The document summarizes three major forms of written communication - letters, memorandums, and reports. It provides details on the structure and format of letters, including personal, applied, and different types of applied letters. It also discusses the key parts and structure of memorandums. Finally, it defines reports as organized statements presenting facts from an investigation along with opinions and recommendations, and outlines the typical format of a business report.

1. AHSANULLAH UNIVERSITY OF SCIENCE & TECHNOLOGY
(SCHOOL OF BUSINESS)
Report On
“Major Media of Written Communication (Chapter-5)”
Course Code: BBA-212
Course Name: Business Communication
Submitted To: Submitted By:
Sarah Chowdhury Group Name: Business Network
Lecturer, 2nd
Year 1st
Semester
School of Business, AUST. Section-‘C’
Date of Submission: 08 July, 2012

2. Chapter-5: Major Media of Written Communication
Written Communication:
oCommunication by means of written symbols (either printed or handwritten).
oInvolves any typ e of interaction that makes use of the written word.
oIt mainly consists of diagrams, pictures, graphs, etc. Such as, Reports, policies, rules, orders, instructions,
agreements, etc.
Examples: Guideline, Prospectus, Notice, Memorandum, Organizational chart/structure, formal letter,
electronic mail, Internet Web sites, proposals, telegrams, faxes, postcards, contracts, advertisements,
brochures, and news releases.
Major Media of Written Communication:
Major media of written communication are:
1. Letter
2. Memorandum
3. Report
Letter:
o To communicate by sending necessary information by writing or printing on a paper.
o A set of conventional symbols used in writing or printing a language.
o A written or printed communication addressed to a person, company etc; usually sent by post in an
envelope related adjective epistolary.
Figure: Classification of letter
Classification of Letter:
Letters are following two types:-
1. Personal/Private Letter
2. Applied Letter
1. Personal Letter:
To write something to someone without formality.
The letter about family matter or personal matter.
About personal happiness, sorrow, wants, love etc.
Example: Son to parents, friend to friend.
2. Applied Letter:
The letter is written to the organizational purpose by applying rules & regulations.
It is used for business purpose.
To communicate with business partners by it.
Example: Job application letter, greeting card, inviting card.
Letter
Commercial letterOfficial letterSocial letter
Personal/Privet letter Applied Letter

3. Types of applied letter:
Applied letter are three types:
1) Social letter
2) Official letter
3) Commercial letter
1) Social letter:
 The letter about social objectives and functions.
 Relating to human society & its member; social institution, social evaluation, social forces, social
legislation.
Example: Greeting card, inviting card.
2) Official letter:
 To write by applying organizational rules-regulation & formalities.
 Used for official or organizational purpose.
Example: CV, Send or disseminate letter for seminar or meeting.
3) Commercial letter:
 The letter which is exchanged among businessmen in connection with business affair called business
or commercial letter or commercial letter.
Example: Letter about market analyze, product supply, demand of compensation, transition.
Structure/different parts of different letter:
1. Heading:
 To write the name, address, Email, Fax no. of organization/company or person.
 Should write in the central point of the page.
2. Reference no:
 Any instruction or definition by which can know the necessary information.
 Organizational indicator no. which is given by sender.
 Using to find data in initial time.
3. Date:
 Date is written in the left side under the reference no.
 There are 2 styles of date format:
Oldest style Modern/Correct style
01.01.12 Jan 1, 2012
01-01-12 1 Jan, 2012
01/01/12
4. Attention heading/line:
 Attention headline for a selective person.
 Giving receiver’s identification like name, occupation & address.
5. Subject heading:
 Subject summery of body part in a line.
 Should be understandable to receiver at a glance.

4. 6. Salutation:
 Salutation of a selective person.
 Sender writes salutation word to the receiver.
Such as, Sir/Madam/Dear sir/Dear madam but now no need of dear.
7. Body part:
 Main part of letter that described in briefly in one or more than one para.
Main three part of it is:
 Introduction: - A short introduction about the subject.
 Main speech: - The main objectives should be elaborate in clear sense.
 Conclusion: - Finally, give an obligation conclusion.
8. Complementary close:
 Ending of the body part sender shows cordial & heartiest salutation.
9. Signature:
 Under complementary close sender writes his/her own signature with designation.
 Without signature & designation there is no value of a letter.
10. Post script:
 Additional object of the letter which is not written in the body part.
 Give a special short note in the under or any side of the letter.
11. Enclose:
 Attachment of any kind of data, papers & documents.
 Written format of CV following papers may be wanted:
1.SSC & HSC certificates papers.
2.Testimonial paper.
3.Two copy passport photography.
12. Carbon copy:
 Sometimes need to send different persons the duplicate copy of letter.
 If lost it could be collected from those selective people.
 Where & whose the letter are sent that write as follow:
Copy To:
1. X
2. Y

5. Sample of Official/Business Letter:
AUST/12/ASW/DEA/01 Date: 07.06.2012
To
Head, Department of Arch/SOB/CE/CSE/EEE/TE/MPE/A&S
Ahsanullah University of Science and Technology (AUST)
141-142 Love Road,
Tejgaon
Dhaka-1208
Subject: The Duke of Edinburgh Award Program, Bangladesh.
1. A seminar on the subject has been arranged on 17 June, 2012 at 3.00pm in multipurpose hall of AUST. The
speaker will be Mr. Sayed M.A. Karim, Program Manager of this award program in Bangladesh. The speaker will
explain about the modus operandi of the program and how the student will be benefited out of it. A photocopy of
“Overall Guidelines” of the subject is attached herewith.
2. You are requested to circulate this information amongst the teachers and students of the department so that,
they can participate in the program. For details one can visit www.deabd.org.
……………………………..
M. Abul Hussain
ASW, AUST
Copy to:
1. Vice-Chancellor, AUST
Format of Official/Business letter:
1. Heading
2. Reference No.
3. Date
4. Attention heading
5. Subject: …………………………………
6. Salutation (Dear sir/Dear madam,)
………………… … ……….. 7. Body Part …………… ………………
……… ………… ……… ……… ……… …. …. ………. ……. ……. …
8. Complementary close (Sincerely yours)
9. Signature
10. Post script
11. Enclosure
12. Carbon copy

6. 2. Treasurer, AUST
3. Controller of the Examinations, AUST
4. Resister, AUST
5. Librarian, AUST
6. System Engineer, AUST-For website
7. University Engineer, AUST
Memorandum:
 Short note of the subject or organizational activities for future use.
 A memorandum is a short piece of writing generally used by the officers of an organization for
communicating among themselves.
Objectives of preparing memorandum:
 To give instruction
 To inform of the change of policy
 To convey decision
 To seek explanation on any matter
Structure or format of memorandum:
1. Heading:
 Organization’s name and address.
2. Date:
 On which date it is sent should write that date in the left side.
3. Sender’s & receiver’s identification:
 Sender’s name & address (with designation).
 Receiver’s name & address with designation.
4. Message:
 Described the objectives matter of the memorandum.
 All subjects matter should be written down clearly.
5. Identification mark:
 If superior composed the memorandum by any subordinate or composer.
 The composer identification mark should write in the right side with designation.
6. Signature:
 Superior’s signature should write in the left side under the massage part with designation.
7. Enclose notation:
 Various attached papers should write under the signature in a chronological list.
8. Copy notation:
 The names that the copy of memorandum is sent are written in a list.

7. Figure of format of memorandum:
1. Heading
2. Date
3. Sender’s & Receiver’s Identification
From:
To:
Subject: ……………………..
4. Massage ………………………………… ……………………………………… ……… ………
5. Identification Mark
6. Signature
……………………
(Designation)
7. Enclosure:
1. Budget cost list.
2. Program schedule.
8. Copy notation
1. X
2. Y

8. Sample of memorandum:
AHSANUIIAH UNIVERSITY OF SCIENCE AND TECHNOLOGY
141-142, LOVE ROAD, Tejgoan 1/A, Dhaka-1208
……… …… …… … … …… …… . . . …… …… …… … …… …..…Inter office Memo
Date:
From:
To:
Subject: Reception and orientation Program.
This refers to our discussion on 03/04/2012 about the reception and orientation program,………… The tentative
date and time for the event is on 21/04/2012 at 5:00 pm. The venue of the program is the central Hall.
Honorable………………. <designation>…….. will be the chief guest of the program .The budgeted cost of the
program presented below in details with break-up:
Item Cost
Banner
Flower (1 Table Top and 1 Stick of
Rajanigandha for each Student)
Crest for the Guest of Honor
Refreshment
Per Packet contains :
Chicken Ball
Sandwich
Cake
Sondesh/Laddu
Fruits (Orange)
Drinks
Per Packet Cost :
Total=
This is for your kind information and approval.
……………………..
(Designation)

9. Report:
A report is an organized statement of facts relating to a particular subject prepared by the writer or executor after
investigation of or screening and presenting with opinion and recommendation.
There are three key points of the definition:
o An organized statement or fact
o Screening or investigation
o To identify findings
Business report:
A business report is any fact or objective document that serves business purpose.
Format of business report:
 Title page/cover page
 Letter of transmittal
 Letter of authorization
 Table of content
 Executive summary
 Problem definition
 Research design
 Types of research design
 Data collection
 Questionnaire development
 Body part
 Analysis part & findings
 Recommendation & finishing
 Reference