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1. Name- Tashi Namgyal Bhutia
Course- BCA
Enrolment No.- 20BCA23
Sub- Business Communication and Presentation
ASSIGNMENT NO 2
Q.1. Describe in detail what all should be taken care of while drafting business
letters.
Ans. A cover letter, a response to a customer inquiry and a collection letter
requesting immediate payment are examples of letters that should follow a
business format. Although business letters aren’t exceptionally difficult to write,
they are significantly different from an academic or personal letter. Being mindful
of basic but nevertheless important business letter concepts can make your
correspondence more professional and effective.
1.The Reader Comes First-
Avoid focusing on what you want to say – make sure you right what the reader
wants to hear, even if you're selling something. Keeping the expectations, goals,
situation, and needs of the reader or readers firmly in mind is of the utmost

2. importance. For this reason, a business letter should not only take a reader-
centered approach, but also be rhetorically aware.
Awareness refers to thinking first and foremost about your readers, what they
expect to get out of the communication and what you need included in the body
of the letter to meet reader expectations. Then, make sure the information you
provide is both usable and easily understood.
2.Emphasize the Positive-
Most readers, irrespective of the type of letter, will respond more favorably to
positive than negative verbiage. Because of this, a focus on positive verbiage is
important, regardless of whether a business letter is presenting positive or
negative information.
Try to avoid using words with negative connotations, including words such as do
not, refuse, unfortunately and failure. When writing a collection letter, for
example, start by thanking the person for being a customer.
Continue with verbiage that, within the limits of the business’s credit policy, lets
the customer know that while his or her account is delinquent or a payment is
past due you’re willing to work with the customer to find a mutually agreeable
solution. Focus on the benefits the reader will get from working with you, rather
than just talking about the features of your product or service.
3.Short, Concise and Simple-
Short, concise and simple are three important words to keep in mind when
writing business letters, advises MediaCollege.com. Time is money in the business
world and if your letter is long and drawn out, there’s a chance the reader may
put your letter aside.
If this happens, it will either be read at a much later date or possibly never read.
Get to the point and try to compose a business letter using the fewest words
possible. A general guideline is to keep a business letter to a single typewritten
page.
4.Proof, Edit and Read-

3. Never send a business letter without first proofing it for spelling and grammar
mistakes. Additionally, review the letter for long words, technical jargon,
confusing thoughts or sentences and typographical errors. Read it aloud or ask a
colleague to read it to get a feel for how it will sound to the reader. If you need to
modify or edit the letter in any way, proof, review and read the letter aloud one
more time before sending it.
Q.2. What are the different types of communication? Describe.
Ans.
1. VERBAL COMMUNICATION-
Verbal communication occurs when we engage in speaking with others. It can be
face-to-face, over the telephone, via Skype or Zoom, etc. Some verbal
engagements are informal, such as chatting with a friend over coffee or in the
office kitchen, while others are more formal, such as a scheduled meeting.
Regardless of the type, it is not just about the words, it is also about the caliber
and complexity of those words, how we string those words together to create an
overarching message, as well as the intonation (pitch, tone, cadence, etc.) used
while speaking. And when occurring face-to-face, while the words are important,
they cannot be separated from non-verbal communication.
2. NON-VERBAL COMMUNICATION-
What we do while we speak often says more than the actual words. Non-verbal
communication includes facial expressions, posture, eye contact, hand
movements, and touch. For example, if you’re engaged in a conversation with
your boss about your cost-saving idea, it is important to pay attention to both the
their words and their non-verbal communication. Your boss might be in
agreement with your idea verbally, but their nonverbal cues: avoiding eye
contact, sighing, scrunched up face, etc. indicate something different.
3. WRITTEN COMMUNICATION-
Whether it is an email, a memo, a report, a Facebook post, a Tweet, a contract,
etc. all forms of written communication have the same goal to disseminate
information in a clear and concise manner – though that objective is often not
achieved. In fact, poor writing skills often lead to confusion and embarrassment,

4. and even potential legal jeopardy. One important thing to remember about
written communication, especially in the digital age, is the message lives on,
perhaps in perpetuity. Thus, there are two things to remember: first, write well –
poorly constructed sentences and careless errors make you look bad; and second,
ensure the content of the message is something you want to promote or be
associated with for the long haul.
4. LISTENING-
The act of listening does not often make its way onto the list of types of
communication. Active listening, however, is perhaps one of the most important
types of communication because if we cannot listen to the person sitting across
from us, we cannot effectively engage with them. Think about a negotiation –
part of the process is to assess what the opposition wants and needs. Without
listening, it is impossible to assess that, which makes it difficult to achieve a
win/win outcome.
5. VISUAL COMMUNICATION-
We are a visual society. Think about it, televisions are running 24/7, Facebook is
visual with memes, videos, images, etc., Instagram is an image-only platform, and
advertisers use imagery to sell products and ideas. Think about from a personal
perspective – the images we post on social media are meant to convey meaning –
to communicate a message. In some cases that message might be, look at me, I’m
in Italy or I just won an award. Others are carefully curated to tug on our
heartstrings – injured animals, crying children, etc.
Q.3. Write a note on Email Etiquettes. Suggest how can we make our Email
writing even more effective.
Ans- E-mail or electronic mail is a standard part of our professional and personal
in which in this day of constant digital connectivity. There are many ways to write
an E-mail etiquette help our communication to look professional E-mail id cuties
employee asset of conventions accepted role of composing e- mail which help to
impress the recipient. Some such of email etiquettes are-
1.Never use slang.
2.Be concise and precise.

5. 3.Always proofread before hitting the ”send” button. Check for spelling and
grammar.
4.Use the reply all button with care. Judge if everyone needs to read your reply.
5.Avoid unnecessary forward and attachments.
6.Use professional Language and avoid using shortcut like 4u (for you).
7.Respond in a timely fashion.
8.Be careful with confidential information.
9.Take care of formatting.
10.The bottom line is “Professionals always communicate professionally”.
THANK YOU