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Questions and Answers
What is the primary purpose of business correspondence?
What is the primary purpose of business correspondence?
Which of the following is a benefit of business correspondence?
Which of the following is a benefit of business correspondence?
What is the consequence of incomplete communication in business correspondence?
What is the consequence of incomplete communication in business correspondence?
What is the principle of conciseness in business correspondence?
What is the principle of conciseness in business correspondence?
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What is the 'YOU' attitude in business correspondence?
What is the 'YOU' attitude in business correspondence?
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What is the primary goal of using simple words in a message?
What is the primary goal of using simple words in a message?
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What is the primary difference between business correspondence and oral communication?
What is the primary difference between business correspondence and oral communication?
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Which of the 7 C's is most relevant to avoiding irritating expressions in a message?
Which of the 7 C's is most relevant to avoiding irritating expressions in a message?
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Which of the following is an example of business correspondence?
Which of the following is an example of business correspondence?
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Which type of CV/Resume is most difficult to draft?
Which type of CV/Resume is most difficult to draft?
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What is the primary focus of a Functional CV/Resume?
What is the primary focus of a Functional CV/Resume?
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What is the significance of maintaining a proper relationship in business correspondence?
What is the significance of maintaining a proper relationship in business correspondence?
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What is the benefit of using active construction in a message?
What is the benefit of using active construction in a message?
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What is the primary goal of using definite and concrete expressions in a message?
What is the primary goal of using definite and concrete expressions in a message?
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What is the purpose of a Career Objective in a CV/Resume?
What is the purpose of a Career Objective in a CV/Resume?
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What is the primary purpose of a Cover Letter?
What is the primary purpose of a Cover Letter?
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Which of the 7 C's is most relevant to providing sufficient proofs and illustrations in a message?
Which of the 7 C's is most relevant to providing sufficient proofs and illustrations in a message?
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What is the benefit of using concise language in a message?
What is the benefit of using concise language in a message?
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What is the ideal tone of a Cover Letter?
What is the ideal tone of a Cover Letter?
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What is the purpose of the Closing Paragraph in a Cover Letter?
What is the purpose of the Closing Paragraph in a Cover Letter?
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Which of the 7 C's is most relevant to introducing stability in a message?
Which of the 7 C's is most relevant to introducing stability in a message?
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What is the primary focus of a Chronological CV/Resume?
What is the primary focus of a Chronological CV/Resume?
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What is the primary goal of using courteous language in a message?
What is the primary goal of using courteous language in a message?
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What is the benefit of using a Combinational CV/Resume?
What is the benefit of using a Combinational CV/Resume?
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What is the primary purpose of a Job Application/Cover Letter?
What is the primary purpose of a Job Application/Cover Letter?
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What is a key quality of a well-written Cover Letter?
What is a key quality of a well-written Cover Letter?
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What is the primary consideration when determining the appropriateness of the material being presented?
What is the primary consideration when determining the appropriateness of the material being presented?
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What is the main advantage of speaking from a manuscript?
What is the main advantage of speaking from a manuscript?
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What is the primary disadvantage of speaking from memory?
What is the primary disadvantage of speaking from memory?
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What is the main characteristic of impromptu delivery?
What is the main characteristic of impromptu delivery?
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Why are small cards used for notes in extemporaneous delivery?
Why are small cards used for notes in extemporaneous delivery?
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What is the main advantage of extemporaneous delivery?
What is the main advantage of extemporaneous delivery?
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What is the primary consideration when analyzing the audience?
What is the primary consideration when analyzing the audience?
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What is the purpose of including quotations and statistics on note cards in extemporaneous delivery?
What is the purpose of including quotations and statistics on note cards in extemporaneous delivery?
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What is the primary goal of capturing the audience's attention?
What is the primary goal of capturing the audience's attention?
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What is the main purpose of setting goals and objectives in a presentation?
What is the main purpose of setting goals and objectives in a presentation?
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What is the primary reason to use visual presentation in business communication?
What is the primary reason to use visual presentation in business communication?
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What percentage of information do people remember when they see and hear it?
What percentage of information do people remember when they see and hear it?
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What is the benefit of using different types of charts, images, and clip-arts in a visual presentation?
What is the benefit of using different types of charts, images, and clip-arts in a visual presentation?
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What is the primary advantage of using visual presentation in business communication?
What is the primary advantage of using visual presentation in business communication?
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What is the primary reason why people remember more information when they see and hear it?
What is the primary reason why people remember more information when they see and hear it?
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What is the benefit of customizing visual presentation for individual needs?
What is the benefit of customizing visual presentation for individual needs?
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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.
