Formal ways of Business Communication

Submitted by Gaurav Saxena 05120304013

Harshil Bhan 04720304013Harshit Bagai 03320304013

NOTICE A notice is a formal means of

communication. The purpose of a notice is to announce or display information to a specific group of people. Notices are generally meant to be pinned up on specific display boards whether in schools or in public places. Notices issued by the government appear in newspapers.

FORMAT A notice should be written in the

following format: • the name of the organization issuing

the notice • the title ‘NOTICE’ • a heading to introduce the subject of

the notice • the date • the body of the notice • the writer’s signature, name (in block

letters) and designation

Examples

CIRCULARS Circulars or fliers are a highly effective

way to communicate with employees or customers. Many companies use circulars to enforce dress codes and policies or invite employees to meetings or luncheons. Circulars can also be used as an advertising tool. There are a number of benefits to using circulars, but a circular must include certain features to be most effective. Additionally, distribution is important for circulars in business communication.

EXAMPLES

MEMORANDUM A memo is intended to inform a group of

people about a specific issue, such as an event, policy, or resource, and encourages them to take action. The word “memorandum” means something that should be remembered or kept in mind.

A specific type of memorandum is the policy briefing note (alternatively referred to in various jurisdictions and governing traditions as policy issues paper, policy memoranda, or cabinet submission amongst other terms), a document for transmitting policy analysis into the political decision making sphere

FORMAT

EXAMPLES

MINUTES OF MEETING Minutes, also known as protocols which

are minutes or, informally, notes, are the instant written record of a meeting or hearing. Minutes may be created during the meeting by a typist or court reporter, who may use shorthand notation and then prepare the minutes and issue them to the participants afterwards. 

FORMATS

EXAMPLES

BUSINESS LETTERS It is usually a letter from one company to another, or

between such organizations and their customers, clients and other external parties.

Despite constantly improving forms of communication such as e-mail, the business letter still exerts enormous influence and deserves your close attention. Business letters are more formal and personal than e-mail. They are also more private.

The letter must be neat and symmetrical, and with no typographical, grammatical, or spelling errors. Its language should clearly and simply go to the heart of the matter discussed. Its language and appearance should also be within the conventions of the commercial world.

FORMAT & EXAMPLES

• Special mailing notations : For instance if the letter was written for a private messages. It must have notation of confidential one line after date.

Subject line  : Gives an overview of what the letter is about. Can be used in place of a salutation. Missing in given example.

Message : The body of your letter with paragraph breaks, optional indentions for paragraphs, bullet lists, and number

the body is written with proper side margins it has the same ease as personal

conversation

WEB MAILERS Web mailer is an unoriginally named

program that catches mail to links and sends them to your favorite web mail system.

EXAMPLES