By going through these Maharashtra State Board Secretarial Practice 11th Commerce Notes Chapter 9 Business Communication Skills of Secretary students can recall all the concepts quickly.

Maharashtra State Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary

Communication-

  • Latin word — ‘Communis’ meaning “Common”- “Shared by all”
  • Definition : “It is an exchange of facts, ideas, opinions or emotions by two or more persons” — George R, Terry

Business Communication : Definition-
“It is the expression channeling, receiving and interchanging of ideas in commerce and industry.” — Brennar

Types of Communication-

  1. Internal Communication
  2. External Communication

Internal Communication:

  • within various
  • departments of an
  • organization

External Communication

  • between business
  • organizations and outsiders.
  • (banks, suppliers, creditors, Government, etc.)

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary 1

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary

Method of Communication-

  1. Verbal or Oral Communication
  2. Non – Verbal Communication
  3. Written Communication

1. Verbal or Oral Communication

  • Personal talks,
  • Interviews,
  • Speeches,
  • Talking on telephone, etc.

2. Non – Verbal Communication

  • body language
  • facial expression
  • eye contact
  • silence, symbols, signs, gestures, etc.

3. Written Communicatin:

  • reports
  • letters
  • circulars
  • notices
  • minutes, etc.

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary 2

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary

Merits of Written Communication-

  • Accurate and Precise
  • Economical
  • Re-readab1e
  • Completeness
  • Eliminates personal contact
  • personal contact
  • Wide acces
  • Documentary evidence

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary 3

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary 4

Essential Skills for Effective Communication-

  • Listening
  • body Language
  • Give and Take Feedback
  • Clear and Concise
  • Empathy
  • Confident
  • Personal Touch

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary 6

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary

Business Letter: “It is a message that attempts to influence its recipients to take some action or attitude
desired by the sender.” – Robert

Layout of A Business Letter-

  1. Proper arrangement of parts of a letter
  2. Structural design of a. letter
  3. Internal arrangement of matter

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary 6

Layout of Business Letter-

  1. Heading – name, address, telephone number, fax number, email Id, CIN, website, etc.
  2. Date – British style or American Style
  3. Reference number – left hand side below heading
  4. Inside Address – name and address of receiver
  5. Subject – shows purpose of the letter
  6. Salutation – left hand margin below inside address
  7. Body of the letter – introduction, main message and conclusion
  8. Complimentary close – should match salutation
  9. Signature – signature and name of person with designation
  10. Enclosure – written on left hand side as ‘Enel’
  11. Carbon Copy notation (C.C.) – left hand side below enclosure
  12. Postscript – additional information after completion of letter
  13. Identification Initials – initials of dictator and typist

Essentials of a Good Bussiness Letter (8 C’S)

  1. Clarity
  2. Cheerfulness
  3. Conciseness
  4. Consideration
  5. Coherence
  6. Completeness
  7. Correctness
  8. Courtesy

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary 7

Physical Appearance of the Business Letter-

  • Paper
  • Typing
  • Margin
  • Envelope
  • Spacing
  • Folding
  • Letterhead

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary 8

Notice : It is an intimation given by the company to the member about day, date, time, place of the meeting and business to be transacted at the meeting.

Maharashtra Board Class 11 Secretarial Practice Notes Chapter 9 Business Communication Skills of Secretary

Report: It is a statement of facts or opinion along with conclusion (with or without some recommendations)

Minutes :

  • It is a written summary of the business transacted at the meeting.
  • It is prepared by secretary, confirmed by members or directors, singed by a Chairman and counter signed by a secretary.
  • It is written in past tense within 15 days of a meeting.
  • It is written in minutes book in proper format.

Word Meaning:

entities – organization; verbal – oral; conveying – sending; circulars- written information distributed among people; layout – process of setting matter on a page; custom – procedure required: memos – a warning letter in written; draft – outline; authenticity – originality; factual – actual; precision – correctness; insistence – demands; economical – low cost; nominal – reasonable / less; blog – informal written material regularly updated on website; conferring – take part in a conference (meeting); pitch – the rate of sound produced low or high; gestures – to express an idea; empathy – ability to understand other; alignment – arranging in straight line; reference – mention; salutation – greeting; conclusion – finish / to end; brevity – in short; enclosure- additional documents attach to a letter; coherence – put in proper order.