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

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.)

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.

Merits of Written Communication-

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

Essential Skills for Effective Communication-

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

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

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

Physical Appearance of the Business Letter-

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

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.

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.