BCA TU, English II – Unit -2: Business Communication

Business communication is the process of exchanging information in a professional context. Effective communication in business ensures clarity, saves time, reduces misunderstanding, and builds professional credibility.

This unit focuses on rules of good writing, fax and e-mail communication, memos, reports, and meetings.

1. Rules of Good Writing

Good writing is clear, concise, correct, and complete. In business, every message must communicate the intended idea without confusion.

Key Principles (4Cs + 1P):

1. Clarity – Use simple and direct language.
   
   • Example: Instead of “We would like to apprise you of the fact,” write “We want to inform you.”
     
2. Conciseness – Avoid unnecessary words.
   
3. Correctness – Use correct grammar, punctuation, and facts.
   
4. Completeness – Provide all essential information (who, what, when, where, why, how).
   
5. Politeness – Maintain a respectful tone.
   

Tip: Use short sentences, active voice, and bullet points when possible.

2. Fax Messages and Electronic Mails

(a) Fax Messages

• Fax is an older but still used technology that sends scanned copies over telephone lines.
  
• Format:
  
  1. Sender’s details
     
  2. Receiver’s details
     
  3. Date and subject
     
  4. Message
     

Example Fax Header:

TO: Sales Manager

FROM: HR Department

DATE: 15/01/2025

SUBJECT: Interview Schedule

MESSAGE: Interviews will be conducted on Jan 20 at 10 AM.

(b) Electronic Mail (E-mail)

• The most common modern form of written business communication.
  
• Parts of an Email:
  
  • To, Cc, Bcc fields
    
  • Subject line (must be clear)
    
  • Greeting, body, closing
    
  • Signature block
    

Example Email:

Subject: Meeting Confirmation

Dear Mr. Sharma,

This is to confirm our meeting scheduled for Tuesday at 11 AM.

Regards,

Ramesh K.C.

Marketing Executive

Email Etiquette:

• Keep subject line short and specific.
  
• Avoid slang or emojis in formal mails.
  
• Proofread before sending.
  

3. Memos, Reports, and Meetings

(a) Memo (Memorandum)

• Short written message within an organization.
  
• Used for internal communication (not external clients).
  

Format:

TO: Staff Members

FROM: HR Department

DATE: 01/02/2025

SUBJECT: Holiday Notice

The office will remain closed on Feb 5, 2025, for Saraswati Puja.

(b) Reports

• Formal documents presenting information systematically.
  
• Types of Reports:
  
  • Informational Report – Presents facts only.
    
  • Analytical Report – Includes analysis and recommendations.
    
• Structure of Report:
  
  • Title page
    
  • Executive summary
    
  • Introduction
    
  • Body (data, analysis, findings)
    
  • Conclusion & Recommendations
    

Example: A sales performance report comparing quarterly results.

(c) Meetings

• Meetings are essential for teamwork and decision-making.
  
• Key Steps in Meetings:
  
  1. Agenda preparation (what will be discussed).
     
  2. Conducting the meeting (chairperson leads, minutes are recorded).
     
  3. Writing Minutes of Meeting (summary of decisions).
     

Key Takeaways

1. Business communication should follow the 4Cs: clear, concise, correct, complete.
   
2. Fax is still used in some contexts, but email dominates professional communication.
   
3. Memos are for internal communication, reports are for analysis & documentation, and meetings ensure collaborative decision-making.
   
4. Good writing and proper formats build credibility in the workplace.