A Practical Approach to Business & Technical Communication: Learn from Business Correspondence and Report Writing by Sharma and Mohan
Business Correspondence and Report Writing: A Practical Approach to Business & Technical Communication
Business communication is an essential skill for any professional who wants to succeed in today's competitive and dynamic world. Whether you are an entrepreneur, a manager, an employee, or a student, you need to be able to communicate effectively with your clients, customers, colleagues, superiors, subordinates, or teachers. One of the most common and important forms of business communication is business correspondence and report writing.
Business correspondence report writing sharma pdf
Business correspondence and report writing are two related but distinct types of written communication that are used for various purposes in different contexts. Business correspondence refers to any written communication that is exchanged between two or more parties for conducting or facilitating business activities. Business report writing refers to any written document that presents information, analysis, or recommendations on a specific topic or problem related to business operations or performance.
In this article, we will explore the main features, types, formats, styles, principles, guidelines, steps, and techniques of business correspondence and report writing. We will also introduce you to a comprehensive and practical book on this topic: Business Correspondence and Report Writing: Fifth Edition by R. C. Sharma and Krishna Mohan. This book is a valuable resource for anyone who wants to improve their business correspondence and report writing skills and achieve their professional goals.
Business Correspondence
Business correspondence is a broad term that covers any written communication that is exchanged between two or more parties for conducting or facilitating business activities. Business correspondence can be internal or external, formal or informal, routine or special, depending on the nature, purpose, audience, and tone of the communication.
Types of Business Correspondence
There are many types of business correspondence that serve different functions and objectives in various situations. Some of the most common types of business correspondence are:
Letters: Letters are written messages that are sent or delivered by mail or email to one or more recipients. Letters can be used for various purposes such as making inquiries, requests, complaints, orders, confirmations, acknowledgments, apologies, recommendations, invitations, congratulations, condolences, etc.
Memos: Memos are short and informal written messages that are circulated within an organization to communicate information, instructions, policies, decisions, suggestions, feedback, etc. Memos can be sent by email or printed and distributed to the intended recipients.
Emails: Emails are electronic messages that are sent or received through an online network using computers or mobile devices. Emails can be used for various purposes such as sending letters, memos, reports, proposals, resumes, newsletters, etc. Emails can also include attachments, links, images, videos, etc.
Notices: Notices are brief and formal written announcements that are displayed or published in public places or media to inform or notify a large number of people about something important or relevant. Notices can be used for various purposes such as announcing meetings, events, changes, vacancies, deadlines, etc.
Agendas: Agendas are lists of items or topics that are to be discussed or decided in a meeting or conference. Agendas are usually prepared and distributed before the meeting or conference to inform the participants about the purpose, objectives, schedule, and expectations of the meeting or conference.
Minutes: Minutes are written records of the proceedings and outcomes of a meeting or conference. Minutes are usually prepared and circulated after the meeting or conference to document the attendance, agenda, discussions, decisions, actions, recommendations, etc. of the meeting or conference.
Formats and Styles of Business Correspondence
The format and style of business correspondence depend on the type, purpose, audience, and tone of the communication. However, there are some general elements and guidelines that apply to most types of business correspondence. Some of the common elements and guidelines are:
Heading: The heading is the part of the correspondence that identifies the sender, the receiver, the date, and the subject of the communication. The heading should be clear, concise, and accurate. The heading should also follow the appropriate conventions and formats for different types of correspondence.
Salutation: The salutation is the part of the correspondence that greets or addresses the receiver. The salutation should be polite, respectful, and appropriate for the relationship and situation. The salutation should also follow the appropriate conventions and formats for different types of correspondence.
Body: The body is the main part of the correspondence that conveys the message or information to the receiver. The body should be organized, coherent, and relevant. The body should also follow the appropriate conventions and formats for different types of correspondence.
Closing: The closing is the part of the correspondence that ends or concludes the communication. The closing should be courteous, positive, and action-oriented. The closing should also follow the appropriate conventions and formats for different types of correspondence.
Signature: The signature is the part of the correspondence that identifies and authenticates the sender. The signature should be legible, consistent, and professional. The signature should also follow the appropriate conventions and formats for different types of correspondence.
Enclosures: The enclosures are any additional documents or materials that are attached or included with the correspondence. The enclosures should be relevant, useful, and properly labeled. The enclosures should also follow the appropriate conventions and formats for different types of correspondence.
Principles and Guidelines of Effective Business Correspondence
To write effective business correspondence, one needs to follow some basic principles and guidelines that can help achieve clarity, accuracy, completeness, conciseness, courtesy, correctness, and coherence in communication. Some of these principles and guidelines are:
Analyze your purpose: Before writing any business correspondence, you need to analyze your purpose for writing it. You need to ask yourself: What do you want to achieve with your communication? What do you want your receiver to do or know after reading your communication? How will your communication benefit both you and your receiver?
Know your audience: After analyzing your purpose, you need to know your audience for writing your communication. You need to ask yourself: Who is your receiver or receivers? What is their relationship with you? What is their level of knowledge and interest in your topic? What are their needs and expectations from your communication?
Plan your content: Once you know your purpose and audience, you need to plan your content for writing your communication. You need to ask yourself: What are the main points or information that you want to convey to your receiver? How will you organize your points or information in a logical and coherent manner? How will you support your points or information with evidence or examples?
Choose your tone: After planning your content, you need to choose your tone for writing your communication. You need to ask yourself: What is the appropriate tone for your communication based on your purpose, audience, and situation? How will you express your tone through your choice of words, sentences, paragraphs, punctuation, etc.? How will you avoid any negative or offensive tone that might harm your relationship with your receiver?
Business Report Writing
Business report writing is another important type of written communication that is used for presenting information, analysis, or recommendations on a specific topic or problem related to business operations or performance. Business report writing is usually more formal, structured, and detailed than business correspondence.
Types of Business Reports
There are many types of business reports that serve different functions and objectives in various situations. Some of the most common types of business reports are:
Informational reports: Informational reports are reports that provide facts or data on a certain topic or situation without any analysis or interpretation. Informational reports can be used for various purposes such as updating status, informing progress, describing procedures, documenting events, etc.
Analytical reports: Analytical reports are reports that provide facts or data on a certain topic or situation along with analysis or interpretation. Analytical reports can be used for various purposes such as evaluating performance, identifying problems, comparing alternatives, making recommendations, etc.
Research reports: Research reports are reports that provide facts or data on a certain topic or situation based on systematic and rigorous investigation or inquiry. Research reports can be used for various purposes such as exploring new ideas, testing hypotheses, validating theories, etc.
Proposal reports: Proposal reports are reports that propose a plan of action or a solution to a problem or an opportunity. Proposal reports can be used for various purposes such as requesting funding, seeking approval, persuading stakeholders, etc.
Feasibility reports: Feasibility reports are reports that assess the viability or practicality of a plan of action or a solution to a problem or an opportunity. Feasibility reports can be used for various purposes such as determining costs, benefits, risks, challenges, etc.
Progress reports: Progress reports are reports that monitor and report the status or advancement of a project or an activity. Progress reports can be used for various purposes such as tracking milestones, measuring outcomes, reporting issues, etc.
Formats and Structures of Business Reports
The format and structure of business reports depend on the type, purpose, audience, and tone of the communication. However, there are some general elements and guidelines that apply to most types of business reports. Some of the common elements and guidelines are:
Title page: The title page is the first page of the report that contains the title of the report, the name and affiliation of the author or authors, the name and affiliation of the receiver or receivers, and the date of submission or completion.
Table of contents: The table of contents is the second page of the report that lists the main sections and sub-sections of the report along with their page numbers.
Executive summary: The executive summary is a brief overview of the report that summarizes the main purpose, scope, methods, findings, conclusions, and recommendations of the report. The executive summary should be concise and clear enough to be understood by itself without reading the whole report.
Introduction: The introduction is the first section of the report that introduces the topic or problem of the report, provides background information and context, states the purpose and objectives of the report, defines key terms and concepts, outlines the scope and limitations of the report, and previews the organization and structure of the report.
analysis, or recommendations related to the topic or problem of the report. The body should be divided into logical and coherent sections and sub-sections with appropriate headings and sub-headings. The body should also use relevant evidence, examples, data, charts, graphs, tables, etc. to support the arguments or claims.
Conclusion: The conclusion is the last section of the report that summarizes the main findings, implications, and outcomes of the report. The conclusion should also restate the purpose and objectives of the report, highlight the main points or recommendations, and provide a clear and concise answer or solution to the topic or problem of the report.
Recommendations: The recommendations are optional but often included in the report to provide specific and actionable suggestions or advice on what to do next based on the findings or conclusions of the report. The recommendations should be realistic, feasible, and measurable.
References: The references are a list of sources that are cited or consulted in the report. The references should follow a consistent and appropriate citation style such as APA, MLA, Harvard, etc.
Appendices: The appendices are optional but often included in the report to provide additional or supplementary information that is relevant but not essential to the main body of the report. The appendices can include data tables, charts, graphs, questionnaires, surveys, interviews, etc.
Steps and Techniques of Writing a Business Report
To write a business report, one needs to follow some basic steps and techniques that can help achieve clarity, accuracy, completeness, conciseness, courtesy, correctness, and coherence in communication. Some of these steps and techniques are:
Define your purpose and scope: Before writing any business report, you need to define your purpose and scope for writing it. You need to ask yourself: What is the main question or problem that you want to address in your report? What are the specific objectives or goals that you want to achieve with your report? What are the limitations or constraints that you need to consider in your report?
themes, patterns, categories, etc.?
Organize and outline your report: After gathering and analyzing data, you need to organize and outline your report. You need to ask yourself: What are the main sections and sub-sections that you need to include in your report? How will you arrange them in a logical and coherent order? How will you create an effective title page, table of contents, executive summary, introduction, body, conclusion, recommendations, references, and appendices for your report?
Write and format your report: After organizing and outlining your report, you need to write and format your report. You need to ask yourself: How will you write clear, concise, courteous, and correct sentences and paragraphs for each section and sub-section of your report? How will you use appropriate headings, sub-headings, fonts, colors, margins, spacing, alignment, etc. for each section and sub-section of your report? How will you use relevant evidence, examples, data, charts, graphs, tables, etc. to support your arguments or claims in your report?
Edit and proofread your report: After writing and formatting your report, you need to edit and proofread your report. You need to ask yourself: How will you check and improve the content, structure, style, tone, grammar, spelling, punctuation, etc. of your report? How will you use tools such as spell-checkers, grammar-checkers, plagiarism-checkers, etc. to ensure the quality and originality of your report? How will you seek feedback from others such as peers, supervisors, clients, etc. to enhance the effectiveness and credibility of your report?
Business Correspondence and Report Writing: Fifth Edition by R. C. Sharma and Krishna Mohan
If you are looking for a comprehensive and practical book on business correspondence and report writing that can help you improve your skills and achieve your professional goals, then you should check out Business Correspondence and Report Writing: Fifth Edition by R. C. Sharma and Krishna Mohan.
What is the book about?
The book is a complete guide to business correspondence and report writing that covers all the aspects of written communication in business settings. The book provides theoretical concepts, and sample letters and reports on various topics and situations related to business communication. The book also provides tips and techniques for improving grammar, vocabulary, punctuation, and style in writing.
What are the main topics covered in the book?
The book covers the following main topics in 16 chapters:
Basics of Technical Communication: This chapter introduces the concept, scope, importance, and characteristics of technical communication. It also explains the process and principles of effective technical communication.
Essentials of Grammar: This chapter reviews the basic rules and concepts of grammar such as parts of speech, sentence structure, subject-verb agreement, tense, voice, mood, etc. It also provides exercises and answers for practice.
Correct Usage: This chapter covers the common errors and pitfalls in usage such as spelling, capitalization, punctuation, abbreviations, acronyms, numbers, etc. It also provides exercises and answers for practice.
Vocabulary Development: This chapter discusses the strategies and techniques for developing and improving vocabulary such as word formation, word roots, prefixes, suffixes, synonyms, antonyms, homonyms, etc. It also provides exercises and answers for practice.
and sample letters and reports on various topics and situations related to business communication. The book also provides tips and techniques for improving grammar, vocabulary, punctuation, and style in writing.
How can the book help readers improve their business correspondence and report writing skills?
The book can help readers improve their business correspondence and report writing skills by providing them with:
Theoretical concepts: The book explains the basic concepts and principles of business correspondence and report writing such as types, formats, styles, structures, elements, etc. of different forms of written communication in business settings.
Practical examples: The book illustrates the application of the concepts and principles of business correspondence and report writing by providing real-life examples of letters, memos, emails, notices, agendas, minutes, reports, proposals, etc. on various topics and situations.
Exercises: The book reinforces the learning of the concepts and principles of business correspondence and report writing by providing exercises such as multiple-choice questions, fill-in-the-blanks, true-false statements, matching items, etc. on each chapter.
Case studies: The book enhances the understanding and analysis of the concepts and principles of business correspondence and report writing by providing case studies such as scenarios, problems, or situations that require written communication in business settings.
Sample letters and report