Business Correspondence and Reporting

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Business correspondence and reporting are synonymous terms. Networking has a broader definition since it considers the exchange of all kinds of information and ideas. However, in the business scenario, networking has to be formal. The two pillars of formal communication are reporting and correspondence. Therefore, the utmost importance is given to the knowledge and application of the basic rules of business. Below are the different aspects of business correspondence and reporting.

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Steps of Business Correspondence and Reporting

  • Communication

Communication is a vital step in any business. All employees have to communicate with each other. Most employees maintain a formal approach in their communication process. It can be both unidirectional, bidirectional, or multidirectional, in the hierarchy. There are different models of business communication.

  • Vocabulary

Vocabulary is the richness of words used in any communication. Every business maintains a formal approach while using vocabularies. There are defined patterns, modifications, and types of vocabulary. The user has to assess the situation and use his or her words wisely.

  • Word Power and Sentence Types

Words used in business correspondence and report writing have to be in conjunction with the mood of the sentence. Along with the vocabulary, correct usage of phrases, idioms, and sentence types is necessary for any business reports. The parts of speech and voice of the sentence also have to be taken care of.

  • Making Notes

Taking business correspondence and reporting notes during any meeting is an essential step. Employees generally make a fair copy of the notes, revise them, and finally exchange them with other employees. This old school technique is helpful in the business sector as well. For proper business communication report writing, notes can be prepared by following any style related to the purpose.

  • Comprehension Passages

The golden rule of comprehending passages is to observe what is mentioned in it minutely. It is important to get rid of any personal opinion and focus on what the writer wants to convey in the passage. It is an important aspect of business correspondence and reports writing.

  • Basic Writing Introduction

The most important of business correspondence and reporting skills is writing. It involves the intricate issues of tone, vocabulary, grammar, conciseness, and precision. It would be best if you learn business writing in detail to do it productively.

  • Report Writing

A newspaper is the ultimate culmination of report writing. It is an amalgamation of all the facts, figures, and analysis. The productiveness of business correspondence and reporting notes depends on the choice of reporting style, and the purpose of writing it.

  • Article Writing

Articles are a mixture of facts and fiction. The writer has the liberty of using fiction to express his or her thoughts and views by following a semi-formal and engaging language. However, the main topic has to be non-fictional and related to the agenda.

  • Precis Writing

If you have to shorten a lengthy report, then the best way you can do is to write a precis. It is similar to the abstract, executive summary, or note-making. There are special benefits associated with precis writing.

  • Formal Letter Writing

Formal letters are a crucial part of business correspondence and report writing. The writer has to follow a formal approach while writing a letter and will include only facts, figures, and inferences. Any personal touch is generally avoided.

  • Formal Mail Writing

With the advent of the internet into the business arena, mails have taken over for letters. Formal emails follow the same format as that of the formal letters, only that it has to be more precise. It is also important to express respect towards the higher-ranked officials in these emails.

  • Official Communication

Official communications follow a formal approach, unlike the informal communications. The two common forms of formal or official communication are circulars and memos.

  • Meetings

Meetings are those incidents in a business scenario where important points related to the business are discussed. It involves both the leaders and the employees. Important questions are raised, and probable solutions are projected in these meetings. Business communication, report writing, and notes are important aspects associated with meetings.

  • Writing Resumes

Resumes are an integral part of any application process. It contains a short description of the applicant, like personal details, educational qualifications, work experiences, achievements, personal interests, etc. Most application processes in the business scenario are based on this business correspondence and reporting technique.

FAQ (Frequently Asked Questions)

Q.1. What is the need for a Meeting in a Business Scenario?

Answer. A successful business is the outcome of the effort of all the employees. A single employee cannot address all kinds of problems that creep up from time to time. For all those problems that require multiple inputs, meetings are organized. The agenda of the meeting is prepared beforehand and distributed to all the attendees. All ideas are included while preparing the business correspondence and reporting notes. Such notes are called minutes of the meeting. The actions are taken based on the outcome of such a meeting. Action taken report is prepared after the actions are taken.

Q. 2. What is the Purpose of a Resume in the Business Scenario?

Answer: For any job position in a business, hundreds of applications fly into the HR mailbox. It is impossible to assess the abilities of all these applicants in a practical manner. Therefore, a clear and honest description of the applicant as provided in the application is considered for assessment. The resume contains a short description of the personal details, educational qualification, work experience, achievements, special skills, and interest. The expectation of the applicant can also be included. The resume must end with a list of references in support of the application.

Q. 3. What are the Requisites in Business Communication Report Writing Notes?

Answer: In any business communication, writing notes is necessary. However, in the business scenario, it is important to maintain a formal approach. The report must contain only facts and analysis related to it. Personal opinions or emotions must be exempted from all the reports. Moreover, the vocabulary, figure of speech, sentence construction, and grammar must be correctly used. The report must not be a display of the rich word stock of the writer, rather the writer must focus on using the correct, precise, and formal tone in every part of the report.