Business Communication

By
Reema Monga
Assistant Professor
USMS
Business Communication
The process of transferring information from one person to another, within and outside the business
environment, is termed as ‘Business Communication.’ The term ‘Business Communication’ is derived
from general communication which is associated with business activities. In other terms, communication
between business parties or people for business-related tasks is considered as ‘Business Communication.’

According to W.H. Business Communication is exchanging business-related different views, ideas, and
news within the related parties.

Prof. J. Haste stated that when the communication occurs between either two or more than two business
people for the purpose of effective organization and administration of business then it is considered as
Business Communication.
Forms and Types of Communication
Upward Communication
Information moving from lower-level employees to high-level employees is upward communication (also sometimes called
vertical communication). For example, upward communication occurs when workers report to a supervisor or when team
leaders report to a department manager. Items typically communicated upward include progress reports, proposals for
projects, budget estimates, grievances and complaints, suggestions for improvements, and schedule concerns.
Downward Communication
It involves the dissemination of information from superiors to the immediate subordinates in the form of orders and
directions. It also includes directives and messages which are issued by top management and are transmitted down the
hierarchy through intermediate levels of management to employees at the lower levels. In downward communication, the
authority flows downwards. Different organisations adopt different methods to convey downward communication in the
form of circulars, notice boards, posters, house magazine, face to face conversations, policies, procedures, memorandas,
bulletins, handbooks etc.
Horizontal communication or Lateral Communication
Horizontal communication involves the exchange of information across departments at the same level in an organization
(i.e., peer-to-peer communication). The most common purpose of this communication flow is to promote job coordination
or teamwork. People at the same level in the organization can work together to work on problems or issues in an informal
and as-needed basis. The manager of the production department can work with the purchasing manager to accelerate or
delay the shipment of materials. For example, coordination of production and sales activities requires continuous exchange
of information between the respective managers of the two departments. Communications between two employees who
report to the same manager is also an example of horizontal communication.
Informal or Grapevine communication

Informal communication is also known as grapevine communication because there is no

definite route of communication for sharing information. The meaning of grapevine
communication is communication held without following a recommended structure in an organization is
informal communication. So, grapevine communication can be described as a casual and unofficial
communication system within the organization.It includes unofficial and quick conversations among
employees of the same rank.

Think of the lunch meetings you attend with your team. The conversation during such times revolves around
your work, yet it remains unofficial and forms informal or personal relationships between you and your team
members
Process of Communication
Process of Communication

Sender
The very foundation of communication process is laid by the person who transmits or sends the message. He is the sender of the
message which may be a thought, idea, a picture, symbol, report or an order and postures and gestures, even a momentary smile.
The sender is therefore the initiator of the message that need to be transmitted. After having generated the idea, information etc. the
sender encodes it in such a manner that can be well-understood by the receiver.

Message
Message is referred to as the information conveyed by words as in speech and write-ups, signs, pictures or symbols depending
upon the situation and the nature and importance of information desired to be sent. Message is the heart of communication. It is the
content the sender wants to convey to the receiver. It can be verbal both written and spoken; or non-verbal i.e. pictorial or
symbolic, etc.

Encoding
Encoding is putting the targeted message into appropriate medium which may be verbal or non-verbal depending upon the
situation, time, space and nature of the message to be sent. The sender puts the message into a series of symbols, pictures or words
which will be communicated to the intended receiver. Encoding is an important step in the communication process as wrong and
inappropriate encoding may defeat the true intent of the communication process.

Channel
Channel(s) refers to the way or mode the message flows or is transmitted through. The message is transmitted over a channel that
links the sender with the receiver. The message may be oral or written and it may be transmitted through a memorandum, a
computer, telephone, cell phone, apps or televisions
Process of Communication

Receiver
Receiver is the person or group who the message is meant for. He may be a listener, a reader or a viewer. Any
negligence on the part of the receiver may make the communication ineffective. The receiver needs to comprehend the
message sent in the best possible manner such that the true intent of the communication is attained.

Decoding
Decoding refers to interpreting or converting the sent message into intelligible language. It simply means
comprehending the message. The receiver after receiving the message interprets it and tries to understand it in the best
possible manner.

Feedback
Feedback is the ultimate aspect of communication process. It refers to the response of the receiver as to the message sent
to him/her by the sender. Feedback is necessary to ensure that the message has been effectively encoded, sent, decoded
and comprehended. It is the final step of the communication process and establishes that the receiver has received the
message in its letter and spirit. In other words, the receiver has correctly interpreted the message as it was intended by
the sender. It is instrumental to make communication effective and purposeful.
Business and Commercial Letters
Letters are the most widely and commonly used means of written communication. It is perhaps the most
traditional written tool for conveying message.

Business Letter is a letter which is used by organizations to communicate in a professional way

with customers, other companies, clients, shareholders, investors, etc. In other words, it is a letter
written in formal language, used when writing from one business organization to another, or for
correspondence between such organizations and their customers, clients, and other external parties.
Inquiry letter, offer letter, order letter, cover letter, notices, termination of employment, r eminding
customers for payment of dues are some of the business letters.

According to Hanson, “The letters which are exchanged among businessmen in connection with business
affairs are called business or commercial letters”

The letter that contains business-related information is called commercial letter or business letter. Through
this letter, businesspersons exchange business-related information among them. Such letters are written to
various business firms, business associations, government offices, banks, customers, suppliers, and
employees’, etc.
7 C's of Effective Business Communication
7 C's of Effective Business Communication

1. Clear: The language used in the business letter must be clear. It helps the receiver to understand the message
immediately, easily, and clearly. Any ambiguity will lead to the misinterpretation of the message stated.
2. Concise: The message written in the letter must be concise and to the point.
3. Concrete: The message is written must be concrete and specific. By using concrete language, a reader will
have a clear picture of the message.
4. Correct: One must always check for the accuracy of the business letter. Accuracy generally means no error
in grammar, spelling, punctuations etc. Correct personnel should be targeted for communication.
5. Coherent: The language used in the business letter must be coherent. The message must be in a logical way
for the clear understanding of the message. The flow of the message must be consistent.
6. Complete: One must write a complete message. It helps the reader to know about the issue and the solution
to be taken. It should provide all the necessary information. One must also keep in mind that the message should
be concise and short along with the complete details.
7. Courteous: The language used in the business letter must be courteous. A writer must always use open,
friendly, and honest wording in his letter. It does not mean that one must use slang and abusive words. One
must always add the words like please, thank you etc.
Sample Business Letter
https://ou.edu/content/dam/price/BCC/files/bcc_businessletter.pdf
Business and Commercial Letters-Good and Bad News Letter
Letters can also be classified based on their content or message. Letters that contain good news or a
good message or favourable information are good-news letters. This news may include price reduction,
bonuses, the opening of a new branch and so on.

Letters that contain a bad news or a bad message or an unfavourable information are bad-news letters.

In business writing, a bad-news message is a letter, memo, or email that conveys negative or unpleasant
information—information that is likely to disappoint, upset, or even anger a reader. It is also called an indirect
message or a negative message. It may be the rejection of a loan application, the denial of a due
promotion, Giving a negative performance appraisal, Ending employment relationships (termination)or
rejection of a client’s request.
Bad-news messages include rejections (in response to job applications, promotion requests, and the like),
negative evaluations, and announcements of policy changes that don't benefit the reader.
Good News Letter
Letter outline:
● Start the letter by announcing the good news to the recipients.

● Highlight the benefit of the news. For example, if your business experienced an increase
in sales, you could give all of your employees a big bonus.

● Thank the stakeholders for their contribution. Thank your employees for their efforts and
your customers for their loyalty.
Sample Goods News Letter
Sample Goods News Letter
Bad News Letter- Two approaches (Direct and Indirect)
Bad News Letter- Two approaches (Direct and Indirect)
Direct approach: It is an approach in which we express the bad news at the
opening paragraph (The direct approach places the negative news at the
beginning of the message) then the explanation of bad-news and at the end there
is a courteous close.
Indirect approach: An indirect approach conventionally begins with a neutral or
positive buffer statement before introducing the negative or unpleasant
information. In other words, A bad-news message conventionally begins with a
neutral or positive buffer statement before introducing the negative or unpleasant
information. This approach is called the indirect plan.
Bad News Letter- Two approaches (Direct and Indirect)
Bad News Letter- (Indirect Approach)
The Indirect Method is an organizational strategy that prepares readers for news or information that they will likely be unhappy about.

The four steps of the Indirect Method include the following:

1. Buffer
2. Reasons
3. Bad News
4. Closing

When Do I Use the Indirect Method?

The Indirect Method is especially useful for writing messages in the following circumstances:

● The bad news is likely to be personally upsetting (like in a layoff notice);

● The bad news will likely provoke a hostile reaction (like when someone is being told they cannot participate in something they
expected to);
● The bad news is based on a controversial decision;
● The bad news will seriously threaten a relationship; or
● The bad news is unexpected.
Example of Indirect Approach
Bad News Letter- (Direct Approach)
When communicating bad news that doesn’t fall under one of the five circumstances above, consider using a more
direct method. Circumstances where bad news should follow the direct Method include the following:

● The bad news is an emergency or the information is critically important (if people or something else is in
danger, get straight to the point);
● The bad news is expected (like when a person is being told they didn’t get a job for which there was a great deal
of competition);
● The situation is either very common or the seriousness of the situation is low (like when cancelling a company
picnic); or
● The recipient would prefer to just hear the bad news quickly (like when you are admitting to them that you made
a mistake).
Bad News Letter- Two approaches (Direct and Indirect)
Sales Letter
A sales letter is a written pitch to attract potential customers to a product or service. The goal of a sales letter is to show a customer
how your business will benefit them. This is a letter that is written for publicizing and eventually selling any product or service to
customers. This is a business letter that is meant for business generation and it is often called Business Sales Letter, Marketing
Sales Letter or Letter of Sale.

Sales letters are the best way for approaching to the prospective buyers indirectly. These letters are an easy and effective way of
securing business.

The purpose of a sales letter is to introduce a service or product to a client or customer. Sales professionals often use these letters
when contacting prospective buyers or strengthening relationships with longtime clients. Sales letters help you personally connect
to clients. Components of a sales letter include:

● Product description
● Cost
● Invitation to purchase or try a product
Sample Sales Letter
Request Letters

A request letter is a way to formally ask for something in the workplace. You can use
this letter to request a raise, a training class, a recommendation, product replacement, or
even a meeting to ask for a promotion. Letters of request can also be a beneficial way to
gain specific information. Parts of a request letter can include:

● Explanation of the request

● Supporting documents
● Timeline expectations

Request Letter is a letter which is written when you need certain information,
permission, favour, service or any other matter which requires a polite and humble
request.
Sample Request Letters
https://cf.ltkcdn.net/business/files/3150-Sample-Letter-Asking-for-a-Raise.pdf

https://cf.ltkcdn.net/business/files/3149-Sample-Business-Letter-of-Request.pdf

https://cf.ltkcdn.net/business/files/3152-Sample-Letter-Requesting-Customer-Feedback.p
df
https://cf.ltkcdn.net/business/files/3153-Sample-Letter-Requesting-Customer-Review.pdf

https://cf.ltkcdn.net/business/files/4330-Sample-request-letter-for-documents.pdf
Sample Request Letters
Minute is an official written statement of the motions and resolutions taken in a meeting. It is brief but
Minutes of Meeting
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:

According to Rajendra Pal and Korlahalli, “Minutes are the official records of the proceedings of
meeting.”

● Meeting Minutes means a written record of the meeting’s activities conducted by the company,
organization, and a group of people. It is also known as the meeting notes. Meeting minutes take note
of whatever happened during a meeting. Additionally, It keeps a record of decisions taken from the
discussion.
● Furthermore, the employee can revisit the important issue discussed in the meeting.
● Finally, the purpose of minutes is to take note elaborately during meeting time regarding attendance,
discussion, who is responsible for which task, how to solve the problems, vision, mission, and so
more. Therefore, taking minutes of meetings with specific notes is an essential part of every formal
meeting discussion.
Importance of Meeting minutes
Classification of Minutes
Minutes may be of two types viz.., Minutes of Decision and Minutes of Narration.

Minutes of Decision: It means the recording of the resolutions taken at the meeting. In this method, only the
final decisions adopted at the meeting are recorded in brief. In other words, Minutes of resolution means the
written statement of the decisions that have been taken and approved by the participating members of
the meeting. Only the main conclusions which are reached at the meeting are recorded in minutes of
resolution. These are usually used for minutes of AGMs and other statutory meetings.

Minutes of Narration: It means the recording of proceedings of the meeting in detail for some of the
discussions and happenings. In this method, the minutes are written in a narrative style about the discussions
and the resolutions adopted in the discussions.These minutes will be a concise summary of all discussions
which took place, reports received, actions to be taken and decisions made. It includes:

● Names of the participating members.

● Name of the proposer and supporter.
● Discussion summary. Resolutions.
Elements of Minutes of the Meeting
Elements of Minutes of the Meeting
1. Company or Organization Name: The company name is the essential element of meeting minutes.
Every minute of the meeting needs to have an exact organization name at the top of the letter and add a
logo if you have one.
2. The precise date, time, and location are the prime component of minutes to express the profound
meaning of discussion meetings.
3. Opening- For example, The regular weekly meeting was called to order on 24 October 2019, 4:00 PM
at 202 room in Faculty of Modern language and communication.
4. List of attendees- For example, the list of the members who participated in the meeting.
5. List of absent- For example, the members who did not join the meeting discussion. It also updates and
reminds members who are absent from the meeting.
6. Agenda- It seems like the main plan list of activities.
7. Discussion- In similar to the agenda but a brief discussion of the main point of the agenda.
8. Note- Take a record of who is going to do which task later. Actually, the note implies here a list of
people who have been assigned for certain tasks.
9. Action Items- (For example, how many decisions have been taken throughout the meeting discussion).
10. Adjournment- (Written evidence of when and how the meeting was dismissed).
11. Submitted by & Approved by-
12. Documents- (For example, photo, word files, and pdf files)
Sample-Minutes of Meeting
https://newsmoor.com/wp-content/uploads/2021/05/Meeting-Minutes-Template-Sa
mple-Example-and-Format-768x994.jpg?ezimgfmt=ng:webp/ngcb9
Job Application
According to Quible and Others, “A letter of application is a message designed to inform the reader of your desire for
a position in his or her organization and to request an interview for that position.”

Job seekers create application letters, also called cover letters, to send to prospective employers in an attempt
to get an interview. The application is of two types:

If a job is advertised and available, the person sends a solicited application letter. If the job was not
announced, the person sends an unsolicited letter hoping there might be an open position within a company.

The main difference between a solicited application letter and an unsolicited one is whether a company
receiving the letter announced a job opening or not. If a company announced an opening, the letter is
considered solicited because it was requested. However, if a company had not asked for applications,
the letter is considered unsolicited.

The goal of a solicited application letter is to obtain an interview for a specific job position which the writer
mentions in the letter. For example, the writer states that she is applying for the accounts payable clerk
position that is open. When a person writes an unsolicited letter, she hopes that the company has any
position, within a certain area, available. This letter is more general and the writer states that she is
applying, for example, to any type of managerial position within the company.
Solicited and Unsolicited Job Application Letter
Solicited Application Letter: Solicited application letters are written in response
to an advertisement for hiring or recruitment. Here the job seeker knows the
vacancy and can tailor his application as per the requirements of the said post.
If you’re sending a solicited application letter, you will usually know what
qualifications the organization is seeking.

Unsolicited Application Letter: Unsolicited applications letters are written at the

writer’s own initiative to the organization. Organization has not advertised for
the recruitment. Unsolicited application letter is also called prospecting letter.
An example of Solicited job application letter

MARCH 1, 2016
TO,
THE MANAGING DIRECTOR,
DREAM MERCHANT TECHNOLOGIES LTD.
53, NEW YORK C/A,
USA- 10001
SUBJECT: APPLICATION FOR THE POST OF MANAGEMENT TRAINEE OFFICER.
SIR,
IN RESPONSE TO YOUR ADVERTISEMENT PUBLISHED IN THE NEW YORK TIMES ON FEBRUARY 05, 20016, I
WOULD LIKE TO OFFER MY CANDIDATURE FOR THE ABOVE MENTIONED PORT. THE DETAILS RELEVANT TO THE
POST ARE ENCLOSED HEREWITH MY RESUME FOR YOUR KIND CONSIDERATION.
I AM LOOKING AHEAD TO IMMEDIATE HEARING FROM YOU.
YOUR SINCERELY
MICHEL JOHN
ENCLOSURE: 1. RESUME
2. PHOTOCOPIES OF ALL ACADEMIC CERTIFICATES
3. TWO RECENT PASSPORT SIZE PHOTOS
An example of Unsolicited job application letter

MARCH 1, 2016
TO,
PERSONNEL MANAGER,
CONTINENTAL COMPUTERS LTD.
53, NEW YORK C/A,
USA- 10001
SUBJECT: APPLICATION FOR A SUITABLE POSITION.
DEAR PERSONNEL MANAGER,
AS A GRADUATING SENIOR IN COMPUTER SCIENCE AT NEW YORK UNIVERSITY, I AM INTERESTED IN
PURSUING MY CAREER IN COMPUTERS. THE NEW YORK CHAMBERS OF COMMERCE AND INDUSTRY HAS
GIVEN ME YOUR FIRM’S NAME AS A LEADER IN THIS FIELD.
THE ENCLOSED RESUME INDICATES MY BACKGROUND IN COMPUTER SCIENCE AND HUMAN RELATIONS.
ALTHOUGH I AM UNAWARE OF ANY POSITION YOU MIGHT HAVE AVAILABLE, I WOULD BE ABLE TO VISIT
YOUR ORGANIZATION OVER OUR SPRING BREAK, APRIL 2 THROUGH 11. SHOULD YOU HAVE OPENING, I
WOULD BE VERY INTERESTED IN VISITING WITH YOU AND TAKING ABOUT THOSE POSITIONS.
I AM AVAILABLE DAILY AFTER 3 P.M. AT 805956. I CAN BE REACHED BY MAIL AT THE ADDRESS ABOVE. I
WOULD APPRECIATE ANY EFFORT ON YOUR PART OF CONTACT ME.
YOURS SINCERELY
MICHEL JOHN
Sample- Solicited and Unsolicited Job Application Letter

Solicited Job Application Letter

https://i1.wp.com/knowitinfo.com/wp-content/uploads/2020/12/03eb8d1429ff24dc2
c0291d9caffd777.jpg?w=1170&ssl=1

Unsolicited Job Application Letter

https://i1.wp.com/www.allbusinesstemplates.com/thumbs/9b923db6-a23b-49b1-a8
38-50d28063ff18_1.png?w=1170&ssl=1
Resume Writing
A résumé is a document that summarizes your education, skills, talents, employment history, and
experiences in a clear and concise format for potential employers. The resume acts as a bridge
between you and the prospective recruiter.
● Resume is summary of your educational qualification details.
● It highlights your skills and experience relevant to the field
● It highlights your objective and accomplishments
● It should consider your extracurricular, and leadership qualities.
“The purpose of a resume is not to get you a job but rather to get you an interview.”
Types of Resumes:
● Chronological resume: For candidates with rich, consistent professional experience.
● Functional resume: For candidates with several gaps or changes in their career.
● Combination: For candidates with a diverse background of experience or when skills
and abilities are more relevant than work experience.
Reverse-chronological Resume
There are several resume formats you can use to present information to employers.
The chronological resume format, also known as “reverse-chronological,” lists your professional experience from
most to least recent i.e. newest to oldest. It is the most common approach and under this approach, work experience
section dominates and is placed immediately after contact information and introductory statement.
You should use a chronological resume if:
● You have several years of experience in one career path.
● Experience is closely related to the job opening.
● You have minimal or no gaps between jobs.
Chronological resume sections should include the following in this order:
● Name and contact information
● Summary or objective
● Professional history
● Educational history
● Skills and abilities

https://images.ctfassets.net/pdf29us7flmy/b5cddb5d-1dc0-5015-a754-34acd9eb7a52/543f90c678161c08e5d56efd128a50bb/re
sized.jpg
Functional Resume
Functional resumes emphasise a job candidate's professional skills. It emphasizes on skills and capabilities. It stresses
on individual areas of competence rather than job history. They're great options for those who are applying for a
position and who lack extensive, recent or relevant work experience. This resume does not focus as heavily on when you did
your activities, but rather what you did.

A functional resume is a resume format that primarily showcases a candidate’s skills. As opposed to a reverse-chronological
resume that organizes a candidate’s experience under their previously or currently-held professional jobs held in order of
recency, the functional resume groups a candidate’s experience under skills or categories of skills.

● When you are changing careers and do not have significant experience within your chosen profession or
industry
● If you’re a recent graduate without extensive professional experience
● If you have significant gaps in your employment history. A functional resume format is also useful if
you have been out of work for a significant amount of time.
● If you’ve gained significant skills and experiences in ways other than professional jobs, such as in school or
through mentorship

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Combination Resume

A combination resume format emphasizes both skills and accomplishments, and recent work history. For
example, this resume format may be beneficial once you have a few years of work experience after college.
Using a combination resume format will highlight skills you’ve acquired as an early career professional, and help
connect those skills to your professional experience. A combination resume will include elements of the other
two commonly used resume formats:
● Functional resume format: Lists required, relevant and transferable skills that set you apart from other
candidates.
● Chronological resume format: Provides recent and relevant work history in reverse-chronological order,
listing the most recent work experiences first in the professional history section.
You may want to use a combination resume if:
● You are an early career professional with 1–3 years of job experience
● You are a recent college or high school graduate with minimal work experience
● You are changing careers or industries
● You have worked with only a few employers, but have a consistent work history
● You have no gaps in your work history

https://images.ctfassets.net/pdf29us7flmy/04e8a81c-9170-5ac8-bcab-57c1057be04a/80da78e2e
Report Writing
ACCORDING TO R. C. SHARMA AND KRISHNA MOHAN, “A REPORT IS A
FORMAL COMMUNICATION WRITTEN FOR A SPECIFIC PURPOSE THAT
INCLUDES A DESCRIPTION OF PROCEDURES FOLLOWED FOR COLLECTION AND
ANALYSIS OF DATA, THEIR SIGNIFICANCE, THE CONCLUSIONS DRAWN FROM
THEM AND THE RECOMMENDATIONS, IF REQUIRED.”

OBER SAID, “A REPORT IS AN ORDERLY AND OBJECTIVE PRESENTATION OF

INFORMATION THAT ASSISTS IN DECISION MAKING AND PROBLEM SOLVING.”

Report is a formal document written to-the-point to convey information in a

concise yet clear manner.
Business Report Writing
● A business report is defined as an official document that contains factual information, statistical data, research
findings, or any other form of information relevant to the course of the job. Business reports are actual documents that
inform by summarizing and analyzing a particular situation, issue, or facts and then make recommendations to the
group or person
● Business reports are always formal, objective, and heavily researched. Every fact must be clear and verifiable,
regardless of whether the report focuses on a single situation or examines the overall performance of an entire
company. A business report is a set of data that provides historical information related to a company’s operations,
production, specific department’s insights, and creates a base for future decision-making processes or factual insights
needed to organize business functions.
● Because objectivity is crucial in a business report, avoid subjective descriptions that tell the reader how to feel. For
instance, if sales were down last quarter, don’t say “Sales were terrible last quarter,” but rather let the sales data
speak for itself.

Murphy and Hildebrandt defined business reports as a planned, impartial, and objective-based presentation of a fact to one
person or more people and that too is for significant and specific business purposes.

Lesikar and Petit defined a business report as an objective-based and orderly communication of the information having facts
for serving a specific business purpose.

Boone considered a business report as a document to organize some specific topics and information for a particular business
purpose.
Business Report Characteristics
1. Easily understandable: To hold the audience’s attention, a business report should be easy to understand. The
audience should be considered before making a report. Complex terminology and detailed information can be included in
business reports in case of a vast industry experienced audience. However, the audience that has less experience in the
industry, the simple and straightforward language in the business report should be used.

For example, a business report which is written specifically for accounting purposes needs to be focused on financial
things rather than technical things to cater to the specific audience. A combined report can be written to cater to the
interest of everyone. Few business reports are written for outside customers to keep them informed about the business.

2. Correct and unbiased facts: The business report must contain facts or information that is accurate and impartial. If
the information is incorrect or incomplete then desired results can’t be achieved. This will ultimately create a hindrance
in achieving organizational goals.

3. Clear and brief information: Too much lengthy or unnecessary information or content may lose the
audience’s interest and result in their time wastage. So, the business report should be written in a clear way
and a concise form. In another way, it is related to avoid unnecessary information and only includes all those
matters which are relevant to represent a piece of complete information. Long-report can also be effective in
some special circumstances.

A good business report is clear as it properly arranges facts with its clear purpose, findings, and required
recommendations.
Business Report Characteristics
4. Precise report: A good report is the one in which a report writer has a clear understanding of the exact
purpose of report writing. This purpose directs the analysis and further recommendations of the report writer.
The definite or precise report acts as a base for a valuable document for future usage.

5. Relevant facts: A business report should contain both accurate and relevant facts. Confusion may arise in
case of irrelevant facts and can mislead further appropriate decision-making.

6. Focus on the audience: The orientation of the business report towards the audience or readers who is about to
read is also an important characteristic. So, a good report is always audience-oriented. Audience knowledge and
their understanding level need to be considered while writing a report.

7. Use of easy or simple language: Another feature of a good business report is the use of simple language
while writing the report. Here simple language means to avoid unclear and vague words. The emotions or aim of
a writer should not affect the language of the business report and the report’s message should be self-explained.
Types of Business Reports
1. Importance-based or frequency-based reports: These reports are based upon a specific purpose. These are of
two types, i.e. ordinary or daily reports and special-purpose reports.

a) Ordinary or daily routine reports: These types of reports are general reports that are prepared and forwarded to
management or higher authority as a routine activity or at specific intervals. These may be submitted either daily or
weekly, quarterly, monthly or annually, etc

For example, a daily or weekly or monthly report by the sales team can be submitted to the sales head or management
regarding routine sales activities and average sales done. Similarly, a production report that includes daily production
information and HR hiring report to know the status of hiring activities are part of ordinary reports.

b) Special purpose report: This business report is written and forwarded to the senior officials or management for a
special purpose or on their special request. Generally, these types of reports include the views or recommendations of
the report writer based on facts.

For example, management may ask HR Head to submit a special report on a high attrition rate along with his/her
opinion for the reason of such a high attrition rate with facts, figures and also recommendations to reduce it. Similarly,
different other special reports such as launching new products or services, changes in quality of the product or its features
are considered as special purpose reports.
Types of Business Reports
2. Law-based or legal reports: Reports that are based on legal formalities can be categorized as a formal and informal
business report.

a) Formal business report: The report that is prepared in a specific or pre-determined format and as per well-established
process is known as a formal report in business.

For example, different types of reports prepared and submitted by different officials, cooperative societies, legal
identities, organizations, etc. come under such types of reports. Similarly, if an accident happens with any employee at
the workplace then an organization is required to submit an accident report in a prescribed format of ‘Employee State
Insurance Act’ to claim the medical insurance allowance or for the treatment under the act for medical bill rebates for the
employee. This type of report is a type of formal report.

b) Informal business report: This type of report includes a user-specific format or structure that is according to the
convenience of the writer and submitted directly to the desired authority as and when required.

The detailed facts related to a given task are presented in these reports without any recommendations or suggestions or
keynotes.

For example, management of an organization may ask for the report of new joining in the organization in different
departments or locations every month from the HR department without any suggestions or comments. Most of the time,
these reports are prepared on a routine basis. These can also be statutory reports like a daily wage register is prepared in
factories for workers as per the law or statutory and is a routine report as well.
Types of Business Reports
3. Function-based reports: There are two main types of reports that are based on how these functions.

a) Informative business report: This one is based on the maximum available information related to any matter
or situation.

For example, the attendance and the leave report of an employee are based on maximum information available
with the HR department regarding his/her attendance in the biometric system and leaves taken during the period
as per the policy, etc.

b) Interpretation-based report: It includes different related facts like the cause of any issue occurred, opinions,
required actions, and recommendations of the reporter.

For example, in case of an industrial or union dispute, a detailed report is presented by the HR department or
legal officer to management along with their recommendations and opinion to resolve the issue or concern is a
well-defined manner.
Types of Business Reports

4. Business meetings based reports: It is a report that includes the summary or minutes of the meeting.
These reports are further categorized as:

a) Discussion-based Reports: This type of report is a complete record of concerns or matters discussed
in the meeting.

For example, the appointment of the CEO or Directors of an organization can be done in these meetings
by passing a resolution and their remuneration as well.

b) Summary reports: As the name indicates, this type of report is the summary of details discussed
during any meeting to send information for the press release or to share with shareholders of the
organizations.
Types of Business Reports

5. Research and Analytical reports: Analytical reports contain analytical information and facts. These
include data and information, the presentation of the data in tabulated form, explanation based on
analytics, and findings or interpretations.

For example, the management of an organization may ask for the report of sales decline along with all
the relevant analytics and findings.

Research reports are research-based reports in which research is conducted on any given issue.

For example, the management of any organization may ask its research department to present a research
report on new product development.
Informational Reports

An informational report is one that contains detailed information on the event without any analysis and
interpretation.The purpose of Informational Reports is to provide information in an organized, objective way,
without analysis or recommendations; in other words, to report the facts. The useful readers of information reports
are officers, board of directors and stakeholders of a company. Example: annual reports, reports on company
policies and procedures. You ask for this report when you want objective information on something. It presents
unbiased facts without explaining the reasons and the possible outcomes of a situation. It is the ideal business report
for learning things such as the number of employees, the role each of them plays in the company, or the
departments the employees work in.
Analytical Reports
An analytical report is one that presents information along with necessary analysis and interpretations of
the information and make recommendations on complex problems. Example: suggestion reports,
recommendations report, justification reports, feasibility study report etc. Analytical reports provide
information, of course, but they differ from informational reports because they also evaluate, interpret
and analyze the data for the reader, and offer the reader conclusions and recommendations based on
that analysis. This type of business report is usually required when a company is trying to make an
important decision. An analytical report analyzes the company’s situation, presenting relevant information,
explanations, and conclusions. It helps the company to make good decisions going forward.
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Research Reports
This is the most comprehensive type of business reports required when a company considers trying something
new, such as going into a new geographical area or offering a new product.Businesses often use these kinds
of reports to test the viability of a new product, study a new geographical area to sell, or understand their
customer’s perception of their brand image. To generate this type of business report, managers often contact
market research agencies to gather all the relevant information related to the studied topic.
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Progress Reports
This type of business report is not necessarily based on deep research or advanced analytics, but rather focuses on
delivering a clear picture into the performance of a specific area or business goal. A progress report is a
document that explains in detail how much progress you have made towards the completion of your
ongoing project. A progress report is a management tool used in all types of organizations, that outlines the
tasks completed, activities carried out, and target achieved vis-à-vis your project plan.
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Industry Reports

The next type of business report is an industry report. Benchmarks and targets are an
excellent way to measure a business's performance and success. But, these targets need
to be based on realistic values, especially considering how crowded and competitive
today’s markets are. For this purpose is that companies perform industry reports, by
getting a clear picture of the average industry numbers such as the competitive
landscape, industry size, economic indicators, and trends they can plan smart strategies
and create realistic targets for performance.

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Typical structure of a report
● Title Page: A short and precise statement about the topic.
● Abstract or Executive Summary: A summary of the problem or question, the research methods, the findings
and their implications (about 150-200 words).
● Table of Contents:A detailed list of sections covered in the report with corresponding page numbers.
● Introduction: A brief background of the topic, the scope of the report and the
● aim/purpose of the investigation.
● Method: A step-by-step description of the procedure used to carry out the investigation, the tools used to collect
the information and the participants (if any).
● Findings: A section with logical headings and subheadings that outlines the key issues, facts and evidence- based
statements.
● Conclusion: An outline of interpretations and judgements made after analysing the findings. State the
implications or significance of your findings. Discuss whether the aim of the report has been successful or not and
the limitations of the study.
● Recommendations: A list of suggestions for solving the problem or a recommended course of action.
● References: A list of all the printed and online sources used in the report.
● Appendices: Attachments of any relevant and/or interesting information which may include any graphs, charts,
tables or other data, referred to in the report but not included in the body, usually because of the need to keep a
report as uncomplicated as possible.
Samples of Business Report
Contents:

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Sample 1:

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Sample 2:

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Business Communication via Social Network
Communication is often referred to as the lifeblood of a business, given the high value it holds. It plays an integral
role in helping build a powerful relationship with customers and clients. The exchange of information, ideas,
plans and a lot more, solely relies on communicating with one another.

● The present dynamic and competitive market requires impactful mediums from which organisations
can build a relationship with consumers and clients. It is only through communicating that a business
understands what its customers want and if there are any issues.
● For any organisation, profitability revolves around its customer base and clients. If a business can effectively
communicate with its consumers, it can persuade them to try out their goods and services.
Organisations can create campaigns and articulate themselves in a convincing and competent way.

Effective communication helps a business to tap into the pulse of the market in order to retain their existing
customers and connect with potential ones. Social media for business purposes helps form alliances with
prospective partners and helps firms communicate their visions and goals successfully to the outside world.
This, in turn, helps them get a positive reputation in the market, which attracts further clients.

Social media is a global platform through which one can reach out to the world. Millions of people access social
media daily, which means brands can find the majority of their customer base in one single place.
Business Communication via Social Network
The future of social media is bright and it’s the perfect place to build conversations with clients
and customers so they feel connected to the business. Many companies also answer customer
queries through their social accounts and deal with complaints on here. This gives brands the
opportunity to project a positive image by showing they care about their consumers, which can
help attract more customers and drive more sales.
Social media is a powerful form of business communication that has transformed the way the
exchange of information takes place.
Group of online communication options that allow users to participate, offer feedback, receive
information and share ideas.

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Blog Writing
A regular feature appearing as part of an online publication that typically relates to a
particular topic and consists of articles and personal commentary by one or more authors.
The definition of blogging is the process of writing a blog, an online journal in which you share
your thoughts about a particular subject with readers.
Blogging is the process that implies creating articles, photos, and other forms of content and
publishing them on a website.
We seek to connect and communicate with our customers through multiple channels, from social media to
dynamic content in marketing emails. But one increasingly popular way to reach our audience is through
publishing business blogs.

● Keep your audience updated about your business

● Attract New Customers
● Get feedback from your customers
● Teach and explain more about products
● It’s much easier to get social exposure with blog articles