BUSINESS COMMUNICATION

Lesson 1
English Grammar and its Usage

Grammar and its Usage

The part of Grammar concerned with changes in the form of words by internal modification or by
affixation is known as accidence and the manner in which these words are arranged in the form of a
sentence is called syntax.

Parts of Speech

Words are divided into eight classes according to the work they do in a sentence. They are as follows:

Nouns :

A noun is “naming word”. It names somebody or something.

Kinds of Nouns :

Nouns may be divided into (a) common nouns and (b) proper nouns.

Common nouns are the names given in common to all persons, places or things of the same class. For
example, bank, shop, market, etc.

Collective noun : Common nouns include another class known as collective nouns. e.g., batch,
company, university, crowd, flock, etc.

Proper nouns : are the names of particular persons, places or things. For example, India, Larsen and
Tubro, Delhi, January, etc.

Pronouns :

Pronouns are used in place of nouns. Pronouns may be Personal and Relative.

Personal Pronouns : To represent person or things., e.g., I, we, you, she, he, it him, us, them, etc.
Relative Pronouns : The most common relative pronouns are whom, which and that.

Possessive Pronouns : These show possession, e.g., mine, ours, yours their, its and hers.

Adjectives :

A word used to describe or point out, a person, animal, place or thing which the noun names, or to
tell the number and quantity, is called an Adjective.

Eg : My CSEET Champs are INTELLIGENT.

Verbs :

A verb is a word that tells or asserts something about a person or thing. Verb comes from Latin
Verbum, meaning a word. It is so called because it is the most important word in the sentence.

Eg : You are STUDYING.

Adverb :

While Adjectives qualify or add to the meaning of nouns, adverbs modify the meaning not only of
verbs, but also of adjectives, prepositions, conjunctions, etc.

Eg : You are VERY intelligent student.

Preposition :

A Preposition, by definition is placed before a noun or its equivalent in order to show its relationship
in terms of time, place, etc.:

Eg : Our class will be held OVER zoom meeting.

Conjunction :

Conjunctions join words or even sentences conveying related ideas. Two commonly used
conjunctions are:

• and

• but.

Eg : My CSEET Champs are very intelligent BUT also notorious.

Interjection :

Interjections are words which are used in a sentence to express strong emotion or feeling.

Eg : Oh my God !

Types of Voices :

As a general rule, we should use Active Voice in our sentences. Such sentences are shorter, direct and
emphatic.

Passive Voice is also found more suitable while drafting legal formulations as no identifiable subject
can be mentioned.
Eg :

Mansi was painting the room. (Active Voice)

The room was painted by Mansi. (Passive Voice)

Articles :

The words a or an and the are called Articles. They come before nouns. A or an is called the Indefinite
Article, because it usually leaves indefinite the person or thing spoken of; as,

The is called the Definite Article because it normally points out some particular person or thing.

The indefinite article is used before singular countable nouns, e.g.,A car, an apple, a table.

Tenses :

Types of Sentences :

The clause that makes good sense by itself, and hence could stand by itself, as a separate sentence is
called a Principal or Main Clause.

A clause which cannot stand by itself and makes good sense but not complete sense are called a
Dependent or Subordinate Clause.

Loose sentences are suited to simple style of letter writing and are closer to the spoken form.

Periodic Sentences are decorous and emphatic but more difficult to write.

Shorter Sentences are easier to write as well as understand.

Longer Sentences are prone to grammatical errors and need careful thought and planning.

Prefixes :

An affix “is an addition to the base form or stem of a word in order to modify its meaning or create a
new word”.

Suffix :

It is a morpheme (minimal meaningful language unit) added at the end of a word to form a derivative.
In other words an addition to the end of a word to form a derivative of the root word is a suffix.

Punctuations :

The marks, such as full stop, comma, inverted commas, hypen and brackets are used in writing to
separate sentences and their elements and to clarify meaning, are called punctuation marks.

The various punctuations used in the English language are:

– capital letters – colon – underline – space – full stop – dash – quotation marks – italics – hyphens –
stroke – bold emphasis – apostrophe – asterisk – ellipsis – question mark – semicolon – paragraph –
comma – abbreviations – numbers – brackets – exclamation mark.

Space is the most basic form of punctuation which separates words, sentences, paragraphs and
chapters. Usually one alphabet space is used between words and punctuation, and also after
sentences, unless it is the last sentence of a paragraph, when the rest of the space on that line is left
blank.

The Full Stop (.) also known as a stop, point or period (in American English) is used to end a declarative
sentence, a sentence which is not a question or an exclamation.
Comma(,) is easily the most important punctuation mark within a sentence. Commas separate or
enclose subordinate clauses and phrases in sentences. Its most typical use is to separate two main
clauses that are linked by a conjunction.

Hyphen (-) is used between words to clarify meaning. It also links words to form a compound word.
The use of hyphen varies in different places; therefore there are no complete set of rules that can be
applied to the use of hyphen.

Semi colon (;) is used to separate two or more independant clauses that are placed together and
which are of equal importance in the sentence.

Colon (:) is a punctuation mark that has three major functions:

– to introduce some kind of explanation.

– To introduce examples.

– To introduce quotations or direct speech.

An Apostrophe (’) is used

(i) to denote possession and other kinds of relationship.

(ii) contractions of words.

Quotation Marks (“ ”/‘ ’) also known as quotes or inverted commas are used to enclose material that
is introduced into a text from outside it, such as quotations or words used by other people.

Brackets also known as parentheses are of two kinds:-

• Crescent shaped ( ) • Square shaped [ ].

Brackets are used to enclose certain contents, which the writer sets out apart so that the flow of the
sentence is not interrupted.

Square Brackets are used to enclose words that are not usually intended to be the part of a sentence,
but only as an editorial or authorial interjection. They are also used at times to enclose parentheses
within another parentheses.

Other Brackets : The other types of brackets are: *Brace brackets { } Example: Select your animal {goat,
sheep, cow, horse} and come to the market. *Angle brackets <> Example: I found it on Games.com .
These brackets are used only in specialised texts, mathematics and technical works.
 Lesson 2
ENRICHING VOCABULARY

Vocabulary is a person's own knowledge of words.

Some of the reasons why it is important to enrich your list of vocabulary words are as follows:

• Building your vocabulary is important in reading comprehension.

• Building your vocabulary will improve your communication skills- verbal and written communication
skills will improve and you may be able to better understand another individual.

• Building your vocabulary may help improve your personal life, social life and professional life.

Vocabulary topics

1. Choice of Words

Range or repertoire

Audience

Type of communication

The message you intend to convey

Context and usage

Regional or national differences

Improving Vocabulary
Tips for choosing the right words :

• Simplicity
• Use familiar words
• Jargon (Jargon is language that is unique to a particular field of knowledge, e.g., science,
technology, art, trade or a profession.)
• Avoid using superfluous words/Verbosity (uses excessive or superfluous words or using more
words than necessary)
• Choose short words
• Select words for precise meaning
• Use Gender-neutral words (Eg : Chairperson instead of Chairman)

Synonyms :

Synonyms are words that have very nearly the same meaning.

Eg : Achieve accomplish, execute, gain.

Antonyms :

Antonym is a word opposite or contrary in meaning to another word.

Eg : Ability Inability, Oral Written

Homophone :

The word, homo, means “same,” and phone means “sound.” Homophones are two words that sound
the same, but have different meanings.

Eg : Ate, Eight

Ate is the simple past tense of the verb “to eat.” I ate an entire pizza and now I’m really full and tired.
Eight is noun, the number after seven and before nine.

Homonym :

There’s another word that begins with homo-, which speakers often confuse with homophone are
known as homonym. Again, the word homo- means “same,” but –nym means “name.”

A homonym is a single word (with one spelling) that has more than one meaning.

Eg : Bat – Bat

I am afraid of bats.

It’s his first time at bat in the major leagues.

Syllable :

A syllable is the minimum rhythmic sound of a spoken language.

Abbreviations :

An abbreviation is a short way of writing a word or a phrase that could also be written out in full.

Abbreviations are the shortened form of a word, phrase or text.

Abbreviations are very rarely used in formal writing.

Eg : Etc. is the widely used abbreviation for ‘etcetera’

Don’t Abbreviate the following :

– Words such as through (thru), night (nite).

– Days of the week or months of the year (in the normal flow of text).

– Words at the beginning of a sentence.

– People’s names, unless those abbreviations have come to be accepted as nicknames for those
particular individuals.

– Courses such as eco (for economics) or pol sc (for political science).

Acronyms :

Acronyms are words formed from the initial letters of other words.

Eg : UNICEF (United Nations International Children Emergency Fund)

Phrase:

A Phrase is a group of words, a part of sentence which does not make a complete sentence, but has
an independent meaning and makes some sense.

Eg: on the hill, about town, under the tree, etc.

Proverbs:

Proverbs contain home truths as well as universal truths.

Birds of a feather flock together.

(People of like character come together).

 Lesson 3
COMPREHENSION OF PASSAGE AND ART OF SUMMARISING

The word comprehension means the ability to understand what you listen or what you read.

Your main task is to answer the questions asked from the passage.

Important Strategy to Solve Comprehension Passages:

• Read the passage as fast as possible.

• Get thoroughly involved with the paragraph to understand it.

• Underline important lines or parts of the passage to answer the questions. It will also help to

understand the main idea of the passage or the tone or mood of the author.

• Try to translate a complex line in an easy one in your own words and your own language. This

will help you in analyzing the main idea of the paragraph and in seeking the cause and effects

of the passage.

• Underline or mark the keywords. These will help you to discover the logical connections in

the passage and help in understanding it better.

• Try to understand some certain unfamiliar words by reading the line thoroughly. The theme of

the line will make you understand the meaning of the words.

• Determine the main idea, tone or mood, inferential reasoning, and other details from the

paragraph.

• Do not assume anything based on your personal belief.

• Look back at the paragraph when in doubt.

• Read the questions and all the alternative provided and choose the most appropriate one.

Para Jumbles

Para Jumbles are basically jumbled paragraphs. You are provided with a paragraph but the sentences
are not in the right sequence. You have to rearrange the sentences so that they turn out into a
meaningful paragraph.

Key skills required :

• Understanding the topic of the paragraph

• Understanding the information flow

Sentence Correction :

Sentence Correction or Error Spotting is the one of the most scoring area of verbal section.A sentence
is the basic unit of language. A sentence is a group of words that have a syntax and convey a certain
meaning.

You are required to check if there is any error in the sentence or in the marked parts of it.

Sentence Arrangement :

Jumbled Sentences are a must for good English. This is usually known by many names like rearranging
of words, rearranging sentences, jumbled words, word order exercises, make a sentence with the
word, put the words in the correct order to make sentences, sentence order, sentence formation etc.

Rearranging the words in a meaningful sentence is an art.

Sentence Completion :

In these exercises, students must choose the correct answer to fill in the blank. Some sentences
contain a single blank, while others may contain two.
 Lesson 4
CONCEPT OF BUSINESS COMMUNICATION

Concept of Communication :

The word ‘communicate’ has been derived from the Latin word ‘Communis’, which means to ‘share’.

Definitions :

Koontz and
Hudson Allen Louis George Terry
O’Donell
•Communication is •“Communication •Communication is •“Communication
the transfer of in its simplest the sum of all is an exchange of
information from form of conveying things, one facts, ideas,
one person to of information person does when opinions or
another whether from one person he wants to emotions by two
or not it elicits to another” create or more persons.”
confidence understanding in
the mind of
another. It is a
bridge of
meaning. It
involves a
systematic and
continuous
process of telling,
listening and
understanding.

Webster’s dictionary :

states that “communication is the act of exchanging information and understanding from one person
to another”

Scott :

administrative communication is a process which involves the transmission and accurate replication
of ideas ensured by feedback for the purpose of eliciting action which will accomplish organization
goals.
Features of Communication :

Communication is…

consists
inter- goal-
Two-way ongoing dynamic facts, ideas
disciplinary oriented
process process process and
science process
emotions

Importance of Communication :

(i) Increase in Size

(ii) Growing Specialization
(iii) Cut-throat Competition
(iv) Trade Union Movement
(v) Human Relations
(vi) Public Relations
(vii) Personal Asset
Communication Process :

The communication process consists of a series of steps by which a sender reaches a receiver with a
message. It involves six steps:

Develop
Encode Transmit Receive Decode Feedback
an Idea

The Seven C’s of Effective Communication

Guidelines ensure effective communication:

• Choose the right means and mode

• Own your messages
• Offer complete and relevant information
• Obtain feedback
• Think of the recipient
• Verbal and Non-verbal congruence
• Repeat if necessary
• Do not judge
• Rely on facts
JOHARI WINDOW :

The Johari Window, named after the first names of its inventors, Joseph Luft and Harry Ingham, is one
of the most useful models describing the process of human interaction. A four paned “window,” as
illustrated below, divides personal awareness into four different types, as represented by its four
quadrants: open, hidden, blind, and unknown.

Adjectives selected by both the participant and his or her peers are placed into the Arena quadrant.

Adjectives selected only by the participant, but not by any of their peers, are placed into the Façade
quadrant, representing information about the participant of which their peers are unaware. Façade
quadrant also called “hidden” quadrant.

Adjectives that are not selected by the participant but only by their peers are placed into the Blind
Spot quadrant.

Adjectives which were not selected by either the participant or their peers remain in the Unknown
quadrant, representing the participant’s behaviors or motives which were not recognized by anyone
participating.

The process of enlarging the open quadrant is called self-disclosure.

Types of Communication

Internal Communication

When people within the organisation communicate with one another, it is said to be an internal
communication.

People also communicate within the organisation at a personal level. This is known as informal
communication.

All modes of non-verbal communication may be used in internal communication. Some of the modes
of written communication are Memo, Report, Office order, Circulars, Staff Newsletter, Email, Fax,
Notice, Agenda, Notes on Agenda, Minutes of Meetings, Manuals, etc.

External Communication

When the people in an organisation communicate with anyone outside the organisation it is called
external communication.
External communication has been mainly formal and largely documented, but there is an increasing
trend to make it informal.

All modes of visual and audio-visual communication too may be used in external communication. All
modes of Non-verbal communication may also be used in external communication depending on the
circumstances and means of communication chosen for the purpose.

Communication Flows :

Downward Flow

All the important decisions are taken at the top. These are communicated through different levels of
hierarchy to the workers.

Upward Flow

With the passage of time, management styles have also undergone a change. The role of workers in
the progress of industry has begun to be appreciated. Workers’ empowerment and their participation
in management are the buzz-words. It is natural for the workers to feel involved in their organisations
once they realise that their interest coincides with that of the management.

Diagonal Flow

Often there arise situations where tasks to be completed involve more than one department in the
organisation and there is more often no obvious line of authority.

Horizontal Flow

This type of communication flow usually takes place between people of the same status/level of
hierarchy in the organization.
Means of Communication

The means or methods of communication :

(i) verbal communication entails use of words to convey messages either in speech or through writing;
and

(ii) Non-verbal communication where messages are communicated through body language (i.e.) facial
expressions and gestures.

Verbal Communication :

It is a written or a spoken message that uses words to exchange ideas/ information.

The means of verbal communication are:

• Written communication

• Oral communication

• Visual communication

• Audio-visual communication.

1. Written Communication : In the written form, it may require drafting of letters and circulars,
proposals, memos and business reports of varying kinds.
2. Oral Communication : Research studies have shown that 80% of communication by executives
of a company is in the oral form.
3. Visual communication : could be with words or pictures or a combination of both.
4. Audio-visual communication : The rapid advancements taking place in the field of information
technology have brought about unprecedented changes in the communication systems the
world over.
The means of audio-visual communication include :

Non-verbal Communication :
Choice of Means and Mode of Communication :

Mediums of Digital Communication :

Communication Networks :

1. Vertical Network :

The vertical network is usually between the superior and subordinate and vice versa.

2. Circuit Network :

It is similar to vertical network but in circuit network ‘A’ and ‘B’ are not necessarily superior and
subordinates.
3. Chain Network :

This network of communication follows the organisational hierarchy and chain of command.

4. Wheel Network :

Here all subordinates receive commands from one superior.

5. Star Network :
Reasons for Barriers to Communication :

Distortions

Ambiguity

False Assumptions

Lack of Planning

Implied Meanings

Passing Judgments

Lack of Trust

Problem of Semantic Distortion

Ways to Overcome Barriers to Communication :

Be Aware of Communicate
Consult Others
Language, Tone According to the
before
and Content of Need of the
Communication
Message Receiver

Clarify Ideas Convey Things of

Ensure Proper
before Help and Value to
Feedback
Communication the Listener

Consistency of Follow up
Be a Good Listener
Message Communication
 Lesson 5
LISTENING SKILLS
Listening is the “receiving” part of communication.

Listening is the ability to accurately receive and interpret messages in the communication process.

Hearing refers to the sounds that enter your ears.

Types of Listening Skills :

• Discriminative listening is the most basic

Discriminative listening type of listening, whereby the difference
between difference sounds is identified.

• Critical listening is listening in order to

Critical listening evaluate and judge, forming opinion about
what is being said.

• Biased listening happens when the person

Biased listening hears only what they want to hear

• we make judgments about what the other

Evaluative listening person is saying.
 Appreciative • In appreciative listening, we seek certain information
which will appreciate
listening
• The next step beyond discriminating between
Comprehension different sound and sights is to make sense of them.

listening

Empathetic • When we listen empathetically, we go beyond

sympathy to seek a truer understand how others are
listening feeling.

• the listener has a purpose of not only empathizing

Therapeutic with the speaker but also to use this deep
connection
listening
• learning through conversation and an engaged
interchange of ideas
Dialogic listening • and information in which we actively seek to learn
more

• In sympathetic listening we care about the other

Sympathetic person and show this concern

listening
Relationship • Sometimes the most important factor in listening is
in order to develop or sustain a relationship.
listening
Selective • This is a more negative type of listening, it implies
that the listener is somehow biased to what they are
Listening hearing.

• Active listening occurs when the listener attempts

Active and to understand as clearly as possible what the
speaker says. Effective listening is attempting to
Effective Listening understand the perspective of the speaker and
empathize, not sympathize, with him or her.
Types of Listeners :

Active Listeners :

Active listeners involve themselves actively in the communication process by keenly listening not only
to the message but also to the way it has been delivered.

Passive Listeners :

Passive listeners exhibit exactly the opposite behavioristic traits of active listeners.

Non Listeners :

The non-listeners do not listen at all because they are genuinely disinterested in the subject.

Marginal Listeners :

Impatient to listen to the main ideas, marginal listeners pay superficial attention, and are interested
only in the bottom line.

Evaluative Listeners :

Evaluative listeners literally assess the verbal content on the basis of words not paralinguistic or
nonverbal cues.

Barriers to Active Listener :

Principles of Effective Listening :

Barriers to Effective Listening :

Ways to Overcome Barriers in Listening :
 Lesson 6
BUSINESS CORRESPONDENCE
A business letter is usually a letter from one business entity to another, or between such organizations
and their customers or clients and other related parties.

Letterhead :

A letterhead is the printed stationery, which carries the essential information about the company or
the organisation. Since the first contact with a company is usually made through its letterhead,
companies spend considerable time, effort and money on getting it designed.

A letterhead generally carries a company logo, tagline, the name and address of the registered office,
corporate office of the company, Corporate Identity Number (CIN) and its contact numbers and
website and e-mail addresses of the company.

Sample :

Reference Number :

A reference number helps us in retrieving the letter at a later stage.

Date :

The date must be written in full without abbreviating the name of the month.
Special Markings :

A few spaces below the date, one may show special markings such as Confidential, Air Mail, through
Registered Post/Courier/Speed Post etc.

Inside Address :

The complete name and address of the recipient is written below the special markings.

Attention Line :

If the letter is addressed to a company or one of its departments but the sender wishes it to be dealt
with by a particular individual, then an attention line may be inserted either above or below the inside
address.

Salutation :

The choice of a salutation depends on the extent of formality one wishes to observe. ‘Dear Sir/Madam’
may be used as a standard salutation

Subject Heading :

It is useful to provide a subject heading in longer letters.

Main Body :

The main body of letter may be divided into three parts. Most business letters begin with a brief
introduction, which states the purpose of the letter.

Complimentary Close :

The complimentary close should match the salutation in terms of formality or lack of it.

Signatory :

After leaving four to five spaces for the signature, the name of the sender may be written in capitals
within brackets followed by the designation

Enclosures/Copies Circulated :

List of enclosures or details of those to whom copies of the letter are being circulated may be given
below the designation of the sender.

Annexures :

If we wish to annex some documents with the letter, then information about these may be listed at
the end.
Type of Business Letters :

Type of
Business
Letters

Formal Informal
Business Business
Letter Letter

Layout of Letters :

Blocked Format :

In the blocked format of letter layout, the date of the letter, all references, subject, salutation, the
paragraphs in the body of the letter, conclusion and signature, all commence at the left margin.

Semi-Blocked Format :

This style is often termed as modified block style letter. In the semi-blocked format of a layout of a
letter the date of the letter, conclusion and signature are aligned to the right of the letter.
Essentials of a Good Business Letter :

• Positive messages include messages where the audience is expected to react in a

neutral to positive manner. Positive messages tend to consist of routine or good
Positive news.
Messages

• In this type of message, the audience is expected to need encouragement in

Persuasive order to act as the sender desires.
Messages

• Negative messages include messages where the audience is expected to react in

a negative manner.
Negative • Negative messages consist of bad news.
Messages

• Businesses messages include messages from the Chairman of the Company to

the shareholder, employees or related to sales and purchases, products, and
Business services, confirmation or cancellation of orders, invoices, company
Messages announcements and notifications.
Business Reports :

The word ‘Report’ is derived from the Latin “reportare” which means to carry back (re=back+ portare
= to carry). A report, therefore, is a description of an event carried back to some who was not present
on the scene.

Inter and Intra-Departmental Communication :

1. Memorandum :

The term Memorandum (Memos) has often been misunderstood as a part of disciplinary proceedings.

Nor are salutation and complimentary close used. Informal tone and use of personal pronouns is
allowed. Numbering is optional. Titles such as Interoffice Communication, Office Memorandum or
Interoffice Correspondence may be used in place of more commonly used Memorandum.
2. Office Circulars :

Office circulars are for disseminating information to a large number of employees within the
organisation. Since it is an internal communication, therefore it has traditionally been brief and
business-like formal and devoid of salutation.

3. Office Orders :

Office Orders have a format similar to that of memorandums. What makes them different is the
purpose and tone employed. They generally deal with matters affecting rights and privileges of
employees. The language used is formal and legally common.

4. Office Notes :

Office Notes are exchange between two different departments. Companies follow a particular format
for ‘notes’ of this type. The actual layout of the ‘Note’ may differ from company to company.

Management Information Systems (MIS)

Major postulates of Management Information Systems are:

Information is provided by extraction and manipulation of operational data.

Information formats are pre-specified and fixed

Information form of a MIS is periodic, exception and based on demands

It provides information about the performance of the organization.

It supports the intelligence and implementation stages of decision making.

It supports structured decisions for operational and tactical planning and control.

Elements of MIS :

Management :
The term “Management” as defined by Marry Follett is “The art of getting things done through people”

Information :

It is a source for increment in knowledge. In MIS, it is obtained by processing data in to a form

meaningful to the users.

System :

A physical system is a set of components that operate together to achieve a common objective or
multiple objectives.

Structure of Management Information System :

The levels of management consist of top, middle, and first line management (supervisory). The
activities in the organizations are of three types:

– Strategic planning,

– Tactical and

– Operational

Characteristics of MIS :

Comprehensiveness Co-ordinated Integration Sub-systems

Transformation of Conforms to
Data into Enhance Productivity Managers’ Styles and Relevant Information
Information Characteristics

Uses Established
Feedback Flexibility Modularity
Quality Criteria

Selective Sharing of
Computerized
Data
Basic Requirement of MIS :

Operations
Hardware Software Database Procedures
Personnel

Limitations of MIS :

1. The quality of the outputs of MIS is basically governed by the quality of inputs and processes.

2. MIS is not a substitute for effective management.

3. MIS may not have requisite flexibility to quickly update itself with the changing needs of time,
especially in the fast changing and complex environment.

4. MIS cannot provide tailor made information packages suitable for the purpose of every type of
decisions made by executives.

5. MIS takes into account mainly quantitative factors; thus it ignores non-quantitative factors

6. MIS is less useful for making non-programmed decision-making. Such type of decisions is not of
routine type and thus they require information, which may not be available from existing MIS to
executives.

7. The effectiveness of MIS is reduced in the organization, where the culture is to hold information
and not share with others.

8. MIS effectiveness decreases due to frequent changes in top management organizational structure
and operational team.
 Lesson 7
CONCEPT OF E-CORRESPONDENCE

World Wide Web :

The World Wide Web, or simply Web, is a way of accessing information over the medium of the
Internet. It is an information-sharing model that is built on top of the Internet.

Browser :

A Web browser is software application that enables you to find, retrieve, and display information
available on the World Wide Web (WWW).

Internet :

The Internet is a global system of interconnected computer networks.

E-Correspondence :

E-Correspondence is commonly known as ‘email-correspondence’ or ‘electronic correspondence’. It

is an electronic method of providing you with important information on your email address.

Email :

Tomlinson is called the ‘father of email’ and is credited with its invention.

Features of Email :

Cost-Effective Electronic Packages Interface

Attachments Spam Signature Search

Changes at the
Cloud Storage
Workplace
Features of an Email Accounts :

Sent Mail

Spam

Drafts

Trash

Email Etiquette :

Be Professional

Be Concise

Mind Your Manners

Watch Your Tone

Use Correct Spelling and

Proper Grammar

Wait to Fill in the “TO”

Email Address
Advantages of Email :

Disadvantages of Email :

Intranet:

The word ‘intra’ means within or internal. It is like the internet, except that it contains information
specific to the particular organization. External people, who are not on the network cannot access the
intranet.

Most companies use their intranet in place of paper and emails because it gives information to
everyone within the company, regardless of their location. Thus, all employees in an organisation get
to know about the carried happenings.
Benefits of Intranet :

Purpose of Intranet :

The purpose of the intranet is for internal communication. Increasingly, intranets are being used to
deliver tools and applications, e.g., collaboration (to facilitate working in groups and teleconferencing)
or sophisticated corporate directories, sales and customer relationship management tools, project
management, etc., to advance productivity.

Intranet user-experience, editorial, and technology team work together to produce in-house sites.
 Lesson 8
COMMON BUSINESS TERMINOLOGIES

‘Business Terminology’ is the main vehicle by which facts, opinions and other ‘higher’ units of
knowledge are represented and conveyed.

Ten Basic but Most Important Terms / Words in Business English :

• Management : those in charge of running a business

• Business : the activity of providing goods and services involving financial and commercial and
industrial aspects

• Marketing : the commercial processes involved in promoting and selling and distributing a product
or service

• Profit : the amount of money left over after expenses are taken out

• Telecommuting : involves working at home usually on a computer

• Downsizing : a planned reduction in the number of employees needed in a firm in order to reduce
costs and make the business more efficient

• Outsourcing : contracting out selected functions or activities of an organization to other

organizations that can do the work more cost efficiently

• R & D or Research and Development : Business or government activity that is purposely designed to
stimulate invention and innovation

• Headquarters : (usually plural) the office that serves as the administrative center of an enterprise

• Market : the world of commercial activity where goods and services are bought and sold.

ACT OF GOD A term usually used in insurance to denote risks and dangers arising out of natural causes
that are beyond human control.

ADJOURNMENT Postponement of a court session until another time or place.

AGENDA A program listing items of business to be transacted in a meeting.

AMALGAMATION The coming together of two or more previously autonomous businesses into a single
undertaking.

ANNUAL RETURN A statutory document filed by every company annually with the Registrar of
Companies, stating the particulars such as status, names of directors, shareholders, indebtness etc. of
the company.
APPEAL Appeal is a process by which the correctness of the decision of a lower court or tribunal is
questioned in a higher court.

ASSET Anything to which money value can be attached, owned by a business or individual.

BALANCE SHEET The financial statement generally prepared at the end of a period usually the financial
year showing the assets, liabilities and net worth of an organisation.

BANKRUPTCY A legal condition where a person or a business in which liabilities exceed the assets and
the debtor is unable to repay amounts owed.

CAVEAT EMPTOR A legal doctrine literally meaning ‘let the buyer beware’

DEED A legal document in writing, signed, sealed and delivered by the person making the deed.

DEMATERIALISATION Conversion of debentures from electronic form.

DISSOLUTION The legal end of a marriage, also called a divorce.

DIVIDEND A return on investment on securities such as shares dependent on the profitability of the
company

GOODWILL An intangible saleable asset, such as reputation or location of a business, which makes the
business worth more than its book value.

INSIDER TRADING Trading in a company’s shares by a person connected with and having access to its
sensitive, unpublished and confidential information.

LIBEL Defamatory material in recorded form as opposed from slander which is oral. The victim may
file a suit for damages.

MCA Ministry of Corporate Affairs.

NABARD National Bank for Agricultural & Rural Development.

NASDAQ National Association of Security Dealers Automated Quotations.

PATENT A right or privilege granted by law to an inventor also called a patentee, to enjoy the fruits of
his invention for a specified period.

QUORUM The minimum number of members required to be present in order to transact business at
a meeting.

SCAM A fraudulent activity where usually small sums of money is obtained from a large number of
persons, so that the activity is not detected.

TAKEOVER The acquisition of control of a company by another company achieved by the purchase of
the majority of its shares.

TRADEMARK A distinctive mark or sign or symbol protected by law and placed on goods to identify
the manufacturer.

TRESPASS To enter someone’s land or property without their permission. It is an offence which is
punishable in law.
WINDOW DRESSING A manoeuvre engaged in by companies, banks, mutual funds etc., at the end of
the accounting period in order to impress stock holders who will be receiving the report showing that
funds are better managed and invested than what might have been drawn up.