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Principles of Business Correspondence
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Principles of Business Correspondence

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Questions and Answers

What is the primary purpose of business correspondence?

  • To develop interpersonal skills
  • To replace face-to-face communication
  • To exchange information in a written format for business activities (correct)
  • To create a formal communication hierarchy

    • Which of the following is a benefit of business correspondence?

  • It is an expensive means of communication
  • It creates and maintains goodwill (correct)
  • It is a slow process of communication
  • It requires a high level of interpersonal skills

    • What is the consequence of incomplete communication in business correspondence?

  • It may improve the quality of communication
  • It may reduce the cost of communication
  • It may increase the reader's interest
  • It may lead to confusion and wrong actions (correct)

    • What is the principle of conciseness in business correspondence?

    <p>Be as brief as possible while conveying the message</p> Signup and view all the answers

    What is the 'YOU' attitude in business correspondence?

    <p>Emphasizing the customer's perspectives</p> Signup and view all the answers

    What is the primary goal of using simple words in a message?

    <p>To make comprehension easier</p> Signup and view all the answers

    What is the primary difference between business correspondence and oral communication?

    <p>The written format of business correspondence</p> Signup and view all the answers

    Which of the 7 C's is most relevant to avoiding irritating expressions in a message?

    <p>Courtesy</p> Signup and view all the answers

    Which of the following is an example of business correspondence?

    <p>Email</p> Signup and view all the answers

    Which type of CV/Resume is most difficult to draft?

    <p>Targeted CV/Resume</p> Signup and view all the answers

    What is the primary focus of a Functional CV/Resume?

    <p>Skills and experience</p> Signup and view all the answers

    What is the significance of maintaining a proper relationship in business correspondence?

    <p>To create and maintain goodwill</p> Signup and view all the answers

    What is the benefit of using active construction in a message?

    <p>It shows appreciation for the reader's efforts</p> Signup and view all the answers

    What is the primary goal of using definite and concrete expressions in a message?

    <p>To provide sufficient proofs</p> Signup and view all the answers

    What is the purpose of a Career Objective in a CV/Resume?

    <p>To highlight your relevant skills and experience for the job</p> Signup and view all the answers

    What is the primary purpose of a Cover Letter?

    <p>To accompany a CV/Resume and provide additional context</p> Signup and view all the answers

    Which of the 7 C's is most relevant to providing sufficient proofs and illustrations in a message?

    <p>Concreteness</p> Signup and view all the answers

    What is the benefit of using concise language in a message?

    <p>It saves time</p> Signup and view all the answers

    What is the ideal tone of a Cover Letter?

    <p>Formal and professional</p> Signup and view all the answers

    What is the purpose of the Closing Paragraph in a Cover Letter?

    <p>To request an interview</p> Signup and view all the answers

    Which of the 7 C's is most relevant to introducing stability in a message?

    <p>Completeness</p> Signup and view all the answers

    What is the primary focus of a Chronological CV/Resume?

    <p>Work experience in reverse chronological order</p> Signup and view all the answers

    What is the primary goal of using courteous language in a message?

    <p>To improve relationships</p> Signup and view all the answers

    What is the benefit of using a Combinational CV/Resume?

    <p>It highlights relevant skills and experience</p> Signup and view all the answers

    What is the primary purpose of a Job Application/Cover Letter?

    <p>To accompany a CV/Resume and provide additional context</p> Signup and view all the answers

    What is a key quality of a well-written Cover Letter?

    <p>It demonstrates a knowledge of the employer's activities</p> Signup and view all the answers

    What is the primary consideration when determining the appropriateness of the material being presented?

    <p>The audience receiving the information</p> Signup and view all the answers

    What is the main advantage of speaking from a manuscript?

    <p>It puts no strain on the memory</p> Signup and view all the answers

    What is the primary disadvantage of speaking from memory?

    <p>The speaker may forget one word and forget the entire speech</p> Signup and view all the answers

    What is the main characteristic of impromptu delivery?

    <p>It is spoken on the spur of the moment without advance notice or time for preparation</p> Signup and view all the answers

    Why are small cards used for notes in extemporaneous delivery?

    <p>To allow the speaker to maintain eye contact with the audience</p> Signup and view all the answers

    What is the main advantage of extemporaneous delivery?

    <p>It allows the speaker to elaborate on points in their own words</p> Signup and view all the answers

    What is the primary consideration when analyzing the audience?

    <p>The intelligence and educational level of the listeners</p> Signup and view all the answers

    What is the purpose of including quotations and statistics on note cards in extemporaneous delivery?

    <p>To avoid misleading the audience accidentally</p> Signup and view all the answers

    What is the primary goal of capturing the audience's attention?

    <p>To provide information to the audience</p> Signup and view all the answers

    What is the main purpose of setting goals and objectives in a presentation?

    <p>To help the speaker stay focused and organized</p> Signup and view all the answers

    What is the primary reason to use visual presentation in business communication?

    <p>To make the presentation more engaging and understandable for the audience</p> Signup and view all the answers

    What percentage of information do people remember when they see and hear it?

    <p>70 percent</p> Signup and view all the answers

    What is the benefit of using different types of charts, images, and clip-arts in a visual presentation?

    <p>It makes the presentation more eye-catching and engaging</p> Signup and view all the answers

    What is the primary advantage of using visual presentation in business communication?

    <p>It combines audio and video, making it easier to understand</p> Signup and view all the answers

    What is the primary reason why people remember more information when they see and hear it?

    <p>Because it is more effective in stimulating the senses</p> Signup and view all the answers

    What is the benefit of customizing visual presentation for individual needs?

    <p>It makes the presentation more effective in communicating information</p> Signup and view all the answers

    Study Notes

    Principles of Business Correspondence

    • Business correspondence is the exchange of information in a written format for business activities, also known as an exchange of meanings.
    • It can take place between organizations, within organizations, or between customers and organizations.
    • Examples of business correspondence include emails, letters, memorandums, proposals, reports, notices, and circulars.

    Need of Business Correspondence

    • Maintains a proper relationship
    • Serves as evidence
    • Creates and maintains goodwill
    • Is inexpensive and convenient
    • Is formal communication
    • Is independent of interpersonal skills

    Principles of Business Correspondence

    Completeness

    • Answer all questions while answering a letter or email
    • Incomplete communication irritates the reader and may lead to wrong actions

    Conciseness

    • Be as brief as possible
    • Lengthy communication may make the reader feel like they are wasting time
    • Include only relevant facts and avoid repetition

    Consideration

    • Adopt a "you" attitude
    • Emphasize positive, pleasant facts
    • Impart integrity to your messages

    Clarity

    • Use simple words
    • Use definite and concrete expressions
    • Prefer active construction
    • Avoid excessive use of the infinitive
    • Avoid jargon and ambiguity
    • Use short sentences

    Correctness

    • Give correct facts
    • Send your message at the correct time
    • Send your message in the correct style

    Concreteness

    • Provide illustrations
    • Provide sufficient proofs to back up statements

    Courtesy

    • Answer letters promptly
    • Omit irritating expressions
    • Apologize sincerely for an omission or thank generously for a favor

    Relevance of 7 C's

    • Completeness: introduces stability
    • Conciseness: saves time
    • Consideration: builds trust
    • Clarity: makes comprehension easier
    • Correctness: builds confidence
    • Concreteness: reinforces confidence
    • Courtesy: improves relationships

    Drafting a CV and Job Application

    Definition of CV/Resume

    • A resume is a brief summary of one's education, work experience, and skills

    Types of CV's/Resumes

    • Chronological: lists most recent events first, often preferred by employers
    • Functional: focuses on skills and experience, often used by people who are changing careers or have gaps in their employment history
    • Combinational: a mix of chronological and functional CVs, highlights relevant skills and provides chronological work history
    • Targeted: most difficult to draft, customized and specific to the position, most suited for high-experience holders

    Components of a CV/Resume

    • Heading
    • Career objective
    • Academic qualifications/employment history
    • Publications
    • Certifications
    • Projects
    • Internships
    • Key areas of interest
    • Extra-curricular activities
    • Honors/awards/achievements
    • Tools/software
    • Strengths
    • Weaknesses
    • Hobbies
    • Personal details

    Job Application/Cover Letter

    • A letter that accompanies a CV/Resume to provide information on skills and experience of the applicant
    • Has a specific format and standard guidelines

    Qualities of a Well-Written Cover Letter

    • The YOU attitude
    • Length: should not be too long or too short
    • Addresses to a person, not a title
    • Knowledge of employer's activities
    • Knowledge of job requirements
    • Reader-benefit information
    • Organization
    • Style
    • Mechanics

    Components of a Cover Letter

    • Opening paragraph: captures the reader's attention
    • Summary opening: presents strongest, most relevant qualifications
    • Name opening: mentions the name of a person who is well-known to the reader
    • Source opening: identifies the publication in which the ad appeared
    • News opening: cites a publicized organizational achievement
    • Personalized opening: presents one of the relevant interests
    • Next several paragraphs: present key qualifications, draw on key competencies, and adopt a mature and business-like tone
    • Closing paragraph: requests the interview, expresses appreciation, and repeats the strongest qualification

    Process of Presentation

    • Importance of presentation
    • Components of presentation
    • Principles of visual presentation
    • Effective presentation skills
    • Methods of speaking
    • Audience analysis
    • Uses and importance of visual presentation

    Effective Presentation Skills

    • Capturing attention
    • Setting goals and objectives
    • Summary and conclusion
    • Body language
    • Transitions
    • Handling questions
    • Tone and style

    Methods of Speaking

    • Speaking from manuscript
    • Speaking from memory
    • Impromptu delivery
    • Extemporaneous delivery

    Speaking from Manuscript

    • Advantages: puts no strain on the memory, is written well in advance of the speech situation
    • Disadvantages: speaker loses sight of importance of communication, rapport building is difficult, and sense of spontaneity is forgotten

    Speaking from Memory

    • Advantages: frees the speaker from the manuscript
    • Disadvantages: often leads to mechanical delivery, and speaker may forget the entire speech

    Impromptu Delivery

    • Speaking on the spur of the moment without advance notice or time for preparation
    • Best way to prepare for impromptu speech is being well-informed

    Extemporaneous Delivery

    • Uses notes to serve as a reminder to the main points and subpoints
    • Exact delivery is not memorized, points are elaborated in one's own words

    Audience Analysis

    • Age of the listeners
    • Occupation of the listeners
    • Gender of the listeners
    • Intelligence and educational level of the listeners
    • Social, professional, and religious groups listeners belong to
    • Influence of geographical experiences

    Uses and Importance of Visual Presentation

    • Combines audio and video, making it easier to understand
    • Inclusion of different types of charts, images, and graphical structures makes the presentation eye-catchy
    • Can be customized for individual needs
    • Cost-effective

    Why Use Visual Gadgets?

    • People remember 10% of what they read, 20% of what they hear, 30% of what they see, and 70% of what they see and hear

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    Description

    Learn about the basics of business correspondence, its definition, and its importance in business activities. Explore the exchange of information in a written format and its role in facilitating business communications.

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