Intrapersonal communication| Interpersonal communication | Letter | Circular letters | Its advantages |

1. Business Communication
Terms

2. Intrapersonal communication
• Takes place within the individual
• Pertains to thinking
• Feel-message sent to the brain-decision-response
from the brain to hand
• Organ(sender)-impulse (message)-brain (receiver)-
brain (sender)-sends the feedback for an action.
• Internal dialogue with oneself-plan,weigh, consider
and process information
• Self motivation, self determination—takes place at
the intrapersonal level

3. Interpersonal communication
• Sharing of information among people
• Physical proximity to each other
• Many sensory channels are used
• Feedback is direct and immediate
• Roles of the sender and receiver keeps
alternating
• Role of non verbal communication in the
interpretation of a message

4. Functions of non verbal
communication
• To provide information
• To regulate the flow of conversation
• To express emotion
• To qualify or complement verbal messages
• To control and influence others
• To facilitate specific tasks

5. Types of non verbal communication
• Facial expressions
• Vocal characteristics
• Gestures and postures
• Personal appearance
• Use of time and space

6. Business letters-importance
• Means to communicate
• Integral part of everyday business
• Assist in sustaining business relationships
• Appropriate form of communication when the
information to be conveyed is complex
• Serve as permanent records, valuable repository
of information
• Help to reach a large and geographically diverse
audience

7. Purpose-to sustain the existing business relationships and to
create and establish new relationships
TYPES
• Credit
• Collection
• Order
• Inquiry
• Claim
• Adjustment
• Sales
• Fundraising
• Job application
• Congratulate
PURPOSE
• To enquire or request for a loan
• To collect past due accounts
• To place an order for products
• To enquire the status of
something :delivery
• To lodge a complaint and ask for a
remedy
• To inform how the complaint
would be taken care of
• To sell a product
• To request the readers to donate
time/ money
• Toapply for an employment
• To appreciate one’s achievement

8. Application letters-importance
• Distinguished ,so as to arouse interest
• Persuasive letter that exhibits your confidence
• Sell
• Types-solicited (that are written in response to
an advertisement
• Unsolicited-which are written on the writer’s
own initiative ,without being asked for

9. Job application letter
• Cover letter-gain attention , develop an
interest in the employer about your
qualification
• CV

10. Appointment letter
• Written by the employer to the candidate who
has been selected for a particular post
• Normally sent by the head of the personnel
department or the chief of the organization
• Sent in duplicate
• The selected candidate signs a copy to show
the acceptance

11. Details…..
1. Nature of duty
2. Designation
3. Salary details
4. Working timings
5. Period of joining
6. Leave rules
7. Other benefits
8. Probation period ,if necessary
9. Period of notice for termination and resignation
10. Any other relevant details

12. Points to be considered
• The letter should refer to the interview and
the letter of application
• Express the employer’s pleasure in
appointment
• All the details need to be correct
• Ends with wishes to the candidate

13. References & testimonials
• Different ways of applying for a job and from different places
• In cases where the prospective employer has no clue about
the candidate,it is necessary to get a reference or a
testimonial.
• This is to verify the claims of the candidate-about themselves,
their abilities, qualities and special achievements
• The company has to check and verify –by taking a
testimonial or a reference from a reputed person who has
longstanding relations with the prospective candidate .
• Vouching for the candidate

14. Testimonial
• An open document
• Not addressed to any particular person
• Written for a specific post / specific person
• Document that endorses the character,
qualification ,abilities and character of a
candidate in whose favour it is written
• Advantage- the same can be attached with
different job applications

15. Facts to be considered…..
• It should be brief
• It should limit itself to the qualifications and
character description of the candidate only
• Should be in the form of a certificate not in the letter
form
• Carries a title –TESTIMONIAL
• It can be written on a personalized letterhead or the
letterhead of the organization in which the writer is
employed

16. • The person who gives the the testimonial
should have known the candidate for a
considerable amount of time.
• It should mention the capacity in which the
writer knows the candidate.
• Also mention the duration for which the
writer have known the candidate

17. References
• A person ready to vouch for another-referee
• Reference related to a specific
case(testimonial –generalised)
• Asked on request-asked for by an enquirer and
should be addressed to the specific person
who asked for it
• Specified / open format
• Addressed to the prospective employer

18. • It should not make vague,generalised statements
• Should give specific reference to the information
sought
• Should talk about the candidate’s integrity ability
etc..
• Polite and relevant
• It should be marked “confidential”and must be
treated in the same way

19. Enquiry letter
• To find out the details of the goods and services the
supplier offers
• Solicited enquiry letter: written by the seller with the
motive of advertising the available products or
services and gives the information to solicit enquiries
• Unsolicited enquiry letter:the buyer gets to know of
his own if the seller has not made any initiative to
advertise or inform or publicize about their products
or services.

20. • To find new suppliers
• To find out the price of the offering
• To enquire about special goods
• To find out any newer schemes which the
seller offers
• To enquire about payment terms
• To decide on colour or style preferences

21. Letter of enquiry-should be straight
forward and clear-no ambiguity
• Routine enquiry:made by the existing buyer and old customer in the normal course of
business
• Special enquiry: enquires regarding something which does not form part of routine trade
• Some of the considerations to write an enquiry letter are:
• Mention the purpose of the letter clearly
• Request for information on the type of goods and services required
• Request for samples if necessary
• Request for catalogues
• Ask for credit terms
• Information about how you know the supplier
• Enquire the details regarding the discount schemes
• Make enquiries regarding the mode of delivery
• Specify the type of packing required
• Inform about the specific transporters you’d like to use

22. Circular letters
• Business letters directed towards people
outside the company
• Convey basic changes or other important
information about the company
• Written when a new business is launched
• When there is a change in the constitution of
the business

23. Advantages of circular letters
• Photocopied, easily prepared and posted
together
• Cheaper way of disseminating information to
people scattered at different places
• Do not intrude upon the reader- can be read
at leisure
• Maintained as record for future reference

24. While drafting a circular letter,
consider………
• Word carefully
• Convey the information in a simple and clear way
• Leave no scope for ambiguity
• Do not self praise
• Be personalised as much as possible
• Addressed in general to people
• Signed by concerned authority
• Do not add any extra matter in the circular letter

25. Office Circulars
• Inter office written correspondence
• Flows between people of the same organisation
• Meant to convey a common information
• General in nature
• Not confidential
• Used to intimate changes in the organisation
• To emphasise certain rules and regulastions
• To announce an event where all members are expected to be present
• Subject matter must be written on top
• Can either be circulated by hand or displayed on the notice board

26. Office notes
• Used in horizontal communication where they are
exchanged among the departments
• They ask and seek suggestions, solicit advice
• Seek or provide information concerning some issue
/employee/situation
• Seek approval in case of transfers,data exchange and
problems
• Same format of the memorandum (elaborate)
• Has to be addressedto person in particular and
should be signed with date by the sender

27. Presentations
• Components of an effective presentation
• 1)defining purpose
• 2)analyzing audience
• 3)organizing contents
• 4)preparing an outline
• 5)deciding on visual aids
• 6)understanding the delivery techniques
(elaborate /explain all the above points )

28. Extempore speech
• Must have prior preparation and practice
• The delivery should sound spontaneous,
natural to the audience as it allows
establishing a rapport with the audience
• Appropriate planning , practice, organizing the
material meticulously is necessary

29. Manuscript presentation
• In manuscript presentation , material is written out and is
read out verbatim.
• Memorization and recollection of speech is not required
• Proficiency in reading is required and familiarization with the
text is necessary
• The material is organized systematically and there is a step by
step development of the points
• There is no chance of tampering with the facts and figures as
it serves as a permanent record of what one has to say.

30. Group communication
• In all the business enterprises, teamwork and group communication has increased
• Organizations look for individuals who can interact and communicate successfully
in small groups and make significant contributions during such interactions
• Need to acquire team building and group skills
• Members of an organization communicate in groups to :
1)Collect information or feedback on any assignment
2)To share and exchange information and ideas
3)To arrive at a decision
Depending upon the purpose and need , group communication takes various names as
:group discussions ,meetings , seminars, conferences, panel
discussions,symposiums, conventions etc

31. • SEMINARS:present the results of original research, sharing of knowledge, get view points
• Structure:small group of experts
• Character:academic in nature , free discussions, presentations
• CONFERENCE :confer with people having similar interests, to pool experiences and opinions
• Structure:any number of participants , wider subject application, multi sessions
• SYMPOSIUM:discuss different aspects of a problem for audience
• Structure: any number
• Formal for larger audience
• Each one presents one aspect,audience participate