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Showing posts with label Business Communication. Show all posts
Showing posts with label Business Communication. Show all posts

Letters Business

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K.G.M. COMPANY LTD. KARACHI
Industrial Area Site Karachi

Dated: - 05-12-2012.
To,
       Mr. Saad Ahmed
       Karachi
                                                                                                                          


SUBJECT: – REQUEST FOR REFUND

Sir,
            It is requested that a computer was purchased by you three month later by the under signed but the system is not working satisfactory according to your complain.
            Due to the policy of our company we are unable to refund you your price of product
            If you are interested in purchasing another product of our company so we will be able to adjust your amount as requested.



Yours Sincerely




Manager (Sales/Marketing)
K.G.M. Company Karachi






A.B.C.D. COMPANY PRIVATE LTD. KARACHI
Industrial Area Site Karachi

Ref: - ________________                                                                            Dated:- 12-12-2012.


TO WHOM IT MAY CONCERNED


We are very please to inform all the Stake holders that our A.B.C.D. Company private Ltd. With grace of Al-Mighty Allah is growing very fast and in the short time we have captured around the 50% of the sales, marketing and share of our company growing day by day.
The stability of our company can be seen through it financial statement and market shares. This is all about the efforts of our employee because they are very motivated and committee to the company so that’s why we have achieved our goals and objective in short time. 





Director A.B.C.D.
Company Private Ltd.
Site Karachi




A.B.C.D. COMPANY PRIVATE LTD. KARACHI
Industrial Area Site Karachi

Ref: - ________________                                                                            Dated:- 12-12-2012.


TO WHOM IT MAY CONCERNED


We are very sorry to inform all the Stake holders that our A.B.C.D. Company private Ltd. Is losing very fast in the short time we have unfortunately loss the  all the share of our company and loss day by day.
The un stability of our company can be seen through it financial statement which is going to the losses. This is all about the negligence of our employee because they are very lazy and unmotivated and uncommitted to the company so that’s why could not achieved our goals and objective in due time. 





Director A.B.C.D.
Company Private Ltd.
Site Karachi




M/S FARHAN, REHAN ELECTRIC STORE
SADI TOWN KARACHI


To,
     The M/s Anam, Fiza
     Electronic Dealers
     Saddar Karachi.



SUB: - PURCHASING  OF ELECTRICAL / ELECTRONIC ITEMS     

Dear Mrs.
            We would like to purchase 02 Sony T.V. 21”  Black Color Model 2012 and 02 National Iron White Color, 5 Lbs. 1000 Watts model 2012.
            The payment of the T.V. will be paid through equal installment while the payment of iron will be paid through Pay Order, Cross Check, and it may possible to be paid in cash.
We hope to receive this Order No. 255 later than Friday, 21th December 2012.
Please confirm that you have received this letter by calling us at 111-222-333 anytime during business hours, from Monday to Friday.
Thanking You.



Your Sincerely



Procurement Manger,
M/s Farhan, Rehan,
Electric Store Karachi.
Q1.      ANSWER

The following elements are essential for a good order letter.
1.                  The name, brand, grade, size, color, design, model, and/or other descriptions of the desired product.
2.                  The quantity or number required.
3.                  The rates agreed upon.
4.                  Mode of payment.





M/S PAK ELECTRIC COMPANY
SADDAR KARACHI


To,
     The Mr. Shakil Ahmed
      Saddar Mobile Market
      Karachi


SUB: - SALE OFFER OF NOKIA X202 MOBILE

Dear Customers,
            We are very pleased to launch a new product that is Nokia X2-02 which is very high quality and a top class product with many new futures with beautiful casing, new packing with many extra accessories and one year warranty and after sale and service on reasonable price.
            So, being our regular customer and brand conscious we give you offer to purchase on your special discount
Thanking You.



Your Sincerely



Sales Manger,

M/s Pak Electric Company Daddar Karachi 

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DIFFERENCE BETWEEN SALES AND SALES PROMOTION LETTER

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           Announcements circular letters: - Circular letter serre a general purpose i.e. they convery general imprmotion to the readers literaclly they are announcement letters.
To build and preote good will and to inspire confidence orrong the readers.
The purpose in introducing and promting business.
Use of circular letters
1.   On the establishment or initiation of New Business.
2.   Opening of a new branea
3.   Change in address or premises.
4.   Introduction of a new cemmodety, produetor service.
5.   Admission of a new partner or clirecor.
6.   Retirement of a partner or director.
7.   Appointment or removel of an agent.
8.   Merger of Business.
9.   Reduction or Inerease in price.
           Power of procurement grave.

        Death of a partner, director or momger. 

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PARTS OF THE BUSINESS LETTER

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DEFINITION
            In business communication when we communicate to our clients are customer we write business letters, the business letters always consist on the following parts or elements. 
1.                  HEADING
The heading is the name and address of the firm sending the letter. Sometimes the company may give its little introduction such as importers, exporters, dealers, suppliers, and manufactures, it may contain telephone and Fax numbers.
2.                  INSIDE ADDRESS
The inside address mentions the name and address of the person the letter is being sent to.
Mr. M. Ali Khan, Director
Meezan Bank
F.B. Area Karachi.
3.                  SALUTATION
Following salutation may be used.
Dear Mr. Salman
Dear Miss Salma
Dear Mrs. Farzana

4.                  BODY OF THE LETTER
The body includes the message you want to send. You should take care of the following
1.         Organize the message.
2.         Be careful in making first and last paragraph which should be short.
3.         Apply (7 C’s) 
4.         Keep the length of sentences on the average form 15 to 20 words.  
5.                  COMPLIMENTARY
In business letters you may use the following complimentary closes.
            Sincerely
            Yours Sincerely
Beast regards
Yours Respectfully

6.                  SIGNATURE

7.                  REFERENCE SECTION
This section includes the initials of the director of the message and typist.
Example are
            MNY: QR

            N.M. Yonus: qr

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KINDS OF LEADERSHIP STYLES

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DEFINITION OF LEADING AND LEADERSHIP        
Leading is the process of influencing others to act to accomplish specified objectives. A leader is one who has followers. He has formal or informal authority and power. A leader may be born or made by time, education, or training. A leader has common traits like intelligence, social sensitivity, and communication skills.

AUTHORITARIAN LEADERSHIP
            Authoritarian leaders usually determine the specific task for each participant because they often believe that group participants are limited in ability and need strict guidance and control. This style of leadership, therefore, is rigid and inflexible.
SUPERVISORY LEADERSHIP
            Supervisory leadership, which stops short of autocratic control, is useful when efficiency is critical.
PARTICIPATIVE LEADERSHIP
            Both authoritarian and supervisory leaders depend on method that limit the participation and freedom of other group members. Participative, or democratic, leaders encourage group members to participate actively in discussion.
GROUP-CENTERED LEADER SHIPS   

            Group-entered, or laissez faire, leaders expect group members to be self-directed. They refrain from structuring the group in any way. They listen but do not show approval or disapproval or disapproval, and although they may clarify on occasion, they are careful not to inject their own thoughts. 

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MARKET REPORT

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HOW TO READ MARKET REPORT

DEFINITION

            A market is a place where goods are bought and sold. It is a place where buyers and sellers meet each other directly or through agents and brokers. It bridges the gap and distance between the buyers and sellers and provides a platform for buyers to buy their desired goods and sellers to locate and find buyers.
NATURE OF MARKETS
READY MARKET
            A market may be a ready market where goods are bought and sold for ready delivery / spot delivery without speculation.
FUTURE MARKET
            A market may be a speculative market where goods are bought and sold for future delivery with a view to gaining through speculation.
KIND OF MARKETS
            The following are the kinds of a market / economic market.
CAPITAL MARKET
            It is a market that deals in finances. It provides a place where capital is mobilized, offered and invested. It brings prosperity to a country. It provides lifeblood for production and industries.
1.         Stock Market
            This market deals in long-term capital in the following forms
                        1.         Share Capital i.e. shares, stocks.
                        2.         Long term loans, bonds, debentures.
2.         Money Market
                        This market provides short-term finances to the commercial and business concerns.           
3.         Foreign Exchange Market
                        This market deals in foreign exchange. This market determines the balance of payment and balance of trade of a country.

COMMODITY MARKET
            Commodity market is the place where principal buyers and sellers meet to strike business deals. The business is transacted in line with prescribed set of rules.
1.         Raw Materials Market
                        This market deals with the goods in raw forms like jute, cotton, silver, gold, wheat, leather.
2.         Finished Goods Market
                        This market deals in semi-finished and finished goods like cotton, leather, flour, rice.
3.         Bullion Market
                        Bullion market includes gold, silver and sovereigns. Its examples are.
                                    Karachi Bullion Exchange.
                                    New York Bullion Exchange.
                                    London Bullion Exchange.



MARKET REPORTS

A market report is a written document that provides a detailed account of the business transactions that have taken place in a particular market during a given period of time. It is a type of business reports. There are various kinds of markets, such as oil, shares, rubber, gold, silver, tin, and every market issues its report on daily basis.
            The report covers the following information.
1.                  Tone of the market.
2.                  The governing factor or factors affecting the market.
3.                  Opening rate.
4.                  Closing rate.
5.                  Previous day’s or week’s rate.
6.                  Volume of business.
7.                  Index points.
8.                  Fluctuation in prices.
9.                  Forecast.
10.              In case of a stock market, special mention of active shares is given.


ADVANTAGES / FUNCTIONS OF MARKET REPORTS

1.                  It exhibits the volume of business transacted in a particular market during a given period of time.
2.                  It facilitates businessmen to adjust their business plans in line with the need of time.
3.                  The report speculates future movement of prices.
4.                  It provides basis for decision making.
5.                  It serves as a medium of advertisement for a company.
6.                  A market report influences demand and supply of a commodity.
7.                  The report provides sufficient materials for learning
8.                  It is a valuable tool for research purpose.
9.                  It acts as a reference for future actions.

10.              It helps learn technical business language.

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BASIC ORGANIZATIONAL PLANS OF YOUR MESSAGE

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BASIC ORGANIZATIONAL PLANS OF YOUR MESSAGE

Business Letters, Memos, and reports can be arranged by the direct (deductive) or indirect (inductive) approach.

The good news                                    Direct approach
Direct request                                      Direct approach

Bad news                                            Indirect approach
Persuasive request                               Indirect approach

DIRECT (DEDUCTIVE) APPROACH

Direct method is used when the message is favorable or neutral.

A.        Direct Approach for Good news plan (Organizational plan)

1.                  Best news of main ideas.
2.                  Explanation
3.                  Positive friendly close

B.        Direct Approach for direct request plan (Organizational Plan) (B as above)



INDIRECT (INDUCTIVE) APPROACH

Indirect approach is used when the message is unfavorable (negative).

C.        Organizational Plan using Indirect approach for Bad News Plan.

1.                  Buffer (Pleasant or neutral statement to “take a start” with reader)
2.                  Explanation
3.                  Positive friendly close
4.                  Attention
5.                  Action



D.        Organizational plan using the indirect Approach for Persuasive request (D as above)



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CHANNELS OF COMMUNICATION

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CHANNELS OF COMMUNICATION

Channels of Communication may be divided into following parts.

1.                  Internal Communication
a.         Horizontal / Crosswise communication.
b.         Downward Communication.
c.         Upward Communication.
2.                  External Communication

INTERNAL COMMUNICATION
            When communication is being done one person or part to the other person within an organization it is called internal communication.
a.         HORIZONTAL / PEER TO PEER COMMUNICATION.
            It is communication that is being done between personnel in one department and personnel of equal.
b.         DOWNWARD COMMUNICATION       
            When communication is being done from superiors to subordinates it is referred to as downward communication. In this channel instructions, orders, advice, and information are given to subordinates.
c.         UPWARD COMMUNICATION
            When communication is being done from subordinates to superiors, it is referred to as upward communication.

 EXTERNAL COMMUNICATION

            It is a communication which is being done between company to company or organization to organization, well worded letters, reports and proposals improve business relations. 

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LEGAL ASPECTS OF BUSINESS COMMUNICATION

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LEGAL ASPECTS OF BUSINESS COMMUNICATION

           When we communicate with integrity and honest consideration for our reader, and with a golden rule we are legally safe. You should remember that ignorance of the law is no excuse. You should be aware of changing laws from time to time.
                A communicator should be very careful to avoid any legal risk:
1.         Defamation                                         2.         Invasion of privacy
3.         Fraud                                                   4.         Credit, collection, and employment
5.         Other areas of caution

1.               DEFAMATION
                It refers to the unconsented and unprivileged publication of a false idea, which tends to injure reputation.
e.g.      PUBLICATION
            Publication of is the unconsented intentional or negligent communication of defamatory matter to a third party.
PRIVILEGE
`A legal right to communicate information in certain situations is privilege the privilege may be divided into two kinds
a.         Absolute
b.         Conditional

2.                  INVASION OF PRIVACY

It refers to unconsented, unprivileged, and unreasonable intrusion into the private life of an individual. Invasion of property has two aspects:
a.         Use of person’s identity.
b.         Physical surveillance of records, reports, and letters.

3.                  FRAUD

It refers to the intentional misrepresentation by one party to a contact of a material fact which is relied upon by the other party to his injury.

a.         Knowledge that such statements would naturally deceive.
b.         The deceived person acted to his injury.

4.               CREDIT COLLECTION & EMPLOYMENT
           To make recovery from doubtful and bad debtors you should not show anger, preaching and in making a recommendation of a former employee you should be true, honest, and aware of your responsibility to
a.         The applicant.
b.         The addressee, and
c.         Yourself.

5.                  OTHER AREAS OF CAUTION

a.         Be honest and fair in business dealings.
b.         You should not copy prohibited documents.

c.         You cannot copy copyrighted material without prior permission.

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PLANNING STEPS FOR COMMUNICATION

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PLANNING STEPS FOR COMMUNICATION
There are six planning steps before we transmit our message.
1.                  Know the purpose of the message.
2.                  Visualize your reader (or listener)
3.                  Choose the ideas to transmit
4.                  Get all the facts to back up these ideas
5.                  Organize your ideas in the most effective order.
6.                  Revise and proofread

KNOW THE PURPOSE
You must know the purpose clearly. You must know why you should write and what should be written.
VISUALIZE YOUR READER OR LISTENER
It is better for the sender to understand the receiver. You should know his background, qualification education, position and status in the company.
CHOOSE THE IDEA
The idea to be included in the letter or report depends upon the type of message.
GET ALL THE FACTS
Communication of any sort should be backed by the facts and figures, making the communication more emphatic, forceful, and pithy.
ORGANIZE IDEAS
Once the ideas have been jotted down, they should be properly arranged and organized.
REVISE AND PROOF READ

Short communications are easy to transmit or dictate without revising or proofreading Them. 

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