Explained Study Notes – Business
Communication (Simple Words)
1. Meaning and Process of Communication
Meaning
Communication means sharing information between people. It can be talking, writing, or
using signs.
Process of Communication
1. **Sender** – Person who sends the message.
2. **Message** – The information shared.
3. **Medium** – How the message is sent (e.g. speaking, writing).
4. **Receiver** – Person who gets the message.
5. **Feedback** – The reply or reaction.
Barriers to Communication
- Noise (disturbance while talking)
- Language problems
- Poor listening
- Wrong interpretation
- Lack of interest
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2. Verbal and Non-Verbal Communication
Verbal Communication
- Using words (spoken or written).
- Examples: phone calls, meetings, emails, letters.
Non-Verbal Communication
- Without words.
- Examples: facial expressions, hand movements, eye contact, body language.
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3. Business Communication and Its Importance
Business Communication
Sharing information in a business for work purposes.
Importance in Business:
- Helps in clear instructions and teamwork.
- Builds trust with customers and employees.
- Helps in decision-making.
- Avoids confusion and mistakes.
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4. Principles of Letter Writing
Principles:
- Be clear and simple.
- Use polite and respectful words.
- Use correct format.
- Keep it short and to the point.
Types of Business Letters:
**Quotations** – Giving price and product details.
**Orders** – Sending request to buy products.
**Tenders** – Formal offers to supply goods or services.
**Sales Letters** – To promote or sell a product.
**Claim and Adjustment Letters** – Complaint letters and replies.
**Credit and Collection Letters** – Asking for or giving credit/payment.
Social Correspondence:
**Letters of Congratulation** – To appreciate someone.
**Invitations** – For events.
**Letters of Introduction** – To introduce someone.
**Recommendations** – Suggesting someone for a job/role.
**Condolence Letters** – Expressing sympathy.
**Acceptance/Regret Letters** – Responding to invitations.
Drafting of Notices, Agenda, and Minutes:
- **Notice** – Written information about a meeting/event.
- **Agenda** – List of topics to discuss in the meeting.
- **Minutes** – Summary of what was discussed and decided.
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5. Office Procedure
Receipt and Dispatch of Mail:
- Receiving, recording, and sending letters/parcels.
Filing and Indexing System:
- **Filing** – Keeping papers in order.
- **Indexing** – Creating a list to find files easily.
Classification of Mail:
- Incoming mail – letters received.
- Outgoing mail – letters sent.
- Urgent, confidential, or normal mail.
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6. Electronic Communication System
Types:
- **Telegram** – Short written messages sent through telegraph.
- **Cablegram** – Messages sent through undersea cables.
- **Telephone** – Voice communication.
- **Telex** – Text messages using network.
- **Teleprinter** – Machine to send typed messages.
- **PBX** – Private phone system in offices.
- **Fax** – Sending scanned documents over phone lines.
- **Email** – Sending messages using internet.
- **Internet** – Online sharing of files, messages, calls, etc.
These systems make business communication faster and easier.