypothesis or a statement regarding the expected outcome of the research. Like news
reporting, academic report writing includes facts and a description of the events that took
place during the research.

Significance of Report Writing

In general, reporting writing is very helpful for making the record of documentation. With the
help of reports, we can easily recognize our work. For example, reports play a vital role in
schools and colleges for knowing how many students have joined in this year. Report writing
also helps the director of the industry, business or any organization in order to make quick
decisions and planning of anything. The importance of report writing is that it also helps to
communicate within the company that is workers, to discuss the problems of the business and
to give investor details of everyday running.

A report can be good when it can be written in the manner of proper communication and
written communication. There are also verbal reports and informal reports. Many kinds of
report provide many types of profits. Report writing consists of the history and facts of a
project or any kind of event. It is useful for recording a past history and an overall summary
of decisions.

Report writing helps as a path to solve problems. Writing a report guides you in a way to
modernize details about improvements and upcoming plans. For example, the progress of
technology or any policy of government. There are many types of report writing such as
research report writing. While writing the report of a research paper seems hard but don’t
worry as there are many online academic report writing services who can help you in any
way. The significance of report writing can be highlighted below.

Easy Tool for Making Decision

In this modern world, huge companies need a large number of information. The only solution
to manage this is to make reports. With the help of report writing, necessary judgments can
be made in business. Report writing provides easy, updated and helpful details in a document.

Analysis

Report is very important because whenever any issue occurs, a group of committees try to
find the reason for that issue and provide the whole scenario and results with or without the
suggestion in the shape of report writing.
Evaluation

A company that is based on a large scale are involved in many different activities. Due to this
reason, it is impossible for the management to keep an eye on every one of what everybody is
doing. Therefore, the management finds an easy way and writes a report to highlight the acts
of every department.

Quick Source

It is a fact that marketing managers require details in order to make a quick decision. In this
case, sometimes a senior manager seems to be very busy for many reasons that’s why it
requires authentic sources to get information. These types of sources can be in the form of
report writing.

Improvement of Skill

Report writing helps you to improve the skills of designing, judgments, and means of
communication. Therefore, these skills make a way to promote you.

Explain Facts

Facts can be considered in a way that can be obtained naturally. That is why this type of
presentation is verified with the help of a report because it examines and explores, calculates
and many other things about any fact. 

Professional Improvements

Report writing is very important if we talk about the advancement and improvement of the
professional. For example, in a company, if anyone is selected for promotion, so before this,
you have to make report writing document in which you will write about the position,
performance satisfaction and level of working, with the help of all these points you can be
able to make a report and submitted to the manager so that promotion can be given to that
particular person fulfilling all the requirements areas.

Fully Control: No matter, the activities are fully achieved in accordance with the plan or not.
That is why in order to control such activities it depends mainly on report writing.
Easy Tool

Many of the reports make an easy way of activities for the managers, in order for planning,
promoting, controlling and managing. No doubt report writing plays a vital role to help a
manager as the report refers to as a source of information.

Handle Complex Situation

In an organization that is based on a large scale, there might always have a problem of labor
which may result in complex conditions. In order to handle this situation, managers make a
report.

Kinds and Objectives of Report writing

Kinds of Report writing

Long Report and Short Reports:

These kinds of reports are quite clear, as the name suggests. A two-page report or sometimes
referred to as a memorandum is short, and a thirty-page report is absolutely long. But what
makes a clear division of short reports or long reports? Well, usually, notice that longer
reports are generally written in a formal manner.

Internal and External Reports:

As the name suggests, an internal report stays within a certain organization or group of
people. In the case of office settings, internal reports are for within the organization.

We prepare external reports, such as a news report in the newspaper about an incident or the
annual reports of companies for distribution outside the organization. We call these as public
reports.

Vertical and Lateral Reports:

This is about the hierarchy of the reports’ ultimate target. If the report is for your
management or for your mentees, it’s a vertical report. Wherever a direction of upwards or
downwards comes into motion, we call it a vertical report.
Lateral reports, on the other hand, assist in coordination in the organization.  A report
travelling between units of the same organization level (for example, a report among the
administration and finance departments) is lateral.

Periodic Reports:

Periodic reports are sent out on regularly pre-scheduled dates. In most cases, their direction is
upward and serves as management control. Some, like annual reports, is not vertical but is a
Government mandate to be periodic in nature. That is why we have annual or quarterly or
half-yearly reports. If they are this frequent, it only makes sense to pre-set the structure of
these reports and just fil in the data every period. That’s exactly what happens in most cases
too.

Formal and Informal Reports:

Formal reports are meticulously structured. They focus on objectivity and organization,
contain deeper detail, and the writer must write them in a style that eliminates factors like
personal pronouns.

Informal reports are usually short messages with free-flowing, casual use of language. We
generally describe the internal report/memorandum as an informal report. For example, a
report among your peers, or a report for your small group or team, etc.

Informational and Analytical Reports:

Informational reports (attendance reports, annual budget reports, monthly financial reports,
and such) carry objective information from one area of an organization to maybe a larger
system.

Analytical reports (scientific research, feasibility reports, and employee appraisals) show
attempts to solve actual problems. These analytical reports usually require suggestions at the
end.

Proposal Reports:
 These kinds of reports are like an extension to the analytical/problem-solving reports. A
proposal is a document one prepares to describe how one organization can provide a solution
to a problem they are facing. There’s usually always a need to prepare a report in a business
set-up. The end goal is usually very solution-oriented. We call such kinds of reports as
proposal reports.

Functional Reports:

These kinds of reports include marketing reports, financial reports, accounting reports, and a
spectrum of other reports that provide a function specifically. By and large, we can include
almost all reports in most of these categories. Furthermore, we can include a single report in
several kinds of reports.

Objectives of Report writing

1. Decision Making Tool: Today’s complex business organizations require thousands

of information. A  Reports provide the required information a large number of important
decisions in business or any other area are taken on the basis of information presented in the
reports. This is one of the great importances of report.
2. Investigation: Whenever there is any problem, a committee or commission or study
group investigates the problem to find out the reason behind the problem and present the
findings with or without the recommendation in the form of a report. It is another importance
of report.

3. Evaluation: Large scale organizations are engaged in multidimensional activities. It

is not possible for a single top executive to keep personal watch on what others are
doing. So, the executive depends on reports to evaluate the performance of various
departments or units.

4. Quick Location: There is no denying the fact that business executives need

information for quick decision-making. As top executives are found to be busy for
various purposes), they need vital sources of information. Such sources can be
business reports.

5. Development of skill: Report writing skill develops the power of designing,

organization coordination, judgment and communication.
 6. Neutral presentation of facts: Facts are required to be presented in a neutral way;
such presentation is ensured through a report as it investigates, explains and evaluates
any fact independently.

7. Professional Advancement: Report also plays a major role in professional

achievement. For promotion to the rank and file position, satisfactory job performance
is enough to help a person. But for promotion to high level position, intellectual
ability is highly required. Such ability can be expressed through the report submitted
to higher authority.

8. Proper Control: Whether activities are happening according to plan or not is

expressed through a report. So, controlling activities are implemented based on the
information of a report.

9. A managerial Tool: Various reports make activities easy for the managers. For
planning, organizing, coordinating, motivating and controlling, manager needs help
from a report which acts as a source of information.

10. Encountering Advance and Complex Situation: In a large business organization,

there is always some sort of labor problems which may bring complex situations. To
tackle that situation, managers take the help of a report.

Features or characteristics of a good report

Report provides factual information depending on which decisions are made. So everyone
should be taken to ensure that a report has all the essential qualities which turn it into a good
report.A good report must have the following qualities:

1. Precision
In a good report, the report writer is very clear about the exact and definite purpose of writing
the report. His investigation, analysis, recommendations and others are directed by this
central purpose. Precision of a report provides the unity to the report and makes it a valuable
document for best usage.

2. Accuracy of Facts
Information contained in a report must be based on accurate fact. Since decisions are taken on
the basis of report information, any inaccurate information or statistics will lead to wrong
decision. It will hamper to achieve the organizational goal.

3. Relevancy 
The facts presented in a report should not be only accurate but also be relevant. Irrelevant
facts make a report confusing and likely to be misleading to make proper decision.

4. Reader-Orientation
While drafting any report, it is necessary to keep in mind about the person who is going to
read it. That's why a good report is always reader oriented. Readers knowledge and level of
understanding should be considered by the writer of report. Well reader-oriented information
qualify a report to be a good one.

5. Simple Language
This is just another essential features of a good report. A good report is written in a simple
language avoiding vague and unclear words. The language of the report should not be
influenced by the writer's emotion or goal. The message of a good report should be self-
explanatory.

6. Conciseness
A good report should be concise but it does not mean that a report can never be long. Rather
it means that a good report or a business report is one that transmits maximum information
with minimum words. It avoids unnecessary detail and includes everything which is
significant and necessary to present proper information.

7. Grammatical Accuracy
A good report is free from errors. Any faulty construction of a sentence may make its
meaning different to the reader's mind. And sometimes it may become confusing or
ambiguous.

8. Unbiased Recommendation
Recommendation on report usually make effect on the reader mind. So if recommendations
are made at the end of a report, they must be impartial and objective. They should come as
logical conclusion for investigation and analysis.
9. Clarity
Clarity depends on proper arrangement of facts. A good report is absolutely clear. Reporter
should make his purpose clear, define his sources, state his findings and finally make
necessary recommendation. To be an effective communication through report, A report must
be clear to understand for making communication success.

10. Attractive Presentation

Presentation of a report is also a factor which should be considered for a good report. A good
report provides a catchy and smart look and creates attention of the reader. Structure, content,
language, typing and presentation style of a good report should be attractive to make a clear
impression in the mind of its reader.

The inclusion of above factors features or characteristics make a good report to be effective
and fruitful. It also helps to achieve the report goal. A reporter who is making the report,
always should be careful about those factors to make his report a good one. 

Structure of a Report

In business, the information provided in reports needs to be easy to find, and written in such a
way that the client can understand it. This is one reason why reports are divided into sections
clearly labelled with headings and sub-headings. Technical information which would clutter
the body of the report is placed in the appendix.

The structure of a report and the purpose and contents of each section is shown below.

TITLE PAGE report title

your name
submission date

EXECUTIVE SUMMARY overview of subject matter

methods of analysis
findings
recommendations

TABLE OF CONTENTS list of numbered sections in report

 and their page numbers

INTRODUCTION terms of reference

outline of report’s structure

BODY headings and sub-headings which

reflect the contents of each section.
Includes information on method of
data collection (if applicable), the
findings of the report and
discussion of findings in light of
theory

CONCLUSION states the major inferences that can

be drawn from the discussion
makes recommendations

REFERENCE LIST list of reference material consulted

during research for report

APPENDIX information that supports your

analysis but is not essential to its
explanation

 Module V

Business Correspondence

Just as we express our views, opinions, thoughts, and idea through writing. Business persons
also feel the need of expressing themselves. It is not always possible for them to remember each
and every detail in the business. They use the simplest way of expressing i.e., written
correspondence. A written correspondence in the business world is the business correspondence.

Meaning of Business Correspondence

Any communication in the form of the letter is correspondence. Any person related to a business
expresses oneself though business correspondence. One can also ask any doubt or uncertainty
through business correspondence. A businessman writes and receives letters in his day to day
life. A correspondence between two organizations or within an organization comes under this
category. A letter to a supplier, complaint letters, letter of inquiry, job application letters are
some of its examples.

Importance of Business Correspondence

A business correspondence has numbers of importance. Its most important feature is the ease of
reaching and communicating with different parties. It is not always possible to meet persons face
to face. A business correspondence helps to meet some organizational goals. One can achieve
the objectives through it. Let us study some of them in details.

1. Maintaining a Proper Relationship

It is not always possible for any business or organization to reach to any person in particular.
This will cost any business. Here, the business correspondence will be a rescue for any business.

It helps in maintaining the proper relationships between the parties. Business correspondence
strengthens the business. It also helps in the internal communication. It makes communication
within the organization more clear and precise.

2. Serves as Evidence

Any written form of communication serves as evidence. A business correspondence helps the
person in a business to keep a record of all the facts. These written records will serve as
evidence.

3. Create and Maintain Goodwill

It helps in creating and maintaining goodwill between a business and a customer. Any letter to
enquire, complaint, suggestion or feedbacks helps a company to grow and maintain goodwill.

4. Inexpensive and Convenient

It is a cheap and convenient form of business communication.

5. Formal Communication
A business communication serves as a formal communication between two persons. It may be a
seller and a buyer.  It can be between an employee and the employer. The language used is
formal and logical. It helps in removing the ambiguity and the doubts of the person involved in
the business. The formal communication in business is followed and acceptable.

6. Helps in the Expansion of Business

A business correspondence helps a business to achieve the set goal. It also ensures the expansion
of a business. With no waste of time and proper utilization of manpower and resources, a
business can expand. Any information regarding some resources or any product or market can
be easily done. Even the news of the expansion of business can be spread by it.

Types of Business Correspondence

A correspondence is of many types. Let us get ourselves familiar with some of them.

1. Internal Correspondence

It refers to the correspondence between the individuals, departments, or branches of the same
organization.

2. External Correspondence

It refers to the correspondence between two individuals. These are not of the same organization.
Any correspondence outside the organization is external correspondence. Customer and
suppliers, banks, educational institutions, government departments come under this category.

3. Routine Correspondence

It refers to the correspondence on routine manners. A correspondence made for inquiries, orders,
replies, acknowledgments, invitation, and appointment letters are routine correspondence.

4. Sales Correspondence
It refers to the correspondence related to the sale. Sales letters, sales reports, invoice, and
confirmation of orders are sale correspondence. Delivery letters, statement of accounts etc. are
also some of its examples.

5. Personalized Correspondence

It refers to the correspondence based on emotional factors. Letters of the request,

recommendation, and congratulations are personalized correspondence. Letter of introduction,
granting and the refusal of terms are some of its examples.

6. Circulars

It refers to the communication of common matter to a large number of persons or firms.

Circulars, notices of tenders, change of address, an opening of the new branch come under this
category. An introduction of new products is also its example.

Writing a letter to the bank

How can you ask your bank to transfer funds from one account to another?
Firstly, plan what to write before you start writing so you know you have included all the
relevant information. For example, make sure you have all the account information the bank
needs.
Secondly, keep it simple and concise. Don’t write the same thing twice, and edit out any
unnecessary information.
Finally, add the standard business greetings and endings. If you know your bank manager,
you can write to him / her by name. (Dear Mr / Ms XX and end Yours sincerely). If you don’t
know the name, write “Dear Sir / Madam” and end “Yours faithfully”.

Sample letter to the bank

Dear Sir / Madam

I would like to make an urgent transfer of XXXX from my current account (put in your
number here) to my joint account (put in account number here). Please let me know your fee
for arranging this transfer.

Account details

Current account: Number

Name of account holder: (Write the name of the person who has the account)
Branch address and code: (Write the bank address and any codes)

Joint account: number

Names of account holder:
Branch address and code:

Please contact me if you require any further information. My telephone number is XXXX.

Yours faithfully

Your name