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CS101 Introduction of computing

www.Virtualins .pk Prepared by Imran Baloch

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ENG301- Business Communication Lecture Wise Questions and Answers

For Final Term Exam Preparation by Virtualians Social Network

Lecture No. 23

Topic: LETTER WRITING

Claim Letter:

A letter sent by a customer to a business company or agency to identify a problem with a product

or service is termed as claim letter. Claim letter is also known as complaint letter. Usually, a

claim letter contains a request for adjustment, such as a refund, replacement, or payment for

damages.

Examples:

1. An incorrect bill, invoice, or statement

2. A bill for merchandise ordered but never received

3. Delivery of unordered merchandise

4. Delivery of incorrect merchandise

5. Delivery of damaged or defective merchandise

What is Adjustment letter Explain types of it.

An adjustment letter is the reply to a complaint (called a claim letter).

There can be three types of adjustment letters.

1. When the seller is at fault

2. When the buyer is at fault

3. When the third party is at fault

What are the causes of claims?

An incorrect bill, invoice, or statement

A bill for merchandise ordered but never received

Delivery of unordered merchandise

Delivery of incorrect merchandise

Delivery of damaged or defective merchandise




What is claim?

A claim is written to inform the company of the problem and suggest a fair compensation. No

matter how annoying the nature of the problem, how great the inconvenience, the purpose of a

claim is NOT to express anger, but to get results

Sarcasm in communication

Sarcasm is a sharp, bitter, or cutting expression or remark. In business communication, you are

not recommended to be sarcastic in your dealings with your colleagues, juniors or any other staff

member. It is a habitual behavior pattern that weakens the teamwork. A sarcastic/pointed remark

uttered even for the sake of fun could ruin your impression and communication of course so, it

should be stopped for being effective in communications.

What is an adjustment Letter?

An adjustment letter is an answer to a written complaint. The aim is to inform the reader that his

complaint has been received and considered. This legal document informs the complainant about

the decision against his claim. Adjustment letter is an opportunity to maintain the goodwill and

renew the confidence with your inconvenienced customer.

What is the relationship between the claim and adjustment letters?

An adjustment letter is the response of the claim/complaint by the complainant.

What is sarcasm in communication?

Sarcasm is a sharp, bitter, or cutting expression or remark. In business communication, you are

not recommended to be sarcastic in your dealings with your colleagues, juniors or any other staff

member. It is a habitual behavior pattern that weakens the teamwork. A sarcastic/pointed remark

uttered even for the sake of fun could ruin your impression and communication of course so, it

should be stopped for being effective in communications.




Lecture No. 24

Topic: Letter Writing "guarantee and warranty"

Answer to a request for repair or replacement for his automatic garage door opener:

Dear Mr. Hassan,

You are right to expect high-quality merchandise from The Automatic Door Company. We try

to give you the best for your money and to stand behind our products when they fail as a result of

defects in material and workmanship, as our warranty states.

We appreciate your sending the door opener to us for analysis. It appears that the opener has got

wet. Excess of moisture over a period of time causes this defect.

Our service manager estimates that cleaning and repairing your door opener would cost Rs.

2500. Since your door opener is several years old, you may want to consider buying a new one.

We have made many improvements to our door openers since yours was manufactured,

including a sealed circuit board that would prevent the possibility of damage from moisture. A

new door opener, which costs Rs. 3500.00 postpaid, should give you even longer service than

your old one did.

Please let us know whether you want us to repair or replace your door opener.

Yours sincerely,

Credit Letters:

Writing Credit Letters:

A Promise of future payment in cash OR KIND GIVEN IN EXCHANGE for goods or service is

called credit. It is the instrument which enables manufacturers, producers, retailers and

consumers to obtain goods at a time when they can be used or sold even if ready cash is not

available.

The major reason customers wish to establish credit is convenience. Customers can:




Buy now and pay later

Avoid carrying cash with them or writing cheques.

Exchange and buy goods on approval more easily.

While writing credit letters:

Be careful as they are permanent record and protect in case of legal difficulties.

Credit letter must be courteous, tactful and dignified.

Letters concerning credit fall into these basic categories:

Letters requesting credit.

Letters extending credit.

Letters refusing credit.

Guarantee and warranty

Guarantee refers to the post sale performance. It means that the manufacturer stands behind the

product like a guarantor to a loan. It is a formal promise, like a contract, that if the performance

is below par, the goods will be repaired or replaced or the money refunded. Warranty relates to

the sale of goods and will say that it is of a particular standard. A warranty is a promise that

refers to more tangible things, like parts of the product or machine. It promises that the motor in

a juicer will function smoothly for a year or two. If it doesn't, the manufacturer will repair or

replace the motor.

When the buyer is at fault

The statement conveys the meaning that in a particular sale-purchase deal or business the

mistake is at customers end.

For example:

A customer has not provided the correct address (some spelling error) therefore; he has

not received the product.

Improper transportation means has caused damage to the product.

Buffer




Buffer means something that lessens or absorbs the shock of an impact. It is to use positive,

pleasant statement rather than negative statement in the beginning of your message. It brings the

readers in positive frame of mind and improves the acceptability of your message. Buffer

statement does not mean to change the bad news into good news but to convey the bad news in a

positive manner to get the desired response.

What is Minutes of the meetings?

The written record of the proceedings of a meeting is called the minutes of the meeting.

Basically minutes of a meeting are the summarized discussions, recommendations or decision

taken against particular agenda points.

Is Memorandum sent in form of only hard copy? Are Organizations using Memorandum now

days?

A memorandum is used inside the organizations for different purposes. For example, a

memorandum circulated in different departments of an organization in order to inform the

employees about new rules regarding punctuality of the staff. Memos are used in hard as well as

soft form. In electronic (soft) form they are emailed to the recipient(s). It is advised to observe

netiquette (Net/Email etiquette) while communicating electronically.

Lecture No. 25

Topic: Letter Writing

Collection Letter Series:

Collection letters are usually sent in a series. The first is mildest and most understanding, with

the letters getting gradually more insistent. The final letter in this series, when all efforts have

failed, threatens to turn the matter over to a lawyer or collection agency or court of law. Of

course, the tone of any of these letters in the series will vary, from positive and mild to negative

and strong, depending upon the past payment record of the particular customer. The intervals

between the letters may also vary, from ten days to a month at the start, from one to two weeks

later on.

Every letter in a collection series should contain certain information.

1. The amount owed.

2. How long the bill is overdue.

3. A specific action the customer may take.




What are the steps of massage?

Following are the five planning steps to write an effective business message:

1. Define the purpose of the message.

2. Analyze your audience readers or listeners.

3. Choose the ideas to include.

4. Collect all the facts to back up these ideas.

5. Outline organize your message.

Concept of Collection letters

Collection Letter

Written notification of the pending amounts, meant to stimulate past-due customers to make a

payment. Collection letters are sent usually one after another while maintaining a level of

decorum, the letters tone and language become increasingly less patient with each successive

letter, until at least some payment is received or with the final notice that account will be turned

over to a collection agency. An effective letter of collection achieves its purpose without

destroying the customers' goodwill that was painstakingly acquired over the years.

Claim letter to some organization then the organization send us adjustment letter ....is it?

When one will send claim letter, organization will send adjustment letter according to its policy.

Organization will explain whether one's claim is justified or not.

,Is there any standardized format for successful collection letters or it is relative to the norms,

values and culture of any particular society?

Successful collection depends on the following factors:

Understanding of Human Nature

Knowledge of collection policies and laws

Using persuasive / positive appeals effectively

So, the writer has to keep in mind these factors while writing a collection letter.

The letter should adopt 'you attitude' towards the debtor so that it should be able

to get the money from him while building good will at the same time. This is the

standardized format that is followed all over the world though it may vary slightly

according to the collection laws and policies of different countries.




How to avoid this position that our appeal may not be taken as flattery?

Appeal is basically a form of request, and usually we make a request in polite and respectful

mannner.Specified format of appeal is also devised maintaining the elements of politeness and

respect in it, rather than flattery. Standard specified format of appeal is always taken as

respectful request in organizations, not as some flattering statement.

Clarify the action minutes?

Action minutes record the steps toward achieving a company's strategic goals. Action minutes

keep track of what is getting done, not what is being said.

Minutes of meeting

Formal minutes do not include discussions, resolution and action minutes are types of formal

meeting because here discussion is not involved, but narrative minute is the type of informal

meeting because here discussion is involved.

What are the rules of gift giving?

What is inductive and deductive decision making pattern?

What are the social amenities?

Rules of gift giving are related to manners which are a part of individual cultural variables.

Every culture has its unwritten rules of gift giving. For example, in China a clock is not a gift to

be given as it seems to be like the word 'death' whereas it is not so in

The other cultures.

Inductive decision making is based on inductive reasoning which involves moving from the

specifics to generalities. For example, somebody says that he all the cows he has seen are

spotted. So, he concludes on the basis of his observation that all the cows are spotted. On the

contrary, in deductive reasoning one takes a general theory, tests it and on its basis reaches to a

specific conclusion. Both the theories can give sound or unsound results. In some cultures,

people follow the inductive way of thinking while in other cultures, deductive way is followed.

Social amenities refer to the public utilities, for example, health, training centers, shopping

complexes, hotels, etc. Pakistanis, French, Britishers, etc. like to be benefitted by more




comfortable public utilities whereas Americans, Germans, Singaporeans, Dutch, etc. are tougher

and hard working. They are faster in their work and can do without the material comforts.

Lecture No. 26

Topic: Letter Writing

Sales letters start with an attention-getting device. Professionals use some common techniques to

attract audiences attention. Look at the following beginnings:

A piece of genuine news. In the past 60 days, the commercial electricity billings have

shrunk by 12 percent.

The most attractive feature plus the associated benefit. New control device ends

problems with every type of pilferage!

An intriguing number. Here are three great secrets of the worlds most loved

entertainers.

A sample of the product. Heres your free sample of the new medicated tooth brush.

A specific trait shared by the audience. Busy executives need another timesaving

device

A provocative question. Are you tired of watching inflation eating away at your hard-

earned profits?

A challenge. Dont waste another day wondering how youre going to become the

success youve always wanted to be!

A solution to a problem. Tired of chilly air rushing through the cracks around your

windows? Stay warm and save energy with Storm Seal Weather stripping.

Stressing benefit of previous students.

What is the difference between the solicited and unsolicited sales letter?

Solicited Sales Message

Solicited sales messages are generally written in response to some specific inquiry. The main

objective of such letters is to give a quick response to someones request for information.

For example, if a candidate submits his/her resume (job application) in response to a job

advertisement, it will be a solicited message.

Unsolicited Sales Message




Letters/messages that we write without any inquiry are called unsolicited sales messages.

Companies write these letters to persuade the people to buy their products or services. Brochures

and newsletters are examples of unsolicited sales letters.

Circular letters are written within the organization or outside the organization?

Circulars are used for internal as well as external communication.

What are major steps in informal meeting?

In general, informal meetings are not well planned in advance. No formal notification is

circulated. Members are informed through informal means like a phone call, etc. There are no

definite steps to be followed during such meetings. Such meetings are normally conducted to

encourage a cooperative approach for solving problems. For example; the meeting of a factory

manager with the president of a labor union in secret, can be termed as informal meeting.

What are solicited and unsolicited letters?

Writing Solicited Sales Letters

Solicited sales are the letters that we write in response to an inquiry. With these letters, the

organization has one central goal: to get responses quickly to someones request for information,

use the direct plan for the solicited letter.

Organizational Plan Responding to Solicited Letters

1. Opening paragraph use the good-news approach.

a. Answer the inquirers questions favorably.

b. Indicate that the requested material will be sent.

2. Body

a. Answer additional questions.

b. Provide educational, resale, or sales promotion information.

c. Be truthful about negative information.

d. Arrange your answers so your positive responses are at the beginning and the end; embed

(put in the middle) your weaker or negative comments.

3. Action ending

a. Make the action easy.

b. Suggest benefits to reader.




c. Focus on the positive aspects.

Writing Unsolicited Sales Letters

Unsolicited sales letter are those letters which we write to people who can be persuaded

through these letters to buy our products or services. These letters demand superior writing skills.

Often we will work with a marketing department or even an ad agency; they will make

recommendations about the mailing lists, the timing, the core theme, and the visual presentation

of brochures and accompanying material.

Lecture No. 27

Topic: Memorandum & Circular

Circular and writing plan:

Circular and writing plan, both are different terms, a letter you have written and want to send

multiple people via e-mail or traditional way is called circular. On the other hand, writing plan is

purely personal to write something. For more details view the relevant lecture carefully.

What is the difference between formal minutes of meeting and informal minutes of meeting?

The difference between informal and formal meeting minutes is how we record the minutes. In

informal minutes we summarize the discussions while in formal minutes we do not include

discussions. Only resolutions, committee assignments and reports, and other specific

accomplishments are included. Topical headings and key points of the discussions are used for

easy reference.

For what purpose the Minutes of meeting are writing?

Minutes of meeting are taken for the purpose of record keeping.

What is reported and reporting speech?

Direct speech and reported speech/indirect speech are two different ways to say what someone

else said.




Reported Speech is another way of saying what someone said, but not the exact words and

without using quotation marks. It is referred as speakers words reported in subordinate clauses

governed by a reporting verb, with the required changes of person and tense. It is also called

indirect speech.

For example,

He said that he would go. (The person's exact words were I will go.)

Reporting Speech is that part of direct speech which is written outside the inverted commas. For

example, He said denotes the reporting speech in the sentence He said, I will go.

What is the difference between circulars and memos?

A circular displays information of popular interest in a designed format for distribution to the

public whereas; a memorandum is a note usually for internal use within a department or a

company.

What is the meaning of Tone of the memorandum?

Usually, informal tone is used to write a memo. However, the tone of the memo is influenced by

the position held by the writer in relation to that held by the receiver. Also, the topic under

consideration plays an important part in determining the tone.

Explain that what is the difference between Letter (sales, credit, and adjustment) and Circular

letter what are major difference.

A letter of credit is a document issued by a financial institution, or a similar party, assuring

payment to a seller of goods and/or services.

An adjustment letter is an answer to a written complaint. The aim is to inform the reader that his

complaint has been received and considered. This document informs the complainant about the

decision against his claim. Adjustment letter is an opportunity to maintain the goodwill and

renew the confidence with your inconvenienced customer.

Sales Letter is a piece of persuasive writing which is designed to persuade the reader to purchase

a particular product or service.

Circular is a letter which is designed to distribute to a large number of people.

You are advised to study lesson no. 23 to get the definition and difference between credit and

adjustment letter, lesson 26 to clear your concept about sales letter, and lesson no. 27 to know

about the circular. These concepts are comprehensively explained in the above mentioned




chapters. However, you can ask any query wherever you feel stuck in comprehending the

concepts.

What is Difference B/W Guarantee & Warrantee?

A guarantee is giving you their word (it is more like an empty promise.) A warranty is in writing

that they will correct any problem within the scope of the warranty. It is recommended to take a

warranty over a guarantee anytime.

Furthermore, guarantee is more in manufacture and warranty is more in distribution and reselling

parts. For example, a company manufacturing cars is liable for manufacture guarantee,on the

other hand, some importer or distributor reselling the products will use warranty.

What is the Difference between an Email & a Letter?

Email and letter are the source of communication. Email refers to messages send over computers

and includes everything from causal notes to friends to multimedia presentations sent across the

world. A letter is sent through postal service, the kind you write with pen and paper. Email has

gained popularity with the spread of the Internet. In many cases, email has become the preferred

method of communication. Email is more efficient and faster than a letter.

Lecture No. 28

Topic: Minutes of the Meeting

Is the reminder used in letter the sign of warning or not?

Reminders are used in collection letters. These can vary from gentle reminders to warning letter.

Usually we give three reminders to collect the unpaid amount.Only final reminder letter owes the

tone of warning.

Differentiate formal and informal minutes of meeting?and which one is superior and more useful

and what are reasons for it.

The difference between informal and formal meeting minutes is how we record the minutes. In

informal minutes we summarize the discussions while in formal minutes we do not include

discussions. Only resolutions, committee assignments and reports, and other specific

accomplishments are included. Topical headings and key points of the discussions are used for

easy reference. The selection of type of minutes depends upon the situation or meeting type.

Explain that what is the KEY DIFFERENCE between Memo and Circular.




A circular displays information of popular interest in a designed format for distribution to the

public.

It may be used to send the same information to a number of people.

It is extensively used in sales campaigns and for announcing important developments in

business, such as extension, reorganizations, changes of address, etc.

A circular letter is prepared once only and it may then be duplicated for distribution to the

various recipients.

A memorandum is a note usually for internal use within a department or a company.

It may be used for making informal reports, outlining new policies or giving briefing &

instruction etc.

Memorandums help to determine responsibility. It also helps to clear up inconsistencies and

record needed information.

In most companies and organization, memorandums are written in the first person like business

letters.

Informal writing style characterizes the memos.

The tone of the memo is influenced by the position held by the writer in relation to that held by

the receiver.

Who are the care taker of the minutes of meeting?

Usually, the care taker of the minutes of meeting can be secretary or someone else to whom duty

is assigned.

Managerial with reference to minutes of meeting.

Managerial is a meeting agenda category/head in which the minutes taker can enlist all the

minutes related to the progress of the company affairs, i.e. to inform about policy, to brief, to

delegate tasks, to discuss problems, to reach group decisions, etc.

The terms agenda and care taker .

An agenda is a list of meeting activities in the order in which they are to be discussed.

Second part of your question is not clear. Please rephrase your problem statement to make it

clear.

Difference between internal mail system of the org and internal mail enevolope?

Internal mail system is the communication or mailing system present within an organization.

Pigeon-holes and internal mail envelops are the two devices for internal communication.




Pigeon holes?

A pigeon-hole is the name of message box or mail box used for communication in organizations,

workplaces and academic institutes. Each staff member in the organization is allocated a mail

box or pigeon hole. This internal mail system ensures in person collection and delivery of

documents.

Memo is direct or indirect organizatioal plan?

For memo writing you can use direct as well as indirect organizational plans but it is advised to

always use indirect organizational plan for writing bad news.

Lecture No. 29

Topic: Business Reports

What is difference between Explanation and description?

Explanation tells us why something is the way it is, whereas description states how it is. For

example, explaining why we get sick might require an account of human biology, medicine, and

so on. While a description of sickness would involve the symptoms or experiences of sickness.

Define the body part there is chronological and geographical and categorical !!

Chronologically means arranged in order of time of occurrence.

Geographically means related to the geography of a specific region.

Categorically means related to a category or categories. For example, categorical arrangement

of market reports.

What are the fundamental rules of business reports and what rules and parameters one should

follow to write a good report?

Segment name and

order in report

Segment Description and Tips

http://en.wikipedia.org/wiki/Communicationhttp://en.wikipedia.org/wiki/Educational_institute




1.Title Page Title of report

[Example] Author & author's title

Person/organization who requested the report

Date of completion

2. Letter of transmittal

[Example]

Is set out as a formal business letter addressed to the

person requesting the report

Explains on whose authority the report was written

May summaries or draw attention to specific material in a

report

Acknowledges assistance in researching and compiling the

report

3. Table of contents Includes from summary through to appendices

[Example] Does not include title page and table of contents page

Uses the decimal numbering system (DNS)

Indents each layer of the DNS

Identifies appropriate page numbers

4. Summary Represents 10% of the written report, and includes:-

(Also known as synopsis,

executive summary and

precis)

Why (the purpose of the report)

Scope (what issues are covered and what issues are not

covered)

How (brief details of research methods)

What (important results and findings)

So what (major conclusions and recommendations)

All covered in the same order as the report

BODY OF THE REPORT

5. Introduction What is the report about?

Why it is being written?

Who is conducting the research?

Any background information relevant to the report

Scope (what will and will not be covered)

6. Discussion Break your information up into sections and sub-sections

using Decimal Numbering System

http://www.ncistudent.net/studyskills/writingskills/reports1.htm#Title#Titlehttp://www.ncistudent.net/studyskills/writingskills/reports1.htm#Transmittal#Transmittalhttp://www.ncistudent.net/studyskills/writingskills/reports1.htm#Contents#Contents




Confine yourself to the facts

Present your information clearly

7. Conclusions This section answers the question what does all this stuff

mean?

Relate your answers back to the original purpose of the

report

Includes a clear summary of the main points

Outlines the findings of the research

Do not introduce new information in the conclusion

8. Recommendations Should be written in descending order of importance

Emerge from the conclusions

They are the honest, justified opinions of the writer and

include:-

What is to be done

Who is to do it

How/when it is to be done

END MATTER

9. Bibliography

10. Appendices Contains supplementary material too detailed for the main

body of the report

May include photographs, tables, charts, maps, statistics,

questionnaires etc

Any inclusions must be clearly labeled and referred to in the

body of the report

What are the major types of reports?or the major reports are formal and informal and others are

subsidery of these two or all the types of report.

Main types are formal and informal reports. Other types fall either under the category of formal

or informal reports. For example,memorandum reports are informal business reports that have

subtypes, that is, informational memorandum reports and analytical memorandum reports.

Conference reports, periodic reports and progress reports are further types of informational

memorandum reports. Long reports are usually formal in nature where short reports are informal.




Sales reports and financial reports period.

They are routine reports prepared at regular time interval-daily, weekly, monthly quarterly or

annually.

Explain cc in memo.

It stands for "Carbon Copy."

Used at the bottom of a memo, it shows who else you've also sent a copy to.

What is mean by the Informational Memorandum Reports?

The central purpose of informational reports is to inform and to summarize information, similar

to the speech to inform. Obviously, these reports vary widely in content, depending on type of

business, purpose, topics discussed, and readers needs.

Information Memo reports will

Inform

To summarize some information requested

Organize information objectively

Make recommendation

What is good business report?

What makes a good Report?

A report must have a clear logical structure with clear signposting to show where the

ideas are leading.

The report must make a good first impression. Presentation is very important

All reports must be written in good English using short sentences and with correct

grammar and spelling

Where to start?

Report Structure

Before you write you should define the high level structure of the report The

Table of Contents

Defining a clear logical structure will make a report easier to write and to read.




Report Structure I

Title Page

Abstract

Table of Contents

Introduction

Body Technical Detail & Results

Discussion & Conclusions

References

Appendices

Report Structure II

Introduction

Background and Context

Technical Details

Results

Discussion & Conclusion

Order of Writing

Start with the technical chapters/sections

Then move onto the discussion

Finally write the conclusions and introduction and abstract if you are including one

What goes in the Appendix?

The appendix should not contain:

Material that is crucial to the flow of the document

Unnecessary bulking material

The appendix should contain:

Material the would interfere with the flow of the main document, either because it

is too long or not essential reading, e.g. lists of parameter values etc.

Bibliography list of all the sources of material you reference in you document.

Writing Style




Your style should be:

Readable, Professional, Objective, Logical, Succinct

Always write in the third person:

The experiment was preformed. not

I did this experiment

A lot amount of data can be found on the WWW not

I found a lot of data on the WWW

Spelling & Grammar

You dont get marks for good spelling but you can lose them for bad spelling!

Use the spell checker in Word but dont assume that it will correct all your typos

Word will also check your grammar but dont rely on it

Read your work aloud, get a proof reader, proof read yourself thoroughly

Capitals

Only use capitals for proper nouns

Place names, company names etc

If you are using acronyms define then at the first point of usage:

New Product Development (NPD)

Avoid using capitals for emphasis, use bold, italics or underlines if you must.

Headings

Differentiate headings from the rest of the text using different fonts, bold, italics or

underlines.

Be consistent in how you format your headings use predefined styles, modify these to

suit your needs

Dont go beyond 3 levels of headings

Tables, Figures & Equations

All tables must be labelled descriptively across the top and must be referenced in the text.

All figures must be labelled descriptively across the top and must be referenced in the

text.

All equations must be numbered consecutively




General Presentation

Text must be 12 point and 1.5 spaced

Sheets should be plain white A4 printed in one side only, in portrait orientation except

where necessary for tables and figures

Text should be justified on both sides, and leave a blank line between paragraphs.

A staple in the top right hand corner is sufficient for most reports

Follow instructions given by lecturers

Cheating

Cheating in an exam is defined as the use or attempted use of unauthorised material;

unauthorised collaboration or attempted unauthorised collaboration; copying or attempted

copying. Cheating is considered a Major offence under the Code of Conduct and

suspected cases will be referred immediately to the Discipline Committee.

Citations and Referencing

An citation is the acknowledgement in your writing of the work of other authors and

includes paraphrasing and making direct quotes.

Unless you have a very good reason to do otherwise you should paraphrase that means

putting the material into your own words. This shows that you understand what you have

read and know how to apply it to your own context.

Use direct quotes sparingly.

Examples of paraphrasing

According to Montoya-Weiss and Calantone (1994) a wide variety of methodologies and

study types have been used




A study of product development in the Japanese electrical machinery industry (Wakasugi

and Koyata 1997) found that ..

Traditionally small firms are seen as being flexible and innovative while large firms are

expected to have structured processes (Wakasugi and Koyata 1997).

Much of what is published about structure and organizational issues in small firms

focuses on external relations ..(Rothwell and Dodgson 1991; Hoffman et al. 1997;

MacPherson 1997).

Direct Quotes

Direct quotes need to be placed between quotation marks:

Rosenfield defines a cluster as a geographically bounded concentration of

similar, related or complementary businesses, with active channels for business

transactions, communications and dialogue, that share specialised infrastructure,

common opportunities and threats. (Rosenfeld, Cited in Cook, 1996:143)

This shows clearly that the words being used are not your own words.

Longer Direct Quotes

There are occasions when it is useful to use include longer direct quotes. If you have to

do this and are quoting more that about 40 words you should again use quotation marks

but also indent the text. (Some authors change the spacing or use italics for longer

quotes.)

Example of Longer Direct Quote

The sustainability of higher-value added industry is grounded in the diminishing significance of

cost structures; their success is grounded in the capacity to innovate.

At the level of the European Union, a weak capacity to innovate has been identified as a




innovation, in the sense of product, process, and organisational innovation, accounts for a

very large amount, perhaps 80 90% of the growth in productivity in advanced economies.

What is the difference b/w formal and informal report and what is the purpose of report?

Formal reports are carefully structured; they stress objectivity and organization, contain, much

detail, and are written in a style that tends to eliminate such elements as personal pronouns.

What distinguishes a formal report from an informal reporting of information? The answer lies

not in the topics of formal reports, but in the expectations of the audiences for formal reports. In

a formal report, the audience expects a methodical presentation of the subject that includes

summaries of important points as well as appendices on tangential and secondary points. Note

that the readers for a formal report are often two or more distinct audiences. These distinct

audiences include professionals specializing in the report's subject matter, professionals not

specializing in the report's subject matter, and managers overseeing the report's subject matter.

Informal reports are usually short messages with natural, casual use of language. The internal

memorandum generally can be described as an informal report.

What is mean by the Informational Memorandum Reports?

The central purpose of informational reports is to inform and to

summarize information, similar to the speech to inform. Obviously,

these reports vary widely in content, depending on type of business,

purpose, topics discussed, and readers needs.

Information Memo reports will

Inform

To summarize some information requested

Organize information objectively

Make recommendation

Lecture No. 30


What is the direct order or organizational plan?

Organizational plan means a layout for writing letter-reports.




There are majorly two types of organizational plans:

. Indirect plan

. Direct plan

Direct plan is a format for writing a letter-report where the purpose of the letter-report is stated

immediately, followed by explanation or reasons. It is used to write informational or

analytical reports where the request is likely to be granted.

Format of report:

Report writing and format of the report:

Report writing is one of the most critical stages of many endeavors in the business world as well

as the academic world. All the efforts that one has undertaken are finally translated into a report.

It is going to be the face of the project and people are going to judge the project based on the

reports given to them. Reports also form a very important tool for decision making. The report

could be anything ranging from a one-day project to a Ph.D. thesis which is researched for years.

The final report could make or break the entire project. Hence it is very important to write a good

report.

A "good report" is a very subjective term. What do we define as good"? A good report should

be one, which effectively conveys what the writer wants to say or what the outcome of the

project is. A report is as much a communication tool as much it is a decision making tool. This

becomes very relevant if the report is going out of the organization as it could also serve as a

public relations vehicle for them.

Let us look at some hints, which will help us in writing effective reports.

Main Parts of a Report:

A report can be largely divided into the following parts:-

1.Cover

2. Title page

3. Summary of the report

4. Table of contents

5. Introduction to the report

6. Main body of the report

7. Conclusions




8. Recommendations

9. Annexure ,appendices and references

Adjustment letter

An adjustment letter is an answer to a written complaint. Its aim is to inform the reader that his

complaint has been received and considered. This legal document informs the complainant about

the decision against his claim. Adjustment letter is an opportunity to maintain the goodwill and

renew the confidence with your disturbed customer.

BUSINESS REPORTS.

A business report is a standard form of business communication that combines qualitative and

quantitative information in a logical format, serving as critical corporate documentation.

Business reports present information-based views of the enterprise to appropriate audiences and

can be automatically individualized for each user.

What is meant by envision?

Envision means to imagine something in your mind, which is not yet in existence. This statement

means; it gives you a picture of an ideal day at work.

What is cover letter?

Cover letter is a letter which is sent along with other documents to provide additional

information.

What is letter of transmittal?

A transmittal or cover letter accompanies a larger item, usually a document. The transmittal letter

provides the recipient with a specific context in which to place the larger document and

simultaneously gives the sender a permanent record of having sent the material.

Transmittal letters often accompany reports and inform readers of a report's context. Typically,

the letter includes information not found in the report. For example, the letter contains

information about the particular project and/or due dates. A Transmittal Letter is a business letter




and should be formatted accordingly; that is, you should include the recipient's address, your

address, a salutation and closing. You can also include contact information in a transmittal letter.

Either the body part of the letter should be minimum e.g 3-4 lines or it should be 8-10 lines?

what type of letter impact best on reader's mind?

The length of the body of the letter depends upon the requirement of the sender of the message.If

message can be conveyed in 2 to 3 lines, then two or three lines are enough.If message requries 6

or 7 or 8 lines, then body will consist of one to two paragraphs.Usually the body of the letter

consists of one to two paragraphs and this length of body leaves a good impact on the reader.

Lecture No. 31


What is meant by cover?

The cover is the first encounter with the reporter and has to be eye-catching. The cover also

serves to further the corporate image of the organisation. In case of reports prepared by students

the cover page and the title page is usually the same.

What is prefatory parts?

Prefatory Parts include the followings:

a) Cover

b) Title fly

c) Letter of authorization

d) Letter of acceptance

e) Letter of transmittal

f) Table of contents

g) List of illustrations

h) Synopsis or executive summery

What is importance of Synopsis or ExeSynopsis or Executive Summary?

A synopsis is a brief overview (one page or less) of reports most important point. It is also

called abstract. Executive summary is a fully developed mini version of the report and is




comprehensive. We can understand its importance due to the following reasons:

1. It make your summary able to stand alone in meaning a mini-report.

2. It make it intelligible to the general reader. Readers of summaries will vary widely in

expertise, perhaps much more than those who read the report itself. So its all technical data is in

plain English which is accessible for all.

3. It is in summary form.

4. It is well ordered and contains all the points regarding any issue.

5. The Abstract communicates the scope of the paper and it facilitates research.

What is importance of Letter of Transmittal?

Transmittal document:

The transmittal document is not part of the report, but accompanies the report. In letter, memo, or

minute form, it personalises the report for a specific reader and calls attention to those items or

sections in the report which are of particular interest to that person.

What is integral?

Integral means belonging as an essential part of the whole. It is used as a complete unit.

Concept of Title Fly.

Title fly contains only the report title and is optional. It follows the cover page of the formal

report.

What is Appendix/Appendixes?

Appendix/Appendixes is the supplementary part of the formal report. It contains the additional

material related to the report but not directly related to the text. It includes photographs, long

quotations, maps, miscellaneous physical data and description of equipment.

Which is a good research proposal Narrowly defined or Broadly defined.

A narrowly defined project is a good research project as it focuses specifically on one problem.

A broadly defined project usually turns out to be a group of research projects that cannot be

covered in a single research project.




What is difference between application letter , job inquiry letter and proposal ,these are not same

, also explain major differences between market report and busines report.

There are two basic types of cover letters. The most common is the application letter and the

other one is prospecting letter or inquiry letter. The first one is solicited and you are aware of the

available jobs while in the second one, you send your letter and inquire about potential

opportunities and this is called unsolicited application letter. Both of these can be written with

any type of resume depending upon the nature of job as described in types of a resume. The

structure of these letters is similar but the situation is different.

A proposal aims to persuade the intended audience to do something. Business proposals strive to

persuade potential customers to purchase a company's products or services. These may persuade

the intended audience to fund a new project. Companies write proposals to attract new business,

sales clients and projects. Research professionals write proposals to attract funding for further

studies. Proposal has an introduction that summarizes the problem and your proposed solution; a

main body that explains the details of what you are proposing; and a conclusion that emphasizes

how your solution will benefit your client.

In simple words, business reports are about different aspects of the organizations like report on

the strike of the workers in the factory or a report on the slow sales and rising complaints.

Market report is about condition of the market and specifically related with markets like a report

on prices of the specific goods.

Explain Few terms

1 letter of authorization

2 letter of acceptance

3 leter of trnsmitted

Also explain solisited and unsolicited letter

Here are the definitions:

1.Letter of authorization is a written confirmation of a person's rank or ability to enter into a

contract or to take a specific action.

2. Letter of acceptance is formal indication of a successful application of something. In business

communication they are used to acknowledge the assignment. It includes the time and money

restriction and other relevant detail.

3. Transmittal letter accompanies a report and inform the audience or the reader about report's

context.For example, it contains relevant details about a particular project.

4. A solicited application letter is written in response to an announced job opening. The




applicant usually knows what qualifications the organization is seeking whereas an unsolicited

letter is such a letter that is written without any job announcement in the newspaper. The writer

has to use attention-getters in order to capture the reader's attention as it is not an invited job

application.

Lecture No. 32

Topic: MARKET REPORTS

What do you meant by CSP "Central Sailing point"

Central Selling Point

The central selling point (CSP) is the information that is most likely used to convince the buyer

to buy a product or service. The CSP might be appearance, durability, comfort, convenience,

price, or any other positive feature that can have the greatest influence on your readers decision

to purchase that item.

What is cover letter?

Cover letter is a letter which is sent along with other documents(for example, Curriculum vita

/ Resume) to provide additional information.

Difference between business letter and simple letter with complete format.

Business letters and simple letters all follow almost the same format. But a business letter can

have Cc or Bcc to send it to the higher authorities. The body of a business letter is related to

business matters; while a simple letter discusses personal affairs. A business letter is written on

the letterhead of a company. Furthermore, it can have the following optional parts: Attention

line Subject Line Enclosure(s) Copy Notation File or Account number and mailing

notation Postscript

What is meant by purposal ?

Definition of Proposal:

A document that offers a solution to a problem or a course of action in response to a need is

known as proposal.




Certain analytical reports are called proposals which include bids to perform work under a

contract and plea for financial support from outsiders. Such bids and pleas are almost always

format. It matters a little weather your proposal is a memo or a full document.

What does matter is the structure you apply to writing good proposals.

i. Professors submit proposal to companies stating that they can help solve problems within a

company

ii. Advertising agencies bid on being the agency of record in publicizing a product or idea

for a client.

iii. Companies submit proposal to foreign government to do project.

What is the different type of purposal ?

Kinds of Proposal

Basically there are two kinds of proposal;

Research Proposal

Business Proposal

i) Research Proposal

A research proposal is usually academic in nature professors at schools for which they

work, desire to obtain grant in response to a request or an announcement from the government or

other agency. Academic institutions submit most research reports.

ii) Business Proposal

In length, proposal may be similar to other report, short or long and normal. Like reports a

proposal may be solicited or unsolicited. While writing a solicited business proposal remember

you most likely have many competitors also bidding for that contract.

Writing an unsolicited proposal, you need to convince the reader or review committee that you

understand the organizations problem and that your firm or you are qualified to solve it

successfully

What is World Cocoa Report.

Cocoa Report

Cocoa Report provides cocoa traders the only daily review of weather and crop impact for key

world cocoa producing areas.

What is KSE And EDEs.




EDEs is an organization which provides successful expertise for effective planning,

communication and management services, creating the right conditions for a stress-free move.

Moves are delivered on budget, in time and to award winning quality standards.KSE stands for

Karachi Stock Exchange.

Thesis and letter of transmittal.

A thesis is a document submitted by a candidate for an academic degree or professional

qualification presenting the author's original research and findings on a particular topic.

A letter of transmittal is a document usually presented with the report. It tells the reader about the

report in a less formal manner. It is used to highlight the points of interest of the reader or to tell

him about the confidential information related to, but not the part of, the report. It conveys what

you would say if you were handing the report personally to the authorized person.

Explain about hasty generalization, hidden assumption and either or scenarios.

Hasty generalizations mean generalizing/assuming something in a haste.

For example: Marketing strategy Z increased sales 15 percent in Lahore supermarkets. Lets try

it in Karachi.

Here the businessman, without making any calculations or visiting the Karachi market, is

assuming that Karachi market is the same as that of Lahore. Therefore, he is generalizing in

haste that both the markets are the same.

Hidden assumptions mean hiding a questionable major premise:

We are marketing product X in Print media because we marketed product Y in Print media.

Here, the businessman is hiding the major assumption: Is it compulsory that the product X and

product Y should be marketed the same way? What if both products need to be marketed in

different ways?

Either or scenarios mean setting up two alternatives and not allowing for others:

http://en.wikipedia.org/wiki/Academic_degreehttp://en.wikipedia.org/wiki/Research




We must open a new plant by spring, or we will go bankrupt.

Here, the person has limited himself to only two possibilities. Either the company has to open a

new plant or they would go bankrupt. Surely there are other ways to avoid bankruptcy which

might include changing certain strategies.

Concept of Stock Exchange Report and also see the differen Stock Exchanges.

A marketplace in which securities, commodities, derivatives and other financial instruments are

traded. The core function of an exchange - such as a stock exchange - is to ensure fair and

orderly trading, as well as efficient dissemination of price information for any securities trading

on that exchange. Exchanges give companies, governments and other groups a platform to sell

securities to the investing public.

An exchange may be a physical location where traders meet to conduct business or an electronic

platform.

The report which telles about the business exchnages in a stock market is called a stock exchange

report.

What is the importance of stock exchange market? and how it effect the economy of the country?

Stock exchange is the indicator of economy; shares of different companies are present there.

When shares of companies rise up, it means economy is growing and country is progressing but

when shares come down or remain stable, it means that economy is in trouble or stable.

The stock market plays a pivotal role in the growth of the industry and commerce of the country.

That is the reason that the government, industry and even the central banks of the country keep a

close watch on the happenings of the stock market.

Stock market is not only providing the much required funds for boosting the business, but also

providing a common place for stock trading. It is the stock market that makes the stocks a liquid

asset unlike the real estate investment. It is the stock market that makes it possible to sell the

stocks at any point of time and get back the investment along with the profit. This makes the

stocks much more liquid in nature and thereby attracting investors to invest in the stock market.

http://www.sharetipsinfo.com/investor-speculators.html




Lecture No. 33

Topic: Job Search and Employment

What is CHRONOLOGICAL resume?

Chronological Resume :

The Greek word Chronos means time. Chronological order presents ideas according to the

time in which they occurred. A chronological resume starts by listing work experience followed

by education and skills of the person. In this type of resume, jobs are listed in reverse

chronological order with the most recent job first. Similar is the case with education and skills

sections of the resume.

Concept of Writing cover Letter

Cover letter is an introduction to the rsum. It should encourage the person to open your resume

and read it as well. It highlights the aspects of your resume that are relevant to the position you

have applied for. A cover letter is the place to tie in your skills with the job at hand. You can list

your skills in the resume but the cover letter should take the extra step of showing the recruiter

precisely how those skills will apply to the open position.

Explain the fallacy and fact comparison.

Fallacy is a misconception resulting from incorrect reasoning in argumentation.

A candidate might mistakenly think of a resume as a list of all his skills and abilities; while

actually the job of a resume is just to kindle the interest of an employer enough to generate an

interview.

A candidate might think that a resume would get him the job he wants; while resume is actually

only a means to reach an organization's door.In short, we can say that resume is just a

passageway to an organization.

A candidate might falsely think that an employer would carefully read the resume; while the

truth is that a resume probably has less than 45 seconds to make an impression.




What is the difference between CV and Resume?

The resume is the brief summary of the individual's work history, educational attainment,

relevant skills and accomplishment to the job being applied. An individual can create several

resume for different positions or different companies. Each time a person applies for a job, his or

her resume should be tailored in order to reflect skills and experience that will be of particular

use in that position. For example, if a person were to simultaneously apply for two jobs; as

a computer teacher and as a tour guide, he would highlight different professional and academic

qualifications in each resume.

A Curriculum Vita includes a summary of your educational and academic backgrounds as well

as teaching and research experience, publications, presentations, awards, honors, affiliations, job

experience and other details.

How changing workplace affect on job?

Work place changes can be of different types, like the displacement of the employees from one

place to another, introduction of new technology, new management techniques and courses and

their application in the organization.

Change can be one of the most difficult obstacles to overcome in the work environment. Whether

its a new employee adjusting to rules and responsibilities, or someone who has been on the job

for years, breaking old habits and learning new tasks can be overwhelming. As managers, our

challenge is to make change easier for our employees. This is not a simple task, but there are

ways to make the transition a little easier.

There are many reasons why change can be difficult for people. For one, I think that the older we

get the more we appreciate predictability in our lives. We like to know that we will show up at

work and see the same people, work at the same station, and perform a function that is familiar to

us. We get comfortable. Sure some days are busier than others and offer certain challenges, but

overall we feel pretty confident about what is expected and how we will accomplish our tasks.

Change can disrupt this predictability and cause a great deal of distress among employees.

Some people adapt to change easily, others become skeptical at the first sign of change. As a

manager, the challenge is to find a way to implement change without creating a stressful

environment. Even though you cant entirely predict the impact of change on the work

environment, there are a few things you can do to help prepare yourself and your employees for

change: good planning, communication, making yourself available, following up and listening.




What is job termination and Envision?

Job termination mean simply to remove the person from his job permanently.

Envisions means: imagine; conceive of; see in one's mind. Picture to oneself; imagine possible.

Why and how we write resume and what is the purpose of it

Ressume

A rsum is a brief document that summarizes your education, employment history, and

experiences that are relevant to your qualifications for a particular job for which you are

applying. The purpose of a rsum (along with your cover letter) is to get an interview. Research

has shown than it takes an average of ten (10) interviews to receive one (1) job offer, so your

rsum needs to be persuasive and perfect. Given this, your rsum must be user-centered and

persuasive.

What should it look like?

A general rsum should be a brief summary of your experience, so it should be as concise as

possible as-no shorter than one full page and no more than three pages (some specific kinds of

rsums can be longer). Rsum differ from letters and papers, and they are written in a concise

style using bullet lists rather than long sentences and paragraphs. A rsum is designed to be

skimmed quickly. You should look at as many rsum examples as possible before writing your

own. You can check our samples to see several different formats.

Though you may maintain a general rsum, you should tailor your rsums to fit the needs and

expectations of each company and job position. To help tailor your rsum, collect as much

information as possible on the organization and its mission/goals. Then collect information on

the people who may read your rsum: human resources, decision makers, potential boss, etc.

Finally, collect information on the job position and its requirements. When you know about the

company, the audience, and the position, you can match your training and experience to their

needs and expectations. Please see the Audience Analysis page for details on collecting

information on readers.

What should it include?

There are several sections that almost every rsum must have, including objective, education,

work experience, and contact information.

Objective

The objective should be short and concise, but it must also be user-centered. User-centered

objectives are tailored to the specific organization and position. User-centered objectives state

the organization's name and the specific position title, and they briefly outline how the applicant

will help the organization achieve its goals:

Education




In the education section, state the highest degree you have earned and provide the following

details:

Institution where the degree was granted

Date of graduation

Level of degree (B.A., M.A., etc.) and field (Electrical Engineering), any

minors(English), and your GPA. You are not required to state your GPA, but potential

employers may assume you left it off because it was low. However, if your GPA is lower

than a 3.0, consider omitting it.

Work Experience

The section on work experience is usually broken down by company or position. For each,

provide the following:

Name and address of the organization

Dates of employment

Position title

Responsibilities.

What is difference b/w Chronological resume and resume,

A chronological resume starts by listing your work history, with the most recent position listed

first. Your jobs are listed in reverse chronological order with your current, or most recent job,

first. Employers typically prefer this type of resume because it's easy to see what jobs you have

held and when you have worked at them.

This type of resume works well for job seekers with a strong, solid work history.

The chronological rsum

RSUM

Mohammad Asif

264-K, Garden Town, Lahore

(92 42) 576....

0300-46..

[email protected]




Objective

Accounting management position requiring a knowledge of international finance

Experience

March 2001 to Financial Analyst, I. A. Imports

Present - Prepare accounting reports for wholesale importer ($10 million annual

sales)

- Audit financial transactions with supplies in 12 foreign countries.

- Created a computer model to adjust accounts for fluctuations in

currency exchange rates

- Negotiated joint-venture agreements with major supplies in UK.

Oct. 1998 to Staff Accountant, M. S. Chemicals

March 2001 - Handled budgeting, billing, & credit processing functions for the

Lahore Branch.

- Audited travel/entertainment expenses

- Assisted in launching an online computer system to automate all

accounting functions

Education

1996 to 1998 Master of Business Administration with emphasis on International

Business, University of the Punjab.

1993 to 1996 Bachelor of Business (administration, Accounting)




University of the Punjab.

Lecture No. 34

Topic: Resume Writing

What is Dictionary meaning of "Resume"?

According to dictionary the resume is used as a verb and as a noun.

As a verb it means:

to take up after interruption; continue: to resume a journey.

to take or occupy again: to resume one's seat.

to begin again.

And as a noun it means:

summing up; summary.

a brief written account of personal, educational, and professional qualifications and

experience, as that prepared by an applicant for a job.

What are 5 Ws and H !! and how should we use all these in business communication?

This approach is used for effective writing, the essentials are the following.

Who?

Who is involved?

Who is the receiver?

Might benefit?

Is or is not involved?

Developed the idea?

What?

What are needs?

Are we taking for granted?

Assumptions are we making?

Is implied that may not be true?

Is missing?




Is the background to this idea?

The advantages and negatives of the idea?

Where?

Where the receiver is present?

Where the message will be delivered?

Can it be applied?

Would it not be applicable?

Else could it be relevant?

Why?

Why the message is being sent?

Has this idea been developed?

Has this been introduced?

Should we pay any attention to it?

When?

When the message will be delivered?

Is the idea applicable?

Is not applicable?

Should we start or stop?

How?

How the payment would be made?

Will the idea work in practice?

Are people likely to react?

Will the idea be evaluated?

Suppose if we write an invitation letter for a meeting, how can we answer these five ws and one

h?

Why is this meeting needed? The purpose of the meeting should be listed prominently in

the invitation. This lets potential attendees know the big picture and what the goal for

holding a meeting is.

When is the meeting? A good meeting invitation will show the date of the meeting and

times when the meeting will start and end. This helps attendees with making plans around

the meeting, as well as preparing what they need for the meeting.




Where is the meeting? The invitation will direct attendees to where meeting will be held.

If any special travel arrangements may be needed, the invitation should provide data for

the travelers.

Who will be receiving? The invitation will be addressed to all the expected attendees and

copy any presenters as well. If known at the time of the invitation, include the name of the

facilitator and recorder as well.

What steps will be done in the meeting? Steps to accomplish the meeting purpose in the

allotted time are provided in an agenda. A well thought-out agenda will list what actions

need to be done, how much time is allotted for each action, and who is primarily

responsible for each agenda item.

How the meeting steps are to be accomplished is done by writing an agenda using actions

words and describing any special techniques that may be used, such as brainstorming,

process analysis, voting or consensus decision making.

Resume is a document which is a detail of a person about his autobiography,experince and vise

versa.

Resume is not an autobiography; basically it shows the record of a person for the sutibility of a

job.

What is the way writing a last letter of recovery.

Debt Recovery Letter Writing Guidelines to Help Your Business Recover Your Money

A debt recovery letter is not only a primary tool in the debt recovery process, in fact it is serves

as legal proof for repeated, lawful and earnest attempts on your part to collect the due payment.

So consider writing such letters as part of the recovery program itself. You should be careful to

take this step cautiously.

Usually, a debt recovery letter should be sent immediately after the debtor passes the payment

due date. There are also instances when it can be started after a few collection calls have been

made. You should enact a plan to send a series of letters every 7 to 10 days. Repeated

communication with the debtor shows your seriousness in attempting to collect the debt.

Once you have sent three to four consecutive debt recovery letters, it is time to seriously

consider other methods of debt collection- namely outsourcing to a professional debt recovery




agency. After a series of letters and phone calls with no payment, it is a clear indication that

your customer is ignoring you.

Depending on your time and available resources, you might opt to send fewer letters spaced

over a longer period of time. Our experience has shown that more communications with your

customer can help get at the problem. But no business should let an account go much past 60

days with either no payment or payment arrangements being made. The longer the debt goes

unpaid, the less likely you are to get paid at all.

The key, obviously, is to devise a plan that works for your organization and follow the plan

consistently. Whether your plan includes writing up to 4 letters, or only 2 letters before turning

them over, make sure you follow your plan. It will prove far more successful if you do so.

Writing a debt recovery letter isnt difficult. The language used is very important, as well as

following a consistent plan with all your delinquent customers. The following guidelines will

help you to understand how to draft some of the initial letters.

Letter 1: This is the first debt recovery letter with which you start approaching the

debtor concerning his or her late payment. This usually contains the necessary

information about the amount due, the time offered for clearing off the debt, the

increasing interest rate (if any) and the details of the current account status of the

debtor. Adopt a tone that is sympathetic, understanding, but firm and clear about your

intentions to collect a debt. State your earnest desire to maintain good relations with the

debtor, inquiring if there might be any problems causing the late payment, and invite

your customer to contact you to discuss possible payment arrangements.

Letter 2: In the second debt recovery letter you might consider increasing the tone of

urgency slightly. Apart from repeating what you did in your previous letter, the second

can be supported with a copy of original invoice or the due bill. You could inquire,

again in a friendly manner, whether the debtor is facing any financial problems

regarding making timely payments. In this connection you might also inform him about

debt settlement services which are often used for resolving debt related situations.

Letter 3: With the third debt recovery letter, it is time that you are persuasive and

slightly aggressive in nature. You may cite the legal agreement or contract that the

debtor has signed, where he/she has agreed to timely payment, while communicating

your right to take legal steps if the said agreement is broken. In fact this should be the

last letter which comes in the form of a request to the debtor. It should therefore be

firm, but respectful, in making the debtor aware of the problems they are facing because

of the non-payment.

If you like, you might even offer a reduced total sum payment to clear the debt. After




all, recovering some money is better than recovering none of it.

Letter 4: Your final debt recovery letter is usually a complete formal letter devoid of

any sympathy or friendliness. Here you should state in a matter of fact manner about

your considerations regarding legal proceedings or the involvement of third party

agencies in the recovery of debt. It would be best if you provided a deadline of a week

to pay off the debt, after which you are free to take any legal step. Attach the copy of

original in-voice as well as the original legal agreement paper.

If you've consistently sent 3-4 letters every 7 to 10 days with no success, then you should seek

the help of debt collection agency pronto!

If you'd like to receive a debt collection quote for your business, simply fill out the brief form

below. One of our consultants will contact you within 24-48 hours.

Why communication is good importance

Communication is a procss of sending and recieving message.

As well as we see people the educated people are good communicator.

All children do not learn the skill of good communication and others into the belly of their

mothers.

They learn these abilities through education, environment and lot of their other procedures.

Now a days for making a manager good communicator these, there is a separate book

for good communication it is called business communication as we know.

Any person particularly manager can make a good communication with other people

If he has learnt the good communication skills which are following.

1)clarity

2)concisness

3)comprehensive




How to write resume and what is it purpose,

Writing Resumes

Preparing Resumes

Sending out such employment messages, you have an opportunity to showcase your

communication skills skills valued highly by the majority of employers. In fact, your success

in finding a job will depend on how carefully you plan, write, and complete your resume.

Analyze your purpose and audience

A resume is a structured, written summary of a persons education, employment background,

and job qualifications. Resume is a form of advertising. It is intended to stimulate an

employers interest in you.

A successful resume inspires a prospective employer to invite you to interview with the

company. Thus, your purpose is to create interest. Don't tell

cs101 introduction of computingapi.ning.com/files/5y36hmbsno8hrrliwurdrynukumw8d... · claim letter...

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