Business Communication

Q.1 What should be the style of writing? How to avoid biased free language?

Ans.1 (a) Using you attitude: It is a style of writing where the reader’s preferences and wants are analyzed first. You attitude is a way of showing interest in the reader and building a repo with the reader. This can also be done by using certain pronouns such ads I, we, us, ours, etc. for example instead of writing you can choose a hard disk of 1 TB storage. We can write as we offer 1 TB storage of hard disk. Using you attitude looks more authoritative so it should be avoided most of the time while writing or addressing someone.

(b) Maintaining a standard of etiquette: Etiquette is a term that refers to standards of social behavior concerning interpersonal communication. It is a way of respecting your audience with minimum negative reactions. It requires that instead of sending any negative remarks while communicating instead communication should be based on facts and available data. A more tactful approach is required in digital communication. For example, instead of communicating by saying that you have delayed our order, a better way would be to say please deliver the raw material so we can meet our production schedules on time.

(c) Emphasizing the positive: On many occasions, there is a chance that the organization has to communicate a negative message. So the difference lies between delivering a negative message and being negative. If a person thinks negatively it can strain the relations with the audience instead it is better to communicate any negative message in a tone that does not harm any business relationships but try to build good and long-term relations. In general, we should communicate in a manner that does not hurt the audience. For example instead of saying that your mobile will not get repaired today instead we can say that your mobile will get ready by Thursday.

(d) Using bias-free language: Bias-free language refers to the avoidance of words that may discriminate against them on based caste, creed, color, gender, For maintaining good, longterm, and healthy relations it is necessary to have a clear and objective approach towards your audience. It is also necessary to avoid unethical and unfair use of biased language. Biased language can be used in different ways:

(i) Gender basis: Using different words as for woman as chairperson and a man as chairman. The terminology used must be common for both men and women. For example, instead of using manmade words such as artificial can be used.

(ii) Racial and ethnic basis: Addressing people on the basis based could be sincerely avoided. For example instead of using not surprisingly, Aryan excels in Statistics we can use Aryan excels in Statistics.

(iii) Age basis: The age of a person should only be mentioned when it is relevant. Because referring a person through his age may both have a positive or negative impact. For example, instead of saying Anisha 27 has joined our Human Resource department, it should be like Anisha has just joined our Human Resource department.

(iv) Disability basis: Placement of words has such a great impact. So if we have to mention someone’s disability then the person should be placed first disability second. For example, instead of saying that disabled persons will face many hindrances in their job, we can say that workers with physical challenges may face obstacles in their work.

Q.2 How to write Letter of recommendation?

Ans.2 Letter of recommendation

181, Park Avenue

Spring fields, TX 18254

March 14, 2022

Professor James Henry

School of Business

University of Texas

TX - 18101

Dear Professor James:

This is Lisa your former student and if you recall I graduated in commerce 3 years ago in the year 2019. I want to give the entire credit to your methodologies of teaching us finance after which I decided to pursue my career in finance. Since completing my graduation, I have been working in the field of finance for the past 3 years. Now I am getting an opportunity of doing a post-graduation in management from a reputed college. As a part of the documents which has to be submitted for my post-graduation program, a letter of recommendation from a professor is required. So I immediately thought of you. May I have a letter of recommendation from you?

I have attached my resume for your reference which includes my 3 years of work experience in the field of finance. Apart from that, I got an opportunity in my current organization to train new hires in the field of finance for a month. Imparting training to new hires has polished my skills in the field of finance.

If possible Mr. Simon in the Human Resources department needs to receive your letter by March 30. For your convenience, I have enclosed a pre-addressed and stamped envelope.

I appreciate your effort and time in writing a Letter of recommendation for me. I will keep you informed about my progress. Thank you for your consideration.

Sincerely,

Lisa

Q.3.a How to maintain a professional tone while asking for money back?

Ans.3 (a) First of all it is necessary to maintain a professional tone while asking for money back irrespective whatever frustration is their regarding the product.

Secondly, a polite request to find a solution for a particular concern should be asked for.

Thirdly, a proper proof should be attached like photocopies of invoices, warranty card, credit card statement etc. so that the claim can be validated effectively. Provide facts clearly and honestly.

Fourthly, Full contact information should be sent as in mail address, email address, contact number, alternate contact number etc.

Fifthly, request for prompt action should be demanded. Clearly state that a fair settlement is required.

Q.Letter of complaint?

Ans.3(b)

Jass Javvy

Street No. 23

Bangalore, Zip Code-20001

15th March 2022

The Director Consumer Grievance redressal cell

Flipkart

The Director

Bangalore - 20022

Dear Smith:

This letter is to complain about the Kitchen aid stand mixer which I purchased online from Flipkart. I bought it on 1st January 2022 for ₹ 40,000, this included delivery and 40 day money-back offer.

As the product did not perform satisfactorily, I decided to return the product on 5th January. I was assured by the company representative that whole amount including the transportation, handling charges as well as price of the mixer will be credited to my account. But when I checked my credit card bill the amount was not credited to my account.

I had paid with my Visa credit card and have enclosed copies of the receipt, credit card bill and warranty card with this letter.

I can be reached at Email Address or at Phone Number at any time during working hours. I look forward to your positive reply.

Sincerely,

Jass Javvy

Enclosed: photocopies of receipt, credit card receipt