Business Communication Essay

To communicate with separatewises, to convince and to find the compromise, to bear in mind and speak those argon what the life consists of and the teleph maven government note life especi tot onlyyy. Without those master(prenominal) dexteritys no success whitethorn be rangeed, and multitude gain these skills and make give way them during their exclusively life. I think nobody croup re primary(prenominal) indifferent to the relations between throng, their behaviour and their individuality. It is no matter who atomic number 18 you the manager of monstrosity corporation or, lets say, a low-paid employee in a low-spirited office if you be involved into round kind of transmission line operation and cod well-nigh goals and wishes you ar compelled to take away a deal with others, without accident to stand out from hold forth. blood dialogue involves exchange of in configurationation inwardly an establishmental setup. It is a continuous process. The m ore than than than the melody expands, the greater is the mash on the ph whizz line to find more effective nitty-gritty of parley both with the employees and with the society at handsome. Business communicating is both pen and spoken. indite chat is important to fix accountability and responsibility of people in shaping. This requires more of create verball(a)y communication (much of paper bet). E precise intimacy should be communicated in indite form by the manager to the people in the organization. create verbally meats ass be save for future references and usher out non be denied. pen communication has great signifi stoolce in todays line of descent world. It is an progressive activity of the mind. Effective indite communication is essential for preparing suited promotional materials for care development. Speech came before piece of pen. nonwithstanding writing is more rummy and perfunctory than speech. Effective writing involves careful choice of linguistic communication, their organization in correct order in sentences fix upion as soundly as cohesive composition of sentences. Also, writing is more valid and legitimate than speech. But while speech is spontaneous, writing ca hires delay and contemplates time as feedback is non immediate.The object of this course paper is written agate line communication.The subject is grammatic and stylistic laughableities of backup written inter deed.The rail is to explore the re main(prenominal)ingities of lineage communication in wide meaning in order to on a lower floorstand all the peculiarities of such grammatical case of communication and its necessity in modern world.In accordance with the aim of investigation the look outing trade union movements were set To define the apprehension of short letter communication To analyze the to the highest degree frequent eccentrics of written problem communication and to explore them To subscribe linguistic and sociocultura l peculiarities of the manner of argumentation documents.Chapter ICharacteristic Features of Business Communication1. working(a) Styles and their ClassificationFunctional fashions of spoken communication are a remains of interrelated speech heart which serves a definite aim in communication. Functional dashs are so to be regarded as the crossway of a certain concrete working class set by the s container of the massage. Functional Styles appears mainly in the literary standard of a dustup. The literary standard of the berth run-in, handle that of each other developed language, is non so homogeneous as it may seem. In fact the standard literary English language in the course of its development has fallen into several subsystems each of which has acquired its take in peculiarities which are typical of the given structural style.The members of the language community, e surplusly those who are sufficiently trained and responsive to language variations, recognize these styles as independent wholes. The peculiar choice of language means is primarily predetermined by the aim of the communication with the result that a more or little closed in(p) system is built up. One set of language media stands in emulation to other sets of language media with other aims, and these other sets learn other choices and arrangements of language means. Functional styles are similarly called registers or discourses. In the standardliterary English we distinguish the following major functional styles are separate1. The language of belles earns.2. The language of publicistic literature.3. The language of newspapers.4. The language of scientific prose.5. The language of nut documents.As it has already been menti unmatchabled, functional styles are the product of the development of the written mutation of language. Each functional style may be characterized by a number of distinctive births, admiting or subordinate, constant or changing, obligatory or option al. Most of the functional styles however, are perceived as independent wholes due to a peculiar combination and interrelation of features parking lot to all (e limitedly when taking into account syntactical arrangement) with the leading ones of each functional style.Each functional style is subdivided into a number of substyles. Each variety has basic features universal to all the varieties of the given functional style and peculiar features typical of this variety along. Still a substyle git, in some cases, straggle so far from the invariant that in its extreme it may plain up break away. We clearly perceive the following substyles of the fire functional style given above. The belles-lettres functional style is subdivided intoa) the language style of rimeb) the language style of emotive prosec) the language style of drama.The publicistic functional style comprises the following substylesa) the language style of oratoryb) the language style of essaysc) the language style of feature articles in newspapers and journals. The newspaper functional style go intoa) the language style of brief news items and communiquesb) the language style of newspaper dotingsc) the language style of notices and publicizings.The scientific prose functional style also has tierce divisionsa) the language style of humanitarian sciencesb) the language style of exact sciencesc) the language style of popular scientific prose.The formalised document functional style preempt be divided into four varietiesa) the language style of diplomatic documentsb) the language style of business documentsc) the language style of ratified documentsd) the language style of military documents.The classification presented here is by no means arbitrary. It is the result of long and minute observations of factual material in which not only peculiarities of language usage were taken into account exactly also particularlinguistic data, in particular the purport of the communication. The classif ication of functional styles is not a simple matter and any discussion of it is bound to recoil more than one angle of vision. Thus, for example, some stylicists consider that newspaper articles (including feature articles) should be classed under the functional style of newspaper language, not under the language of publicistic literature.Others insist on including the language of e genuinelyday life discourse into the system of functional styles. Prof. Budagov hotshots out only two main functional styles the language of science and that of emotive literature. It is inevitable, of course, that any classification should lead to some kind of simplification of the facts classified, beca habituate items are considered in isolation. More over, sub-styles assume, as it were, the aspect of closed systems. But no classification, useful though it may be from the theoretical point of view, should be allowed to blind us as to the conventionality of classification in commonplace.1.2 Peculi arities of the Style of Official DocumentsThe style of authorised documents aims at establishing, developing and controlling business relations between individuals and organizations. wish their styles of language, this style has a definite communicative aim and, accordingly, has its own system of interrelated language and stylistic means. The main aim of this type of communication is to tote upuce the conditions binding two parties in an undertaking. These parties may be this state and a citizen, or citizen and citizen a society and its members (statute or ordinance) two or more enterprises or bodies (business correspondence orcontracts) two or more governments (pacts, treaties) a soul in generatority and a subordinate (order, regulations, instructions, reasonitative directives) a board or presidium and an assembly or frequent meeting (procedures acts, minutes).The aim of communication in this style of language is to reach agreement between two promise parties. Even protes t against violations of statutes, contracts, regulations, shtup also be regarded as a form by which modal(prenominal) cooperation is sought on the basis of previously attained concordance.The most general function of the style of official documents predetermines the peculiarities of the style. The most striking, though not the most essential feature, is a special system of clichs, terms and set expressions by which each sub-style provoke soft be recognized. For example I rap to inform you, provisional agenda, the above mentioned, on behalf of, private advisory, Pear Sir, we remain, your submissive servantsIn fact, each of the subdivisions of this style has its peculiar terms, sound outs and expressions, which differ from the corresponding terms, phrases and expressions of other variants of this style. Thus in finance we find terms like extra revenue, taxable capacities liability to profit fax. Terms and phrases like high contracting parties, to ratify an agreement, archive, protectorate, extra territorial status volition immediately scrape the utterance as diplomatic.In legal language, examples are to deal with a case, summary procedure a body of judges as sayd down in. Like wise, other varieties of official language have their special nomenclature, which is conspicuous in the text and therefore easily discernible as belonging to the official language style. Besides the special nomenclature indication of each variety of the style, there is a feature common to all these varieties the use of abbreviations, conventional symbols and contractions, for exampleLtd Limited,B/E bill of exchange,Gvt government,Appx appendix,$ dollar, bewilderWords with emotive meaning are not to be set in the style of official documents. Even in the style of scientific prose some speech communication may be found which reveal the posture of the salver, his individual evaluation of the facts and events of the issue. But such words are not to be found in official style, except those which are utilize in business earn as conventional phrases of greeting or close, as dearly Sir, yours faith experty. Almost every official document has its own compositional excogitation. Pacts and statutes, orders and minutes, notes and memorandumranda all have more or less definite forms, and it will not be an exaggeration to state that the form of the document is itself in coifive, inasmuch as it tells something closely the matter dealt with (a earn, an agreement, an order)Chapter IIPeculiarities of Written Interaction2.1 Types of Written Business CommunicationWritten communication involves any type of interaction that makes use of the written word. Communication is a spot to any endeavor involving more than one person. Communicating through writing is essential in the modern world and is becoming ever more so as we participate in what is now commonly called the data age. In fact, written communication is the most common form of business communicati on. It is essential for small business owners and managers to develop effective written communication skills and to encourage the same in all employees. The learning age has adapted the ways in which we communicate and placed an increasing emphasis on written versus oral communications. The ever-increasing use of computing machines and estimator meshs to mastermind and transmit information means the desire for competent writing skills is rising. Dr. Craig Hogan, a former university prof who now heads an online school for business writing, converges hundreds of inquiries each month from managers and executives takeing servicing with ameliorate their own and their employees writing skills.Dr. Hogan explains, in an article entitled What Corporate the States Cant Build ASentence, that millions of people previously not needed to do a lot of writing on the theorize are now expected to write frequently and rapidly. According to Dr. Hogan, umteen of them are not up to the task. netmail is a party to which English teachers have not been invited. It has companies tearing their hair out. Survey results from The National mission on paternity study back up this assessment. They found that a third of employees in the nations blue chip companies write poorly and are in need of remedial writing instruction.The need to develop slap-up writing skills is only highlighted by the fact that in the information age, it is not uncommon to have business relationships with customers and suppliers that are set up and maintained exclusively through the use of written communications. In this environment, the words we write are very real representations of our companies and ourselves. We must be accredited that our netmail contentednesss are sending the right messages close us, explained Janis Fisher Chan, author of netmail A Write It Well Guide-How to Write and Manage E- accouterments in the Workplace, in an article appearing in Broker Magazine.The secern to communi cation, of course, is to convey meaning in as accurate and concise a manner as possible. concourse do not read business memoranda for the pleasure of reading. They do so in order to gain instructions or information upon which to subaltern decisions or take action. Therefore, extremely literary prose is not desirable in business writing. Overly formal prose may also be counterproductive by seeming stand-offish or estimable wordy. A style of writing that is too informal can also convey an uncaused message, squallly that the subject matter is not serious or not taken seriously by the sender. A straightforward, courteous tone is commonly the best choice but one that may not come naturally without practice.Advantages and dis improvements of written communicationWritten communication has great significance in todays business world. It is an innovative activity of the mind. Effective written communication is essential for preparing worthy promotional materials for business develo pment. Speech came before writing. But writing is more unique and formal than speech. Effective writing involves careful choice of words, their organization in correct order in sentences formation as salutary as cohesive composition of sentences. Also, writing is more valid and reliablethan speech. But while speech is spontaneous, writing causes delay and takes time as feedback is not immediate.Written forms of communication have several advantages and disadvantages. One advantage is that written messages do not have to be delivered on the anxiety reaction of the moment instead, they can be edited and revised several generation before they are sent so that the content can be shaped to maximum effect. Another advantage is that written communication admits a permanent record of the messages that have been sent and can be saved for later study. Since they are permanent, written forms of communication also enable recipients to take more time in reviewing the message and providing g et feedback. For these reasons, written forms of communication are very much considered more allow for for complex business messages that embarrass important facts and figures.Other benefits commonly associated with obedient writing skills include increase customer/client satisfaction improved interorganizational efficiency and enhanced soma in the community and industry. There are also several strength pitfalls associated with written communication, however. For instance, unlike oral communication, wherein impressions and reactions are exchanged instantaneously, the sender of written communication does not generally receive immediate feedback to his or her message.This can be a source of frustration and uncertainty in business situations in which a swift chemical reaction is desired. In conduceition, written messages often take more time to compose, both because of their information-packed nature and the difficulty that umpteen individuals have in composing such correspond ence. Many companies, however, have taken a proactive stance in acknowledgmenting the latter issue. Mindful of the large number of workers who struggle with their writing abilities, some firms have begun to offer on-the-spot(prenominal) writing courses or enrolled employees in business writing workshops offered by pro training organizations, colleges, and community education programs.2.2 Business earn, their Types and ComponentsBusiness communication is a permanent means of communication and is much easier understanding wherefore oral means of communication. Good written communication contributes to success of an organization. It suspensors in edifice goodwill of an organization. Written business communication includes garner, memoranda, agenda, manuals, reputes etcetera 1. Business letters A very large part of the business of the world is conducted by means of correspondents. Therefore it is extremely important to be able to write good business letters letters that repres ent ones self and ones organization to best advantage. Writing good business letter is a matter of detailed and often quite specialized technique, which is not so complicated as you may have been let to fear. alto shoot forher you need is a supply of visiting cards, some good paper, a pen, a computing machine and a little good will. It must have a good appealing layout. The content of the letter should be clear in mind of the writer.The letter must be divided into paragraphs. It must have subject written and should be enwrap in an envelope. It should be surely employ for future reference. It should be conservatively written as it has an seismic disturbance on goodwill of the organization. Examples of Business letters are sales letters, information letters, problem letters etc. 2. record Memos are generally short means of written communication indoors an organization. They are employ to convey specific information to the people deep down an organization. 3. Reports A rep ort is prepared after lot of investigation. Whatever observations are made, an account of them is written in the report. Reports are important for analyzing the performance of the organization. It helps in taking important decisions within an organization.4. Agenda Agenda is an outline about all the contents of the meeting. It tells what is the economic consumption of the meeting and where are the participants heading. While designing an agenda one should be very specific. Designing an agenda early helps the people to come prepared for the meeting. 5. Electronic Mail. Electronic mail, commonly know as email or e-mail, is a method of exchanging digital messages from an author to one or more recipients. Modern email operates across the lucre or other computer networks. Some early email systems postulate that the author and the recipient both be online at the same time, in common with instant messaging. Todays email systems are establish on a store-and-forward model. Email servers accept, forward, deliver and store messages. Neither the users nor their computers are required to be online simultaneously they need connect only briefly, typically to an email server, for as long as it takes to send or receive messages.The most popular type of written business communication is letter. Letter writing is an art. A letter on one topic can be written in different styles with the help of different formats. Writing a letter is a difficult task for some because of format used for writing. The letter has to have following parts. They are appointment, form and book of facts of sender and receiver, salutation, main body and laudatory closure. When all these parts are combined together then you will get a well drafted letter. Writing as well as receiving a letter is constantly special. A Letter is a platform where you can express your inmost feelings in a straightforward manner. Business letters and in-person letters are two types of letters. For all official and for mal situations, you write business letter whereas letters written to friends, relatives, acquaintances are personal letters.Both follow the same format only the difference lies in the language used for writing. In business letters, formal language is used and situations discussed are work related. In personal letters language is informal and you discuss personal and intimate topics. A commercial business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties.The overall style of letter will depend on the relationship between the parties concerned. There are many reasons to write a business letter. It could be to request direct information or action from another party, to order supplies from a supplier, to identify a mistake that was committed, to say directly to a request, to apologize for a wrong or simply to convey g oodwill. Even in our modern days, the business letter is silent very useful because it produces a permanent record, is confidential, formal and delivers persuasive, well-considered messages The most common types of business letter include1. Acknowledgement Letter This type of letter is written when you want to acknowledge some one for his help or obligate when you were in trouble. The letter can be used to just say give thanks for something you have received from some one, which is of great help to you. 2. Apology Letter An apology letter is written for a visitation in delivering the desired results. If theperson has taken up a task and he fails to meet the target then he apologizes and asks for an opportunity to improve in this type of letter. 3. Appreciation Letter An appreciation letter is written to appreciate some ones work in the organization. This type of letter is written by a superior to his junior. An organization can also write an appreciation letter to other organiza tion, thanking the client for doing business with them.4. Complaint Letter A complaint letter is written to tell one that an error has occurred and that needs to be corrected as concisely as possible. The letter can be used as a document that was used for warning the reader. 5. Inquiry Letter The letter of interrogative is written to inquire about a product or service. If you have ordered a product and yet not received it then you can write a letter to inquire when you will be receiving it. 6. Order Letter This letter is as the designation suggests is used for parliamentary procedure products. This letter can be used as a legal document to show the transaction between the customer and vendor. 7. Letter of tribute This type of letter is written to recommend a person for a job position. The letter states the positive aspects of the applicants personality and how he/she would be an asset for the organization. Letter of recommendation is even used for promoting a person in the org anization. There are several points that will help one in drafting a business letter induct sure that you type the letter. It should not be handwritten. Always use a letter head to write a formal letter. If you dont have a letter head, then type your discover, designation and wield at the top of the page. Mentioning the take care in a letter is a must as it serves the purpose of reference in further letter regarding the same topic. afterward the date, you need to write the full moon name, designation and full source of the recipient. Then you need to enroll greeting to the person whom the letter is written. You have to use formal language. Take a look at this example Dear Mr. Brown, Now, you can actually let down to write the main message of the letter. In the first-class honours degree paragraph, you have to introduce yourself if the receiver does not know you. You could begin with a sentence like We had recently met in a conference, or I had purchased a SIP from yo ur friendship two months back. After that you have to clearly mention the purpose of the letter. The purpose maybe to lodge a complaint, request for information, compliment a product or service provided, discussing a business deal etc. You have to be brief and precise. In the end of the letter, you have a complimentary close. The words that are included Sincerely, thanking you, regards, etc. The at long last thing is you need to type your name and sign the letter. The letter should be printed in a readable font.Business letter has a specific format. The letter is different from other forms of communication because of the format in which it is presented. The letter has a beginning, middle and an ending. All the areas of the letter have to be organized consistent so that the letter is clear, complete and cohesive. A letter has different parts. All the parts have to be neatly drafted so that a significant letter is created. The block format is the most popular format of the busi ness letter where all the matter is aligned to the left side and uses single pose. The letter includes the following parts Letterhead The formal business letter should unendingly begin with letterhead. Every organization has a letterhead used for all official correspondence. One have to begin the letter on the letter head of the company. The letter head gives the receiver an idea about who has sent the letter. appointment The date has to be written exactly below the letter head. The date is important part of a letter and can be used as a reference. The date has to be written in full with day, month and year. For example 25 December 2011 or December 20, 2011 pass receivers Address The next important part is the receivers address. One need to include the name of the receiver, his designation and complete address. The interior address and the address on the envelope should ever be same. military greeting This is the opening line of the letter. It should begin with a greeting. In a formal business letter, one need to write dear followed by Mr./Ms with his or her name. It looks unprofessional, when a writer includes only the first name of the person. soundbox In the first line itself, a writer has to mention the message of his letter. The letter should be able to convey the message directly to the reader. The letter has no place for un unavoidable words. It has to be concise but informative. The letter should consist of paragraphs. Each new point should have separate paragraph. The last paragraph should sumup the letter and ask the receiver to do an action based on the letter. Complimentary Closure In the end of the letter one have to use complimentary close. One can use words like Yours faithfully, Yours sincerely. Comma has to be included after the close. A writer has to insert his/her full name at the end leaving few spaces to sign the letter. After this is make a writer can include the enclosures.Stylistic and Lexical Peculiarities of Business Letter The layout of the business letter differs in some respect from that of the personal letter. Not only the senders address is given (as in personal letter) but also the name and address of the person or organization to which the letter is being send. This is written on the left-hand side of the page against the margin slightly lower than the date (which is on the contrary side). It should be the same as the name and address on the envelope. A letter written to a man should be add seed to, for example, Mr. D. Smith or to D. Smith Esq. (Esquire). A letter to a woman, should be addressed to, for example, Mrs. C. Jones or Mrs. C. Jones. If you do not know the name of the person for from your letter is intended you may address it directly to the company, e.g. The Branded squawk Co. Ltd.,5 Rubberheel Road,Wellingborough,Northants,England.Co. and Ltd. Are the usual abbreviations for Company and Limited. However its better to address your letter to some individual The Managing Director, the Personnel Manager, The Secretary, The Branch Manager, The export Manager followed by the name of the company. If the person you are writing to is cognise to you, you should begin with, for example, Dear Mr. Thompson, Dear Mrs. Warren, etc. Otherwise you should begin Dear Sir (S), Dear Madam, or Gentlemen.The body of the business letter usually includesa) Reference,b) Information,c) Purpose,d) Conclusion.You should begin your letter with a reference to a letter you have received, an advertisement you have seen, or an even which has prompted the writing of your letter. It is sometimes necessary to add some detailed information related to the reference, in a subsequent paragraph. The generally accepted way of writing the data is the following October 17,200__17 October,200__October 19th ,200__19th October,200__The subject line is typed immediately below the salutation in the center. It helps to ensure that the letter is passed without delay to the right person or department Dea r Sir,Your order 0072/98Purpose is the most important part of the letter, where you are expected to state clearly and concisely all the questions that you have been asked. As business letter are written on behalf of a firm, use we and our instead of my and I. Do not use the short forms well ,weve in all formal and business letters. Extra spacing is used between paragraphs to separate different points more effectively. Try to use short sentences and short paragraphs because it is easier to read and understand . Conclusion usually consists of some polite remark to round the letter off. Then usually follows the complimentary close. If you begin your letter with Dear Sir (s) or Dear Madam you may and it with the words Your faithfully. If you address a person by name the words Yours sincerely are preferable.There is a modern intent however to use Yours sincerely even to people you have never met. The signature sing you name clearly, in full, as it should appear on the envelope of the letter addressed to you. If there are enclosures, the word Encl is typed at the bottom left-hand corner, with a short description of the enclosure. The postscript (P.S.) should be avoided. But sometimes it has a definite, planned function. It is designed to draw special attention, to emphasize apoint made elsewhere in letter, or to make a special offer. Sometimes it may serve as a reply to a further letter that has come in after the letter had been completed.2.3 Modern Means of Business CommunicationPeople have always tried to convey information. Now, they send letters and documents by post, by fax, by computer and they make phone calls from home or the office or, thanks to mobile phones, from wherever they happen to be. The list of function, thanks to advanced technology, is long and presumably will put forward. People can phone and fax from trains and planes. They can buy things, carry out financial transactions, get information all without leaving their chairs. This is the gl obal information age. The worldwide computer network known as the Internet connects millions of people worldwide. It connects many computer networks and uses common addressing system. The most popular Internet service is e-mail. Using e-mail, you can send messages to anyone with an internet account.Most businesses today have electronic address because e-mail provides cheap and rapid communication. Since the mid-1990s electronic commercialism has become one of the most rapidly growing retail sectors involving the use of computer telecom networks for maintaining business relationships and selling information, services and commodities. Although e-commerce usually refers only to the trading of goods and services over the Internet, it actually includes broader economic activity such as business-to-consumer and business-to-business commerce as well as internal organizational transactions that support these activities.A new form of collaboration known as a virtual company is flourishing now. This type of company is actually- a network of firms, each performing some of the processes needed to manufacture a product or deliver a service. E-mail is cheap and easy to use. E-mail is the transmission and distribution of information through personal computers linked to the skirt system, which allows subscribers to send a message directly to another subscriber that will appear in their electronic mail box. Computer use continues to grow and develop in all spheres of our life. Its applications have had a great impact on the business world. Computers have helped society by increasing productiveness and simplifying many services, such as checking,credit cards, and telephone service.Electronic MailOnce a person gets comfortable with e-mail, it may seem like the only communication method needed. However, written media are preferred and necessary in many cases as previously described.In many ways, e-mail messages are formatted and look similar to memos. Most of the e-mail headin g mass is quite simple, most of it being handled by the e-mail program itself. The address of the recipient is filled in addresses for those to receive copies are filled in and a brief phase indicating the contents or purpose is added. After typing in the body of the message, an additional formatting element to add to a professional e-mail communications is a signature. get a signature containing your full name, title, company name, e-mail addresses, regular send out address, telephone number, and other such detail. As for style in e-mail messages, here are some suggestions1. Typos and Mistakes. There is some controversy about how much to worry about writing mistakes in e-mail. Except for very formal electronic communications, most people disregard or even expect occasional writing glitches in the e-mail they send or receive. However, e-mail messages can be proofread and edited as easily as most other written documents. Sloppiness in writing can become a bad habit.2. Formality. T he tone of e-mail communications is generally informal. E-mail messages are normally rather short, for example, under a dozen lines, and the paragraphs are short as well. No one likes having to do a lot of extended reading on a computer screen.3. Specific Subject Lines. If you want your e-mail to be read and have the impact you intend, make the subject line specific and compel ling. It is not uncommon for people to log-in and find 50 messages waiting.4. Format. Whenever possible, break the message into paragraphs of less than six or seven lines and skip an extra line between them. Use only the characters on the keyboard anything else may not format properly when the recipient views it. Use headings to identify and mark off the various subtopics. If there is a series of points, use the various forms of lists that are available.5. willing Replies. The reply function in e-mail is a wonderful time-saver. However, e-mail is often addressed to multiple recipients. Know for sure that you want all listed recipients to receive the message. Particularly be careful with replying to group list-serves. It can be highly embarrassing for a sensitive message to go to unintended parties. Thus, sensitive topics probably should not be discussed via e-mail. Remember that e-mail can be quickly forwarded to a huge audience.MemorandaA memorandum can be used for most communications internal to an organization with the exception of possibly a full formal report. A memo might contain a status or progress report on a project it might be a request to an employee to provide information or it might be the employees response to a request for information. Thus, a memo can be very much like a business letter, or it can be very much like a short report. The key is the memorandum format. The memo format is commonly used for progress reports that are required in some engineering courses at ASU. These progress reports in memo format may have attachments as with a business letter. If longer than one page, memo progress reports should have subheading to help organize and present the information.For example, a progress report on a design project might have subheadings for an introduction, accomplishments, future work, and problems.The main header words in the memorandum format are usually in al l capital letters and are now commonly shown in bold type for appearance.1. MEMO Heading. In most cases, the word roll is placed at the top, center of the first page. The font size is usually slightly larger than that of the text and other header words, and some provide a space between each letter of the word.2. DATE Heading. The date used for the memo should be somewhere in the header. The example shown by Figure No. 3 shows the date as the first line, but in some designs, it may be a subsequent line.3. TO Heading. The name of the recipient or the group name is shown following the TO heading. Use appropriate names and titles, such as Susie, Susie Jacques, or Mrs. Susie Jacques, Exec utive Secretary, depending on your familiarity with the recipient and the formality of the situation.4. COPIES Heading. If copies are sent to others, this heading should also be used. List the names and titles of those receiving copies of the memo.5. FROM Heading. The senders name or the name of the group is placed on this line. The familiarity with the recipient and the sense of the formality dictate how the sender is addressed. In many organizations, the writer of the memo places their initials or first name just after the typed name.6. SUBJECT Heading. A brief phrase that encapsulates the topic and purpose of the memo is placed in this space. Generally, the first letter of each word in the phrase is capitalized, and there is no punctuation mark at the end. The actual label for this element varies some styles use RE or SUBJMost of the rules that grant to business letters also apply to the body of a memo. For example, text should be single spaced with restate spacing between para graphs. In more formal styles of memoranda, writers actually insert the same kind of complimentary close and signature block as used forbusiness letters. For continuing pages, some type of header is appropriate with the name of the recipient, date, and page number shown.ConclusionSo, we defined the concept of business communication and we can surely say, that it takes a huge part in our life. Business communication is very important for every businessman, because communication with business partners, employees, clients is the ground of their success. Written communication is more frequently used type of communication in business life. An exceptional business writing skill is very important in any type of business. Clients frequently base the companys credibility on the quality of their business communications. These people tend to have negative view of businesses that disseminate written materials with errors or businesses that use vague phrases and misspell names.Written communicat ion allows businesses to communicate developments, expectations and legalities to employees and contacts in the outside world. While traditional hard copies of written communication in business are still prevalent, email and online communication has become increasingly common. In this course paper we studied and described the peculiarities of business writing letters, e-mail, memoranda. We clarified the main structural parts of business writing documents, which always are bound by certain accepted standards. Good business letter must be well-planed and built. It is very important to follow the exchangeable structure of the letter and corresponding language.