Communication Basics

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COMMUNICATION
Basics

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QUESTION
Define Communication. [2]
1. The process by which information, ideas, attitudes and emotions are exchanged between one
person and another by the use of a common system of symbols, signs and behaviour.
(Hammond S 1998:19)
2. The giving, receiving or exchange of information, opinions or ideas by writing, speech or
visual means or a combination of these three- so that the material communicated is
understood by everyone.
QUESTION
Elements of communication [10]
The elements are discussed in short below:
1. Two or more parties: communication must involve at least two parties. One party acts
as the SENDER of message and another is the RECEIVER of that message.
2. Message: The second important elements of communication are message or information
that the sender wants to communicate. Messages may take the form of feelings, wishes,
attitudes, ideas, facts, information or any other perceivable matter. The messages that a
sender wants to send, should be meaningful to the receiver.
3. Business related information: Information that the sender transmits should be related to
business. Similarly the feedback from the receiver should also be business based.
4. Media or channel: Channel of medium is a pre-requisite of communication. It is the
means of transmitting messages from sender to receiver. Communication media can be
verbal and nonverbal. The verbal media may be of oral and written. Verbal media of
communication include telephonic conversation, fax, newspaper, books, journals etc. On
the other hand, gestures, and body language, facial expression etc. Are the media of non-
verbal communication? The sender must select appropriate media for successful
communication.
5. Feedback: The final element of communication is feedback. It is the response or reaction
of the receiver regarding the sender’s message. Feedback describes how the message is
being interpreted by the receiver. It is regarded as the instrument for evaluating the
success of communication process.
6. Noise: The messages are transferred from encoder to decoder through channel. During
this process the messages may distracted or affected by physical noise like horn sounds,
thunder and crowd noise or encoded signals may distract in the channel during the
transmission process which affect the communication flow or the receiver may not
receive the correct message

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QUESTION
Functions of communication [10]
Some of its major functions are as follows:
1. Informing: The principal function of communication is informing messages to others. It
really is done verbally or non-verbally. Verbal messages might be either oral or written.
On the other hand, non-verbal messages can be sent via human body language, gestures,
posture etc.
2. Persuading: One more essential functionality of communication is persuading a single
party by another. In business, management persuades the employees to make certain that
employees persuade management so that management accepts their ideas, opinions and
suggestions. The business also communicates with external stakeholders to persuade
them.
3. Integrating various divisions and departments: Attainment of organizational goals
requires integration and coordination of activities performed by various individuals,
groups and departments. Management can put together and coordinate those people
divisions and departments by building a communication network for the whole
organization.
4. Creating relationships through external parties: Communication creates relationships
not just with internal parties but also with the external parties like customers, suppliers,
investors, general community and government. Communication through these external
parties could be the for survival of an organization.
5. Improving labor-management association: There’s no option to excellent labor-
management relationship for achieving organizational goals. Therefore, a significant
purpose of communication is to increase labor management relationship. Communication
helps each party to express themselves and produce an atmosphere of cooperation.
6. Helping in decision making: Management is absolutely nothing but producing decisions
for creating decision, management requirements information. The function of
communication is to supply relevant info on the management in time so that they are able
to make appropriate decisions.
7. Reducing misunderstanding: In the absence of communication, misunderstanding,
distance, conflict, controversies etc. May perhaps a rise inside the organization.
Communication helps to overcome and avoid these misunderstanding, disagreement and
controversies.
8. Solving problems: Difficulties are favorite to every business. A business faces good deal
of difficulties in its day-to-day operations. Achievement of business depends on timely
items of individual problems. Item of these problems is impossible without the need of
appropriate communication with the concerned parties.

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QUESTION
Major forms of communication [10]
• Intrapersonal Communication
• Interpersonal/Dyadic Communication
• Extra personal
• Small Group Communication
• Public Communication
• Mass Communication
INTRAPERSONAL COMMUNICATION
Intrapersonal communication is a communication which happens yourself. Here both
Source (sender) and receiver is only one. so, the feedback works without any interruption.
Example: A person can communicate himself through pain, thinking, feelings and
emotion etc.
INTERPERSONAL COMMUNICATION (Dyadic Communication)
In Interpersonal/Dyadic communication, two persons are involved in this communication
process. Here the Source becomes a receiver and receiver become Source because of
dynamic communication process were the feedback’s are shared between Source and the
receiver.
SMALL GROUP COMMUNICATION
Small group communication takes place in a group, usually comprising five to 10
people. This form of communication serves relationship needs (like companionship,
family bonding and affection or support) as well as task-based needs, for example,
deciding on disciplinary action or resolving conflict in the workplace.

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PUBLIC COMMUNICATION
In public communication, Source or messages from a single person will reach or received
by huge number of audience. But in this communication there is no mutual feedbacks
between source and receiver like small group communication and it’s only focused on
Speaker.
MASS COMMUNICATION
In mass communication, basically have a large number of audience and they are all can’t
grouped together in one place so we need certain tool or technology for communication
process. But in mass communication, there is no direct access with receiver. So, for that
they need media like newspaper, radio, television and internet. Here the audience
feedback is very less or delayed.
EXTRA PERSONAL COMMUNICATION
It is the communication between man and environment i.e. man’s interaction with
environment like interaction with plants and animals.

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Communication between human beings and non-human entities is extra personal
communication. For example, when your pet dog comes to you wagging its tail as soon
as you return home from work, it is an example of extra personal communication.
Communication between human beings and non-human entities is called as extra
personal communication. For e.g. your parrot responding your greeting. In this type of
communication understanding is required between sender and receiver. Receiver
responds in sign language
QUESTION
Models of communication [10]
a. Linear model
b. Interactive model
c. Transactional model
LINEAR MODEL
The linear model views communication as a one-way or linear process in which the speaker
speaks and the listener listens.
Shannon and Weaver’s (1949) model includes noise or interference that distorts understanding
between the speaker and the listener. Figure shows a linear model of communication:

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INTERACTIVE MODEL
The main flaw in the linear model is that it depicts communication as a one-way process where
speakers only speak and never listen. It also implies that listeners listen and never speak or send
messages.
Schramm (1955) in Wood (2009) came out with a more interactive model that saw the receiver or
listener providing feedback to the sender or speaker. The speaker or sender of the message also
listens to the feedback given by the receiver or listener. Both the speaker and the listener take
turns to speak and listen to each other. Feedback is given either verbally or non-verbally, or in
both ways.
TRANSACTIONAL MODEL
The main drawback in the interactive model is that it does not indicate that communicators can
both send and receive messages simultaneously. This model also fails to show that
communication is a dynamic process which changes over time.
The transactional model shows that the elements in communication are interdependent. Each
person in the communication act is both a speaker and a listener, and can be simultaneously
sending and receiving messages.

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QUESTION
Difference between communication process and communication model [10]
QUESTION
Communication process [10]
Communication process consists of some interrelated steps or parts through which messages are
sent form sender to receiver. The process of communication begins when the sender wants to
transmit a fact, idea, opinion or other information to the receiver and ends with receiver’s
feedback to the sender.
.
The main components of communication process are
• Sender,
• Message,
• Channel,
• Receiver
• Feedback
• Noise

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Steps or elements of communication process
The communication process refers to the steps through which communication takes place
between the sender and the receiver. This process starts with conceptualizing an idea or message
by the sender and ends with the feedback from the receiver. In detail, communication process
consists of the following eight steps:
1. Sender: In the first step, the communicator develops or conceptualizes an idea to be sent.
It is also known as the planning stage since in this stage the communicator plans the
subject matter of communication.
2. Encoding: Encoding means converting or translation the idea into a perceivable form that
can be communicated to others.
3. Message: After encoding the sender gets a message that can be transmitted to the
receiver. The message can be oral, written, symbolic or nonverbal. For example, when
people talk, speech is the message; when people write a letter, the words and sentences
are the message; when people cries, the crying is the message.
4. Medium: Medium is the channel or means of transmitting the message to the receiver.
Once the sender has encoded his into a message, the next step is to select a suitable
medium for transmitting it to the receiver. The medium of communication can be
speaking, writing, signaling, gesturing etc.
5. Transmission of message: In this step, the sender actually transmits the message through
chosen medium. In the communication cycle, the tasks of the sender end with the
transmission of the message.
6. Receiver: This stage simply involves the reception of sender’s message by the receiver.
The message can be received in the form of hearing, seeing, feeling and so on.
7. Decoding: Decoding is the receiver’s interpretation of the sender’s message. Here the
receiver converts the message into thoughts and tries to analyze and understand it.
Effective communication can occur only when both the sender and the receiver assign the
same or similar meanings to the message.
8. Feedback: The final step of communication process is feedback. Feedback means
receiver’s response to sender’s message. It increases the effectiveness of communication.
It ensures that the receiver has correctly understood the message. Feedback is the essence
of two-way communication
9. Noise: Noise is any type of disruption that interferes with the transmission or
interpretation of information from the sender to the receiver.

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QUESTION
The main components of communication process 10]
The main components of communication process are as follows:
1. Context - Communication is affected by the context in which it takes place. This
context may be physical, social, chronological or cultural. Every communication
proceeds with context. The sender chooses the message to communicate within a
context.
2. Sender / Encoder - Sender / Encoder is a person who sends the message. A
sender makes use of symbols (words or graphic or visual aids) to convey the
message and produce the required response. For instance - a training manager
conducting training for new batch of employees. Sender may be an individual or a
group or an organization. The views, background, approach, skills, competencies,
and knowledge of the sender have a great impact on the message. The verbal and
non verbal symbols chosen are essential in ascertaining interpretation of the
message by the recipient in the same terms as intended by the sender.
3. Message - Message is a key idea that the sender wants to communicate. It is a
sign that elicits the response of recipient. Communication process begins with
deciding about the message to be conveyed. It must be ensured that the main
objective of the message is clear.
4. Medium - Medium is a means used to exchange / transmit the message. The
sender must choose an appropriate medium for transmitting the message else the
message might not be conveyed to the desired recipients. The choice of
appropriate medium of communication is essential for making the message
effective and correctly interpreted by the recipient. This choice of communication
medium varies depending upon the features of communication. For instance -
Written medium is chosen when a message has to be conveyed to a small group of
people, while an oral medium is chosen when spontaneous feedback is required
from the recipient as misunderstandings are cleared then and there.
5. Recipient / Decoder - Recipient / Decoder is a person for whom the message is
intended / aimed / targeted. The degree to which the decoder understands the
message is dependent upon various factors such as knowledge of recipient, their
responsiveness to the message, and the reliance of encoder on decoder.
6. Feedback - Feedback is the main component of communication process as it
permits the sender to analyze the efficacy of the message. It helps the sender in
confirming the correct interpretation of message by the decoder. Feedback may be
verbal (through words) or non-verbal (in form of smiles, sighs, etc.). It may take
written form also in form of memos, reports, etc.

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QUESTION
Different Types Of Noise [10]
Psychological noise
Psychological noise results from preconceived notions we bring to conversations, such as
racial stereotypes, reputations, biases, and assumptions. When we come into a
conversation with ideas about what the other person is going to say and why, we can
easily become blinded to their original message. Most of the time psychological noise is
impossible to free ourselves from, and we must simply strive to recognize that it exists
and take those distractions into account when we converse with others.
Physiological noise
Physiological noise has to do with distractions from the natural effects of the body, such
as being tired or hungry.The pains a person received will also result in physiological
noise. For instance, great anger or sadness may cause someone to lose focus on the
present moment.
Physical noise
Physical noise is any external or environmental stimulus that distracts us from receiving
the intended message sent by a communicator.Examples of physical noise include: others
talking in the background, background music, a startling noise and acknowledging
someone outside of the conversation.
Semantic noise
This is noise caused by the sender. i.e., the encoder. This type of noise occurs when
grammar or technical language is used that the receiver (the decoder) cannot understand,
or cannot understand it clearly. It occurs when the sender of the message uses a word or a
phrase that we don't know the meaning of, or which we use in a different way from the
speakers. This is usually due to the result that the encoder had failed to practice audience
analysis at first. The type of audience is the one that determine the jargon one will use.

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QUESTION
Explain communication breakdown & communication barrier [10]
Communication Breakdown
• A lack of communication; a failure to exchange information
• A communication breakdown occurs when communication is incomprehensible to one
party or entirely absent between two people.
Communication barrier
• “Barriers to communication mean obstacles to the process of communication.
• “Communication barriers are the problems that arise at every stage of the communication
process and have the potential to create misunderstanding and confusion.
• “Communication, when it is impeded and does not reach the receiver is often somewhat
ineffective and the impediments are known as barriers.”
• Factors that inhibit the effective flow of information that communication.
• Communication barriers impede the flow of information or create problems in
understanding and acceptance of information.
QUESTION
Barriers to communication [10]
ORGANIZATIONAL BARRIERS:
The barriers that generate form within the organization are known as organizational barriers may
be of the following types:
1. Negative organizational climate: Negative attitude of top management discourages
communication initiative of the employees.
2. Absence of communication policy: Well-designed communication policy encourages
communication in the organization. In the absence of such policies, employees fail hesitate to
communicate.
3. Excessive authority layers: Excessive authority layers acts as a severe impediment to
successful communication. In the case of excessive authority impediment to successful
communication. In the case of excessive authority layers, information reaches to its final
destination passing through several hierarchical levels. As a result, information may be
distorted or lost. Excessive authority layers also causes delay in communication.
4. Filtering: Filtering implies willful distortion of information. This problem usually arise in
upward communication. In upward communication, employees tend to pass only those
messages that create positive impression about them.

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INDIVIDUAL BARRIERS: Barriers created by the sender and receiver are known as individual
barriers. Such barriers include the following:
1. Differences in personality: Personality is the set of attributes that define a person. Every
person holds a distinct personality. This individual nature of personality acts as barrier to
communication.
2. Perceptual differences: Perception is the unique way in which people respond or interpret an
object. Difference in perception is a very common problem in effective communication.
3. Fear: Fear of reprisal or attack, fear of criticism for knowing very little etc. may create
problem in communication.
4. Stereotyping: Stereotyping is generalizing about a class of people or events that is widely
held by a given culture. In case of stereotyping, people develop communication statements
and mindsets about others.
5. Halo Effect: The halo effect is the tendency to use a general impression based on one or a
few characteristics to judge other characteristics of that same individual. For example, a
manger might identify one trait of an employee, such as an excellent attendance record, and
perceive that the employee’s productivity and quality of work must also be outstanding.
6. Inattention: Sometimes communication does not reach due to the inattention of the receiver.
Such inattention may result from busyness, lack of interest about subject, suffering from
disease or family problem etc.
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LANGUAGE OR SEMANTIC BARRIER: A common barrier to effective communication is
semantic distortion, which can be deliberate or accidental. Semantic problem arises when words
and symbols have different meanings for different people that lead to a misunderstanding. For
examples, an advertisement states, “we sell for less.” It is ambiguous and raises the question: less
than what? In another case, during meeting, a male colleague said to one of his female colleague,
“Why don’t you dye it?” meaning her hair. The female colleague thought he said, “Why don’t
you diet?” she did not speak to him for a month. Semantic barrier presents difficult challenge
when people from different cultures communicate with each other.
OTHER BARRIERS: The following factors also act as the barrier to effective communication:
2. Information Overload: Information overload may also be a problem of effective
communication. Information overload is the situation when a person is given too much
information at a time.
3. Faulty expression: Faulty expression of message fails to convey exact meaning to the
receiver. It happens due to lack of clarity, use of vague terms, badly expressed information,
improper organization of ideas etc.
4. Status or power difference: Communication problem may arise when people of different
power or status try to communicate with each other. For example, the manager of a company
may neglect suggestion from his subordinates simply because of difference in their status.
This under treatment of people makes the communication ineffective.
5. Negative attitudes to change: Some people always resist any kind of change in the
organization. They think that ‘old is good, and are fearful about the changes. Therefore, they
create problems in communication through inattention, false interpretation, rumor, resistance
and non-cooperation.
6. Noise: Environment factors may also disrupt effective communication. One such factor is
noise. For example, in oral communication, noise hiders smooth flow of information or
message. In factories, loud noise of machines makes oral communication very difficult.

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QUESTION
Overcoming Barriers to communication [10]
• Developing flat organization structure: In modern time, organizations prefer flat
structure to tall one. Flat structure has fewer heretical levels that reduce communication
gap between superiors and subordinates. Therefore, business enterprises in any country
should design flat structure in place of the traditional tall structure.
• Specifying objective of communication: In order to overcome the problem of
ambiguity, communicator should specify the objective of communication. This will help
him to arrange the message concisely and clearly.
• Clear-cut message: Top executives should send clear orders, instructions, policies,
procedures and directions so that misunderstanding and confusion do not arise. This will
enhance the effectiveness of communication.
• Using simple language: Language creates numerous communication problems in
organization. Employees in the organization are neither equally educated nor trained.
Therefore, the communication should use simple and common words. At the same time,
they should avoid technical jargons so that everyone can understand it.
• Selecting proper media: Appropriate media should be used for effective
communication. Management should decide when to use oral medium and when to use
written medium. While selecting media, management must consider the nature of the
message, its importance and complexity.
• Encouraging feedback: Managers should encourage feedback from subordinates to
attain the objective of communication. This will help the manager to know the reaction of
subordinates and to take proper action.
• Providing communication training: Organizations can provide training to enhance
communication skills of their employees. In this regard, organizations can arrange
seminars, symposiums or institutional training programs.
• Creating congenial labor management relationship: Harmonious relationship between
labors and management is essential for successful communication. Relationship between
them affects the level of importance one party gives on the message of other. Therefore,
management and labor should cooperate with each other to create a favorable
communication climate.
• Using modern communication technologies: In order to facilitate speedy and regular
communication, organizations need to use modern communication devices.
• Encouraging informal communication: To make formal communication effective,
organizations can arrange informal channels. This will obviously promote good
relationship among the participants in the organization.
• Unbiased attitude of management: Management should be free from political, regional
and religious biasness. Their neutral attitude will bring a fair environment of
communication in the organization.

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QUESTION
Explain the following types of communication
a) Verbal Communication
b) Nonverbal Communication [10]
VERBAL COMMUNICATION:
Verbal communication is the process of exchanged of information or message between two or
more persons through written or oral words.
Forms of verbal communication are as follows:
1. Oral communication: Oral communication is the process of communication in which
messages or information is exchanged or communicated within sender and receiver
through the word of mouth. It can be divided into two ways: a. Speaking b. Listening.
2. Written communication: Written communication is the process of communication in
which messages or information is exchanged or communicated within sender and
receiver through written form. It can be divided into two ways: a. Writing b. Reading.
NONVERBAL COMMUNICATION:
• Nonverbal communication is the expression or exchange of information or messages
without using any spoken or written word.
• Nonverbal communication is the sending or receiving of wordless messages.
• We can say that communication other than oral and written, such as gesture, body
language, posture, tone of voice or facial expressions, is called nonverbal
communication.
• Nonverbal communication helps receiver in interpreting the message received.
• Often, nonverbal signals reflects the situation more accurately than verbal messages.
Some of the forms of non-verbal communications are as follows:
1. Facial expression
2. Gestures
3. Body language
4. Proximity
5. Touch
6. Appearance
7. Silence
8. Paralinguistic
9. Eye Gaze or eye contact etc.

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QUESTION
Characteristics of non-verbal communication [10]
Non-verbal communication is any information that is communicated without using words. The
important characteristics of non-verbal communication are as follows:
• No use of words: Non-verbal communication is a communication without words or
language like oral or written communication. It uses gestures, facial expressions, eye
contact, physical proximity, touching etc. for communicating with others.
• Culturally determined: Non-verbal communication is learnt in childhood, passed on to
you by your parents and others with whom you associate. Through this process of
growing up in a particular society, you adopt the taints and mannerisms of your cultural
group.
• Different meaning: Non-verbal symbols can many meanings. Cross-culture aspects give
various meanings to same expression in respect of non-verbal communication.
• Vague and imprecise: Non-verbal communication is quite vague and imprecise. Since in
this communication there is no use of words or language which expresses clear meaning
to the receiver.
• May conflict with verbal message: Non-verbal communication is so deeply rooted, so
unconscious, that you can express a verbal message and then directly contradict it with a
nonverbal message.
• Largely unconscious: Non-verbal communication is unconscious in the sense that it is
usually not planned nor rehearsed. It comes almost instantaneously.
• Shows feelings and attitudes: Facial expressions, gestures, body movements, the way
you use your eyes – all communicate your feelings and emotions to others.
• Informality: Non verbal communication does not follow any rules, formality or structure
like other communication. Most of the cases people unconsciously and habitually
engaged in non-verbal communication by moving the various parts of the body.
QUESTION
Advantages and disadvantages of non-verbal communication [10]
It has multiple advantages or functions:
1. Complementary: Non-verbal cues complement a verbal message by adding to its meaning.
You can pat someone you offended at the back as you say sorry to him or her.
2. Easy presentation: Information can be easily presented in non-verbal communication
through using visual, audio-visual and silent means of non-verbal communication.
3. Substituting: Non-verbal message may substitute for the verbal message especially if it is
blocked by noise, interruption, long distance etc. for example: gestures-finger to lips to
indicate need for quite, facial expressions- a nod instead of a yes.
4. Accenting: Often used to accent a verbal message. Verbal tone indicates the actual meaning
of the specific words.
5. Repeat: Used to repeat the verbal message (e.g. point in a direction while stating directions.)

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6. Help to illiterate people: This type of communication use gestures, facial expressions, eye
contact, proximity, touching etc. and without using any spoken or written word. So, it is very
much helpful for illiterate people.
7. Help to handicapped people: Non-verbal cues of communication greatly help in
handicapped people especially to deaf people. Deaf people are exchange message through the
movements of hands, fingers, eye ball etc.
8. Attractive presentation: Non-verbal communication is based on visual, picture, graph, sign
etc. that can be seen very much attractive.
9. Reducing wastage of time: The message of non-verbal communication reached the receiver
very fast. For this reason it reduces the wastage of valuable time of the communicator.
10. Quick expression of message: Non-verbal cues of communication like sign and symbol can
also communicate some messages very quickly than written or oral messages.
Disadvantages or limitations of non-verbal communication:
1. Vague and imprecise: Non-verbal communication is quite vague and imprecise. Since in this
communication there is no use of words or language which expresses clear meaning to the
receiver. No dictionary can accurately classify them. Their meaning varies not only by culture
and context but by degree of intension.
2. Continuous: It is possible to stop talking in verbal communication, but it is generally not
possible to stop nonverbal cues. Also, spoken language has a structure that makes it easier to
tell when a subject has changed, for instance or to analyze its grammar. Nonverbal does not
lend itself to this kind of analysis.
3. Multi-channel: while watching someone’s eyes, you may miss something significant in a
hand gesture. Everything is happening at once and therefore it may be confusing to try to
keep up with everything. Most of us simply do not do so, at least not consciously.
4. Culture-bound: Non-verbal communication is learnt in childhood, passed on to you by your
parents and others with whom you associate. A few other gestures seem to be universal.
Evidence suggests that humans of all cultures smile when happy and frown when unhappy.
However, most nonverbal symbols seem to be even further disconnected from any “essential
meaning” than verbal symbols. Gestures seen as positive in one culture (Like the thumbs-up
gesture in the USA) may be seen as obscene in another culture.
5. Long conversations are not possible: In non-verbal communication, long conversation and
necessary explanations are not possible. No party can discuss the particular issues of the
messages.
6. Difficult to understand: Difficult to understand and requires a lot of repetitions in non-
verbal communication. Since it uses gestures, facial expressions eye contact, touch etc. for
communicating with others which may not be understandable for the simple and foolish
people.
7. Not everybody prefers: Everybody not prefers to communicate through non-verbal
communication with others. Sometimes it cannot create an impression upon people or
listeners. It is less influential and cannot be used everywhere. It is cannot be used as a public
tool for communication.
8. Lack of formality: Non-verbal communication does not follow any rules, formality or
structure like other communication. Most of the cases people unconsciously and habitually
engaged in non-verbal communication by moving the various parts of the body.
9. Costly: In some cases non-verbal communication involves huge cost. For example, neon sign,
power point presentation, cinema etc are very much costly compared to others form of
communication.
10. Distortion of information: Since it uses gestures, facial expressions, eye contact, touch, sign,
sound, paralanguage etc. for communicating with others, there is a great possibility in
distortion of information in non-verbal communication.

COMMUNICATION
QUESTION
Differences between verbal and non-verbal communication: [10]
• Verbal communication is the expression or exchanged of information or messages
through written or oral words.
• On the other hand, non-verbal communication is the expression or exchanged of
information or messages through without using any spoken or written word. The
important differences between verbal and non-verbal communication are as follows:

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QUESTION
• Different types of Non Verbal Cues
• Medias Or Ways Or Methods Or Kinds Of Non-Verbal Communication [10]
Non-verbal communication is the expression or exchanged of information or messages through
without using any spoken or written word. Several symbols can be used in non-verbal
communication. We will discuss here only the following types of communication that occur
without words.
A. Body language: Some parts of our body can express many indications without any sound.
Message can be transmitted with the help of our body movements which is called body language.
Body language is a form of non-verbal communication, which consists of posture, gestures, facial
expressions, eye movements etc.
1. Facial expression:
2. Gestures:
3. Posture
4. Eye Gaze or Eye contact:
5. Appearance and dress:
6. Touch:
7. Silence:
B. Space or proximity: People often refer to their need for “personal space”, which are also
important types of nonverbal communication. The physical distance between you and others
signals your level of intimacy and comfort. If someone you don’t know stand too close or touches
too often, you will probably begin to feel uncomfortable.
C. Time: Another type of non-verbal communication involves time. Thant is how we give
meaning to time communicates to other. For example, begin late in work everybody a worker can
be considered as a man of carelessness but if a manager does it; we say it is a symbol of power.
We know, time can play a vital role to reduce tension, conflict among groups. It is said that- “Kill
the time to delay the justice”.
D. Paralinguistic (Tone and volume of voice): Paralinguistic refers to vocal communication that
is separate from actual language. Paralanguage also include such vocal characteristics as rate
(speed of speaking), pitch (highness of lowness of tone), inflection, volume (loudness) and
quality (pleasing or unpleasant sound).
• Vocal characterizers (laugh, cry, yell, moan, whine, belch and yawn). These send
different message in different cultures (Japan- giggling indicates embarrassment; India-
belch indicates satisfaction)
• Vocal qualifiers (volume, pitch, rhythm, tempo and tone). Loudness indicates strength in
Arabic cultures and softness indicates weakness; indicates confidence and authority to the
Germans; indicates impoliteness to the Thai; indicates loss of control to the Japanese.
(Generally, one learns not to “shout” in Asia for nearly any reason). Gender based as well
women tend to speak higher and more softly than men.
• Vocal segregates (UN-huh, shh, uh, ooh, mmmh, hummm, eh mah, lah). Segretates
indicate formality, acceptance, assent, uncertainty.
E. Visual communication: When communication takes place by means of any visual aid, it is
known as visual communication. Such as facial expression, gesture, eye contact, signals, map,
chart, poster, slide, sign etc. for example, to indicate ‘danger’, we use red sign, to indicate ‘no
smoking’, we use an image showing a lighted cigarette with across mark on it etc.

COMMUNICATION
QUESTION
Advantages and disadvantages of written communication [10]
Advantages of written communication:
• Easy to preserve: .
• Easy presentation of complex matter:
• Permanent record:
• Prevention of wastage of time and money:
• Accurate presentation:
• Use as a reference:
• Delegation of authority
• Longevity:
• Effective communication:
• Maintaining image: .
• Proper information: .
• Less distortion possibility.
• No opportunity to misinterpret:
• Controlling tool:
• Easy to verify:.
• Others: Clear understanding, Legal document, Acceptability, Reduction of risk, Creating
confidence, Easy circulation, Wide access or coverage etc.
Disadvantages of written communication
• Expensive:
• Time consuming: Written communication takes time to communicate with others. It is a time
consuming media. It costs the valuable time of both the writer and the reader.
• Useless for illiterate person: It messages receiver is illiterate, written communication is
quite impossible. This is major disadvantage written communication.
• Difficult to maintain secrecy: It is an unexpected medium to keep business secrecy. Secrecy
is not always possible to maintain through written communication. Because here needs to
discuss everything in black and white.
• Lack of flexibility: Since writing documents cannot be changed easily at any time. Lack of
flexibility is one of the most important limitations of written communication.
• Delay in response: It takes much time to get a response from the message receiver; prompt
response is not possible in case of written communication that is possible in oral
communication.
• Delay in decision making: Written communication takes much time to communicate with all
the parties concerned. So the decision maker cannot take decisions quickly.
• Cost in record keeping: It is very difficult and expensive to keep all the records in written
communication.
• Complex words: Sometimes the writer uses complex words in writing a message. It becomes
difficult to meaning out to the reader. So the objectives of the communication may lose.
• Lack of direct relation: If there is no direct relation between the writer and the reader, writer
communication cannot help to establish a direct relation between them.
• Other: Prompt feedback is impossible, Slowness, Bureaucratic attitude, Understanding
problem between boos and subordinates, lack in quick clarification and correction, formality
problem, lack of personal intimacy, etc.

COMMUNICATION
QUESTION
Different types of written communication [10]
A. Media of written communication to management:
1. Special management bulletin: The bulletin which is issued for emergency matters
related to management is called special management bulletin. This kind of bulletin must
be published promptly.
2. Management news copy: The less important management issues are published in this
news copy. Generally this new copy is published weekly.
3. Formal management report: Formal management report is one of the most important
media of written communication to management. It emphasizes the upward
communication.
4. Publications: Some organizations publish special journals or publications for the high
level officer. It provides officers information about lost-reduces, safety system, decreases
of accident, improvement of quality etc.
B. Media of written communication for employees:
1. Bulletin for employees: Bulletin is published to inform the employees of emergency and
important matters within a very short time. Generally it is hanging on a notice board.
2. Newspaper: Newspaper is a wide used medium to communicate with employees.
Company’s planning, policy, procedure objectives, problems is published in it to inform
employees. Generally it is published weekly.
3. Publication of monthly paper: Some large companies publish it to inform everything to
the employees. The company’s role and plan are also stated here.
4. Letters: Letter is one of the most important media of written communication for
employees. Sometimes the higher authority sends letter to the employee without asking
any response.
5. Employee’s notebook: Sometimes the management supplies notebook to the employees
in which speech of executives, history of the organization, planning, policy, order for the
work are stated.
6. Reading rack: Necessary books for the employees can be arranged on the shelf so that
they can read and get knowledge.
7. Notice: Notice is an important medium to communicate with employees. By which the
employees are invited to attend a special meeting.
8. Internal circular: It is one of the most important media of written communication. It is
used for internal communication. When all the employees are informed at a time, internal
circular is used.
9. Complain Book: A complains book can be kept in a definite place so that the employees
can write their complaints with it.
10. Memo: Memo is a popular medium of internal written communication. The memo is a
short form of letter usually used to communicate with the employees of the same
organization.
11. Report: Report is an organized statement of facts and findings that contains information
obtained by proper inquiry and examination and evaluation of any past event relating to a
particular subject or problem that helps to decision making.
12. Other media: Salary envelope, annual financial reports or statements, Note sheets,
Question box, Essay competition etc.

COMMUNICATION
QUESTION
Different types of oral communication [10]
Medias or ways or techniques or channels of oral communication
The channels or methods or oral communication may be classified broadly in two categories non
mechanical channels and mechanical channels which are described below:
A. Non mechanical channels
• Conversation: conversation means the informal discussion among the people. When one
person discusses his views, opinion to another person and exchanges their views in the
presence of both then it is called face to face conversation. It also includes the face-to-
face discussion on a particular issue. In this method both the information receiver and
sender can exchange their views freely and fairly.
• Interview: It suggests a meeting between two or more persons for the purpose of getting
a view of each other or for knowing each other. When we normally think of an interview,
we think a situation in which an employer tries to size up an applicant for a job. The
employer’s aim is to know whether the applicant can be fit for service to this organization
and the applicant’s aim is to find whether the job being offered by the organization can be
suitable to him. Its first, the speaker asks questions to the listener and then the listener
answers the question. There are three major techniques of interview. They are as follows:
o Direct questioning
o Non-directive interview and
o Guided interview
• Does speech: Speech means what the speaker says in front of the audience. It is fully
audience-oriented system. Generally the political leaders, the managers, the business man
or the workers’ leaders use this system sometimes. It can build tension or it can relax
tension. This system is practiced in public gathering at company meetings, inauguration
and seminars etc. In needs to considerable skills otherwise it is not effective.
• Group discussion: Group discussion is a popular method of oral communication.
Management arranges group discussion to take a decision on a special matter. Group
discussion is very helpful to human relation, idea getting an idea development and
training.
• Formal training courses: Effective communication can be performed through formal
training courses. It is a wide used technique of oral communication. Both the trainer and
the trainee can exchange their views directly.
• Meeting: Meeting means the formal group discussion about a specific predetermined
topic or subject. Meeting members to get together and discuss about a problem or issue or
a special matter. There are several types of meeting such as –
o Security meeting
o Minutes meeting
o Social meeting
o General meeting itself
• Counseling: Counseling is an effective medium of oral communication. Generally it
held yearly or bi-yearly. It is adopted by the higher authority for their followers.
• Committee: Committee is an organization. The committee meeting is a popular
technique of oral communication. Special decision is taken through face to face
discussion of a committee meeting.

COMMUNICATION
• Special prize-giving ceremony: Sometimes the businessmen can meet with others
arranging a special prize giving ceremony for the workers. In this ceremony the
businessmen can exchange their views and ideas orally.
• Conference: Conference is a kind of meeting at which participants exchange views and
talk together. A conference may be held to exchange views on some problem being faced
by the organization or some other issue related to it and it may even suggest a solution
but the suggestions from a conference are not binding. They are more in the nature of the
recommendation.
• Lectures: Lecture is used to create an understanding of a topic or to influence behavior,
attitudes of the trainee through spoken words. The lecture is telling someone about
something. The method is an effective way to introduce new information or concepts to a
group of learners who gathered at on place. A lecture is given to enhance the knowledge
of the listener or to give him the theoretical aspect of a topic.
• Informal communication: Informal communication is another technique to exchange
information orally. It can be occurred in the playground, tea table etc. In those situations
both the boss and subordinate can exchange their views informally.
• Others: Invitation to a lunch, Brainstorming, Advisory board, Inspection of factory and
office.
B. Mechanical channels
Telephone: Telephone set is an instrument that converts voice and other sound signals into a form
that can be transmitted to remote locations and that receives and reconverts waves into the waves
into sound signals. The telephone plays a vital role in communication when the two persons stay
in different places they communicate with each other by telephone. Their exchange information
and their views and immediate feedback are possible under this system. Now-a-days we can see
that every organization is using the telephone to exchange the information and views orally.
• Mobile or cell phone: A mobile phone (also known as a cellular phone, cell phone and a
hand phone) is a portable telephone that connects to the telephone network over the radio
wave transmission. It connects to a wireless communications network through radio wave
or satellite transmissions.
• Radio: Radio is the indirect media of oral communication. It is a one-way
communication system. The receiver can only hear the message from the sender. The
receiver cannot reply.
• Television: Television is also the indirect media of oral communication. It is a one-way
communication system. Here, receiver cans here the messages and side by side see the
sender. The receiver cannot reply.
• Video conference: Video conference is a kind of teleconferencing communication where
people staying in different corner or locations and participate in a face-to-face group
meeting or group discussion through the help of electronic video camera technology.
• Teleconferencing: Teleconferencing is a kind of communication where people staying in
different corner or locations and participate in group meetings or group discussion
through electronic telephone technology.

COMMUNICATION
QUESTION
Advantages and disadvantages of oral communication [10]
1. Time saving:
2. Cost savings:
3. More powerful: .
4. Effectiveness: With the help of variations in the tone, pitch and intensity of voice, the speaker
can convey shades of meaning. This factor also contributes to the effectiveness of oral
communication.
5. Immediate feedback:
6. More suitable:
7. A relationship develops: Oral communication is mostly carried out helps to promote friendly
relations between the parties communicating with each other.
8. Flexibility: By the demand of the situations, oral instructions can be changed easily and for
these cases maintain the formalities are not necessary. So it is very much flexible and
effective.
9. Easiness: Correction of errors: If any error is expressed at the time of oral communication.
It was possible to rectify at that time or within a very short time.
10. Informal communication: In oral communication, no need to maintain such formalities
which are needed in written communication. So it is easy and helpful to any organization.
11. Motivation: In oral communication system, top executives and sub ordinates staff can sit
face-to-face and exchange their views directly, so sub-ordinates are motivated day by day.
12. Special applications: Oral communication is more helpful in communicating messages to
groups of people at assembly meetings etc.
13. Maintaining secrecy: Interested parties of oral communication can maintain the secrecy of
messages easily.
Disadvantages of oral communication
1. No record: In oral communication, messages are difficult to record. So it is impossible to
preserve the message for future.
2. Distortion of the word: If distortion of the word occurs in oral communication, then main
goals of the organization may be filed.
3. Inaccuracy: There is very possibility of inaccurate messages to reach the destination. So, the
reverse result of expected plan may be occurred.
4. Limited use: The scope of usage of oral communication is limited. It is not suitable for
lengthy messages. It should be sued for short message.
5. Probability of omitting main subject: Sometimes, main subject may be omitted to express a
word for communicating. So, expected result may not be achieved.
6. No legal validity: there is any legal validity of the oral message. As, the oral messages are
not taped and kept records, so it can be denied easily if the situation goes against the speaker.
7. Late decision: It takes time to reach a decision. At the beginning stage, sometime is killed in
the discussion of any personal matters. Besides some time is also wasted for irrelevant
discussion. In this way decision making is delayed.
8. Less important: In oral communication, meaningless speech can mislead the main effects of
the communication. But when the information comes out in written, we take it seriously.
9. Lack of secrecy: In oral communication, the important and secret information may be
disclosed.

COMMUNICATION
10. Creates misunderstanding: The speaker often gives message without having properly
organized it earlier. So, it is possible that he may not be able to make himself properly to
communicate with the receiver. As a result, misunderstanding May develops.
QUESTION
Explain
1. Formal Communication
2. Informal Communication [10]
1. Formal Communication
• In formal communication, certain rules, conventions and principles are followed
while communicating message.
• Formal communication occurs in formal and official style.
• Usually professional settings, corporate meetings, conferences undergoes in formal
pattern.
• In formal communication, use of slang and foul language is avoided and correct
pronunciation is required.
• Authority lines are needed to be followed in formal communication.
2. Informal Communication
o Informal communication is done using channels that are in contrast with formal
communication channels.
o It’s just a casual talk.
o It is established for societal affiliations of members in an organization and face-to-
face discussions.
o It happens among friends and family.
o In informal communication use of slang words, foul language is not restricted.
Usually.
o informal communication is done orally and using gestures.
o Informal communication, Unlike formal communication, doesn’t follow
authority lines.
o In an organization, it helps in finding out staff grievances as people express more
when talking informally.
o Informal communication helps in building relationships.

COMMUNICATION
QUESTION
Explain
a) Horizontal Communication
b) Vertical Communication. [10]
Differences between horizontal and vertical communication [10]
Horizontal and vertical communications are the two different types of internal communication.
These two types of communications differ in the following ways:

COMMUNICATION
QUESTION
Explain
a) Upward Communication
b) Downward Communication. [10]
Upward Communication
• When information flows form subordinated to superiors, it is called upward
communication.
• The purpose of upward communication is to provide information to the managers from
subordinates.
• Through this communication, subordinates convey their opinions, suggestions,
complaints etc. to their superiors.
• The lower-level employees initiate up-ward communication and the message ultimately
reaches to the upper-level management.
• It may take place in the form of feedback of downward communication.
The following figure represents the upward flow of information:
Downward communication
• Downward communication is the communication where information or messages flows
from the top of the organizational structure from the bottom of the organizational
structure.
• Downward communication occurs when information flows down the hierarch form
superiors to subordinates.
• This type of communication may forms such as staff meetings, company newsletter,
company policy statement, information memos, e-mail, face-to-face contact, orders,
instruction etc.

COMMUNICATION
QUESTION
Media or ways of upward communication. [10]
The subordinates can communicate their problems, attitudes, complaints and suggestion to their
superiors through various ways. That means, there are a number ways or means or methods of
upward communication.
1. The popular written media of upward communication are discussed below:
• Report: Report is one of the most important a widely used media of upward communication.
Subordinates prepare reposts periodically or regularly on various routine issues. They also
prepare special report when need arises. Reports are then submitted to the higher authority for
supplying necessary information.
• Memo: Memo is the short form of memorandum. A memo is a short piece of writings
generally used to exchange information among the persons within the organization. Superiors
usually send information to their subordinates through memo. However, subordinates can
also write memos to convey essential information to their superiors for making decisions.
• Suggestion and complaint boxes: Some organizations install suggestion and complaint
boxes at some convenient places in the office or factory through suggestion box, management
invites the employees to submit their suggestions for improving the efficiency of
organizational operations. On the other hand, complaint box is placed to submit any
complaint of the employees regarding any aspect of their employment.
• Direct letters: Subordinates can write letters directly to their superiors at their superiors at
their own initiation or they may be asked by their superiors write about any directed matter.
• Questionnaire: Sometimes managers encourage upward communication by asking questions
to their subordinates. For this purpose, they distribute questionnaires to the employees.
Through questionnaires, management can know the attitudes, feelings and complaints of the
employees.
2. The oral media of upward communication are as follow:
• Grievance procedure: Grievance is the employee dissatisfaction over any aspect of their
employment. Grievance procedure provides the employees with a formal channel of appeal to
their superiors. In modern organizations, there is well-established procedure for handing
employee grievances that acts as a mode of upward communication.
• Joint setting of objectives: In participative organizations, superiors and subordinates sit
together for setting objectives. In this case, the superiors seek information and suggestions
from the bottom-level managers and employees.
• Employer-employee meeting: Meeting between employer and employees is a very useful
medium of upward communication. In the meeting, the superior can raise problems and seek
information, guidelines or suggestions from the subordinates.
3. Other Media: In addition to written and oral media, superiors can encourage upward
communication through the following symbolic medium.
o Open-door-policy: Open-door-policy of management inspires the employees to feel
that the manger’s doors are always open to them. Whenever they want they can enter
into the manager’s room and talk everything to the superiors without any fear or
hesitation.

COMMUNICATION
These are the commonly used media of upward communication. However, all the media
are not suitable for every message. Selection of a particular medium in a particular
situation depends on the nature and importance of the message.
QUESTION
Media or ways of downward communication [10]
Methods of downward communication
Both written and oral methods are used in transmitting messages of downward communication.
Actually, section of media depends on the nature, urgency and importance of the message to be
communicated. The followings are the frequently used media or methods of downward
communication.
1. Oral Media or Method: Downward communication is mainly done by means of oral
media or method. Usually, the supervisors give instructions to their subordinates through
face-to-face and telephonic conversation. Beside this, managers also exchange relevant
information to their subordinates through meetings, conferences, lectures etc.
2. Written Media or Method: Organization of any size and nature sends important
information to its employees in written forms through letters, circulars, manuals,
bulletins, posters annual reports etc. generally, letters and memos communicate important
organizational directives; circulars, manuals and bulletins communicate policies and
procedures and annual report communicates organizational activities and performance at
the end of the year.
3. Other Media or Method: In addition to oral and written media or method, audio, visual
and audio-visual media are also used in downward communication. Radio, television,
poster, signal, symbol, graphs etc. some of the commonly used instruments that convey
messages to the subordinates.
QUESTION
Objectives or purpose of downward communication [10]
It is a system of communication where communication takes place form upper level to downward
or form the superior to subordinate level. The following objectives are available in downward
communication.
1. Supply information: Work style, method, responsibility, duties etc. are supplied to
subordinates by this communication system.
2. Assigning work: Through downward communication, superior assigns different works to
their subordinate.
3. Explaining policies and plan: The objective of an organization is to inform institution’s
plan, policy, program etc. to lower level by this communication system.
4. Responsibility and duty: Inter departmental duties and responsibilities are distributed by
this communication system.
5. Directing subordinates: Downward communication is directive in nature. To give
directions to the subordinates, top executives use this communication method.
6. Evaluation of performance: Top executives evaluate the performance of their
subordinate through this communication method. After evaluation of workers work, the
analyzed result is informed to others for incentive.

COMMUNICATION
7. Explain the change environment: Any change or organization’s plan, policy, method
and program are informed to all employees with the help of this communication system.
8. Coordination and cooperation: To coordinate and cooperate of the subordinates of their
works downward communication is needed. For achievement of expected result,
downward communication is the best method.
9. Delegate authority: In large organization, it is very much essential to delegate some
authority to their subordinates. Without downward communication delegation of
authority is impossible.
10. Establish discipline: Top level hierarchy of the organization try to maintain
organizational discipline through downward communication to their subordinates by
issuing job related rules and regulation.

COMMUNICATION
QUESTION
Explain The Term Meeting [5]
• A meeting is a group communication in action around a defined agenda, at a set time, for
an established duration.
• Meetings can be effective, ineffective, or a complete waste of time.
• If time is money and effectiveness and efficiency are your goals, then if you arrange a
meeting, lead a meeting, or participate in one, you want it to be worth your time.
• Meetings can occur face-to-face, but increasingly business and industry are turning to
teleconferencing and videoconferencing options as the technology improves, the cost to
participate is reduced, and the cost of travel including time is considered.
• Regardless how you come together as a team, group, or committee, you will need to
define your purpose in advance with an agenda.
Advantages of meetings:
In the business organizations meetings are used for a variety of purpose. There are some
advantages of meeting which are stated below:
1. Democratic process: Meeting is a democratic process of taking decision. None can
blame other for the decision because it is taken in presence of all the members.
2. Improve decision: Improve decision can be taken through meeting. Because every
matter is discussed pros and cons and nothing is left over unconsidered. Proverb says
”Two heads are better than one.”
3. Participative management: Participative management can be materialized through
meeting. Al the departmental heads and supervisors may sit together for taking decision.
4. Help in co-ordination: Meeting can help for co-coordinating the work as a whole
because all the parties or members are presented in the meeting.
5. Covey information to a large gathering: Meeting can convey information for all
departments. Besides the presented members exchange their views, idea, opinion and
feeling at a large gathering.
6. Others: Provide necessary information to a group of people, report on some incidents or
activities, create involvement and interest, formulate policies etc.
Disadvantages of meetings:
There are some limitations and disadvantages of meeting. These limitations and disadvantages are
discussed below:
1. Time consuming: Meeting takes much time to take decision
2. Costly:
3. Formalities: There are many formalities to hold on a meeting. Agenda, minutes,
regulations are needed for a valid meeting.
4. Difficult to control:

COMMUNICATION
QUESTION
• Essentials of a valid meeting | Conditions of valid meeting
• Requirement or essentials of a valid meeting or, necessary conditions of a
valid meeting:
• Preconditions of a valid meeting: [10]
A valid meeting should have the following elements:
1. Legal objectives: Any meeting must have legal objectives. Meetings on illegal or
unethical purposes cannot be valid in the eye of law.
2. Convened by proper authority: A valid meeting should be contended by the proper
authority of the company.
3. Serving proper notice in proper time: Notice of a meeting must be served timely by
maintaining rules and regulations of the companies act.
4. Presence of authorized persons: To make a meeting valid person who is entitled to
present in a particular type of meeting should be present in the meeting.
5. Presided over by a chairman: A valid meeting should be presided over by a chairman
who will be selected by the members.
6. Specific agenda: A detail agenda should be prepared before the meeting and the meeting
should be operated by following agenda.
7. Quorum: Quorum is the minimum number of persons that must be present in the meeting
to make it valid.
QUESTION
Explain the following types of meetings.
a) Public meeting
b) Private meeting
c) Command or management meetings
d) General meetings
e) Special meetings
f) Committee meetings
g) Shareholders meeting
h) Statutory meeting:.
i) Annual general meeting:
j) Extra-ordinary general meeting:
a) Directors meeting:
b) Board meeting:
c) Special meeting:
d) Class-meeting:
e) Creditors meeting:
a) Public meeting - every member of the public is allowed (to discuss, e.g. political issues.)
a) Private meeting – Only the members of the organisation are allowed to attend the
meeting.

COMMUNICATION
b) command meetings – are attended only by management;
c) General meetings are attended by members of staff on a regular basis (annually, weekly,
monthly) and on
d) Special meetings. Special occasions
e) Committee meetings are attended only by members serving on a specific committee.
Committee meeting: According to article of association the Board of Directors
sometimes make special committee to complete in any special work among some
directors of the company. This committee member sometimes meets together for
coordinating the work properly. This type of seating is called committee meeting
f) Shareholders meeting: When the meeting is held with the shareholders of the company
it is called shareholders meeting.
g) Statutory meeting: According to company laws, after getting the letter of commence,
the company arranges a meeting after one month of six months. This is the first general
meeting of the company and during the life of the company this type of meeting held
once. The company gives the circular before 21 days of the meeting. The decisions of the
meeting are called statutory decision.
h) Annual general meeting: After registration of the company, the company is bound to
invites the first general meeting with in eighteen months. Then the general meeting will
be held in every year. The differences of the two general meeting cannot be more than
fifteen months. The decisions of the meeting are called general decision.
i) Extra-ordinary general meeting: If necessary of the company this type of meeting can
be held on any time. The director or some shareholders can invite this meeting one tenth
of the shareholders may give the requisition to the Board of directors to arrange this type
of meeting. After getting the requisition of the board of Directors fail to arrange a
meeting with in twenty one days, the shareholder can invite the meeting within three
months. The decision taken by the meeting is called special decision.
j) Directors meeting: When the meeting is held among the directors of the company it is
called directors meeting.
k) Board meeting: According to article of association. The board of directors meeting is
called Board Meeting. If nothing about this type of meeting in the article of association,
then by Table- A rules of the company law this type of meeting can be held on.
According to rules of company law the company is bound to arrange the meeting once in
one month and at least four times within a year the Quorum: is filled up by 1/3 rd of the
directors present or at least two directors present. Each director is preserved one vote and
if any case the directors vote can be divided equally, then the president give the casting
vote and take the decision.
l) Special meeting: For any special situation, when the meeting is arranged by the
company, it is called special meeting. The types of the special meetings are as follows:
m) Class-meeting: The Company has different kinds of shares. When the meeting is
arranged by any one kind of shareholders it is called class meeting.
n) Creditors meeting: The directors or their appointed lower can invite this type of
meeting. Moreover this type of meeting may be arranged by the order of the court. If
necessary to reconstruct or to dissolve or to any amalgamate the company to preserve the
rights of the creditor this type of meeting is invited by their proper authoritative person.
The creditors who will be present in the meeting or the presence of three-fourth credit
holders of the total credit can take the decision and the court will give the instruction on
the basis of this decision and the creditors are bounded to abide by the decision.

COMMUNICATION
QUESTION
Duties of chairman and secretary in a meeting [10]
The chairperson: He she plays a key role in the success of the meetings: The chairperson should
therefore be tactful, diplomatic, sincere, a good communicator and above all a
respectable leader. The main function of the chairperson is to maintain order
during the meeting.
Secretary: The secretary must be well organised and attend to matters such as the venue for
the meeting, the drafting of the notice and agenda and taking down the minutes
of the meeting, The secretary should therefore, be well skilled in
communication,
Role or function or duties of chairmen of a meeting:
In all types of meetings, you have the following responsibilities as a presiding officer.
• Arranging the time and place
• Preparing and serving an agenda.
• Calling the meeting to order on time
• Making clear the purpose of the meeting
• Keeping the discussion on course
• Controlling over enthusiastic members
• Electing contributions from each member
• Creating a good atmosphere
• Summarizing the discussion form time to time
• Working to end the meeting on schedule
• Thanking to the members
Secretarial work relating to statutory meeting
1. Functions before the meeting:
• Maintaining time for statutory meeting,
• Preparing statutory statement or report,
• Drafting a notice for the meeting,
• Collecting the auditor’s certificate,
• Selection the place of the meeting,
• Preparing agenda of the meeting,
• Listing the name of members who will attend the meeting,
• Calling on board of directors meeting,
• Preparing final notice of the meeting.
• Serving the notice to the concerned members.
2. Functions at the meeting:
• Determining the quorum of the meeting,
• Stating or reading the agenda,
• Supply of the necessary explanations,
• Giving the explanations,
• Writing the rough minutes
3. Functions after the meeting:
• Preparing final minutes and resolutions,
• Submitting the statutory report
The following is expected from:

COMMUNICATION
QUESTION
Explain the following terms
a) Notice
b) Agenda
c) Minute [10]
Notice
• A notice is a written or an oral statement that contains the particulars of holding a
meeting.
• When a circular is served among the members of the meeting to attend the meeting, it is
called a notice.
• It is letter of invitation that carries the request to the members to attend a meeting.
• A notice includes time, place, date and agenda of a meeting.
• The notice should be sent by the proper authority in due time so that the members can
attend the meeting in time.
• So, notice is formal written or formal information, notification or warning about a fact or
an invitation to the concerned person for attending the meeting.
A notice can be formal or informal.
MUTARE POLYTECHNIC
Ministry of Higher and Tertiary Education
NOTICE OF A MEETING
Notice is hereby given of a monthly academic board meeting. It is to be held in the
boardroom on the 21st
of June 2012 at 0900 hours.
The minutes of the meeting held on the 20th
of May 2012 are attached.
C Gatsi
Chairwoman
Cell: 0772 950 037
10 June 2012
Notice of a monthly meeting is given above. If you are requested to write the notice of an annual
meeting, then it is obvious that you’ll replace monthly with annual.
Agenda
• Agenda means things to be done.
• It is usually sent along with the notice of the meeting.
• It is a list of the topics to be discussed in a meeting.
• Sometimes the agenda is prepared after the circulation of the notice in order to include
the member’s opinion.
• If the subject matter of the meeting is secret, the agenda may not be circulated.
• Agenda is document that outlines the contents of a forth coming meeting.”

COMMUNICATION
• So, agenda is an items or issues prepared by the secretary and which are to be discussed
or transacted in a forth coming mitten.
Below is the agenda of the monthly meeting. N.B points 1-7 on the agenda are standard for most
meetings for all organisations. Points 7.1, 7.2 and 7.3 are specific “new Business” matters
pertaining to the specific organisation. Points 8 and 9 are standard.
AGENDA
1. Attendance Register.
2. Apologies.
3. Opening and Welcome.
4. Finalisation of the agenda.
5.Minutes of meeting held on 20 May 2012
6. Matters arising.
7.New business:
7.1 Symposium and Miss Poly
7.2 Main Graduation
7.3 MOTION; That the Symposium invitation letters to High Schools be
sent to the Regional offices of Ministry of Education, Sports and Culture
Offices.
PROPOSAL: Ms G Sithole
SECONDED: Ms T Mawoyo
8. Date of next meeting.
9. Closure.
Features or characteristics of agenda:
The features of agenda can be state as follows:
1. Generally, agenda is sent along with the notice of the meeting.
2. It is written at the end but before or after the signature of the convener of the meeting.
3. It is arranged according to the importance of the end.
4. Controversial topics should be written at the end.
5. The topics are determined by the secretary with consulting the higher authority or the
convener of the meeting.
6. It written in brief but explicit manner
Minute
• Minute is an official written statement of the motions and resolutions taken in a meeting.
• It is brief but a complete record of all discussions held among the members of the
meeting.
• It is also defined as the official record of the proceeding of a meeting that should be
needed to approve by the participating members of the meeting.
• An accurate written record of meetings is essential not only for all those who attended the
meeting but also for those who were unable to attend. Some definitions of minute are as
follows:

COMMUNICATION
• Minutes are the official records of the proceedings of meeting.”
• So, minutes are the brief and complete official written record of all discussion which is
held among the members of the meeting.
QUESTION
Difference between agenda and minute: [10]
Both agenda and minutes are the important documents of a meeting. But they differ from each
other in respect of the following points:

COMMUNICATION
QUESTION
Essential elements or factors of a valid notice: [10]
The essentials or elements or factors of a valid nonce are given below:
1. Signature: The notice must be signed by the proper authority. Only the legal authority
should serve the notice.
2. Proper time: The notice must be served in proper time. It should be circulated according
to the rules and regulations of the company or the organization.
3. Time date and place: The time, date and place of the meeting must be stated in the
notice.
4. Unconditional: There must be no condition or complexity in the notice about attending
meeting. Always a notice is unconditional.
5. Agenda: Agenda means topics to be discussed in a meeting. A valid notice should
contain the agenda of the meeting.
6. Conciseness: The notice must be short in size. It should be clear, simple and easy.
7. Proper persons: Notice should be served to the proper persons who are entitled to attend
the meeting.
8. Enclosure: An explanatory statement should be sent with the notice.
QUESTION
Importance or necessities of agenda:[10]
The necessity or importance’s of an agenda are as follows:
1. As it is circulated in advance, the members of the committee or meeting can take
preparation to discuss the topics accurately.
2. It helps to take prompt decision.
3. Since it has a set of order, it helps the chairperson to conduct the meeting smoothly.
4. It can ensure covering all the topics that will be discussed in a meeting.
5. It helps to control the unnecessary talking in the meeting.
6. It is helps to write the minutes and resolution of the meeting.
7. As it is served earlier, the members of the meeting can exchange their thought and ideas
informally before holding the meeting.

COMMUNICATION
QUESTION
Meetings terminology [10]
Constitution: A set of rules and regulations which govern the organisation. These have
been accepted by members during the inaugural (very first) meeting. The
constitution is that which prescribes to the members how they must
behave and which decisions are legally binding.
The Quorum: A minimum of members, as prescribed by the constitution, must be
present during a meeting before a legally binding decision may be taken.
Voting on issues, therefore, presupposes that the prescribed minimum
number of members should be present (before any legally binding
decision may be made.)
The Chairperson: This person presides at the meeting. The chairperson’s duty is to
maintain order during the meeting and to control the procedure. The
chairperson's role is to run meetings in a way that encourages decisions.
The chairperson should allow fair and open discussion of matters and
stick to the agenda, so that decisions can be made. If there is no
committee, the owners corporation chairperson must be a lot owner.
The Secretary: The role of the Secretary is to support the Chair in ensuring the smooth
functioning of the Management Committee. In summary, the Secretary
is responsible for: Ensuring meetings are effectively organised and
minuted. Maintaining effective records and administration.
The Treasurer: The main duties of a treasurer are to oversee the financial
administration of the organisation, review procedures and financial
reporting, advise the board on financial strategy, and advise on
fundraising. A treasurer is in charge of the organisation’s financial
matters.
Proposal: This is a suggestion made by someone during the meeting. If a proposal
is given to be discussed before the meeting, then we call it a motion. A
motion becomes a resolution when the motion is either accepted or
rejected.
Ad hoc Committee: During a meeting, it may become clear that certain issues have to be
attended to. The appointment of members on the committee is then done
on a temporary basis: they are expected to conduct investigations into the
matters and then report back to the members at another meeting after the
completion of the investigation.
Voting: It is sometimes necessary to vote ( to reach a decision on a matter).
Voting procedures have their own terminology:
Ballot: Voting in secret, either by ballot (putting votes in a ballot- secretly- or
voting anonymously.
Deadlock: Sometimes a situation rises where equal numbers of votes are for and
against a proposal.

COMMUNICATION
Casting vote if a deadlock exists, then the chairperson may have the casting vote, in
other words, the deciding vote.
Nemine despentiente:(nem.dis) No one disapproves of a motion, everyone approves of
it: this is called unanimous approval.
Nemine controdicente:(Nem.con.): No one votes, against the motion but a few people
abstain from voting.
Abstain: To refuse to vote.
Proxy: The permission given to a person by another member (who cannot be
present at the meeting) to vote on his behalf.
Resolution: Agreement by a majority of the members at a meeting on a motion – this
agreement may be positive or negative (for or against the motion).
Unanimous; When all members vote in favour of a motion.
Motions each item to be discussed will have a proposal, normally called a motion
to which members will speak. A motion is a proposal put forward for
discussion and decision at a meeting. It can be in writing before the
meeting or may be a proposal during the discussion.
Changes motions may be changed before they are voted upon by amendment or
addendum. An amendment is a proposal to alter a motion which has
been submitted to a meeting e.g. by adding, inserting or deleting words
of the original motion.
Addendum: is the addition of words to a motion and is treated in the same way as an
amendment.
Closure: End of a meeting.
Guillotine ruling: This is a specific time restriction placed on a discussion of a proposal or
the time given to a speaker or on the actual duration of a meeting.
In camera: When the proceedings for a meeting take place behind closed doors. It is
of a sensitive, confidential nature.
Attendance Register: The actual record of numbers attending a meeting.
Point of order: The chairperson has to decide if a member’s contribution to the meeting
is in line with the constitution or relevant to the point on the agenda.
Verbatim: The exact words of a speaker.
Second: To second a proposal, means that another person agrees with the
original proposal, necessitating the meeting’s attention to the matter.
Precedent: When something that occurred in the past is used as a basis for future
actions.
Suspension: The prohibition of a member from taking part in the activities of an
organisation.
Honorarium: An honorarium is paid to any person for recognition of duties performed
during a year, e.g. the treasurer, for accounting duties.
Status quo: The current situation.
Ex officio: the authority which a person has as result of his or her position.
Adjournment: When a meeting is closed before all the topics on the agenda have been
discussed, the discussion, however, will resume after a break. This is not
an official closure.

COMMUNICATION
Co-option being invited to join the deliberations of a meeting, but not allowed to
vote.
Term Definition
Title Header
Title, time, date, location, phone number, e-mail contact, and any other
information necessary to get all participants together.
Participants Expected participants
Subject Line Purpose statement
Call to Order Who will call the meeting to order?
Introductions
If everyone is new, this is optional. If even one person is new, everyone should
briefly introduce themselves with their name and respective roles.
Roll Call This may quietly take place while introductions are made.
Reading of the
minutes
Notes from the last meeting are read (if applicable) with an opportunity to
correct. These are often sent out before the meeting so participants have the
opportunity to review them and note any needed corrections.
Term Definition
Old Business
List any unresolved issues from last time or issues that were “tabled,” or left
until this meeting.
New Business This is a list of items for discussion and action.
Reports
This is optional and applies if there are subcommittees or groups working on
specific, individual action items that require reports to the group or committee.
Good of the
Order
This is the time for people to offer any news that relates to the topic of the
meeting that was otherwise not shared or discussed.
Adjournment
Note time, date, place meeting adjourned and indicate when the next meeting is
scheduled.

COMMUNICATION
COMMUNICATION
LETTERS & REPORTS

COMMUNICATION
QUESTION
Enquiry/ inquiry letter [10]
INQUIRY LETTER
• Make an inquiry when you are requesting more information about a product or service.
• This type of business letter tends to include specific information such as product type, as
well as asking for further details in the form of brochures, catalogues, telephone contact,
etc.
• Making inquiries can also help you keep up on your competition!
KINDS OF INQUIRY LETTERS:
Inquiry letters fall in three categories:
1. Trade inquiry,
2. Status inquiry and
3. General inquiry
1. Trade Inquiry:-
A trade inquiry (or sales related inquiry) is written with the intention of making business deals
with the addressee. Such inquiry letters are written regarding products or services purchased or
being considered for purchase. The trade inquiries ask information about the supply of goods,
availability of goods, delivery time, leaflet or catalogue, quotations or price, method of transport,
insurance, samples and terms and discount, etc.
2. Status Inquiry:-
Status inquiry is written to know the financial position of some individual or firm usually
prospective buyer. Inquiries about the character, qualifications, experience and performance of
the applicant for job or membership may also be termed as status inquiries.
3. General Inquiries:-
General inquiry is made to get information about rules and procedures used in other
organizations, government policies, market conditions etc. General inquiry may also seek
information for private or business research. For example a firm may receive injuries for various
data from students, teachers or executives of other organizations.

COMMUNICATION
QUESTION
John House, Washington, New York, has applied for credit purchase form Anna
Enterprise, 20, TUCSON AZ 85705 USA. In the letter, John House has mentioned the name
of Mr. Michel, Manager, Mahan Boutiques and Fabrics of Taxes, as reference.
Write business status inquiry letter on behalf of Anna Enterprise. [10]
Anna Enterprise
(Wholesaler of Quality Fabrics)
20, TUCSON AZ 85705 USA
December 07, 2013
Mr. Michel
Manager
Mahan Boutiques and Fabrics,
Texas.
Sub: Inquiring the financial status of John House, Washington, New York.
Dear Mr. Michel,
Will you please respond to the following questions about John House, Washington, New York,
which has listed your name as a credit reference on its letter for credit purchase?
1. How long John House has a credit account with your company?
2. What is the credit limit you currently extend to them?
3. What is the maximum amount of credit you have ever extended to them?
4. Has it ever been delinquent in paying his dues?
I assure you that information provided by you will be treated confidentially. If you send answers
to the above questions with December 25, 2013 will be highly appreciated. We will be highly
glad to provide you any such help in future.
Sincerely,
(Mr. Michel Jackson)
Manager, Credit Division

COMMUNICATION
QUESTION
Assume that you are the manager of Mr. Anna Trade International, 54, Washington, New
York. Mr. Michel Trading Agency, 302, TUCSON AZ 85705 USA has a letter to you
inquiring the financial solvency of John and company, 14/1, Taxes, Washington.
Write a positive response to this business status inquiry letter. (Favorable reply to the
inquiry letter given in specimen).[10]
Anna Trade International
54, Washington, New York
Phone: 914554656 Fax: 099-9152752568
Date: November 31, 2013
Manager
Mr. Michel Trading Agency
302, TUCSON AZ 85705
USA.
Subject: Reply to financial status inquiry of John and company, 14/1, Taxes, Washington.
Dear Sir,
Thank you for your letter of November 28, 2013. We have regular and satisfactory business
relation for long time with John and company, 14/1, Taxes, Washington about whom you have
sought information. They are doing business in this line since long ago with utmost sincerity and
honesty. Their financial capability and business goodwill are highly appreciable. Their business
dealings and payment records with us during the last several years can be held in high esteem.
You can supply them goods worth 1300$ on credit in a single consignment without any
hesitation.
We feel proud to provide information about the firm and we think our confidence on this firm
will never be misplaced. Expecting your business success.
Thanking you.
Sincerely yours.
(Mr. Jonson)

COMMUNICATION
QUESTION
Contents or elements of reply letter to business status inquiry letter. [10]
The particular answer business standing inquiry letter can be sometimes positive as well as
negative. Regardless of the characteristics associated with response is actually, its full of a
number of normal information as well as unique positive as well as negative view.
This items are likely to be a part of an answer to business standing inquiry letter:
• Acknowledging this notice from the inquirer. This means, acclaim with the notice
associated with request should be mentioned.
• Name, address along with points with the corporation regarding which usually
information is actually provided.
• Giving certain information as questioned through the inquirer. Data delivered should be
appropriate in addition to applicable whether it’s positive as well as negative.
• The particular replier must not fit his or her own assumptions while using the
information.
• Any affirmation producing this intention to never take any legal responsibility resulting
from long term orders while using the likely shopper.
• Requiring this enquirer to keep up secrecy with the information delivered.
• Offering warranty associated with providing additional help out with long term.
• Producing ache if the information delivered is going from the possible shopper.
• Making use of basic in addition to unambiguous words and phrases in addition to
paragraphs.
• Wanting inquirer’s business success along with thank you.
• Mentioning this name, location in addition to address with the information provider

COMMUNICATION
QUESTION
Quotation letter [10]
• A letter of quotation is any letter written in reference to the price of a service or product.
• This could range from a customer or client requesting or accepting a quote, to the supplier or
service provider sending the quote amount.
• Either of these letters could be headed as a letter of quotation.
• For example you would write a letter of quotation to a ventilation company explaining your
situation and requesting a quote to complete the job.
• Because money is likely to be exchanged it is important for both parties to be clear about the
service or product in question and the terms of the agreement.
Letter of Quotation Request Sample
DESU, HEAD OFFICE
9/2, Surya Kiran Building,
New Delhi (India).
25/02/2016
M/s Popular Cables,
C-12/5, Sadar Market,
Delhi (India).
Dear Sir,
You have previously supplied us cables and we should be glad if you would now quote
for the items named below, manufactured by Saru Cables. The cables we require are
listed in your Catalogue no. 24 and 38.
Catalogue No. Dimensions
No. 28...................3/2
No. 36.................3/41
No. 27.................7/20
No. 40.................1/40
Prices quoted should include packing and delivery at the above address.
While replying please state (i) discount, (ii) mode of payment, (iii) date of delivery
Yours faithfully,
K. Madan
(Manager)

COMMUNICATION
Letter of Quotation to Customer Sample
POPULAR CABLES
C-17/7, Sadar Market,
Delhi.
28/02/2016
DESU Head Office,
9/1, Surya Kiran building,
New Delhi.
Dear Sir,
With reference to your inquiry of 19th Oct. 1996 for further supply of our cables, we are
pleased to quote at follows:
Cable Dimension $s. Per Cable
3/2...................... 178 each
3/41.................... 120 each
7/20.................... 238 each
1/40.................... 140 each
These prices include packing and delivery charges.
We can deliver from our stock and will allow you a discount of 100% but only on items
in quantities of 200 or more. In addition, there shall be a cash discount of 5% on total cost
if payment were made within 45 days from the date of invoice.
We hope you will find these terms satisfactory and look forward to your order.
Yours faithfully
Satrajit Jana
(Manager)

COMMUNICATION
QUESTION
Order letter [10]
• Is a document that confirms the details of a purchase of goods or services from
one party to another?
• It usually includes more information about what you are ordering, like quantity,
model number, or color, the payment terms, and the matter in which the products
are to be shipped.
• When the recipient receives this letter, they will process the order and send the
merchandise.
What are main points of a good order letter?
Mention the circumstances under which an order letter needs reply.
An order letter needs to be correct, complete and definite so that the reader may fill it exactly.
Incompleteness or errors may mean further correspondence, shipping delays, complicated billing,
repacking and reshipping and loss of business.
Therefore, a good order letter should:
1. Include full details of quantities, prices, colors, sizes etc.
2. Quote catalogue number if any.
3. State the requirements as to delivery – date, place, mode of transport etc.
4. Confirm the terms of payment agreed in preliminary negotiation.
5. Refer to the enclosure of cheque, pay order or draft or samples or colour of material if any.
Replying of Orders:
Ordinarily order letters need to reply. But replies should be written under following circumstance.
1. When a customer requests for acknowledgement in confirmation of the order.
2. When an order is incorrect incomplete or vague.
3. When an order cannot be complied with.
4. When extra time is needed to fill the order.
The letter that is written by a potential buyer to the seller requesting him to deliver goods is
known as order letter. By writing inquiry letters, buyers can collect necessary information about
the price, quality of goods and terms of sale. If the buyer finds the quoted price, quality of goods
and terms of sales satisfactory, he places an order to supply goods in his address. The seller
delivers the good according to the buyer’s order.
In modern time, sellers supply printed orders forms to the customers and customers place orders
by filling up those printed order blanks. In this case, the printed order sheet or blank is considered
as the order letter.

COMMUNICATION
QUESTION
Factors to Be Considered In Writing Order Letter or, Contents of Order Letter [10]
• Through order letter, the potential buyers request the suppliers to deliver goods to them.
• In modern time, printed order blanks or purchase order forms supplied by the seller are
typically used for placing orders.
• However, in absence of order blanks and purchase order forms, order letters are written.
• Such letters contain three major categories of information:
1. Information about the items being ordered;
2. Information relating to shipping; and
3. Information relating to payment.
1. Information about the items being ordered: An order letter must contain full particulars of
goods ordered. Such information include the followings:
• a. Product name
• Brand name
• Quantity
• Catalog number
• Model number
• Color
• Size
• Weight
• Unit price
2. Information relating to shipping: Shipping information is very important. In absence of
shipping information, there can arise misunderstanding between buyer and seller. Shipping
information may include the followings:
• Desired receipt date;
• Desired shipping location; and
• Mode of shipping (rail, road, or waterways).
3. Information relating to payment: Mode of payment of prices for the ordered items must be
clearly indicated. The seller will accept the order letter only when both of them come to a
common ground relation to payment of price. Payment information include the following:
• Mode of payment (cash, cheque, draft)
• Payment data
The above stated factors are usually included in order letter. However, the buyer can include any
other instruction or element if he thinks necessary.

COMMUNICATION
QUESTION
Write an order letter [10]
Starting to Write
• Politely thank the buyer or client for their custom.
• Briefly outline the details of the transaction, such as the item model name, color
etc, the name of the buyer or client, their address if relevant, and the medium of
payment. This is essentially a summary of the order to reassure the recipient that
everything is going smoothly.
• Provide contact information so the recipient can get in touch if there’s a problem.
Letter of Order Sample
Mancini Kitchen Equipment
Troy D. Mancini
4220 Straford Park
Harold, KY 41635
Dear Mr. Mancini,
We would like to purchase twenty two (22) individual stand mixers (Model #43423), all in the
color red.
We would like you to charge this purchase to the preexisting account that we have with you,
business account #543234.
We hope to receive this order no later than Friday, November 11th, 2009. Attached to this letter
please find our preferred shipping method and receiving address.
Please confirm that you received this order by calling us at 232-231-4563 anytime during
business hours, Monday to Friday.
Thank you for your cooperation
Keller Kitchen Co.

COMMUNICATION
Letter of Order and Acknowledgment Sample
Hello Victor,
Thank you for your recent purchase from Furniture World. The team are currently working on
getting your item dispatched, and it should be with you within 5 working days.
Order Details
Order Number: 86675564
Mellow White Leather Sofa
Price Inc Delivery: $754
Payment Method: Credit Card
Delivery Address:
8561 Honey Pioneer Autoroute, Burnt House, Wisconsin, 53091-3064
Note: Because this is a large item you will need somebody to sign for the delivery upon arrival
and to grant the drivers access to the property in order to position it somewhere convenient.
If you should have any problems or queries about this order please contact customer support on
(534) 872-9133, or via email at support@furnitureworld.us
All the best,
Furniture World

COMMUNICATION
QUESTION
Write a delivery letter [10]
The _______
(designation),
_______________
(company).
Subject: Acknowledgement Letter for Receiving Goods
Dear Sir,
This letter has been written to inform you, that I acknowledge the receiving of goods by
your company. The slip and invoice has been checked. All the goods are passed from the
session of checking and no defect have been found.
The number is items is proper and without any doubt. Under signatory is grateful for your
punctuality.
Warm Regards,
Name:________
Signature:_______
Designation:_______
Date:_________

Communication Basics

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