Business Communication involves exchange of information within an organizational setup. It is a continuous process. The more the business expands, the greater is the pressure on the business to find more effective means of communication both with the employees and with the society at large. Business communication is both written as well as oral. But written communication is very important aspect of business communication. It is important to fix accountability and responsibility of people in organization. This requires more of written communication (much of paper work). Everything should be communicated in written by the manager to the people in the organization. Written messages can be saved for future references and cannot be denied.
Business Communication is a permanent means of communication and is much easier understanding then oral means of communication. Good written communication contributes to success of an organization. It helps in building goodwill of an organization. Written business communication includes – letters, memoranda, agenda, manuals, reports etc.
1. Business Letters: It must have a good appealing layout. The content of the letter should be clear in mind of the writer. The letter must be divided into paragraphs. It must have subject written and should be enclosed in an envelope. It should be surely used for future reference. It should be carefully written as it has an impact on goodwill of the organization. Examples of Business letters are – sales letters, information letters, problem letters etc.
2. Memoranda: Memos are generally short means of written communication within an organization. They are used to convey specific information to the people within an organization.
3. Reports: A report is prepared after lot of investigation. Whatever observations are made, an account of them is written in the report. Reports are important for analyzing the performance of the organization. It helps in taking important decisions within an organization.
4. Agenda: Agenda is an outline about all the contents of the meeting. It tells what is the purpose of the meeting and where are the participants heading. While designing an agenda one should be very specific. Designing an agenda beforehand helps the people to come prepared for the meeting.