Gauhati
University B. Com 1st Sem Solved Question Papers
BUSINESS
COMMUNICATION Solved Question Paper 2021 (Held in 2022)
(Honours/Regular)
Paper:
BCM – AE/MIL – 1014
Full
Marks: 80
Time:
3 hours
The
figures in the margin indicate full marks for the questions
Answer
the questions from any one of the Options
OPTION
– A
Paper:
BCM-AE-1014
(Business
Communication)
1. State whether the
following statements are True or False: (any ten) 1x10=10
a) Chronemics
is the study of the use of time in nonverbal communication.
Ans: True
b) Egotism,
hostility and prejudice determine ‘noise’ in communication.
Ans: True
c) ‘You’
attitude means conveying the message from the writer’s point of view.
Ans: False,
Reader’s point of view
d) Ability to
communicate effectively is closely linked to the ability to perform
effectively.
Ans: True
e) There is a
close relationship between grapevine and morale of employees.
Ans: True
f) Business
letters do not only convey the business message to the audience but also
influence their attitude and invoke the desired response.
Ans: True
g) An enquiry
made at the buyer’s own initiative is known as a solicited enquiry.
Ans: False,
Unsolicited enquiry
h) Reports play
a vital role in decision making and formulation of administrative policies at
all levels in all kinds of organizations.
Ans: True
g) ‘Listening’
is a passive activity in communication.
Ans: False
h) Formal
communication has nothing to do with the line and authority of an organization.
Ans: False
i) Interpersonal
communication is the internal dialogue occurring within the mind of an
individual.
Ans: True
j) Group
communication is possible through oral communication.
Ans: True
2. Answer any five of the
following: 2x5=10
a) Write short notes on encoding and decoding.
Ans: Encoding: To
encode is to put an idea into words. In this step the communicator organizes
his ideas into a series of symbols or words which will be communicated to the
intended receiver. Thus the ideas are converted into words or symbols. The
words and the symbols should be selected carefully, it should be understandable
and most of all it should be suitable for transmission and reception.
Decoding: Decoding means
translation of symbols encoded by the sender into ideas for understanding.
Understanding the message by receiver is the key to the decoding process. The
message should be accurately reproduced in the receiver’s mind. If the receiver
is unable to understand the message correctly the communication is ineffective.
b) Mention some limitations of downward communication.
Ans: Limitations
of downward communication:
1. Problem of
under or over communication can be arises in downward communication.
2. There is
lack of feedback in downward communication.
3. Chances of
delay in exchange of information in case of downward communication.
4. Also there
is a chance of loss of information.
c) What do you understand by the term ‘paralanguage’?
Ans: Para‟ means „like‟.
Para language means „like language‟. It is non-verbal communication which is
closely related to verbal communication. It is non-verbal communication because
it does not comprise words.
It is „like‟ verbal communications because it
is related to way the words are spoken. Without it words do not convey their
intended meaning. While verbal communication consists of „what‟ or the contents
of words, paralanguage involves the „how‟ of a speaker’s voice or the ways in
which the speaker speaks. Example of paralanguage is voice, words stress etc.
d) List two points to show cultural differences across
the globe.
Ans: 1. Power distance: This refers to
how people with relatively less power in a social group accept the unequal distribution
of power. For example, a person who believes in more power distance accepts an
unequal power structure in the communication process. In contrast, one who
values less power distance does not do so. The latter individual is likely to
challenge authoritarian communicators and prefer being an equal contributor
when exchanging information.
2. Presentations: Consider how people
from different countries approach their goals. Future oriented
cultures like those from the US want to hear about the potential benefits
of a product, while past oriented audiences from places like India or
China recognize credibility through past achievements.
e) Write briefly on the importance of group
communication.
Ans: Group communication:
Group communication is an effective tool for communicating with the groups at
large. Group reactions can also be interpreted immediately to arrive at
reasonable conclusions. Group communication can have effective results in case
of marketing, where the communication is vital for selling and marketing
products and product launches etc.
f) What is the importance of a postscript in a sales
letter?
Ans: Postscript is simply a
summary of what the reader will find in sales letter. It helps the reader to
understand if it is worth spending time in reading sales letter. Using a postscript
is another way to connect with customers and make your letter feel more
personal.
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- Business Communiction Solved Question Paper 2019
- Business Communiction Solved Question Paper 2020 (Held in 2021)
- Business Communiction Solved Question Paper 2021 (Held in 2022)
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3. Answer the following: 5x4=20
(a) Correct any five of the
following: 1x5=5
1. Strive above all things to persevere
health.
Ans: Strive over all things to persevere health.
2. I am, to tell you the truth, feeling fed
up with his behaviour.
Ans: To tell you the truth, I was feeling
fed up with his behaviour.
3. Jalandhar, Ludhiana and Amritsar is an
important city of Punjab.
Ans: Jalandhar, Ludhiana and Amritsar are
important cities of Punjab.
4. United we stand, divided we fall down.
Ans: United we stand, divided we fall.
5. A sweet young boy is sitting in the back
of the classroom.
Ans: A sweet young boy is sitting at the
back of the classroom.
6. Aunt Jennifer lives in constant fear
from her chauvinist husband.
Ans: Aunt Jennifer lives in constant fear of
her chauvinist husband.
7. She has been absent from last Sunday.
Ans: She has been absent since last Sunday.
8. Neither of the girls are willing to help
me.
Ans: None of the girls are willing to help
me.
(b) Correct any five of the
words that have been underlined: 1x5=5
1. Cases of chain-snatchers are on the
rise.
Ans: Cases of chain-snatching are on the rise.
2. Loving for one’s country is an
important bond that unities us all in a nation.
Ans: Love for one’s country is an
important bond that unites us all in a nation.
3. If speech is silver, salience is
golden.
Ans: If speech is silver, silence is golden.
4. Mohan worked they and night before
the examinations.
Ans: Mohan worked day and night before the
examinations.
5. You must work very herd.
Ans: You must work very hard.
6. The dear saw the tigress from a
distance and ran away.
Ans: The deer saw the tigress from a distance
and ran away.
7. The govment has cleared the project.
Ans: The government has cleared the project.
(c) Choose the correct option:
(any five) 1x5=5
1. The teacher said that the earth
rotates/revolves around the sun.
Ans: The teacher said that the earth
revolves around the sun.
2. Will the employer accede/exceed to the
workers’ demands?
Ans: Will the employer accede to the
workers’ demands?
3. The little shop down the street sells
stationary/stationery items.
Ans: The little shop down the street sells
stationery items.
4. Please be quiet/quite.
Ans: Please be quiet.
5. The site/cite for the hotel has been
cleared for construction.
Ans: The site for the hotel has been
cleared for construction
6. The priest placed the offerings at the
altar/alters.
Ans: The priest placed the offerings at the
altar.
7. His attitude towards his work in
casual/causal to say the least.
Ans: His attitude towards his work in
causal to say the least.
(d) Do as directed: (any five) 1x5=5
a) Give the antonyms of encourage and
flexible.
Ans: Encourage = Discourage
Flexible = Rigid
b) Give the synonyms of ultimate and
monotonous.
Ans: Ultimate = Eventual
Monotonous = Flavourless
c) That which cannot be understood.
(Express in one word)
Ans: Unintelligible
d) A list of names of books. (Express in
one word)
Ans: Catalogue
e) The book is being read by Ram. (Change
the voice)
Ans: Ram is reading a book.
f) I am doubtful whether the job has been
done or not. (Change into negative without changing the meaning)
Ans: I am not sure whether the job has been
done.
g) We must work very hard or we shall not
achieve the target. (Change into simple sentence)
Ans: We must work hard to achieve the
target.
h) Do we mean to work in an organization
just for getting money? (Change into assertive sentence)
Ans: We are not mean to work in an
organization just for getting money.
4.
(a) Answer any two of the following: 10x2=20
a) What is nonverbal communication? What are the various
types of non-verbal communication? 2+8=10
Ans: Non-Verbal
Communication: Non-verbal
communication (NVC) refers to messages sent through human actions and behaviour
rather than through words. It is a communication exchange that does not use
words or that uses words to carry more meaning than the strict definition of
the words themselves. It often relies on facial expression, body movements,
gestures, eye- contact, handshakes, dress, posture, inflections etc.
Types of Non-verbal Communication: Non-verbal
communication is mainly of three types
a)
Kinesics
b)
Para language
c)
Proxemics
Kinesics
or Body Language
Body Language: The word
kinesics literally means body movement. It stands for the way the body
communicates without words, and through various movements of its parts. Communication
through body movements is called body language. Body
language is a type of nonverbal communication that relies on
body movements (such as gestures, posture, and facial expressions) to
convey messages. Body language may be used consciously or unconsciously.
It may accompany a verbal message or serve as a substitute for speech.
Importance of Kinesics:
1.
The
importance of kinesics can be put brought forward by the words of famous
psychologies Paul Ekman who says, “We talk with our vocal cord but we communicate
with our facial expression, tone and pitch of voice, our whole body.”
2.
The
importance of body language lies in the fact that one can play fast and loose
with words but body language speaks truth.
3.
When
managers consciously read what others are conveying by body movement, they can
easily deal with issues before their become problem.
4.
Non-verbal
communication is also important because it is efficient. A message can be very
well transmitted more economically than any other means of communication.
Advantages of Kinesics:
1. Body language communication is
easily visible. It helps the receiver of the message in decoding the message.
2. It adds intensity to the process of
communication.
3. People are for the body language so
it goes a long way to improper the overall atmosphere.
Disadvantages of Kinesics:
1. No one can totally rely upon the
body language because it is non-verbal. It cannot be taken seriously.
2. There are chances of
misinterpretation because people belonging to different cultural backgrounds
send different body signals.
3. If the listener is inattentive,
these body languages become ineffective.
Para Language
Para‟ means „like‟. Para language
means „like language‟. It is non-verbal communication which is closely related
to verbal communication. It is non-verbal communication because it does not
comprise words.
It is „like‟ verbal communications
because it is related to way the words are spoken. Without it words do not
convey their intended meaning. While verbal communication consists of „what‟ or
the contents of words, paralanguage involves the „how‟ of a speaker’s voice or
the ways in which the speaker speaks. Example of paralanguage is voice, words
stress etc.
ADVANTAGES OF PARA LANGUAGE
a)
No oral
communication is complete without Para language.
b)
A speaker
education and background can be judged from his way of speaking
c)
Para
language of a person indicates his place in hierarchical structure of the
organization.
d)
Knowledge
of person’s Para language is helpful in dealing with him.
e)
One can
improve his Para language by listening to good speakers.
LIMITATIONS OF PARA LANGUAGE
a)
Para
language is like a language nut not a language we cannot rely on it.
b)
Unless
the listener is open minded, voice quality, speaking speed, pitch, etc. may
prejudice him, causing poor listening. Voice quality and speaking speed etc.
cannot be a substitute for intellect or wisdom. They can only complement it.
c)
Speaker
belongs to different speech communities due to which it is difficult to
maintain uniformity in Para language.
d)
It is
difficult to blend what is said and how it is said. Therefore, extra care is
required to get to the exact content of the language.
Proxemics or Space Language
Non-verbal communication involves not
only body language and Para language but also the space around us Proxemics is
the study of how we communicate with the space around us. The space here means
the distance between the sender and receiver of the message in oral
communication. This distance is called proximity.
Proxemics is also
concerned about the use of space by groups of people. Different people make use
of space around them in different ways. The way a group uses the space assigned
determines their respective position and interaction pattern. For example:
people seated in front are considered to be bold and are the ones who initiate
the conversation. Fixed and semi fixed spaces have important implication in
communication. Let us analyse it further.
a)
Fixed spaces: Fixed spaces refer to permanent features like room, walls, and
buildings and its total capacity, length, breadth etc. These features determine
who interacts with whom, why, how and for what purpose.
b)
Semi Fixed Species: Semi fixed spaces refer to physical features
which are not permanent and can be changed or re-arranged. For example,
furniture decor etc. In other words, semi fixed spaces are flexible that
permits the use of a variety of spaces to conduct different types of
communication. For example, some furniture can be arranged or rearranged as per
the need of communication.
b) Define a memo. Why are memos important for
intra-organizational communication? What are the guiding points to write a good
memo? 2+3+5=10
Ans: Memorandum is popularly
known as memo. The literal meaning of the word memorandum is a note to assist
the memory. Memos are the written internal
communication means for
exchanging information relating to day-to-day functions within the
organizations.
According to Lesikar and pettit, “Memorandum is a form of letters written inside
the business”.
According to Stewart and Clark, “Memos are used to communicate with other
employees, regardless of where the employees may be located in the same
organization.”
Importance
of office memo
We know memorandum serves various purposes. It is a common means
of writer, communication within the organization. The main advantages of memos are
discussed below:
1.
Time saving: We can see
that may organizations use printed memo. As it is usually printed, it takes
less time to draft it.
2.
Less formality: No
formality is necessary in drafting a memo, usually inside address, salutation
and complimentary closing is omitted in it.
3.
Maintenance good relationship: It can
help to maintain the good relationship among the boss and subordinates, because
the bossing attitude is absent here.
4.
Low cost: The cost
of communication through a memo is less than those of others.
5.
References: Memo is a
written document. So, it can be used for future references.
6.
Inform the decisions and actions: The main
objective of memo is to inform the decisions and actions. For this purpose, it
should be written by the higher authority.
7.
Request the decisions and actions: The
objective of memo is to request the decisions and actions. For this objective,
it may be drafted by the sub-ordinate.
8.
Provide information: Another
important objective of the memo is to provide information form one level to
another within the business.
9.
Remain someone of action: Memo is
also written to remind someone of action, if requires.
10.
Others: Issuing
orders and instructions, providing response, providing suggestions, presenting
informal report, solving problems.
Guidelines for writing
effective memos or drafting memos
In order to make interoffice
communication easier, please adhere to the following guidelines for writing:
1. Summarize
the conclusions in the introduction paragraph
2. State
the basis for conclusion in the introductory paragraph
3. Begin
each subsequent paragraph with a thesis statement
4. Support
the thesis statement in the body of the paragraph
5. Be
concise
6. Know
the audience
7. Avoid
jargon
8. Stay
objective
9. Use
active verbs
10. Anticipate
counterarguments
11. Provide
“road signs” as needed
12. Cite
the sources
13. Number
the pages
14. End
with a concluding paragraph
c) “Every business letter in principle is a sales
letter”. Discuss the objectives of a sales letter in the light of this
statement. 10
Ans:
Although the primary aim of sales letters or offers is publicity yet it is the
most important written form of business communication. It reaches out to a
large number of people interested in a particular product or service and turn
them into buyers. Even if people are not interested in the product, them the
aim of this letter is to make them interested in it. Starting with the
assumption that the receiver may resist the offer, the sales letter has to be
persuasive or powerful enough to make recipient act. They are unsolicited
letters, mostly written by professional writers. The effectiveness of such
letters depends on the writer’s ability to use language suited to his purpose
that is above all to influence the recipient – his thinking, taste and
behaviour. This is the aim of persuasion. Sales letters are, therefore,
persuasive or indirect approach letters.
Sales letters are the best way for approaching to the prospective
buyers indirectly. These letters are an easy and effective way of securing
business. No other type of letter influences so many people or brings as big a
return in terms of money as this letter.
Objectives of Sales Letters:
Sales letters are part of the publicity – cum – advertisement
campaign for a product or service. When compared to TV, Cinema, newspaper,
magazines, handbills, direct marketing and window displays which are the other
forms of publicity and advertisements, sales letters have the following
advantages:
1.
Personal touch: Sales letter can add a
personal touch to advertising which is not possible in other forms of publicity
and advertising. It also keeps the customers constantly in touch with the
company and its products and services.
2.
Direct communication: It can be sent
directly to prospective customers.
3.
No competition: The messages in the
sales letters do not have to compete with other advertisements unlike TV and
newspaper advertisements where ads of various competitors are shown.
4.
Goodwill: It creates and Maintain
goodwill among the customer by offering quality products and services.
5.
Convenience: Unlike TV and Cinema
advertisements sales letters can be set aside and read later at leisure.
6.
Cheaper: It is less costly as compared
to other forms of advertisement.
7.
Easy assessment of effect: As they are
sent to a definite number of persons who are classified into demographic groups
based on age, income, profession etc. their effect can be accurately measured.
8.
Quick: Unlike sales representatives,
sales letters get quick, direct access to the target person.
9.
Wider Area: Sales letters that are
posted can reach remote areas which are not possible in case of modern means of
advertising and promotion. It widens the market for existing products without
much cost.
10.
Mail order business: It is the main
source of securing orders for a mail order business.
11.
Customer education: it educates the
customer in selecting the right type of goods and services.
12.
Reminder: Repeated appearance of a
sales letter has the effect of a reminder. It helps the customer to remember
the product or the service of a firm whenever he is in need of it.
13.
It functions as a Salesman: A sales letter
educates persuade and convinced the customer to buy a particular product or
service wherever a salesman cannot visit the customers.
d) What are physical barriers in communication? How can
you overcome them? 2+8=10
Ans: Physical
Barriers in communication: There are the environmental factors
that also obstruct or reduces the sending and receiving of communication, such
as physical distance distracting noises and other interferences difficulty
arises in communicating a message, when the physical distance increases. Some
of the physical barriers are listed below:
a) Noise:
Noise is first and foremost barrier to effective communication. Noise may be
caused by machines, equipment, communication device, disturbances in the time
of transmission etc. noise also encompasses many other factors such as the
sender may use ambiguous or confusing signal. The receiver may misinterpret the
message. Thus communication is likely to be spoilt due to noise.
b) Time
and distance: Time and distance also acts as a barrier in smooth flow of
communication. Distance between the sender and receiver acts as a hurdle.
Although this barrier can be overcome by technology but still in case of
breakdown, this exists. Different timing of shifts at workplace also act as
barriers in imparting on vital information.
c)
Distortion: The word distortion means misrepresentation. It takes place when
the actual meaning of message is lost while encoding and decoding the
communication. It arises mainly due to human perception.
d)
Technical and technological problem: Technical and technological problem is an
essential cause of physical barrier. Medium of communication that uses network
facilities might lead to technical and technological problems. Technical and
technological breakdown such as computer virus, mobile network problems or
server crash can happen any time.
Steps to overcome the barriers of communication in an organization
In order to remove barriers to communication an open door
communication policy should be prepared and followed by managers at all levels.
The superiors in the organization must create an atmosphere of confidence and trust in the
organization so that the credibility gap may be narrowed down. Major efforts in
this direction are:
1.
Two-way communication: The organization’s communication policy should
provide for a two-way traffic in communication upwards and downwards. It brings
two minds closer and improves understanding between the two parties the sender
and the receiver. There should be no communication gap.
2.
Strengthening Communication Network: The communication network should be
strengthened to make communication effective. For this purpose, the procedure
of communication should be simplified, layers in downward communication should
be reduced to the minimum possible. Decentralization and delegation of
authority should be encouraged to make information communication more
efficient.
3.
Promoting Participative Approach: The management should promote the
participative approach in management. The subordinates should be invited to
participate in the decision making process. It should seek cooperation from the
subordinates and reduce communication barriers.
4.
Appropriate Language: In communication certain symbols are used.
Such symbols may be in the form of words, pictures and actions. If words are
used, the language should be simple and easily comprehensible to the
subordinates. Technical and multi-syllable words should, as far as possible be
avoided. The sender must use the language with which the receiver is familiar.
5.
Credibility in Communication: One criterion of effective communication is
credibility. The subordinates obey the orders of their superior because they
have demonstrated through their actions that they are trustworthy. They must practice whatever they say. The superior must also
maintain his trust worthiness. If the superior is trusted by the subordinates,
communication will be effective.
6.
Good Listening: A communicator must be a good listener too. A good manager gives
his subordinates a chance to speak freely and express their feelings well
before him. The manager also gets some useful information for further
communication and can also have a better understanding of the subordinates
needs, demands etc.
7.
Selecting on Effective Communication Channel: To be effective the communication should be
sent to the receiver through an effective channel.
By effective channel mean that
the message reaches its destination in time to the right person and without any
distortion, filtering or omission.
e) What do you mean by structure and layout of a business
report? Explain in detail various parts shown in the addenda of a formal
report. 4+6=10
Ans: Layout of a business Report:
1.
Headings:
There should be two headings to a report: the
name of the company; the report heading.
2.
Terms of Reference: This section should state exactly why the report is
being written. Why is we writing the report? What was requested? Who requested
it? When were we asked to do it? To report on... (Subject)...as requested by...
(Name and title) on... (Date)…
3.
Procedure:
Give a brief description of the methods used to
collect the information. Perhaps interviews were held, visits made,
questionnaires issued etc. We can use bullet points.
4.
Findings:
This will be the longest section of the report.
We should go through the procedure point by point and use numbers and
subheadings for this section. Under each heading state what information was
gathered at each stage?
5.
Conclusions:
In this section no new facts must be introduced.
We must look at the findings and state the logical implications of them. What
can we infer or conclude from the findings?
6.
Recommendations (if
requested): Again no new
facts must be introduced in this section. On the basis of information presented
in findings and conclusions, we can make some suggestions for action. We should
remember that the writer who writes the report cannot make decisions, he or she
can only suggest what action should be taken.
7.
Closing section:
A report should be signed and there should be a
name and title shown at the foot, plus the date when the report was written.
Formal Report and its Format
Parts of a
Formal Report
A
formal report’s manuscript format and impersonal tone convey an impression of
professionalism. A formal report can be either short (fewer than 10 pages) or
long (10 pages or more). It is informational or analytical, direct or indirect.
It may be targeted to readers inside or outside the organization.
There
are three basic divisions of a formal report:
1.
Prefatory Parts
2.
Text Parts
3.
Supplementary Parts
1.
Prefatory Parts are:
a)
Cover
b)
Title fly
c)
Letter of authorization
d)
Letter of acceptance
e)
Letter of transmittal
f)
Table of contents
g)
List of illustrations
h)
Synopsis or executive summery
2.
Text Parts
a)
Introduction
b)
Body
c)
Summary
d)
Conclusions
e)
Recommendations
f)
Notes
3.
Supplementary Parts
a)
Appendixes
b)
Bibliography
c)
Index
Prefatory
Parts
Cover:
Use a cover only for long reports. Use a sturdy, plain, light
cardboard with good page fasteners. With the cover on, the open pages should
remain flat. Center the report title and your name four or five inches from the
upper edge.
Title
Fly: It is a plain sheet of paper with the title of
the report on it.
Title
Page: 1. The title of the report
2.
The name, title and address of the person group etc that authorized the report prepared for submitted to
3.
The name, title and address of the person, group etc that prepared the report, prepared by, submitted by
4.
The date on which the report was submitted.
The
title page signals the readers by giving the report title, author’s name, name
of person or organization to whom the report is addressed, and date of
submission. Choose title information but not long, A Report of, A Study
of, or A Survey of etc.
Your
title promises what your report will deliver by stating the report’s purpose
and content. A title in order to be effective must be clear, accurate,
comprehensive, specific, concise and appropriately phrases.
Place of Title Page Items: Do not
number your title page, but count it as page (I) of your prefatory pages.
Centre the title horizontally on the page, three to four inches below
the upper edge, using all capital letters. If the title is longer than six or
eight words, centre it on two or more lines.
Letter of Authorization and Letter of Acceptance: If
you received written authorization (a litter or memo) you may want to include.
It usually has direct request plan. Letter of Acceptance (or memo of
acceptance) acknowledges the assignment. It follows good news plan
confirming time and money restriction and other pertinent detail. This letter
is rarely included in report.
Letter
of Transmittal (or memo of transmittal): It conveys
your report to the audience. It says what you’d say if you were handing the
report to the person who authorized you. It has less formal tone. Depending
on the situation, your letter might:
•
Acknowledge those who helped with the report
•
Refer readers to sections of special interest
•
Discuss the need and approaches for follow-up investigations
•
Suggest some special uses of the information
•
Urge the reader to take immediate action
•
Use good news plan
Table
of Contents: This table outlines the text and list
Prefatory Parts
1. List preliminary items (transmittal letter, abstract) in your
table of contents, numbering the pages with small roman numerals. (List
items that appear at the end of the report, such as glossary, appendix, notes
and bibliography section; number these pages with Arabic numerals,
continuing the page sequence of the report). List the first page of your
report text.
2.
Include no heading in the table of contents not listed as headings or
subheadings in the report; your report text may, however, contain
certain sub-headings.
3.
Use different types of styles and indentations to show the various levels of
heads.
List
of Illustrations: For simplicity sake, some reports prefer to
include all visual aid as illustration or exhibits. Put the list of
figures and table on separate page if they won’t fit on one page with the table
of content.
Synopsis
or Executive Summary: A synopsis is a brief overview (one
page or less) of report’s most important point. It is also called abstract. Executive
summary is a fully developed mini version of the report and is comprehensive.
1.
Make your summary able to stand alone in meaning – a mini-report
2.
Make it intelligible to the general reader. Readers of summaries will vary
widely in expertise, perhaps much more than those who read the report
itself. So translate all technical data into plain English.
3.
Add no new information. Simply summarize the report
4.
Stick to the order of your report
5.
Emphasize only major points.
Text
of the Report
Introduction:
It has a number of functions and covers a wide variety of topics
and helps the reader follow and understands information.
Body:
The section contains information that supports conclusion and
recommendation as well as analysis, logic, interpretation of the
information.
Closing:
You summarize the main idea of your report highlighting your conclusion or
recommendation and list any course of action. In long report this
section may be labeled Summary, Conclusion & Recommendation.
Supplementary
Parts
Appendix/Appendixes:
They contain materials related to the report but not included in
the text because they were lengthy or not directly relevant. They
include:
1.
Statistics or measurements
2.
Maps
3.
Complex formulas
4.
Long quotations
5.
Photographs
6.
Related correspondence (letters of inquiry etc.)
7.
Texts of law, regulations etc.
Bibliography:
A bibliography is a list of source materials on a particular
subject. In a formal report it shows what books and other library
materials were consulted and it includes all the works mentioned in the
footnotes. As part of the reference matter, it follows the appendix or
appendices.
Index:
An index is an alphabetical list of names, places and subjects
mentioned in the report, along with the page on which they occur. They
are rarely included in unpublished reports.
(b) Write on any two of
the following: 10x2=20
a) Write a letter to a customer, Jamanadas & Co.
confirming the dispatch of their order for electrical goods.
b) As the manager of SBI, Jamalpur branch, draft a
suitable reply to Ravan Enterprises, refusing them credit facility.
c) Write a sales letter to promote the sale of a tonic
to increase one’s memory power.
d) You are a chemical engineer, having four years work
experience. Draft an application letter to Rajinder Fertilizers, for the post
of Production Manager in their company.
e) Write a letter of quotation to Durga Traders,
quoting the least prices of HMT watches in your outlet.
***
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