This document provides an overview of business communication techniques. It discusses what business communication is, common methods and devices used, and best practices for telephonic communication. The key points covered are: 1) Business communication involves giving, receiving, and exchanging information, opinions, and ideas through various means like speech, writing, and visuals. It is important to plan messages and use clear, simple language. 2) Common methods of business communication include memos, reports, emails, faxes, advertisements, brochures, letters, and notices. Telephones, intercoms, and meetings are also frequently used. 3) When communicating by telephone, clearly identify yourself and the person you wish to speak to

1. A Presentation on
‘Business Communication’
By
Asst. Prof. VINODKUMAR ASHOK PRADHAN
M.A., B.Ed., NET , PGCTE
Lecturer in English,
Sadashivrao Mandlik Mahavidyalaya, Murgud
Tal. Kagal, Dist. Kolhapur
pradhanvinod99@yahoo.com
Mobile No. 9730483558

2. Business Communication- I
I ) What is Business Communication?
Communication is giving, receiving and exchanging information,
opinions and ideas through word, speech, visual means such as TV.
 First think and plan before you speak or write.
 Use simple, clear and appropriate language. But it is depend on
the person and relation you are talking before you.
 Select appropriate means of communication such as telephone, e-
mail, or fax for quick and important communication.
 In business ‘feedback’ (response) is important & see that –
Is your message clearly understood by the person?
Hs it been received in time?
Is it received by the responsible person for action?
If all the above are understood then communication is successful
other it is failed.

3. II) Methods of Business Communication and its Devices:
Messages Telephone Intercom Meeting Conferences
Face to face
communication
Memo
Report
Graph &
chanrs
E-mails
Fax & Telexes
Advertisement
Written Oral
Brochures
Letters
Circulars
Notices
Downward Upward Horizontal
Devices
Devices
Business Communication - I

4. III) Telephonic Communication
• Starting a Call- While ringing someone, first identify yourself & then
say who you want to speak to…
1. I’m Deepak Seth speaking. Could I speak to Mr. Das, please?
2. Sanjay Marathe, here. I would like to speak to the manager, please.
3. Hello, operator. I’m Gupta from Galaxy Computers. Can I speak to
Mr. Shah of Sales Department?
• Sometimes make sure that you have got a right number…
1 Is this 789456321?
Yes, it is. Who do you want to speak to?
Mr. Mishra of HR department?
2 Hello, is this 9865542132?
No, it is 133.
Oh, I’m sorry. I got the wrong number.
Business Communication - I

5. • Receiving a Call-
As a receptionist you have to give your number & then your office
number when someone calls you…
Hello, this is 6547894
This is Sadashivrao Mandlik College.
This is Administrative Office
If you are at home – telephone rings – wait for the person to tell you
his/her name& who he/she wants to speak to:
Hello, I’m Samant speaking. Can I speak to Rajesh?
Hello, Samant. I’m Rajesh’s brother. Rajesh is at his study.
Would you like to leave any message for him?
In official communication, be polite to receive a call. If there is a
message, record it carefully & pass on to the proper person.
Vision Electronics, Good Morning.
I’m Patil. May I speak to Mr. Desai, please?
Hold the call, please, I’ll get him.
Business Communication - I

6. Hello, Sales Department here.
Can I speak to Mr. Sabale?
Who is calling, please?
I’m Sunil from Infosys.
Mr. Sabale is in the meeting. Any message for him?
No. I would call him later.
Sometimes you have to give/read telephone numbers to others:
3265987 three two six five nine eight seven.
9890969911 nine eight nine zero nine six double nine double one
Sometimes some unfamiliar names should be reported in this manner –
Who is speaking please?
I’m Mr. Gaitonde.
Could you please spell you name for me?
It’s G A I T O N D E.
Got it. Thank you.
Business Communication - I

7. Following expressions are used for requesting on phone:
Requesting Saying Yes Saying No
Can I……? Yes, please do. I’m afraid you can’t…
Could you please…? Of course I’m sorry but…
May I ………? Yes, go ahead Well, I don’t think you
can…
Can I have……? Help yourself
For Example:
1. A: Please connect me to your Finance Department.
B: Oh, sure. Hold the call please.
2. A: Could you please repeat you phone number?
B: Certainly. It’s 5498875
A: Thanks.
3. A: Excuse me, how do you spell your surename?
B: It’s D O N G A R E. Got it?
4. A: Could I have you name, please?
B: Ajit Bharmal… B for ball.
Business Communication - I

8. Taking & Reporting Messages:
Receptionist receive a phone call and note down the important details on a note-pad
them and report them to the appropriate person. Here is a format of a Note-pad:
Message Pad
Urgent? – Yes / No
Message for: -------------------------------------------------------------------------------------------
Time : --------------------------- Date: ----------------------------------------------
Name & Office of the Caller: ----------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------------
Telephone No.: --------------------------------
Message: Wants to see you / Wants you to phone / Will phone later /
Returned your call
Examples of Leaving & Receiving Messages:
1) : Hello, this is Meena RAskar from Photo Fast. Can I talk to Mr. Patel?
: Mr. Patel is out of town. Would you like to leave any message for him?
: May I know who is speaking?
: I’m Rita, his P.A.
: Ms. Rita, please tell Mr. Patel that photographs of the plant are ready. We
would like to know if he needs multiple copies. We can send the total bill
amount after hearing from him. Please ask him to contact the office.
Business Communication - I