UNIT 2 BC.docx- cv - RESOLUTION -MINUTES-NOTICE - BUSINESS LETTER DRAFTING
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Practice in Effective Communication- Drafting Notice for Business- Circular used in Business- Minute used in Business- Resolution of the Business- CV writing Business Letter Writing& Office Letter- Content writing for office letter- Status Enquiry- writing of quotation letter- refusal and cancellation of order – credit collection and claim – letter to enquire about the product
UNIT 2 BC.docx- cv - RESOLUTION -MINUTES-NOTICE - BUSINESS LETTER DRAFTING
- 1. A business notice should be concise, direct, and formal, clearly stating the purpose and intended audience. It should include a clear heading, date, and contact information, and be presented in a neat and organized format. Legal notices require specific details like the subject matter, applicable laws, factual background, and a statement of grievances, along with a deadline for response and potential consequences of non-compliance. Key Features of a Business Notice: Concise and Direct: Keep the language precise and to the point, aiming for a 50-word limit. Formal Language: Use professional vocabulary and avoid flowery or casual language. Organized Structure: Include a clear title, heading, and date. Target Audience: Specify who the notice is intended for (e.g., "All Employees," "Shareholders"). Contact Information: Provide a way for recipients to get in touch if they have questions. Official Recognition: Include a signature or other indication of official authorization. Proper Presentation: Present the notice in a neat and organized format, possibly within a box. Notice: Overview Notice can be printed or hand-written to convey a message to a certain group of people. It acts as an announcement for a group of people. It is a formal means of communication. It is written in the form of short or brief information with no extra details. Notice is used to give information regarding an event or occasion. The advantage of using notice is that it reaches the masses quickly. It is written in a very brief format and excludes any extra details. Notice should be precise because people may not have time to read each detail thus, it is upon the writers to express the messages in brief. It is better to write Notice in a box. Notice Format
- 2. 1. Name of the Institution or Issuing Authority – The first step is to write the organisation’s name on top of the page in the capital. The name of the organisation means the name of the institution. Through this, the readers can identify the issuer of notice. 2. Title – The title says “ notice”. It catches the eyes of the reader about the Notice. 3. Date – One needs to mention the date on the left corner of the notice. The Date is crucial as a notice in the form of formal communication. The Date should be written correctly for clarity. 4. Heading – Heading is a brief line that gives an idea about notice. It reflects the occasion for which the notice is issued. Heading explains the purpose of communication. 5. Body – The main subject should be mentioned in the body. It contains important information like the time of the event, place of event and date of the event. The notice is written in passive voice, and the sentence is not more than 3-4 lines. Notice Writing Example What is Notice? Notice implies a piece of information related to a fact, communicated by an authorized person of the organization to different parties like employees, clients, customers, suppliers, etc. When it comes to intra-
- 3. organizational communication, notices together with an agenda are conveyed to all members beforehand, so as to hold meetings. Many organizations have notice boards at notable places, all over the office, so that they can be seen by all to whom it is meant. Every member of the organization is expected to read its contents. It is also shown on the company’s website. Points to be considered while drafting notice The company’s letterhead must be used for writing or printing the notice. Notice should be complete as regards the day, time, date, and venue of the meeting. Name of those members attending the meeting should be mentioned. The name of those members presiding over the meeting should also be stated. It has to be single-spaced and left-aligned. Further, one line should be left between paragraphs. It must contain meeting agenda. What is Circular? Circular is like an advertisement, commonly printed on a page or leaflet, so as to disseminate the information across the wide network of people, i.e. employees, department or branches of organization, business clients customers, etc. During the course of business, a number of events may take place which requires sending circular letters. With the help of these circulars, the sender intends to provide some information to the persons concerned. The process of sending circulars to different addressees is termed circulizing. These are used for a number of purposes or events such as – inviting employees for meetings, sales campaigns, enforcing dress codes, an announcement of special developments i.e. change of address, reorganization, and extension.
- 4. Points to be considered while drafting a Circular 1. The signature of the reader is taken, which indicates that the information has been conveyed. 2. It is required to be specially written in an unambiguous and easily understandable language. 3. It has to be printed or cyclostyled. 4. Dear Sir/Madam is used as a general form of salutation. Circulars are prepared once and then they are cyclostyled or electrostated with a space left for variable details, for circulation to different recipients. To personalize the circular letter – name, address, and individual salutations can be inserted in those spaces after it is cyclostyled and addressed to one individual by way of post. However, they can also be randomly distributed. It can also be issued like an advertisement in the newspaper. Types of Circulars General Circular Official Circular Business Circular Sales Circular or Trade Circular It is to be noted that the circulars differ in their layout, content, and matter. Objective of Circular 1. To issue directions 2. To inform about new policies, procedures. 3. To gain publicity of the goods to be purchased or sold. 4. To influence the readers, with factual points about the company and its offerings. 5. To create interest of readers in the contents.
- 5. 6. To gain the reader’s confidence. 7. To encourage sales. 8. To invite suggestions Format of Circular Absence of Sender’s Reference: The reference of the sender is absent in the circular because he doesn’t expect a reply from the receiver, as he wants to communicate information to a number of customers. Absence of Inside Address: The inside address is absent in circulars as these are printed copies and are addressed to different receivers. So, the inside address is not printed in advance. At the time of posting the letter, the individual address is mentioned at the bottom left-hand side margin. Use of Combined Salutation: Combined Salutation is used, to increase its applicability to a variety of users. Use of Signature Block: The signature block of the authorized signatory is prepared and affixed on the letter at the time of printing. Special Message: In case of a sales circular, it has to be drafted with a special message i.e. Attention, Interest, Desire, and Action i.e. AIDA formula.
- 6. What are meeting minutes? The meeting minutes are a document that records the events that took place during a meeting. They are used by companies, non-profits, medical bodies, government organisations and any other sector to provide written evidence of elements such as: Issues discussed Motions put forth Decisions made Actions agreed upon The minutes are usually distributed amongst attendees afterwards and are approved either before the next meeting or early on in the next meeting. If there is any discrepancy between the content of the minutes and the memories of attendees, they should request the minutes be updated accordingly with the agreement of the other stakeholders. The organisation should then keep them on file for future reference and, in the case of some types of formal meetings, as a legal requirement. Who Takes the Minutes? Some minutes are kept by a recording secretary, an employee specifically tasked with taking minutes, keeping all records and files, tracking attendance and voting records, and reporting to the appropriate designated parties (for instance a board of directors or the upper management of a business). However, minutes may be kept by any individual in attendance at a meeting and are generally distributed to all members of the unit represented at the meeting. The Main Parts of Meeting Minutes Many organizations use a standard template or a special format for keeping minutes, and the order of the parts may vary. Heading—The name of the committee (or business unit) and the date, location, and starting time of the meeting. Participants—The name of the person conducting the meeting along with the names of all those who attended the meeting (including guests) and those who were excused from attending.
- 7. Approval of previous minutes–A note on whether the minutes of the previous meeting were approved and whether any corrections were made. Action items–A report on each topic discussed at the meeting. This can include unfinished business from the previous meeting. (For each item, note the subject of the discussion, the name of the person who led the discussion, and any decisions that may have been reached.) Announcements–A report on any announcements made by participants, including proposed agenda items for the next meeting. Next Meeting—A note on where and when the next meeting will be held. Adjournment—A note on the time the meeting ended. Signature line—The name of the person who prepared the minutes and the date they were submitted. Resolution In the business context, a resolution is a formal agreement or decision made by a company, organization, or board of directors. It serves as a documented record of a decision, outlining the board's commitments, approvals, or directives. Resolutions are crucial for maintaining transparency, accountability, and effective governance within a company. Key aspects of a business resolution: Formal Decision: It's a written record of a decision made by the board of directors, shareholders, or other authorized bodies. Legally Binding: Resolutions can be legally binding, particularly when concerning matters like appointing or removing directors, changing the articles of association, or major financial decisions. Documented Record: Resolutions provide a clear record of the decisions made by the board, ensuring accountability and transparency.
- 8. Historical Reference: Resolutions can serve as a historical reference for the board's actions, especially in legal or financial matters. Examples: Resolutions may be used for authorizing transactions, making significant financial decisions, or managing personnel. Types of Resolutions: Ordinary Resolutions: These are decisions passed by a simple majority vote of the members. Special Resolutions: These require a more significant majority, often a three-fourths majority, and are used for more important changes like altering the articles of association. Board Resolutions: These are resolutions passed by the board of directors concerning matters within their purview. Written Resolutions: These can be used for certain matters if allowed by the company's bylaws and applicable law. Basis for Comparison Circular Notice Meaning A Circular is also a written formal document meant for department-wide or organization-wide communication. Notice is a formal document in written form which is meant to provide important information to the receivers. Communication It is circulated among the members concerned. It is displayed in one place to bring attention to something important.
- 9. Basis for Comparison Circular Notice Used for Interdepartmental communication Intradepartmental communication Font size Small font size Comparatively larger font size Use of box The box is not used. Notice is always written inside a box. Meant for General Announcement Targeted Audience Business communication, a curriculum vitae (CV) serves as a comprehensive, detailed document that highlights a person's career history, education, and accomplishments. Unlike a resume, which is typically shorter and targeted for specific job applications, a CV can be much longer and provide a more detailed overview of an individual's professional life. Here's a deeper look into the role of CVs in business communication: 1. Detailed Overview of Professional Life: CVs are used to provide a comprehensive overview of a person's entire career, including work experience, education, research, publications, and other relevant information. They are often used in academic fields, research roles, and international job applications, where a more detailed profile is needed. 2. Communication Tool: A CV acts as a communication tool that showcases an individual's value and qualifications to potential employers or hiring managers. It allows individuals to demonstrate their skills, experience, and accomplishments in a structured and organized manner. 3. Key Sections: CVs typically include sections such as: o Personal information (name, contact details) o Education (degrees, certifications) o Work experience (job history, responsibilities)
- 10. o Research experience (projects, publications) o Awards and honors o Relevant skills and certifications 4. Purpose and Use Cases: CVs are often required when applying for jobs, especially in academia, research, and international positions. They can also be used for scholarships, fellowships, and other opportunities that require a detailed overview of an applicant's qualifications. 5. Difference from a Resume: Unlike a resume, which is often limited to one or two pages and tailored to a specific job, a CV can be much longer and more detailed. A CV provides a comprehensive account of an individual's entire professional life, while a resume focuses on the most relevant experience for a specific job. 6. Importance of Formatting: A well-formatted CV is crucial for effectively communicating an individual's qualifications and experience to potential employers. Clear headings, consistent formatting, and professional presentation are important to make the CV easy to read and understand.