COM PREFI - Verbal Communication: The

Communication - is a two-way words chosen by the speaker are

process by which thoughts are intended to convey specific meaning.
transferred through different media - Structure and Organization:
from one person or group of persons Words are organized using
to another person or group of grammar, sentence structure, and
persons. order (e.g., saving the key point for
Intercultural Communication - is last).
the branch of communication field - Nonverbal Aspects:
that studies communication among
people from different cultures,  In speech: Tone of voice,
including distinct cultures within a body language, and
single country. appearance influence the
Interpersonal Communication - is message.
the communication between people  In written form: Writing style,
that exists on a continuum ranging punctuation, headings, and
from impersonal(between social formatting shape how the
roles) to highly personal. message is understood.
Intrapersonal Communication - is
the communication with oneself, Context and Environment: The
including self-talk, planning, and setting and any background noise
reflections. may impact the clarity and
Eight Essential Components of perception of the message.
Communication 3. Channel
1. Source - The method or medium through
- imagines, creates, and sends the which a message travels from the
message. The source begins by first source to the receiver.
determining the message—what to - Audio vs. Visual Signals:
say and how to say it.
- second step involves encoding the  Visual Only: When the TV
message by choosing just the right volume is off, body language
order or the perfect words to convey and visuals still convey part of
the intended meaning. the message.
- third step is to present or send the  Audio Only: With the image
information to the receiver or turned away, audio alone
audience. This message can be (dialogue) can communicate
conveyed through his or her tone of much of the storyline.
voice, body language, and choice of
clothing. - Types of Channels:
- Finally, by watching for the
audience’s reaction, the source  Spoken Channels: Face-to-
perceives how well they received the face conversations,
message and responds with speeches, phone calls,
clarification or supporting voicemail, radio, public
information. address systems, and VoIP.
2. Message  Written Channels: Letters,
- The meaning created by the source memos, purchase orders,
to communicate with the receiver or invoices, articles, blogs,
audience. emails, texts, and social
media posts.
4. Receiver - The physical and social space
- The individual who uses senses where messages are sent and
(listening, seeing, touching, smelling, received.
tasting) to receive and interpret the - Physical Elements: Includes
message from the source. objects like tables, chairs, lighting,
- Interpretation: The receiver and technology (e.g., computer), as
interprets both intentional and well as the room itself, all of which
unintentional messages sent by the can impact communication.
source. - Social Cues: Environmental
- Intentional Messages: These are factors like dress code (formal vs.
the deliberate parts of the message casual) can signal the tone of a
that the source wants the receiver to conversation, whether it’s open and
understand. For example, the friendly or more formal.
specific words, gestures, or tone - Proximity: Physical closeness may
chosen by the sender to convey a encourage more intimate
particular meaning. conversations, while distance might
- Unintentional Messages: These lead people to communicate
are unintended cues or information differently, such as through text,
that the receiver may pick up on, which can still be intimate but is
which can affect their understanding influenced by the environment.
of the message. This could include 7. Context
body language, facial expressions, - The circumstances and setting that
or background noise that weren’t shape how a message or event is
meant to influence the message but understood and interpreted. Context
still impact interpretation. influences expectations and norms
5. Feedback for communication.
- The response the receiver provides - Non-Isolated Events:
back to the source, either Communication is not isolated;
intentionally or unintentionally. participants bring background and
- Purpose: Feedback helps the expectations from their prior
source understand how well the experiences.
message was received and - Formality Expectations: The
interpreted. It can be verbal (spoken formality level (e.g., formal vs.
response) or nonverbal (nods, informal communication) depends on
expressions), allowing the source to participants’ contextual expectations.
gauge message clarity and Misalignment in these expectations
effectiveness. can lead to misunderstandings.
- Clarification Opportunity: - Cultural and Social Events:
Feedback allows the receiver to ask Traditional events (e.g., weddings,
for clarification, express agreement quinceañeras) have specific contexts
or disagreement, or suggest guiding behavior, like greetings,
improvements to make the message silence, or celebration times, which
more engaging. inform how people communicate and
- Accuracy of Communication: interact.
Increased feedback generally - Role in Structured Settings: In
improves the accuracy and settings like business meetings,
effectiveness of communication. context often dictates interaction
6. Environment roles (e.g., who speaks first),
typically influenced by participants’
positions or roles outside the purpose, often within professional,
meeting. financial, or legal contexts.
· Characteristics:
- Importance Across Cultures:
Context is crucial in cross-cultural  Pre-Determined Channels:
communication, where differing Follows set pathways, such
expectations can significantly impact as professional exchanges,
understanding and respect in bank notifications, and legal
interactions notices.
 Time-Consuming: Adheres
8. Interference to protocols, making it more
- Any factor that can block, alter, or structured and slower than
distort the intended meaning of a informal communication.
message, disrupting communication.  Documentation: Often
- External Noise: Physical backed by written records
distractions, such as car horns, (e.g., meeting minutes, legal
billboards, or radio sounds, can notices) to provide verifiable
interrupt focus and communication. evidence of communication.
- Psychological Noise: Internal  Reliability: Regarded as a
distractions, like personal thoughts credible information source
or emotions, can divert attention due to its structured and
from a message. documented nature.
- Physical Discomfort: Other
distractions, such as hunger or an
uncomfortable environment (e.g., a
hot room), can affect a person’s
ability to engage fully in
communication. · Importance in Professional Life:
- Impact on Communication: Noise Mastery of formal communication is
disrupts the normal encoding and vital for career success and
decoding process between source professional growth.
and receiver, potentially altering or · Tips for Effective Formal
obscuring the message. Communication:
TYPES OF COMMUNICATION
 Clarify Purpose: Clearly
state the reason for the
communication.
 Structured Approach: Use a
clear, organized structure for
easy comprehension.
 Maintain Professional Tone:
Keep it open, friendly, and
professional.
 State Expected Outcomes:
Formal Communication Reiterate your goals
- Also known as "official (clarification, answers, action)
communication," it includes and any constraints (e.g.,
structured verbal and written confidentiality, response
expressions that serve a formal deadlines).
  Show Appreciation: End by approachable and relatable, making
thanking the audience, which it effective for spreading ideas and
works well for both oral and fostering positive opinions without
written communication. seeming forced.

Informal Communication Practical Example: Employees may

learn about the preferred caterer for
- Often referred to as the the day through informal
"grapevine," it is unofficial communication from colleagues,
communication that typically despite formal notices about rules
occurs through word-of-mouth. It and schedules being sent by
spreads personal opinions, ideas, management.
or information informally, without
formal structure. Strategic Use: Informal
communication can be useful in
Characteristics: certain situations to control or direct
information flow in a more informal
Spontaneous and Unstructured: It and flexible manner.
occurs without a predetermined
channel or protocol, making it free- Oral Communication - Is the
flowing and less formal than official process by which thoughts are
communication. transferred through spoken words
from one person to another.
Less Reliable: Due to its informal
nature, it can be less accurate or Oral Communication (Face-to-
reliable, often seen as gossip or Face)
rumor.
- Direct, in-person communication,
Wide Spread: Informal where spoken words express your
communication can quickly spread thoughts. It can be formal or
because there are no formal rules, informal, such as conversations with
allowing it to reach many people family, work meetings, or
rapidly. professional presentations.

Mostly Oral: It is primarily verbal, Characteristics:

without formal documentation, which
often leads to skepticism about its Improves with Practice: The more
value. you practice, the better you can
control your oral expressions.
Modern Influence: Social media
platforms like Facebook, Twitter, and Dynamic and Flexible: Offers the
LinkedIn are powerful tools for chance to adjust, revise, and correct
informal communication, shaping your message in real-time, making it
public opinion and influencing views the most powerful form of
without official oversight. communication.

Advantages:

User-Friendly: Informal
communication is considered more
Engages the Audience: Slow Down Your Speech: Speak
Encourages two-way slightly slower than in face-to-face
communication, as listeners often communication to allow for clear
have the opportunity to respond understanding of your tone and
directly, enhancing interaction. message.

Tips for Superior Face-to-Face Reiterate Understanding: Without

Communication: non-verbal cues, it's important to
paraphrase what you've heard to
Make Eye Contact: Show confirm mutual understanding.
confidence, conviction, and
openness with direct eye contact. Use a Friendly Tone: A smile can
influence the warmth of your tone,
Practice Tone and Expressions: which helps convey openness
Rehearse in front of a mirror to (unless the message requires
ensure your tone and expressions seriousness, like a warning).
align with your message.
Follow-Up with Written
Use Role-Play: Practice how you’d Communication: Reinforce your
deliver the message and gauge message with a follow-up email or
whether you're truly ready to receive message to ensure clarity and
responses with the same tone. confirm key points.

Engage the Audience: Make it Types of Oral Communication

interactive by asking questions and
encouraging new ideas. 1. Private Oral Communication is
the ordinary and casual
Be an Active Listener: Effective conversation.
oral communication involves not just
speaking, but also listening 2. Public Oral Communication is
attentively to your audience. public speaking.

Oral Communication (Distance) Written Communication

Communication over a distance - Written communication has evolved

using tools like mobile phones, VoIP, significantly over the years, from
video conferencing, and webinars, traditional mail to the diverse array of
which has made global digital forms we now use daily, such
communication more accessible. as text messages, emails, social
Tone and pace are crucial in this media updates, and blogs. Written
form of communication. communication plays a pivotal role in
both personal and professional
Effective Distance settings, and mastering it is crucial
Communication Tips: for effective interaction.

Prioritize Listening: Avoid speaking Guidelines for Effective Written

over others to ensure effective Communication:
communication.
Follow a Clear Structure: Ensure
that your written message has a
clear format. This typically includes Consistency is Key: Effective non-
an introduction, a well-organized verbal communication arises when
body, and a conclusion. Whether it's your words, gestures, and internal
an email, text, or social media feelings align. For example:
update, having a logical structure
makes your communication clearer 1. If you want to appear friendly,
and more impactful. your words should convey warmth,
your posture should be open, and
Clarify the Context: Ensure that the your internal feelings should
context of your communication is genuinely reflect kindness.
evident. This might seem like a trivial 2. If you wish to convey leadership,
step for something as simple as a your words should express
text message, but confidence, your posture should be
miscommunication can easily occur assertive, and your internal attitude
when context is unclear, especially should reflect responsibility.
when the message reaches
unintended recipients. Emotional Alignment: Non-verbal
communication is most effective
Err on the Side of Caution: Written when your inner feelings match your
communication is often a blend of outward expressions. When there’s
formal and informal tones. In most a disconnect between what you feel
cases, it's safer to use a semi-formal and how you express yourself, it can
tone. Avoid overly casual or lead to mixed messages, which can
offensive language, as it can lead to undermine your communication
misunderstandings, especially in efforts.
professional settings.
The Power of Listening in
Non-Verbal Communication Communication

- Non-verbal communication refers - As emphasized by Enlightened

to the physical aspects of Master Paramahamsa Nithyananda:
communication, including posture, “Communication begins with
gestures, facial expressions, tone, listening.” Listening is a crucial first
and pace of voice. These elements step in any conversation. By actively
often convey more than words listening, you can better understand
themselves, making non-verbal your audience’s needs and tailor
communication a powerful tool in your message to be more receptive.
expressing messages and emotions. When both you and your audience
are engaged in active listening,
Key Elements of Non-Verbal communication becomes more
Communication: effective, creating a deeper
connection and understanding.
Body Language: The way you
stand, your gestures, and your Key Points about Listening in
posture can significantly influence Communication:
how your message is received.
Positive body language can enhance Active Listening: Truly hearing
your communication, while what the other person is saying,
conflicting non-verbal cues can without distractions or assumptions.
create confusion.
Better Message Delivery: Listening Practice will help you stop self-
carefully allows you to tailor your monitoring and focus more on
message to the needs and concerns engaging your audience.
of your audience.
Make Diaphragmatic Breathing a
Two-Way Communication: Habit
Listening enables both parties to
engage meaningfully, ensuring Diaphragmatic breathing enhances
mutual understanding. voice control and reduces anxiety.

Stronger Connection: Active It helps project your voice and keeps

listening fosters empathy and you calm during speeches.
strengthens relationships, whether
personal or professional. Practice this breathing technique
regularly to become more relaxed
How to Build Your Confidence for and in control when speaking.
Public Speaking
Move with Purpose to Improve
To become a more confident public Body Language
speaker, consider these four key
strategies: Use purposeful body movements to
emphasize key points and engage
Focus on Your Audience, Not Just the audience.
the Content
Align your body language with your
- Shift from focusing solely on speech to make your message more
delivering content to considering powerful.
your audience’s needs.
Practice walking with intention and
- Engage the audience by thinking standing in positions that strengthen
about their expectations, what your message, such as using “down-
resonates with them, and how you center” for openings and closings.
can connect emotionally.
Final Thoughts
- An audience-focused approach
allows for more organic delivery,  Public speaking is not just
making your speech more engaging about content; it’s about how
and convincing. you connect with your
audience.
Increase Your Comfort with Public  By focusing on these four
Speaking strategies, you can build
confidence and become a
Spend more time practicing in front more effective and engaging
of audiences, rather than just speaker.
perfecting your content.
Six Factors of delivery
Being comfortable in front of a crowd
boosts your confidence and helps 1. Platform Behavior
you appear more natural.
2. Posture
3. Loudness Issues: Discuss problems neutrally
to inform without bias (e.g., pros and
4. Clarity cons of a topic).

5. Pronunciation To Persuade

6. Grammar Purpose: Influence the audience's

beliefs, attitudes, values, or
Reasons why we lack self- behaviors.
confidence
Types of Persuasion:
1. Shyness
Pure Persuasion: Encourages
2. Inexperience change for the audience's benefit
(e.g., promoting oral hygiene).
3. Unpreparedness
Manipulative Persuasion: Misleads
4. Decisiveness of the Speech for personal gain or hidden motives
(e.g., promoting a product for profit).
5. Fear of the Unknown
Targets of Persuasion:
General Purposes of Speaking
Attitudes: Aim to shift opinions on
To Inform topics (e.g., support for campus
dress codes).
Purpose: Help the audience acquire
new knowledge or skills. Values: Influence perceived
importance or worth (e.g., valuing
Types of Informative Topics: environmental protection).

Objects: Explain design, function, or Beliefs: Attempt to change core or

meaning (e.g., the design of dispositional beliefs (e.g., beliefs
corsets). about extraterrestrial life).

People: Focus on biographies and To Entertain

achievements.
Purpose: Focus on audience
Events: Describe historical or enjoyment, often through humor or
contemporary events without storytelling.
persuasion.
Types of Entertainment Speeches:
Concepts: Explain complex ideas or
theories (e.g., communication After-Dinner: Lighthearted, often
theories). humorous speeches.

Processes: Cover how something Ceremonial: Delivered at formal

functions or is done (e.g., how a bill events, such as awards or weddings.
becomes a law).
Inspirational: Designed to motivate
or uplift an audience.
Key Aspect: Entertainment - Engage the audience by looking
speeches prioritize enjoyment over around the room.
detailed information or persuasion.
- Focus on different sections (left,
right, center) to appear confident and
connected.
Key Takeaways
Pace Yourself
 Three General Purposes:
Inform, persuade, and - Avoid speaking too fast or too slow;
entertain, each guiding the aim for a balanced, engaging speed.
choice of speech style and
structure. - Adjust based on whether you’re
 Informative Speeches: naturally fast or slow to maintain
Share knowledge without audience interest.
persuading; cover objects,
people, events, concepts, Gesticulate
processes, or issues.
 Persuasive Speeches: Can - Use your hands naturally to
be "pure" or "manipulative"; emphasize points, as in a regular
aim to change audience conversation.
attitudes, values, or beliefs.
 Entertainment Speeches: - Avoid gripping the podium, which
Can include informative or can restrict your expression.
persuasive elements, but the
primary goal is audience Have Good Posture
enjoyment.
- Stand straight with aligned posture
8 Things You Should Be Doing to appear confident and grounded.
When Delivering a Speech
- Avoid slouching or unnecessary
Sound Conversational movement, which can distract the
audience.
- Speak as if talking to a friend or
family member. Be Confident

- Avoid reading directly from your - Display confidence through posture

script; connect naturally with the and speech delivery, even if it feels
audience. forced at first.

Project Your Voice - Practice projecting confidence until

it feels natural.
- Ensure everyone, even at the back,
can hear you without shouting. Speak Passionately

- Use breath control from the - Show enthusiasm and excitement

diaphragm for volume and clarity. about your topic.

Make Eye Contact

- Be yourself, using natural - Different skill levels in using digital
expressions and emotions to engage tools may lead to misunderstandings
the audience fully. or delays, impacting communication
flow.

Speaking Accurately/Effective
Communication

Introduction

Noise Factors That Affect  This unit emphasizes

Communication pronunciation accuracy in
English.
Literal Noise  Small pronunciation
differences can affect
- Physical noises like traffic, meaning, sometimes leading
machinery, or ringing phones disrupt to ambiguity or
communication. misunderstanding.
 Pronunciation issues often
- Offices near busy areas (airports, stem from influence by similar
terminals, or factories) often face sounds in one's native
more literal noise barriers. language.
 Key focus areas: vowel
Linguistic Interference sounds, word stress, and
silent letters.
- Language differences create
communication obstacles, especially Unit Outcomes After completing
in diverse workplaces. this unit, you should be able to:

- Multilingual skills can reduce  Raise awareness of

linguistic interference, enhancing commonly mispronounced
communication in multicultural English vowel sounds.
settings.  Guide students in practicing
accurate pronunciation of
Cultural Interference words.
 Teach that letters in English
- Cultural differences in perception can have different
and worldviews can hinder effective pronunciations based on the
communication. word.
 Help students correctly
- Diversity training can improve pronounce words with silent
cultural awareness, helping letters.
employees work through differing  Introduce students to English
perspectives. word stress conventions.

Media Tools Interference Terminology

- Communication tools like mobile  Monophthong: A single

devices and web conferencing can vowel sound, like /e/, /i:/, or
introduce noise. /u/.
  Diphthong: A vowel sound Allow the speaker to express their
that begins as one sound and thoughts fully, even with pauses.
glides into another, e.g., Avoid rushing them or completing
/ei/, /au/, /eǝ/. their sentences.
 Weak Forms: Unstressed
forms of function words Avoid Personal Prejudice
(auxiliary verbs, pronouns,
articles) in sentences. Stay impartial. Focus on the
 Connected Speech: Speech message rather than getting
that includes full utterances distracted by the speaker's personal
rather than isolated sounds or habits or mannerisms.
words.
Listen to the Tone
The 10 Principles of Listening
Pay attention to the speaker’s
Stop Talking volume and tone. These can indicate
emphasis or emotional undertones in
Focus on listening without their message.
interrupting. Allow the speaker to
fully express their message. Listen for Ideas, Not Just Words

Prepare Yourself to Listen Focus on the overall message rather

than isolated words. Connect ideas
Clear your mind of distractions. to understand the speaker’s point of
Relax and focus entirely on the view.
speaker.
Watch for Non-Verbal
Put the Speaker at Ease Communication

Make the speaker feel comfortable. Observe body language, gestures,

Use eye contact, nod, and show and facial expressions. Non-verbal
interest to encourage them to cues can reveal additional meaning.
continue.
Voice and Articulation
Remove Distractions
Articulation: Involves changing the
Avoid actions that could appear as sounds produced by the vocal folds
distractions (e.g., doodling, looking by moving the teeth, tongue, and lips
out the window). This shows respect in specific patterns.
and focus.
Pronunciation: Involves changing
Empathize the sounds of words using stress,
rhythm, and tone on different
Understand the speaker’s syllables.
perspective by having an open mind.
Hold off on judgment or Syllable: A phonological unit that
counterarguments until they’ve organizes speech sounds in a word
finished. (e.g., "water" = wa + ter).

Be Patient
Common Sound Substitutions: Practice Recording: Read
Pay attention to mispronunciations passages with troublesome sounds,
such as 'tin' for 'thin' or 'den' for then listen and correct.
'then'.
Use Online Dictionaries: Install
Articulation Practice: If unable to apps with audio pronunciation
produce certain sounds, consider guides for practice.
consulting a professional speech
therapist. Pronunciation and Syllables

Technology Assistance: Use Pronunciation involves recognizing

online dictionaries with audio guides syllables, applying correct stress,
to practice challenging words. and using the right intonation
patterns.
Terminology
 Monosyllabic: One syllable
Intonation: The rise and fall of the (e.g., "dog").
voice during speech (also called  Disyllabic: Two syllables
inflection). (e.g., "water").
 Trisyllabic: Three syllables
Articulation: The use of tongue, (e.g., "telephone").
lips, and other speech organs to  Polysyllabic: More than three
produce sounds (mainly for syllables (e.g.,
consonants). "unbelievable").

Pronunciation: The way words are Intonation and Meaning

spoken, focusing on stress, rhythm,
and intonation patterns.  Intonation helps differentiate
word function and meaning
Articulation Process (e.g., rising tone for
questions, falling tone for
1. Breathing: Air is taken into statements).
the storage chamber.  Tone Variations: The pitch of
2. Phonation: Air passes your voice can change the
through vocal folds, creating meaning of a sentence (e.g.,
sound vibrations. a question vs. a statement).
3. Resonation: Sound is
amplified by the mouth, nose, Tips for Improving Pronunciation
and throat.
4. Articulation: Modifying the  Listen to Role Models: Pay
sound with teeth, tongue, and attention to recordings of
lips to form recognizable people with excellent
patterns. pronunciation.
 Use Online Tools: Use apps
Tips for Clear Articulation or online dictionaries with
audio guides for accurate
Avoid Substituting or Omitting pronunciation.
Sounds: Pay attention to  Practice Aloud: Read stories
mispronunciations like 'tin' for 'thin' or articles aloud with a partner
or 'den' for 'then'.
 to ensure correct 2. Freedom of Expression and
pronunciation. Diversity: Endorse freedom of
expression, diversity of perspectives,
Ethics in Communication and tolerance for dissent as
necessary for informed, responsible
Denotative Meaning: decision-making in a civil society.

- Ethics: The study and philosophy of 3. Condemn Harmful

human conduct, with a focus on Communication: Reject
determining what is right or wrong. communication that degrades
individuals through distortion,
Ethical Communication: intimidation, coercion, violence,
intolerance, and hatred.
- According to the National
Communication Association (NCA), 4. Responsibility and
ethical communication is crucial for Accountability: Accept
responsible thinking, decision- responsibility for both the short- and
making, and building relationships long-term consequences of one's
across various contexts, cultures, communication, and expect the
channels, and media. same from others.

- Key Aspects: Cultural sensitive and bias free

language
- Enhances human dignity and
worth by promoting: Race and Ethnicity: Use inclusive
terms, avoid stereotypes, and
- Truthfulness respect individuals’ preferences.

- Fairness Gender and Sexual Orientation:

Use gender-neutral language,
- Responsibility respect pronouns, and be mindful of
non-binary identities.
- Integrity
Social Class: Avoid assumptions or
- Respect for others language that could stigmatize
someone's socioeconomic status.
- Unethical communication Use respectful and neutral terms.
undermines the quality of
communication and harms both Disability: Focus on the person first,
individuals and society. not the disability. Use person-first
language like "person with a
The Four Ethical Principles of disability."
Communication (NCA, 1999):
Age: Avoid ageist language,
1. Truthfulness and Integrity: referring to all age groups with
Advocate for truth, accuracy, respect, like "older adults" instead of
honesty, and reason to maintain the "the elderly.”
integrity of communication.
Business Letter Writing
Introduction: Effective Conventions of Meaning: Words
communication isn't just about can have multiple meanings, leading
mastering grammar; it's about using to misunderstandings.
language appropriately in real-life Miscommunication can occur due to
situations. This unit focuses on denotations (dictionary definitions)
communicative grammar, helping vs. connotations (implied meanings).
students use language in practical
business contexts. Differences in Perception of
Reality: Each person interprets
Terminology: messages through their own lens,
influenced by their experiences,
Communicative Grammar: assumptions, and values.
Focuses on grammar used in actual
spoken or written communication to Abstraction: Omitting certain details
help students communicate can cause confusion.
effectively.
Inferences: Drawing conclusions
Communicative Strategies: Skills based on assumptions can lead to
for expressing thoughts, ideas, and errors.
feelings, considering the context
(formal or informal). Evaluation: Personal biases and
opinions affect interpretation.
Key Concepts:
Values, Attitudes, and Opinions:
Communication: People often react based on biases
or attitudes, rather than the facts.
- The exchange of ideas,
information, and emotions through Closed Minds
words, symbols, or actions. Some people hold rigid views on
certain subjects. They don’t consider
- Effective communication is crucial, facts and maintain their views. Such
but barriers like perception and person is very hard to communicate
values can hinder it. with.

Denotations Denotation is the Sender’s creditability

dictionary definition of a word. It Usually people react more favorably
means name, object, people or to that communicator who has
events without indicating positive or credibility.
negative qualities. These words
don’t have clear meanings Seven C’s of Effective Business
Communication:
Connotations A word that separates
the meanings of a word from its Correctness: Use appropriate
usual definition is called connotation. language and grammar, ensuring
These have clear meanings factual accuracy.

Barriers to Effective Clarity: Use simple, straightforward

Communication: language.
Conciseness: Avoid unnecessary External Business
words and repetition. Communication: Communication
between the organization and
Completeness: Provide all external parties such as clients,
necessary information, including customers, suppliers, or the public.
supporting details.
Important for marketing, maintaining
Consideration: Put yourself in the customer relations, and managing
receiver’s shoes, considering their public perception.
perspectives.
Goals include increasing sales,
Concreteness: Use specific, clear, enhancing company credibility,
and factual information. improving efficiency, and boosting
profits.
Courtesy: Be polite, respectful, and
tactful.

Types of Business Business Communication

Communication: Process:

Internal Business Context:

Communication: Communication
within an organization. It can be The environment influencing
formal or informal between communication (culture,
employees or departments. organization). External stimuli like
meetings and internal stimuli like
Upward Communication: emotions affect communication.
Information flows from subordinates
to superiors. Purposes include Sender/Encoder:
providing feedback, offering ideas,
expressing job satisfaction, and The person who initiates
sharing concerns. communication and selects the
appropriate words, symbols, and
Downward Communication: tone.
Information flows from management
to employees. Purposes include Message:
giving instructions, seeking
cooperation, boosting morale, and The content communicated, which
motivating employees. should be clear, concise, and
relevant.
Horizontal Communication
(Lateral Communication): Medium:
Communication between peers at
the same level. Purposes include The channel used to convey the
problem-solving, task coordination, message (e.g., email, phone, face-
and building teamwork. to-face).

These three types together form Receiver/Decoder:

Vertical Communication (Upward
and Downward).
The person who receives and Salutation: A polite greeting to the
interprets the message. recipient (e.g., "Dear Mr. Roberts").
Miscommunication can happen if the
receiver misunderstands the Body of the Letter: The main
message due to biases. message, written clearly and
concisely.
Feedback
Complimentary Close: A formal
The receiver’s response, which can sign-off (e.g., "Sincerely yours").
be verbal or non-verbal. Feedback
helps the sender determine if the Signature Block: The writer’s
message was understood. name, signed above it.

Conclusion: Reference Initials: Initials of the

writer and typist, typically in the
Effective business communication letter's lower corner.
relies on applying the seven C’s,
understanding internal and external Optional Parts:
communication types, and managing
the communication process. The Attention Line: Used when
goal is to deliver clear, accurate, and addressing a company instead of an
respectful messages that encourage individual.
collaboration and achieve desired
business outcomes. Subject Line: Provides an
immediate overview of the letter’s
Business correspondence refers to purpose.
the exchange of written
communication within an Enclosure Notation: Indicates an
organization, between companies, or attachment.
with customers. It is used for
transactions, negotiations, inquiries, CC Notation: Shows that copies of
orders, and promotions. Clear and the letter are sent to others.
effective writing is crucial to
achieving the writer’s purpose. BCC Notation: Used for blind
carbon copies, kept confidential.
Elements of a Business Letter:
Postscripts (P.S.): Highlights
Basic Parts: important points or adds extra
information.
Letterhead/Heading: Includes the
sender’s name, address, town, Mailing Notation: Indicates special
province, country, and ZIP code, postal services, like registered or
usually at the top of the page. certified mail.

Dateline: The date of the letter; Styles of Business Letters:

avoid abbreviations or numbers for
the month. Full Block Style: All parts aligned to
the left margin.
Inside Address: The recipient’s
address, typed below the dateline.
Modified Block Style: Heading, used in social interactions. The
dateline, complimentary close, and physical distance between
signature block are aligned right; the individuals during communication
body, inside address, and salutation can convey intimacy, dominance, or
are aligned left. respect, and it differs based on
cultural norms.
Semi-Block Style: Similar to
Modified Block but paragraphs are Haptics (Touch):
indented. Haptics refers to the use of touch in
communication. The type, frequency,
Simplified NOMA Style: Omits and intensity of touch can convey
salutation and complimentary close, emotions, affection, or authority.
with all parts aligned to the left. Touch plays a significant role in
conveying comfort or creating
Punctuation Styles: boundaries.

Open Punctuation: No punctuation Vocalics (Voice Quality):

after the salutation or complimentary Vocalics examines the non-verbal
close. aspects of speech, including tone,
pitch, loudness, and speed of
Standard Punctuation: A colon speaking. These vocal qualities
follows the salutation; a comma convey emotions and attitudes and
follows the complimentary close. can alter the meaning of the
message being communicated.
Closed Punctuation: Punctuation
marks appear at the end of each Chronemics (Use of Time):
line, except the message body. Chronemics involves how time is
used in communication. It covers
Key Aspects of Non-verbal punctuality, the speed of
Communication: communication, and the significance
of time in social contexts.
Kinesics (Body Language): Chronemics distinguishes between
Kinesics refers to the use of body monochronic (doing one thing at a
movements and facial expressions time) and polychronic (doing
to convey meaning. It includes multiple things at once) cultures.
posture, eye and facial expressions,
as well as gestures, particularly from In monochronic cultures,
the hands and arms. Body language Appearance:
can vary significantly across A person’s physical appearance—
cultures. such as body shape, clothing,
grooming, and overall presentation—
Occulesics (Eye Behavior): communicates a lot about their
Occulesics focuses on eye identity, social status, and
movements and behavior. It involves personality.
gaze patterns and eye contact,
which can vary greatly across Environment (Physical Space):
cultures. The physical space where
communication occurs, such as
Proxemics (Use of Space): room size, color, and layout, plays a
Proxemics concerns how space is role in communication. Certain
environments can influence the tone Request for Proposal (RFP):
and direction of a conversation. Customers issue RFPs when their
needs cannot be satisfied by
Artifacts (Personal Objects): standard products or services. RFPs
Artifacts refer to objects in the are detailed documents that specify
environment that communicate customer needs, proposal
personal information or status. preparation instructions, and
Examples include artwork, clothing, evaluation criteria. Proposals
or personal possessions that signal responding to RFPs are typically
lifestyle, culture, or social position. lengthy, ranging from 10 pages to
thousands, depending on the scope.
Olfactics (Smell):
Olfactics focuses on the role of smell Request for Quotation (RFQ):
in communication. Though not RFQs are issued when the buyer is
widely studied, the use of perfumes, interested in purchasing large
scents, or odors can influence how quantities of a commodity and price
individuals are perceived and how is a primary concern. Proposals in
comfortable they feel during response to RFQs often focus on
interactions. cost, availability, delivery, and quality
control.
Synchrony (Behavioral
Coordination): Invitation for Bid (IFB): Issued
Synchrony refers to the alignment or when the buyer is purchasing a
mirroring of non-verbal cues service (e.g., construction). The
between individuals during main consideration is often price,
communication. When people's and the proposal usually includes
actions are synchronized, it can detailed cost estimates and
indicate mutual understanding or schedules.
connection.
Request for Information (RFI):
Business proposal is a written offer Issued before an RFP or RFQ, an
from a seller to a prospective buyer. RFI is used to gather information
It's an important part of the sales about available products, services,
process, particularly when a buyer is and vendors. Responses to RFIs
considering factors beyond just the help shape the subsequent RFPs or
price. Proposals aim to present the RFQs.
buyer's requirements in a context
that emphasizes the seller's Informally Solicited Proposals
capabilities to meet those needs. These are often the result of
conversations between a seller and
Types of Business Proposals a prospective customer, where the
customer expresses interest and
Formally Solicited Proposals asks for a proposal. There's typically
These proposals are written in no formal competition for the
response to a formal request from a contract. These proposals are also
buyer, such as a Request for known as sole-source proposals.
Proposal (RFP), Request for
Quotation (RFQ), Invitation for Bid Unsolicited Proposals
(IFB), or Request for Information Unsolicited proposals are marketing
(RFI). tools that introduce a product or
service to a prospective buyer. They 4. Cost of the Offering: Details
are typically broad and generic, with the cost structure.
no specific request or requirement 5. Schedule for Delivery:
from the buyer. These proposals are Provides a timeline for
often used as "leave-behinds" after product/service delivery.
meetings or distributed at trade 6. Proof of Prior Experience:
shows to gauge interest in a sale. Includes testimonials and
descriptions of past projects.

Managing Business Proposals

Components of Proposals
Proposal Management is a
Formally Solicited Proposals: collaborative process that requires
coordination among different roles:
1. Requirements Matrix:
Matches customer 1. Creator: Develops and edits
requirements with content.
corresponding sections in the 2. Editor: Fine-tunes the
proposal. message, style, and delivery.
2. Executive Summary: 3. Publisher: Releases the
Outlines the primary benefits content for use.
of the proposed solution. 4. Administrator: Manages
3. Technical Volume: Details access to documents and
how the proposed solution will files.
meet the customer’s 5. Consumer/Viewer: Reads or
requirements. consumes the content after
4. Management Volume: publication.
Describes how the program
will be managed. Proposal management often
5. Cost Volume: Provides involves multiple departments such
detailed costing data, as sales, marketing, legal, and
implementation plans, and technical teams. Proposal
schedules. management software is
increasingly used to streamline the
Informally Solicited Proposals: proposal creation, collaboration,
tracking, and customer engagement
1. Description of Seller’s process.
Capabilities/Products:
Explains what the seller Determining the Proposal Type
offers.
2. Discussion of Key Issues:  Solicited Proposals:
Addresses concerns or Submitted in response to a
considerations from the specific request by a buyer
buyer. (e.g., RFP, RFQ, IFB). These
3. Description of How Buyer’s are typically formal, with
Specifications Will Be Met: specific content requirements.
Tailors the proposal to meet  Unsolicited Proposals: Sent
the specific needs of the to a potential customer who
buyer. has not explicitly requested a
proposal. These are often
 used to introduce products or Schedule & Budget: Evaluates if
services. the project is on track to meet
 Pre-proposals: A brief deadlines and stay within budget.
abstract or letter of intent sent
before the full proposal, often Feasibility Study Components
used to gauge interest or get
approval before investing time - A comprehensive analysis of the
in a detailed proposal. project’s potential, offering insights
 Continuation or Non- into strengths, weaknesses,
competing Proposals: opportunities, and threats.
Submitted to confirm the
continuation of a multi-year  Included Information:
project. These often align with
previously agreed-upon terms Historical background of the
and depend on progress and business/project
available funding.
 Renewal or Competing Product/service description
Proposals: Requests for
continued support for an Accounting and financial statements
existing project nearing its
end, which may be treated Legal requirements and tax
similarly to an unsolicited obligations
proposal
Objective: To support decision-
Feasibility Study Overview making by evaluating the project's
feasibility.
A feasibility study assesses the
potential of a proposed project, TELOS Framework (Five
focusing on its viability based on Feasibility Areas)
cost, value, and various other critical
factors. 1. Technical Feasibility:
Assesses if the company has
Progress Reports the technical resources and
expertise for the project.
Background: Provides an overview 2. Economic Feasibility:
of the project's objectives, context, Analyzes the financial
and current status. benefits and costs, often
through cost/benefit analysis.
Achievements: Describes the 3. Legal Feasibility: Ensures
progress made since the last report. compliance with legal
regulations (e.g., data
Problems: Identifies issues protection laws).
encountered and suggests 4. Operational Feasibility:
solutions. Examines how well the
project fits within existing
Future Work: Outlines the business processes and
remaining tasks to meet objectives.
objectives. 5. Schedule Feasibility:
Evaluates if the project can be
 completed within the Outcome
proposed timeline.
 The study results in a
Other Feasibility Factors Feasibility Study Report,
which summarizes evaluation
 Market & Real Estate criteria, findings, and
Feasibility: Examines the recommendations to guide
location and market for a real decision-making and next
estate development project. steps.
 Resource Feasibility:
Analyzes available resources,
including time and manpower,
and how they fit with business
operations.
 Cultural Feasibility:
Considers potential cultural
impacts of the project on the
local or general environment.
 Financial Feasibility:
Evaluates project costs,
funding structure, profitability,
and liquidity. It includes
aspects like capital structure,
projected cash flow, and
repayment potential.

1. Total estimated cost of the project

2. Financing of the project in terms

of its capital structure, debt equity
ratio and promoter's share of total
cost

3. Existing investment by the

promoter in any other business

4. Projected cash flow and

profitability

Market Research

 Key for establishing the

demand for the product or
service.
 Involves assessing market
capture rates, sales potential,
and the timing of the project.