Notes of Communication

Chapter no 1 Introduction to Managerial communication

o What is communication?

o Importance of communication

o Process of communication

o Factors of communication

o Non verbal communication

Q: What is communication?

As the term communication is derived from Latin word “communice” which means commoni.e. common background to understand the ideas.

Communication is the two way process of exchanging the ideas. The process of transmitting the ideas from one person to another person. It may be defined as the process by which message evoke response In this definition two points arises At the first communication take place when message evoke response that means when there is no any reply or response from audience side then there is no any re communication,Second communication takes place when message is received by an other person, if it’s not received there will be no any response so no communication take place.

FOR EXAMPLE OF COMMUNICATION

MR. Faraz is teaching students he is transmitting him ideas, thoughts to the students.. So we can say it’s a communication because what ever in the mind of teacher he is exchanging to the student, and student listening as well as understanding the ideas which shared by Mr. faraz. So we can say that communication is a two way process.

FOR EXAMPLE OF NOT COMMUNICATION:

A chines come to Pakistan and he went to market for purchasing the clothes, but when he talk with shopkeeper so shopkeeper does not understand the language of chines in this case we can say that there is no communication b/w people. Because chines does not exchange idea to the shopkeeper, and also shopkeeper does not exchange idea to the chines…

FOR EXAMPLE:

o Two people talk about Pakistan economicso A person writes a letter to his friend

In this two example we can see when two people sharing the ideas to each other so its communication When his friend received and read a letter so we can say communication take place.

IMPORTANCE OF COMMUNICATION

Communication is very important b/c it’s a fundamental truth of universe, because if no body able to listen or express him or her purpose means if every body deaf and dumb and not be able to exchanging ideas so what the existence of universe…..

IMPORTANCE OF COMMUNICATION IS CATOGRISED IN TWO WAYS

It’s a life blood of an organization Its help in career and personal life

IT’S A LIFE BLOOD OF AN ORGANIZATION

From the sentences we can say that the blood circulate with in human body, so the communication circulate with in an organization, as the blood is necessary for the human being as similar communication is necessary for organization. as blood comes from upward to downward as communication has been receive from senior officer junior officer, As blood comes from down ward to upward as communication comes from junior to senior.As we say communication comes from senior to junior these communication are mostly about the organization policies, product goals, administrative matters etcAs communication say junior to senior is about the work and progress report because senior officer want to know that target have been achieved or not and how much remain to be done. The senior officers have also listened to the opinion, suggestion and problem of the subordinates.

IT’S HELP IN CAREER AND PERSONEL LIFE

In that statement we can say that if there are job of accountant and 100 applications are received in that 10 are rejected and 90 are fulfilled the job requirement. So organization conduct interview that how person is communicating and giving the answer of question. The person who take interview he will see the body language and communication ways. If there was 90 people who came for interview so they will give the answer in 90 communicating ways. So organization selected only the person which has emotional, confident. Body language is perfect. So we can say that the communication help in career..If we talk about there was no interview and just was written test so communication is taken place in written communication in form of essay writing, application.

Promotion

Ability to hard work with confidence also help a people who do job and he can get easily promotion through his good performance and good performance come from good communication skills. So we also can say good communication help in for getting promotion

For example

There is 2 person Mr. faraz and Mr. sherez work in same organization Mr. faraz has good communicating skills he is also well dressed well mannered and hard working he also well worked when manager give to write letter so he write good letter with neatness cleanness and always speak in well mannered in an organization. When we taking about the Mr. Sheraz he is also hard working but he has no good communication skills when meting conduct so he mostly confuse not take part in English meeting and also not come with well dressed so in this case we can say Mr. faraz is getting promotion b/c of he has good communication skills and has very much confidence

PERSONAL OBJECTIVES:

Through out we communicate form own life in house, business, friends so there must be some purpose when there is some purpose so we talk or write, listen or speak So talking, writing, speaking, listening is a source of communication.As a teacher communicate help him teach effectively because of communication skill, when any person given answer of any question so through communication skill we easily knows that communication is very important in our daily life.

FACTORS OF COMMUNCIATION

There are five communication factors

SenderMessage MediumReceiverFeed back

SENDER

A person who sent the message then he called as sender or also called as encoder.It can be the speaker, writer depending on whether the message oral or written.A person who sends the ideas emotion demotion thought to the receiver.

For example:

Pervaiz musharuf addressing to the nation Mr. Faraz is writing a letter to Mr. Azmat Nazir gopal sir is teaching as managerial communication.

In three examples we can easily see all to sending ideas, thought or what ever in mind of each they are send so we can also say that sender is first person.

MESSAGE

Message is the core idea communicates. The main thing is that you must decided what the main point of your message is and what other information should be include. Message can be oral or written. It’s based on nature of message.Sender use not bad words in message like (fault, blame, and mistake) that breaks the feeling of the receiver.

MEDIUM:

Actually medium means for doing something. Its depend on the relationship b/w sender and receiver and also on nature of message.

EXAMPLE OF RELATION SHIP B/W SENDER AND RECEIVER

If two person meet and talk so they will be oral communication used not written because he and she friends or any one else.

If there is an agreement b/w two parties so they will used written communication b/c of they don’t trust.

If a person buy goods and sellers sale him on account and said that you can give me when you have money because they are friend in this case oral communication is used because buyer was a trustee person.

EXAMPLE ON NATURE AND ALSO RELATION OF MESSAGE.

A person said to him brother that said to papa send 3000 rupees because of fees paid to institute and this amount send me through my friend.A person write a letter and give him friend and says please give to my father in this letter he write same words which he told to him brother about 3000 but he write letter because his friend not a family member and his brother was a family member due to which he told him oralSo in this we can say medium depends upon relationship as well as nature of message.

RECEIVER

The message receiver is may be reader or listen may of your message have more than one decoder. We also can say the receiver is second person.

FOR EXAMPLE

Person who listening news Person who read a news paper Person who read a letter

In three case news casters are sender and a person who listening news called receiverAs a person write a letter is a sender and a person who read a letter called receiver.

FEED BACK

It’s response relation showing by receiver. It can either desired response because of clear understanding or undesirable response because of miss communication. It can be oral or written sender actually needs feed back in order to determine the success/ failure of the communication.Response can be positive, negative and responser can say wait.

Through this we can easily understand that who is sender? What is message? Which medium is using? And who is called the receiver? And what can be the feed back of receiver...

Sender Message Medium Receiver Feed back

MR Shaneel Hello Oral MR. Don HI

NON VERBAL COMMUNICATION

The communication which is expressed by some action in which there is no any use of words that is called non verbal communication

This type of communication use internationally various books suggested that from 60% to 90% of message effect from non verbal communicationIt’s presented by following terms.

APPEARANCE

Appearance also communicate it also effects receivers attitude before they read and hear.It can be effects on written message as well as on spoken message.

APPEARANCE ON WRITTEN MESSAGEThe format of and neatness of written message communicate non verbally

FOR EXAMPLEEnvelop colors, size, weight; postage may impress the reader before he read.The neatness and cleanness of letter, font size, also impress the reader.

APPEARANCE ON SPOKEN MESSAGEActually spoken message is in verbal form, but the appearance of speakers also

communicates.

FOR EXAMPLE:The appearance of speaker also as dress of speaker, hair style, neatness, jewelry

and cosmetic also impress before listen the message

(1) Appearance

Written messageSpoken message

Body language includes facial expression, smell, touch, posture and gesture, and Para language.

FACIAL EXPRESSIONIts means your eyes and face is helpful of communicating non verbally. They can

reveal hidden emotions, including anger confusion, fear joy and other expression.So we can say there are two factors eyes and face.

FOR EXAMPLEWhen some body smile we easily understand he is happy.

SMELLVarious order and fragrance also communicate it some time also effect the

reaction of receiver especially it the receiver is sensitive to sentIt communication show about the situation.

FOR EXAMPLEMr. Azmat and Mr Ashab stand on the bus stand and waiting of bus for coming to

institute, when they was stand one person went into the motorcycle and they inspire the person perfume so we can say that it’s a communication without any words.

(2) BODY LANGUAGE

Facial expression Smell Touch

Posture and gesture

Para language

TOUCHIts also communicate at different places and times, by the touch some may show

undesirable feelings (anger) or some may show (desirable) feeling such as may not mind.

FOR EXAMPLE OF TIMINGMr.Umair meeting with BUSH during the meeting Mr Umair friend come and

touches him. Then mr.umair angry on him friend.

FOR EXAMPLE OF PLACEMr Umair doing work in a class room his friends come and touch him so mr

Umair not mind.

So we can say that some time touch show anger and some time not mind. And we can say it does depend upon place and time.

POSTURE AND GESTURE

Some times action speaks louder the words.

FOR EXAMPLE: Deaf and dumb people communicate through a language composed of

hand figure and eye movement. Traffic police is communicating through hand so we can say that it’s a

communication which is not expressed by words.

PARA LANGUAGE:When we talking about Para language so it shows the different of what is

said and what is means.In this speaker said those words which meaning opposite from words which is said by speaker.

FOR EXAMPLE:A person comes late in the meeting room, almost meeting on finished, Manager

said him why are you come early.In this sense Manager Words are not show the meaning of why you come early to listener but it shows the why you come late, so we can say it’s a Para language.

SILENCEIt communicate serious feelings, it can be for the two factors such as when you

have made a mistake or when you want confirm your statement thinking in silence.

FOR EXAMPLE:Teacher lecture to the student so in this lecture a student may be silent in case

either he understands all Lecture or either not. In this case non verbal communication is from student side not sir side because sir is on verbal communication.Silence is dividing into two forms.

SOUNDThere are two categories of sound such that human sound or non human sound,

FOR EXAMPLE:Human sound crying of person, laughing of person include in human sound.Non human sound as fore of gun, voice of bell etc.

TIME:There are also two ways such that timing for short notice and for long notice,

If there is punctuality of time then its also communicate the receiver non verbally

FOR EXAMPLE OF SHORT TIMEShort time show emergence, ig Mr Rashid call friend and said please come house

my Grand mother has some serious illness so its show the short notice to listener that he must to reached on time.

FOR EXAMPLE OF LONG TIME OR NOTICELong notice show the interest if Mr faraz does not want sell the share of P.I.A for

at least 5 months so in this case An agent through which he doing transaction of buying and selling understand that mr faraz interest for long time.

(3) Silence

Sound Time

COMPONENTS OF COMMUNICATION

INTERNAL COMMUNICATION

The communication which circulates with in the organization is called internal communication.Its divide into,

Vertical communication Horizontal communication

VERTICAL COMMUNICATION

Communication among different ranks of people with an organization is called vertical communication.

FOR EXAMPLE Communication b/w senior to junior

Its divide into two parts.

Upward communication Down ward communication

Communication

Internal communication External communication

Vertical communication Horizontal communication

Upward communication

Downward communication

UPWARD COMMUNICATIONIt’s a communication from bottom to top it’s from employees to employers,

in which information are impacted from junior to senior.

Q: HOW UPWARD COMMUNICATION IS IMPORTANCE AND WHY ITS TAKE PLACE?

Actually we think that why junior want to communication with senior because if junior problem in work place so they communicate from senior. If senior know the problem and fulfill problem so junior gives him more output and only worker or junior is a person who well know about the what problem is and how it can be solved,

DOWN WARD COMMUNICATION:It’s a communication from top to bottom and its from employers to employees in

which information are impacted from senior to junior.

Q: HOW DOWN WARD COMMUNICATION IS IMPORTANCE AND WHY IT’S TAKE PLACE?

These communication mostly about the organization policies products goals administrative matter etc.In this communication junior’s wants to know that over goals are achieved or not? Because of if organization does not achieved goals so employee think that organization go into profit so he satisfy with job if loss so he think about switch, if they satisfy they perform more and more because they satisfy that with job.

HORIZANTAL COMMUNCIATIONThis communication between equal ranks of people.

Top mgt: Top mgt:Middle mgt: middle mgt:Lower mgt: lower mgt:

If there is a problem and all members are suffering from that problem so we getting ideas from all mgt: they sit together and draw conclusion.

EXTERNAL COMMUNICATION

The communication outside the organization called external communication. It’s very much important because of value of good will and reputation is depending upon external communication. If customer has no good external communication we can say there will be no customer your letter win and loss customer who can increase revenue and profitability.

Ch: 2 THE SEVEN C’S OF EFFECTIVE COMMUNICATION.

o Completeness

o Conciseness

o Consideration

o Concreteness

o Clarity

o Courtesy

o Correctness

C O M P L E T E N E S S

The message in the letter is complete when it contains all facts the reader or listener needs for the reaction you desire.Completeness offers numerous benefits. First complete message are more likely to bring the desired results without the expense of additional messages.Second they can do a better job of building goodwill of the organization.Third complete messages can help avert costly lawsuits that may result if important information is missing.For complete message keep the following in the mind.

Provide all necessary information Answer all questions asked. Give something extra when desirable.

PROVIDE ALL NECESSARY INFORMATIONProvide all necessary information which reader needs. One way to help make

your message complete is to answer the five w questions who what when where why and any other essential is how. The five question method is especially useful when you’re write request announcements or other informative messages.

FOR EXAMPLE:To order merchandise make clear what you want, when you need it, to whom and

where it is to be sent and how payment will be made.

ANSWER ALL QUESTION ASKED.Whenever you reply try to answer all questions. If you will not give the answer of

all questions is gives unfavorable customer’s reaction. The customer will think that the respondent is careless or is trying to conceal weak points of the organization.If you are answering the question and you have not information about any particular question so you can say so clearly.

GIVE SOME THING EXTRA, WHEN DESIRABLESome time you must do more than answer the customer’s specific questions. They

may not know what they need or their question may be inadequate.

FOR EXAMPLE:

Incomplete question:Please fax me in return the departures from Pakistan to England on the 8th

In responsibility to the above you would have to

“Give some thing extra” As to times of day, airlines flying that route, cost, and departure and arrival times.

C O N C I S E N E S S

Conciseness is saying what you have to say in the fewest possible words without sacrificing the other C qualities.A concise message saves time and expense for both sender and receiver. Its is contributes to emphasis by eliminating unnecessary wordsTo achieve conciseness observe the following suggestions.

Eliminate wordy expressionsInclude only relevant materialAvoid un-necessary repletion.

(A) ELIMINATE WORDY EXPRESSION:

1) Use single word substitutes instead of phrases whenever possible without changing meanings.

Wordy at this timeConcise now

Wordy due to this fact that Concise because

Wordy have need forConcise need

Wordy in due courseConcise soon

2) Omit unnecessary expressions.Omit all the un-necessary expression through which message is become lengthy

one.

Wordy: please be advised that your admission statement was received.Concise: your admission statement has been received.

Wordy: Allow me to say how helpful your response wasConcise: your last response was helpful.

3) Replace wordy conventional statements with concise versions.

Wordy: please find attached the list you requestedConcise: the list you requested is attached.

Wordy: such refreshing comments are few and far between.

Concise such refreshing comments are scarce.4) Avoid overusing empty phrases.

Wordy: it was known by Mr Faraz that we must reduce inventory.Concise Mr Faraz knew we must reduce inventory.

Wordy there are four rules that should be observed.Concise four rules should be observed.

5) omit “which” and “that” clauses whenever possible.

Wordy she bough desks that are of the executive typeConcise she bought executive type desk.

Wordy the receipt that is enclosed documents your purchaseConcise the enclosed receipt documents your purchase.

6) Eliminate un-necessary prepositional phrases.

Wordy the issue of most relevance is teamwork,Concise the most relevant issue is teamwork.

Wordy in most cases the date of the policy is indicated in the upper right, corner, Concise the policy date is in the upper right corner.

7) Limit use of passive voice

Wordy the total balance due will be found on page 2 of this report.Concise the balance due is on page 2 of this report.

Wordy the reports are to be submitted by employees prior to 5:00 at which time they will be received by MR Jones.

Concise please submit your reports to Mr John by 5:00.

(B) INCLUDE ONLY RELEVANT MATERIAL

The effective message should omit not only un-necessary information wordy expression but also irrelevant statements. Just include only relevant facts observe the following suggestions.

1 sticks to the purpose of the message

2 delete irrelevant words and rambling sentences.

3 omit information oblivious to the receiver don’t repeat at length what that person has already told you. If you feel it’s important to remind the audience of known information, subordinate the familiar information.

4 Avoid long introduction un-necessary explanations, excessive adjectives and prepositions,

5 Get to the important point tactfully and concisely

Wordy we hereby wish to let you know that our company is pleased with the confidence you have reposed in us

Concise we appreciate your confidence.

(C) AVOID UNNECESSARY REPITATION

Sometimes repetition is necessary for emphasis. But when the same thing is said two or three times without reason, the message becomes wordy and boring, here are three ways to eliminate unnecessary repetition.

1) Use a shorter name after you have mentioned the long one once.

For exampleIf you write once quaid-e-azam Muhammad Ali jinnaSo after once you write quaid-e-azma.

2) Use pronouns or initials rather than repeat long name.

For example: If you write once quaid-e-azam Muhammad Ali jinna

Than again name comes of quaid-e-Azam you write HE

3) Cut out all needless repetition of phrases and sentences.

C O S I D E R A T I O N

Consideration means preparing every message with the message receivers in mind. Try to put your self in their place.These specific ways to indicate consideration are:

(*) FOCUS ON “YOU” ATTITUDE INSTEAD OF “I” OR “WE”

To create consideration in your message you keep on the place of reader or listener.Think that if you read this message so what you want from sender, either you attitude or I attitude.

For example:

We attitude I am delighted to announce that we will be extending our hours to make shopping more convenient.

You attitude you will be able to shop evenings with the extended hours.

We attitude we are sure you must be frustrated by the length of time it has taken to ship your order for polish gargoyles.

You attitude the polish gargoyles you ordered will reach you with in a week.

But when the situation is negative so avoid the” you”

For Example

You attitude you failed to enclose your check in the envelop.Consideration the check was not enclosed.Consideration the envelop we received did not have a check in it.

(**) SHOW AUDIENCE BENEFIT OR INTEREST IN THE RECEIVER.

Whenever possible and true show how your receivers will benefit from whatever the message asks or announces. Benefits must meet recipients’ needs. Address theire concern or offer them rewards.

(***) EMPHASIZE POSITIVE, PLEASANT FACTS.

A third way to show consideration for your receivers is to accent the positive,This means stressing what can be done instead of what can’t be done and focusing on words your recipients can consider favorably.

For Example

Neagative UN pleasant its impossible to open an account for you today,

Positive pleasant As soon as your signature card reached will gladly open your account.

As a final note true consideration is a result of integrity and ethics in communication.

C O N C R E T E N E S S

Communication concretely means being specific, definite and vivid rather than vague and general.The following guidelines should help you composed concrete, convincing message.

Use specific facts and figuresPut action in your verbsChoose vivid, image building words.

(1) USE SPECIFIC FACTS AND FIGURES

Whenever possible, use an exact, precise statement or a figure in place of general word to make your message more concrete.

FOR EXAMPLE

Vague, general indefinite student GMAT scored are higherConcrete, precise in 1996 the GMAT scores averaged 600 by 1997 they had

risen to 610.

She is brain; her grade point average in 1996 was 3.9 on a four point scale.

(2) PUT ACTION IN YOUR VERBS.

Verbs can be activate other words and help make your sentences alive, more vigorous. That is to have dynamic sentences.

Use active rather than passivePut action in you verb.

(a) Use active rather than passive.

When the subject perform the action described by the verb, the verb is said to be in the active voice,

For examplePassive The tests were administered by the professor.Active professors administered the tests.

Passive grades of students will be sent to you by the schoolActive the school will send students their grades.

(b) Put action in verbs.

Seven verbs-be, give ,have ,hold ,make ,put , and take in any sentences might be designated as “deadly” when the action they introduced is hidden in a “quite noun” the example below show how each deadly verb with the noun and preposition can be changed into action verb that shortens the sentences.

Action hiding in quite noun the function of this office is the collection of payments and the compilation of statements.

Action in verbs this office collects payments and compiles statements.

Action hiding in quite noun: professor H.will gives consideration to the report.

Action in verbs professor h. will consider the report.

(3) CHOOSE VIVID, IMAGE BUILDING WORDS.

Among the devices you can use to make the message forceful, vivid and specific are sensory appeals, comparison, figurative language, concrete nouns, and well chosen adjectives and adverbs.

(a) sensory Appeal:Concrete language often evokes a sensory response in people. It appeals to one or more of the five senses. Such language tends to be more descriptive than conventional business language. for example instead of saying it was hot in factory, you might appeals to both sigh and touch by saying sweat trickled down the arms of the line workers or the secretary’s face was wrinkled after squinting into the computer the entire day”…

(b) comparisons:Comparisons can make and unclear idea clear or make an idea more vivid.

For example

Bland image this is a long letter.More vivid this letter is three times as long as you said it would be.

(c) Figurative language:Use figure of speech with caution. When used sparingly they do make and idea More vivid.

For Example

Literal (dull) her work in groups was exemplary.Vivid (f.l) she could be called the spark plug of the group

C L A R I T Y

Getting the meaning of your head into the head of your reader,accurately is the purpose of clarity. Of course its not simple we all carry around our own unique interpretations, ideas experiences associated with words.The following guidelines should help you composed concrete, convincing message..

Choose precise, concrete and familiar words.Construct effective sentences and paragraphs.

(a) CHOOSE PRECISE, CONCRETE AND FAMILIAR WORDS.Clarity is achieved in part through a balance b/w prcise language and

familiar language,. When you use precise or concrete language, you select exactly the right word to convey your meaning.precise words need not be pretentious. When you use familiar language you select a word that is part of your personal repertoire, familiar to the adudience and appropriate to the situation.When you have a choise b/w a long word and a short one, use the short familiar word that your reader or listener will quickly understand,

For Example

Familiar word about after home for example pay Pretentious word cirea subsequent domicile e.g remuneration

Unfamiliar after our perusal of pertinent data, the conclusion is that a lucrative market exists for the subject property.

Familiar the data we studies show that your property is profitable and in high demand.

(c) CONSTRUCT EFFECTIVE SENTENCES AND PARAGRAPHS.At the core of clarity is the sentence. This grammatical statement. When clearly expressed, moves thoughts within a paragraph, important characteristics to consider are lengthy, unity, coherence, and emphasis.

C O U R T E S Y

True courtesy involves being aware not only of the perspective of others, but alos their feelings, courtesy stems from a sincere you attitude, it is not merely politeness with mechanical insertion of “please “ and “thank you”, although applying socially accepted manners is a form of courtesy.In addition the following the guideline discussed as under

Be sincerely tactful, thought full and appreciative.Use expressions that show respect.Choose nondiscriminatory expressions.

BE SINCERELY TACTFUL, THOUGHTFUL AND APPRECIATIVE.Though few people are intentionally adrup or blunt, these negative traits are a

common cause of discourtesy. Sometime they stem from a mistaken idea of conciseness, some times form negative personal attitudes, sometimes from not knowing th culture of a country.

For Example:

Tactless, blunt clearly, you did not read my latest fax.More tactful sometimes my wording is not precise let me try again.

Thoughtfulness and appreciationWriters who send cordial courteous messages of deserved congratulations and

appreciation to persons both inside and outside of the firm it help to build goodwill,the value of goodwill or public esteem for the firm may be worth thousands for millions of Rupees,…

USE EXPRESSION THAT SHOW RESPECTNo reader wants to receive messages that offend such expressions are discussed

in two groups, so please omit irritating expression and questionable humor.

Irritation expression:Following is a consensus list that is it includes a list of expressions many people

find irritating. Avoid these expressions particularly used with you or your

FOR EXAMPLE

I don’t agree with youI am sure you must realizeIrresponsibleSurely you don’t expect etc

Omit questionable humorLaughter to one person is disgust for another each of us has different sense of

humor; a flippant attitude can be in poor taste.

CHOOSE NONDISCRIMINATORY EXPRESSIONS.Another requirement for courtesy is the use of nondiscriminatory language that

reflects equal treatment of people regardless of gender, race ethnic origin and physical features, the

C O R E C T N E S S

At the core of correctness is proper grammar, punctuation and spelling, The term correctness as applied to business messages also means the following three

characteristics,Use the right level of language Check accuracy of figures facts and wordsMaintain acceptable writing mechanics.

USE THE RIGHT LEVEL OF LANGUAGEThere are three level of languages, formal informal and substandard, take a quck

guess what kind of writing is associated with each level what is the style f eachFormal writing is often associated with scholarly writing doctoral dissertation

scholarly articles legal documents top level government, agreement and other materials where formality in style is demanded.Informal writing is more characteristic of business writing, here you use words that are short well known, and conversational, as this comparison list

More formal deem utilize interrogateLess formal think use question.

Substandard language should be avoid using incorrect words, incorrect grammar faulty pronunciation all suggest an inability ot use good English, some example follow.

Substandard ain’t cant’t hardly brung should ofMore acceptable isn’t can hardly brought should have.

CHECK ACCURACY OF FIGURE, FACTS AND WORDS.Its impossible to convey meaning precisely, through words, from the head of the

sender to a receiver, our goal is to be as precise as possible, which means checking and double checking to ensure that the figures, facts and words you use are correct,

Figure and facts Verify statistical data Double check your totals. Avoid guessing at laws that have an impact on you, the sender and your

message receiver, Have someone else read your message if the topic involves data, Determine whether a fact has changed over time

Words that confuseOur English language is constantly changing in fact even dictionaries cannot

keep up with the rapid change in our language, but the dictionary is still a major source for locating correct words and their intended meanings,The following list includes only a sample of the many of the words that confused,

For example

A, an, accept, except, between, among, counsel, council

MAINTAIN ACCEPTABLE WRITING MECHANICS.All above discussed material is related to mechanics, word processing, and appearance

of business messages is relevant here, with the various packages available for computers, both grammar checks and spell checks have made your editing tasks easier, yet we recommend careful attention to the mechanical part of every well written document,.

Ch: 3 planning the communication

Steps of planning the communication

o Knowing the purpose

o Visualizing the reader

o Choose the ideas

o Getting all the facts

o Outlining and organizing the messages.

Four organization plane

o Good news plane Direct approach o Direct request plane Direct approacho Bad news plane Indirect approacho Persuasive request plane. Indirect approach

PLANNING THE COMMUNICATINIt’s a most important for management or manager, in planning the manager

setting objectives today for achieving in future, or we can say today planning communication for achieving on tomorrow,There are 5 steps of planning the communication

Knowing the purpose Visualizing the reader Choose the idea Getting all the facts Outlining and organizing the messages.

KNOWING THE PURPOSEIn planning the communication we want to know what is the purpose of

communication for which we plane the communication,There are two purpose for which we planning the communication

General purposeSpecific purpose

General purposeGeneral purpose means for all customers or for all person,

For example:Mr faraz open an account in ABC bank, Bank gave him welcome letter so we can

that its general purpose because when every body who want to operate an account in bank, bank gave him welcome letter.

Timing of the bank for all the customer as well as all the person so we can its communicate us for general purpose

The manager of ABC Company advertised the product for all the people of the country so we can say it’s communicating general purpose.

Specific purposeCommunication not for all just for selected person or selected customer we can

say that it’s for specific purpose.

For example:Stock holder want to see annual business report so that manager give it for all

share holder we can say that its for general purpose and said that we did not achieve 100% profit but we achieved a profit of 95% then manager identify the problem that why he did not attain 100% profit and make planning for complete 100% in this case we can say the planning communication for specific purpose.

ANALYZING YOUR AUDIENCESee your message from your receiver’s point of view, their needs, interest,

attitudes, even their culture,If you are sending a message to one person try to see that person as member of a group, such as business or professional person or laborer, superior , colleagure or subordinate, woman or man , new or longtime customer, young middle age or elder,Finally consider your message decide whether your readers or listeners are informed or uniformed on the subject and whether they will react positively or negatively, with interest or disinterest,

CHOOSE THE IDEASManager choosing the ideas among lots of ideas to keeping view that what the

purpose is and to whom we will communicating tomorrow.Choosing the ideas according to the purpose or reader if readerchange so idea will be change.

GETTING ALL THE FACTSBefore planning communication for tomorrow manger should get all the fact of

the customer ofor which he wil communicate in tomorrow.Facts means name of customer, address of customer, we get all facts today because we communicate them in tomorrow.

For exampleMr Ashab introduce new product so he will write a letter to customer, that our

company introduce a new product, suppose Mr Ashab has not a facts and figure of the of the customer so how he can communicate from him.So in this case we can say that in planning communication get all facts and figure to whom we want to communicate.

ORGANIZE YOUR MESSAGE:Before you write or speak organize your message (outline mentally or paper)

The order in which you present your ideas is as important as the ideas them selves.

BASIC ORGANIZATION PLANSThere are 4 basic organization plans.

Direct request,Good newsBad newsPersuasive request

DIRECTR REQUEST PLAN AND GOOD NEWS PLAN (DEDUCTIVE APPROACH)

When you thing your reader or listener will have a favorable or neutral reactions to your message, you can use the direct approach. You begin with the main idea, or best news. After the opening you include all necessary explanatory details in one or several paragraphs and end with an appropriate friendly close.

DIRECT REQUEST PLANE

GOOD NEWS PLANE

MAIN IDEA(a) request, main statement,

assertion, recommendation question

(b) reasons, if desirable

2 EXPLANATION (a) all necessary and desirable details and data (b) numbered questions, if helpful (c) Easy reading devices.

3 COURTEOUS CLOSE WITH MOTIVATION (a) clear statement of action desired(b) easy action, dated when desirable( c) appreciation and goodwill

GOOD NEWS PLAN Best news or main idea.

2 EXPLANATIONa) all necessary and desirable details and data

(b) resale material ( c) educational material (c) sale promotion material

3 POSITIVE FRIENDLY CLOSE INCLUDING IF APPROPRIATE (a) appreciation(b) clear statement of action( c) appreciation and desired, if any( d) easy action, dated when desirable(e ) offer of further help, reader benefits,

BAD NEWS PLAN AND PERSUASIVE PLANE (INDUCTIVE APPROACH)If you think your reader or listeners might react negatively to your message,

generally you should not present the main idea in the first paragraph. Instead consider beginning with a buffer, a relevant pleasant, neutral or receiver benefit statement, then give and explanation before you introduce your idea.

BAD NEWS PLAN PERSUASIVE REQUEST PLAN

BUFFER

2 EXPLANATION

(a) necessary data(b) pertinent favorable(c) unfavorable acts(d) reader benefit reasons

3 DECISION ALONG WITH SUGGESTION

4 POSITIVE, FRIENDLY CLOSE (a) appreciation (b) invitation to future action Desired (c ) easy action, dated when desirable. (d) willingness to help further (e) reader benefit and goodwill

ATTENTION(a) reader benefit(b) reader interest theme

2 EXPLANATION/ INTEREST

(a) descriptive details and data(b) psychological appeals(c) Reader benefits.

3 DESIRE (a) statement of request (b) Supporting data to help create reader’s Desire to grant request,

4 ACTION (a) clearly statement of action (b) easy action, dated when desirable (c ) special inducement (d) Reader benefit.

Ch: 4 Appearance of business letter

o Mechanical detail

o General appearance

o Parts

o Layout

o Indention

o punctuation

ESSENTIAL PARTS OF THE LETTER.Heading DateInside addressSalutationBodyComplimentary closeSignatureInitial.

HEADINGThe heading consists of the name of the firm and its full address. Most business

companies use printed letterheads on which the essential details of the address are given, many letter head contain additional heading such as telephone number, cable cod, telegram address.

THE DATEThe date is usually typed after two spaces bellow the last line of the heading, the

date should be written in full as” November 04,1985” dated written in figures only as 16/8/1985.

THE INSIDE ADDRESSAlways blocked at the left-hand margin, the inside address includes the name and

address of the individual, group, or organization to whom your are writingOrder of itemsCourtesy titleNameExecutive or professional title If any .all parts are typed single spaced,

COURTESY TITLE AND NAMEIf the addressee has no professional title, such as doctor professor, the traditional

courtesy titles are MR. Mrs., miss or MS, when in doubt about a woman’s preference, use Ms, plus her own first name and surname, current trends suggest ms, as the courtesy title for all business and professional women regardless of their marital status unless they have a professional title that takes precedence,After the courtesy title include your addressee’s full first names or two initials and surname. When you don’t know whether the initials are for a man or a woman you can use Mr. Ms. For the courtesy title or omit the courtesy title altogether,

SALUTATIONThe salutation is typed on the second line below the inside address, two lines

above the body, and even with the left margin, both traditional and comparatively recent salutations are include in the following list,

For men for womenSir madamMy dear sir my dear madamMy dear Dr.khurram my dear Mrs. Khan

Use a comma or colon after salutation does not use the dash or a semi colon.

BODYThe body of the letter contains the message, its should begin two spaces below the

salutation, if the subject line is also written then it should be written two spaces below the salutation.

COMPLIMENTARY CLOSEThe complimentary close is a kind of a goodbye line. It is directly related to the

alteration, and the same degree of formality should be used in it as is used in the salutation,Your is always included in the complimentary closing of business letters, the complimentary close is used at least two spaces below the last line, it may begin at the center of the page and, if the signature line is a long one it may even begin from the left of the center.

For exampleSincerely yours, very truly yours etc.

SIGNATURE The position of the signature is two spaces below the closing, if the signer’s name

is to be typed below the signature, leave four spaces, between the closing and the type written name.

For exampleDON AND COMPANYSyed faraz Ali warsi

INITIALYour initials as the composer of the message along with those of your typist

usually appear at the left margin on the same line with the last line of the signature area.

OPTIONAL PARTSEnclosure notationAttention lineSubject lineCopy notationReference numberMailing notation

ENCLOSURE NOTATIONAn enclosure or attachment notation is included to remind your reader to check

for additional pages of information.

COPY NOTATIONWhen persons other than the addressee will receive a copy of your message you

note by writing “c” “cc” followed by the names of these persons just below the reference initials or the enclosure notation.

SUBJECT LINEConsidered part of he body of the letter, the subject line helps tell your reader at

a glance what your letter is about, it also help in filing,

ATTENTION LINE:This line is written below the inside address only when this address is an

impersonal one. It contains neither a name, nor an office position. If for exampleThe inside address is Modern crockery manufactures,201 Dhani ram road, Lahore, the attention line will appear this

Modern crockery manufactures201 Dhani Ram RoadLahoreAttention line Mr.A.B.A Haleem

REFERENCE NUMBERTo aid in filing and quick retrieval for both the sender’s and readers company.

Some firms require that file or account number be typed above the body of the letter.

MAILING NOTATIONMailing notation words such as special delivery, certified or registered mail,

when applicable may be typed a double space below the date lien and at least a double space before the inside address,

INDENTED OF THE APPEARANCE OF LETTER

The indented form is practically obsolete; the styles used by businessmen nowadays are these Full block formModified block form Modified with paragraph indentionAMS (Administrative society of America))

FULL BLOCK FORM

The office devices company HEADING Anarkali,2008 main street Hyderabad

April,07,2008 DATEThe office superintendent INSIDE ADDRESSElite luxury garments company

Dear Mr. scorpion( king) SALUTATION BODY Please my friends be hard work and get the maximum number and achieved your goals which our parents want. I want say to all I m your friend and I hope that you will be like my notes if no body like so sorry idiots,And I want say some quotation to you please keep in mind,

“Good judgment comes from experience and Experience comes from lots of experience” “ every thing is possible if you think positive”

Very much thank you COMPLIMENTARY CLOSE

Syed faraz ali SIGNATURE

INITIAL

As you seen in the letter each and every parts of the letter we write in left margin side so we can easily understand and also say that its a Full block form letter.

MODIFIED BLOCK FORM OF LETTER

The office devices company Anarkali,2008 main street Hyderabad

january,01,2008

The office superintendent Elite luxury garments company

Dear Mr. scorpion( king)

As you very much emotional in first letter so I decided to write an other letterTo my all stupid idiot sweet and innocent friends..My friend Rashid don’t upset Ashab and I will teach you accounting and statistics you’re to much upset so when you have a problem then we will be there.INSHA ALLAH our group ( seven star) got positin in MBA but is possible when we will leave always together, and I hope INSHA ALLAH we will leave together.

Very much thank you Syed faraz ali

Initial

In this letter date, complimentary close and signature are on right hand side and other parts of the letter are left and head of the letter in the middle.

MODIFIED WITH PARAGRAPH INDENTATION


July,29,2007

The office superintendent Elite luxury garments company

Dear Mr. scorpion( king)

Are you people purchase me for writing a letter, now laughing You on me .great friends no body comes for help me; I know I am (scorpion) king. It does not mean that all too all work done by me.

I know you people laugh on me idiots friends, now mr umair you are the creative person so going on.. Ash you always smile its good habit, shaneel don’t look the you know what I means.

Azmat so very innocent person so I don’t want to say to him single words, Rashid you have a ability to work so please don’t upset and always you always help me, sale man( hamid) idiot I said to you many time that please give me a candy landy paket but you did not give me so I am angry on you but I love you all to all.

Very much thank you

Syed faraz ali

Initial

This is complete like as the modified but you see is change is paragraph so see first line of paragraph that from where its start.

AMDMINISTRATIVE MANGEMENT SOCIETY


July,29,2007 kings house latifabad Hyderabad

In last I want to tell you about the some rules of passing the life

Don t break the heart of any one because he/ she has a heart as you know that iALLAH live in heart.One thing is clear to me. You can’t know everything you’d like to know. You can’t do everything you’d like to do. You can’t read everything you’d like to read. You must hold onto some things and let go of others. Learning to make that choice is one of the big lessons of this life.

You don’t have to specialize — do everything that you love and then, at some time, the future will come together for you in some form.

Syed faraz ali

Initial

In this letter there is no salutation and complimentary close because if you don’t know about to whom you writing a letter either he is he or she. So American administrative society introduced that letter.

PUNCTUATION: In the letter we can use three form of punctuation

Open punctuationMixed punctuationClosed punctuation

OPEN PUNCUATIONIn open punctuation, no line of any letter part ( except the body) has any

punctuation at the end unless an abbreviation requires a period,

MIXED PUNCTUATIONIf you have used a little amount of punctuation it will be called mixed punctuation

style, in it we use comma and full stop only.In this a colon follows the salutation; a comma follows the complimentary close.

CLOSED PUNCTUATIONWhere you have taken care of every word for the use of comma, full stop, and sign

of exclamation and so on, it will be called closed punctuation

GENERAL APPEARANCE In general appearance of letter you must to see following things,

StationaryTypingEnvelop

STATIONARY Good company stationary is most often at least 25% cotton content, 20 pound weight, and white cream or light gray in color,

TYPING:Used good font and letter should be neat and clean.

ENVELOPReturn addresses of the senders, often printed like the letterhead. If necessary,

typewritten, should be in the upper left corner of the envelop. The addressee’s address, which is the inside address of the letter, should be placed on the envelope.

Appearance of letter

Mechanical details General appearance

Parts Lay out

Essential

Non essential

Lay out

Indention Punctuation

FULL BLOCK FORM

MODIFIED BLOCK FORM

MODIFIED WITH

PARAGRAPH

AMS OPEN Closed Mixed

General appearance

Stationary Typing Envelope

Ch: 5 SALE & SALE PROMOTION LETTER

o Definition of sale letter

o Kinds of sale letter

o Structure of sale letter

o Specie man of sale letter

o Definition of sale promotion letter

o Uses of sales promotion letter

o Differentiate b/w sale and sale promotion letter

DEFINITION OF SALE LETTERSale goods and service to the customer through letter is called sale letter...

OrA sales letter is the one written to sell goods or services,

KINDS OF SALE LETTER

There are two kinds of sale letter.SolicitedUnsolicited

SOLICITED:The organization is invited to respond to sale messages.

UNSOLICITED:The organization sends out an uninvited message to sell a product or service,

STRUCTURE OF SALE LETTER The main structure of sale letter is based on following guidelines

1 Attract the attention2 Allowance the interest3 create desire4 convince the reader 5 simulate action

ATTRACTIN THE ATTENTIONThe opening paragraph in such a way that it would attract sufficient attention of

its reader and would carry him through the rest of the letter. If the opening paragraph fails to arouse interest, the whole sales letter fails, the method of attracting the reader attentions is a pertinent question which gas the quality of being direct and of arousing the reader’s curiosity to read further in order to find the answer.

For example:Were you born in September?Are you satisfied with the amount of money you save?Did you sleep well last nigh?

You don’t like road accident to happen to you, do you?

AROUSE THE INTERESTSThe arouse the interest by give the advantages of the product, quality of the

product.

CREATE DESIRE:Create a desire that how much product is necessary for you.

For example:To save time, to protect family, to avoid effort, to be popular, to avoid trouble

CONVINCE THE READER:If customer is still thinking that he/she buy goods or not so convince the reader

that don’t hesitate his desire must be satisfied after buy our product,

STIMULATING ACTIONThis is the final paragraph of the letter, it should offer a specific suggestion

concerning the action the reader should talked and point out how he will benefit by taking this action. The easier it is for the reader to take this action, the more effective the sales message will be, hence stamped and addressed envelop, or the uneconomical business replay envelops which are prepaid, are frequently enclosed. Whether these devices are economically feasible depends largely upon the product being sold, but a sales letter must perform this function. Other wise the sale correspondent will fail,

For example:

The enclosed car requires only your signature to bring you 52 issues full of news, information and entertainment,

PROMOTION SALE LETTER:It is not a sales letter though it is closely related to it because it ultimate aim is to

promote the sale of goods and services. The different is that a business promotion letter does not immediately sell anything; its chief aim is to established or strengthens relations, and to build goodwill, therefore, the sales promotion are called good will letter,Sales promotion letters are often written on special occasions. An anniversary, the arrival of new merchandise, and event, a holiday or some other circumstances, are fit occasion to write this letter,

USES

Maintaining contactAwakening inactive accountsWelcome new customerInviting from new sources

MAINTAINING CONTACTAs you know that the sale promotion is written on some occasion, so when we

write it on some occasion to our customer so we maintain contact,

For example:We write congratulation letter on borne of children to our customer,We EID wishes letter

AWAKENING INACTIVE ACCOUNTIn this heading we can say that the if our customer is not buying the goods or

services from us, so we write letter that why your not buying form us what the problem is, so through this letter we awakening inactive customer

For exampleIf Mr. Faraz is not buy goods from us since 5 months so we write a letter that why

you’re not purchasing what the problem is that you are not purchasing the goods from us since 5 months so this awakening the inactive account by witting sale promotion letter,

WELCOME NEW CUSTOMERBy the uses of this letter we welcome new customer

For example:This is to welcome you as you become our newest client at the depositor’s bank,

DIFFERENTIATE SALE AND SALES PROMOTION LETTER

Sale letter Sales promotion letter

Aim is selling the goods and services,

It should be write in formal style of writing

General issues in series system

Its use to convince the customer

Its motivate the customer

Aim is creating good relation

It is write in informal style

Its issued on special occasion

Its used to suggested the customer

Its used for create desire

SPECIE MAN OF SALES LETTER

Syed faraz ali IMSA Hyderabad

01 june,2008

The royal houseHouse no 206 Hyderabad

Dear Mr, Azmat

You must have heard a lot about quality, read a lot about economy, but let us explain what exactly these words means when you buy a pair of our NAWAB Shoes.

These words mean that, in addition to the finest material and workmanship, the most authentic style, and the most comfortable fitting, they give you a long wearing time of almost of two pairs.

This is the reason why our NAWAB shah shoes cost less, why our customer keep coming back year after year, why we have successfully built one of the largest and the most repudiated business in the whole country.

This winter, we are going to display the widest variety of shoes for all ages, fashion and style, in the history of our company. the enclosed booklet shoes only a few of scores of equally smart and fashionable style, won’t you come and see them for your self?

Your very trustySyed faraz ali

initial

E X E R C I S E

Q: write a sales letter to grocery stores about a new silver polish which you want ot introduce. Its is called” shine well” here are some of its characteristics

Does not scratch surfaceCleans all metal surfaceCan be applied with soft cloth Has pleasant odorPolish will keep indefinitelyComes in three sizes,

Q: suppose you write a sales letter for a well known manufacture of typewriter. Write a sales letter for a study typewriter to the principals of commercial institutes where large numbers of typewriters are used in classes,

Q: suppose you are a member of the editorial board of your college magazine; write a letter asking local businessmen to advertise in your magazine. Write a full letter, what inducements will you give?

Ch: 6 Order and inquiry letter

Definition

Information contain order letter

Specie man of order letter

Definition of inquiry letter

Specie man of inquiry letter

DEFINITION:A letter containing a formal request for the supply of goods or services is called

an order letter.

INFORMATION CONTAINING ORDER LETTER

1 Name of the goods order

2 Quantity

3 Size, color, design, style, or brand etc

4 Quality mentioned the specific quality of the article, and price list number

5 Time of delivery of goods or services,

6 Mode of transport

7 Method of payment

8 Instruction about packing insurance, customs duty

SPECIE MAN OF ORDER LETTER

Ashab company IMSA Hyderabad

01 june,2008

Stationary & printing company64,banglow Karachi

Dear sirs

Thank you for you samples and the letter of 17 may. We accept your quotation of charsadda white paper and will appreciate if you send us the following by 10 June or earlier,

1 3000 reams of white mechanical @ Rs 75.00 per ream2 6000 reams of white newsprint @ Rs 57.00 per ream

The delivery, as you say, will be free, As for the cost of paper, you may draw upon us through our bankers Messrs . HABIB bank, ltd , central branch, Hyderabad, after seven day from the date of your invoice

Your trulyAshab

Q: send an order to a firm for the supply of 25 dish antennas of medium size, the supply must reach you within a week?Q: write an order letter to a firm for the supply of 16 personal computers which should be pack the computer in strong cases and all information which contain order letter?

Ch: 7 IN QU IRY LE TT ER

DEFINITION OF INQUIRY LETTERThe letter in which we get information for price, products and about services and

specification, they need to get technical information to buy goods to order products and so on,

SPECIE MAN OF INQUIRY LETTER

Azmat Ali khan IMSA Hyderabad

02 June, 2008

Abc companyGulcenter

Dear sir

We wish to buy about six dozen of your atlas cycles, as we have depleted our stocks, could you please sends us you minimum quotations and your usual terms for transports, discounts etc,

Your truly Azmat ali khan

Q: write a letter of inquiry to messrs jameel and sons asking them to quote their prices of Rani television sets fo 18” and 20” sizes?

Ch: 8 CO MP LA INT LE TT ER

DEFINITION OF COMPLAINT LETTERIn business, the variety of mistakes committed in routine transactions is large:

the shipment may be sent incompletely; the goods may be damaged; and employee may behave rudely with a customer; misunderstanding; may arise over bills, discounts or credit terms, the letter written to bring these errors to the attention of company executives are called LETTER OF COMPLAINT.

BASIC PRINCIPLES OF COMPLAIN LETTER

1 Explain carefully and tactfully what is wrong

2 Include any details necessary to identify your claims, dates catalogue numbers, styles, order number and the like

3 Indicate the loss or inconvenience you have suffered, but don’t exaggerate

4 Explain in general what you believe the company should do about your claim; but don’t be unreasonable in your request

5 Avoid negative accusations or threats, such as “ I demand” “I must insist” etc.

SPECIE MAN OF COMPLAIN LETTER

Rashid IMSA Hyderabad

03 June, 2008


Dear sir

This morning I received your statement regarding my purchases from march 15 to 12. I note that I was not given credit for the 12 fountain pens that I returned on march 01.

I assumed that there was no question about these pens; they were all leaking. I gave them to your salesman when he was here on march 16. and he left me a receipt for them, there has never been any difficulty in the past when I returned unsatisfactory goods in this manner.

I am sending you my cheque for Rs. 367.00. You will note that I have deducted the amount of the 21 fountain pens that were returned. If you need my further explanation, I know you will write me

These pens were good if they did not leak! I may order a new supply next months

Your truly RASHID

Ch: 9 CO LL EC TI ON LE TT ER

Definition of collection letter:If every one paid his bills promptly then there would be no letters of collections,

but unfortunately, people buy more than they should, and so they get bills which they cannot immediately pay, the result is that the letters of collection becomes indispensable, these letters written by businessmen to their customers for collecting overdue accounts are called collection or dunning letters

The series of letters of collection may be divided into three classes

(a) the first reminders(b) the second reminders, and personal letter(c) the letters threatening legal action

FIRST REMINDER LETTER

DCC company Hyderabad

04 june,2008


Dear MR faraz

This is the only to remind you that the amount of 333.00. was over dues last months

We know that reminders like this are annoying and we certainly don’t like to send them. But we cannot function efficiently unless our account books are kept up to date. We hope you understand. And we hope there will be a cheque from you in the mail for the full amount in a day or two

Sincerely yoursAshab

initial

LETTER NO 2


25 july,2008


Dear MR Faraz

Last month we sent a statement of your accounts which is now overdue for one 5 weeks. Since we have not heard from you, we are enclosing a duplicate copy of your accounts, may we hope to have your account cleared as soon as possible.

You trulyAshab

initial

LETTER NO 3


15 August ,2008


Dear MR Faraz

We have still not heard from you although your account is now overdue for more than a month, this is not being fair to us. How would you feel if you were in our place and we in yours. What surprises us is your complete silence and ignoring of our request,

Don’t you think it is really time for us now to request you urgently to send us your cheque within one week?

You trulyAshab

initial

LETTER NO 4


15 September ,2008


Dear MR Faraz

We sent you two cards, three letters along with your statements of account but you have still not favored us with reply.

With reluctance, we have now decided to send your papers to our lawyers. We realize that it is a very drastic measures but unfortunately there is a no other alternative left to us except to request our lawyersto take whatever step thy might think suitable for the clearance of your overdue account. However, you cheque, if received by us within three days after your receipt of this letter, may save you and our lawyers the trouble of going to a court of law,

You trulyAshab

initial

Q:messrs, NAZEER and sons had purchased goods from your store worth RS 20,000 on a credit of 2 weeks, now one months has passed but they have not yet cleared their account, write them a letter of collection requesting them to make payment as soon as possible.

CH: 10 JOB LETTER

DefinitionAn application letter is very important letter, it is also called sale letter.

The writer of an application sells (or want to sell) his knowledge, services, skills, experience and training. It is obvious that it must be written very carefully as a sales letter is written, the writer should try to arouse the “attention and interest” of the man whom application is addressed. He should state his merits clearly and fully.

JOB LETTER

Dear sir

I hope my qualification and experience is will fit the position of an ACCOUNTANT which you advertised in yesterday’s newspaper

I passed my matriculation examination from Ali’s English high school, latifabad Hyderabad with 70%.

In my intermediate examination I secured a 635 marks out of 1100 and get high marks in Mathematics

As far my extra curricular activities, I was also an active member of the cricket eleven o fmy college and participated twice in college tournament,

I am 22 year old, and enjoy a good and healthy and athletic body.

I would be great full if I am called for an interview so that I could tell you more about my self. My telephone number is 0331(123456).

Thank you

Your truly

COVERING LETTER

House no 512,block “F” Unit no 7 latifabad Hyderabad

6 june,2008

Director general IBA Karachi

Dear sir,

From the “evening news” of 5 June 2008, I understand that you are looking for and energetic young graduate in commerce for office and field work, May I request you to consider me a candidate for this position,

My enclosed bio data will show my experience.

May I have an interview at your convenience? I need only fifteen minutes to convince you that I am man you are looking for.

Your trulySyed Faraz ali

BIO DATA SHEET

SYED FARAZ ALI House # 525 Block “F” Unit # 7 Latifabad HyderabadRes:- 022 -546625Cell: - 0331-123456

OBJECTIVES:

To seek a Challenging Position in a growing organization this provides meOpportunities for utilizing my entrepreneurial skills and achieve career growth in line with corporate value and objectives.

Qualification

MBA ContinueInstitute of Modern Science & Arts.

Bachelors of Commerce (B.com) (2006)From University of sindh, Jamshoro

Intermediate (Science) (2003)From Alfalah College

Matriculation (science) (2001)From Ali’s English High School

Computer Skills

Operating system

Windows- 95/98, Windows-Me/Xp

Packages Ms Office 2000

Personal Bio Data

Father’s Name SYED AFTAB ALI

Date of Birth 04-Nov-1985

Marital Status Single

Nationality Pakistani

Domicile Hyderabad (urban)

Interest

1 Reading books 2 Play game

Reference1 Available on Request

Notes of Communication

Documents

Transcript of Notes of Communication