Q1.

Write Short Notes on (any three):

(3×5 = 15 Marks)

(a) Types of Presentation

1. Informative Presentation: Focused on delivering information, such as reports or

updates. Example: Annual financial results presentation.
2. Persuasive Presentation: Aimed at convincing the audience. Used in sales or marketing
pitches.
3. Instructional Presentation: Teaches a process or concept, used in training sessions.
4. Motivational Presentation: Designed to inspire or boost morale, often used by leaders
or mentors.
5. Decision-Making Presentation: Provides data to help the audience make a choice, used
in board meetings.

(b) Types of Reports

1. Formal and Informal Reports: Formal reports are structured and detailed (e.g., research
reports); informal ones are casual (e.g., email updates).
2. Periodic Reports: Submitted regularly (e.g., monthly sales report).
3. Analytical Reports: Offer analysis and recommendations (e.g., market analysis).
4. Informational Reports: Only share facts without interpretation (e.g., financial
statements).
5. Research Reports: Based on scientific investigations, often academic or professional.

(c) Notice

A notice is a formal written or printed announcement intended for a specific group, providing
information such as events, meetings, or policy changes.
Key Features:

 Clear and concise

 Contains date, time, venue, and purpose
 Issued by authorized personnel
Example: Notice for a board meeting.

(d) Agenda
An agenda is a list of items to be discussed at a meeting, provided in advance.
Elements:

 Title of meeting
 Date, time, and venue
 List of topics/issues
 Order of discussion
 Allocated time for each item
Helps keep meetings focused and organized.

Q2. "Communication is two-way process". Explain the process of

communication.

(15 Marks)

Communication is a two-way process involving the exchange of information, ideas, or emotions

between sender and receiver.

Communication Process Steps:

1. Sender: Initiates the message; has an idea or information to share.

2. Encoding: The sender converts the idea into words, symbols, or gestures.
3. Message: The encoded idea or content to be delivered.
4. Medium/Channel: The method used (spoken, written, visual, electronic).
5. Receiver: The individual or group who receives the message.
6. Decoding: The receiver interprets the message using their understanding.
7. Feedback: The receiver responds, completing the communication loop.
8. Noise: Any barrier (physical, psychological, linguistic) that distorts the message.

Example: In a classroom, a teacher (sender) explains a topic (message) verbally (medium),

and the student (receiver) asks a question (feedback).

Q3. Explain the objective and function of business communication? Explain the
7Cs of Good Communication.

(15 Marks)

Objectives of Business Communication:

 To share information clearly within and outside the organization.

 To build relationships with stakeholders.
 To aid decision-making.
  To motivate employees and enhance performance.
 To maintain transparency and trust.

Functions of Business Communication:

 Informational: Keeps employees updated.

 Instructional: Gives directions or guidelines.
 Influential: Persuades employees or customers.
 Integrative: Builds teamwork and collaboration.

7Cs of Good Communication:

1. Clarity: Use clear language and ideas.

2. Conciseness: Avoid unnecessary details.
3. Correctness: Use accurate grammar and data.
4. Completeness: Include all necessary information.
5. Concreteness: Use specific facts and figures.
6. Courtesy: Be respectful and polite.
7. Consideration: Focus on the receiver’s perspective.

Q4. Explain the impact of Globalization on Organizational and Multicultural

Communication.

(15 Marks)

Globalization has transformed organizational communication by connecting diverse cultures and

expanding business operations worldwide.

Impacts:

1. Cultural Sensitivity: Communication must respect cultural differences (e.g., language,

gestures, etiquette).
2. Use of Technology: Rise in digital communication tools (email, video calls) across time
zones.
3. Language Barriers: Need for common language (usually English) and multilingual
abilities.
4. Training & Development: Emphasis on cross-cultural communication training.
5. Team Collaboration: Diverse teams require effective communication to collaborate
remotely.
6. Brand Consistency: Global companies must maintain uniform communication strategies
while adapting locally.
7. Increased Miscommunication Risks: Misunderstandings due to cultural nuances are
more common.
Q5. What are the barriers in cross-cultural communication and how can they be
overcome?

(15 Marks)

Barriers:

1. Language Differences: Misinterpretation due to poor translation or unfamiliar slang.

2. Non-verbal Miscommunication: Gestures and expressions have different meanings.
3. Stereotyping: Preconceived notions harm mutual understanding.
4. Ethnocentrism: Belief that one’s culture is superior.
5. Assumptions and Misperceptions: Assuming others think or behave like us.
6. Different Communication Styles: High-context (indirect) vs low-context (direct)
cultures.

How to Overcome:

 Cultural Training: Educate teams about global cultures.

 Use of Clear Language: Avoid idioms and slang.
 Active Listening: Confirm understanding through feedback.
 Hiring Diverse Workforce: Encourages inclusion and better understanding.
 Encourage Empathy: Put oneself in others’ cultural perspective.
 Use Visual Aids: Helps bridge understanding across language barriers.

Q6. Draft an application for the post of Company Secretary and then an
appointment letter in a large Public Limited Company.

(15 Marks)

Application Letter:

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To
The HR Manager
XYZ Ltd.
New Delhi

Subject: Application for the Post of Company Secretary

Dear Sir/Madam,

I am writing to apply for the position of Company Secretary as advertised on

your official website. I hold a professional qualification in Company
Secretaryship from ICSI and have three years of experience in a reputed
organization. I am well-versed with compliance, board meetings, legal
regulations, and SEBI guidelines.

I am confident my expertise will contribute positively to your esteemed

company. Please find my resume attached.

Thank you for considering my application.

Sincerely,
Rohit Sharma
[email protected]
Contact: 9876543210

Appointment Letter:

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XYZ Ltd.
Registered Office: New Delhi
Date: [Insert Date]

To,
Mr. Rohit Sharma
Address: [Insert Address]

Subject: Appointment as Company Secretary

Dear Mr. Sharma,

We are pleased to inform you that you have been appointed as Company Secretary
at XYZ Ltd. Your joining date shall be [Insert Date]. You will receive a
monthly salary of ₹80,000 and be entitled to benefits per company policy.

Kindly sign and return the duplicate copy as acceptance of this offer.

We look forward to working with you.

Sincerely,
[Authorized Signatory]
HR Manager
XYZ Ltd.

Q7. Write a letter of complaint to an automobile company complaining about a

defect in the vehicle you have bought and seeking appropriate relief.

(15 Marks)

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To
The Customer Care Manager
ABC Motors Pvt. Ltd.
Mumbai

Subject: Complaint Regarding Defective Vehicle

Dear Sir/Madam,

I purchased a model XYZ car (Registration No. MH12AB1234) from your dealership
on 10th May 2023. Unfortunately, I have been facing repeated issues with the
engine and braking system within the first month of purchase.

Despite several service visits, the problems remain unresolved. I request

immediate inspection, repair, or replacement, and necessary compensation under
warranty terms.

I hope you will take prompt action. Kindly acknowledge receipt of this letter.

Thanking you,

Sincerely,
Amit Desai
[email protected]
Contact: 9123456789

Q8. What is a Report? Discuss the characteristics of a good Report. What

guidelines should be followed while writing a project report?

(15 Marks)

What is a Report?

A report is a formal document that presents information, analysis, and recommendations based
on investigation or research. It is used in business, academics, and administration to support
decisions.

Characteristics of a Good Report:

1. Clear Purpose
2. Well-Structured Format
3. Factual and Objective
4. Concise and Clear Language
5. Relevant Content
6. Use of Visual Aids
7. Accurate Data and References

Guidelines for Writing a Project Report:

1. Define Objectives Clearly

2. Follow a Standard Format (Title page, Table of Contents, Introduction, Methodology,
Results, Conclusion, References)
 3. Use Headings and Subheadings
4. Use Simple and Formal Language
5. Proofread for Errors
6. Include Charts/Tables for Better Understanding
7. Cite All Sources Properly

Q1: Write a short note on any four:

a) Need for effective feedback

Effective feedback is essential in communication because it ensures that the message is properly
received and understood. It:

 Encourages two-way communication.

 Clarifies doubts.
 Improves learning and performance.
 Helps in correcting errors and misunderstandings.
 Builds strong professional relationships.

b) Need for effective communication

Effective communication is crucial in any business setup. It:

 Promotes clarity and understanding.

 Ensures smooth workflow.
 Enhances team collaboration.
 Reduces conflicts.
 Boosts morale and productivity.

c) Flow of communication

Communication in an organization can flow in the following directions:

 Downward: From top management to employees.

 Upward: From subordinates to superiors.
 Horizontal: Between peers or departments.
 Diagonal: Between different levels and departments.

d) Importance of effective communication

 Enables decision-making.
 Enhances leadership effectiveness.
 Increases customer satisfaction.
 Builds corporate image.
 Encourages innovation and motivation.
e) Barriers to communication

Common barriers include:

 Language differences
 Emotional barriers
 Noise and distractions
 Lack of attention
 Poor listening skills
 Physical barriers (distance, environment)

Q2: What is business communication? What are the different types of

communication used in the business context?

Business Communication is the exchange of information within and outside an organization to

promote its goals, services, and practices. It includes verbal, non-verbal, and written forms of
communication.

Types of Communication in Business:

1. Directional Communication:
o Upward Communication
o Downward Communication
o Horizontal Communication
o Diagonal Communication
2. Verbal Communication
3. Non-verbal Communication
4. Written Communication
5. Visual Communication

Q3: Significance of professionalism in organizations

Professionalism ensures discipline, respect, and consistency in behavior. It creates trust and
strengthens business relationships.

Significance:

 Builds reputation and credibility.

 Encourages ethical behavior.
 Promotes responsibility and accountability.
 Enhances customer and client satisfaction.
Guidelines for Professionalism:

 Dress appropriately.
 Be punctual and dependable.
 Show respect to everyone.
 Use polite and formal language.
 Maintain integrity and confidentiality.

Q4: Process of communication (Explain in detail)

The communication process involves the following elements:

1. Sender: The originator of the message.

2. Encoding: Converting ideas into symbols or words.
3. Message: The actual content communicated.
4. Channel: The medium used (email, verbal, etc.)
5. Receiver: The person who gets the message.
6. Decoding: Interpretation of the message.
7. Feedback: The receiver's response.
8. Noise: Any disruption during communication.

Q5: Effective presentations

An effective presentation conveys ideas clearly and keeps the audience engaged.

Tips to make a good presentation:

 Know your audience.

 Start with a strong introduction.
 Use visuals and examples.
 Maintain eye contact.
 Be confident and concise.
 End with a clear conclusion.

Q6: Ethics in business communication

Ethical communication refers to honesty, fairness, and respect in message delivery.

Guidelines:
  Be truthful and transparent.
 Avoid plagiarism and false information.
 Respect confidentiality.
 Avoid offensive or discriminatory content.

Legal and social aspects:

 Laws against defamation and harassment.

 Social responsibility in advertisements and public communication.

Q7: Follow-up letter to HR

Sample Follow-up Letter:

Ashmeet Singh
Moti Nagar, New Delhi - 110015
12th June 2025

To
HR Department
[Company Name]
New Delhi - 110026

Subject: Follow-up on Job Interview

Dear Sir/Madam,

I am writing to express my gratitude for the opportunity to interview for the position of
Marketing Associate on 5th June 2025. It was a pleasure speaking with you and learning more
about the company.

I would like to kindly follow up on the status of my application. I am very enthusiastic about the
opportunity to join your team and contribute to the company’s growth.

Looking forward to your response.

Thank you.

Yours sincerely,
Ashmeet Singh

Q8 (OR): Communicating bad-news/negative messages

Factors to consider:

 Be direct but empathetic.

 Use simple and polite language.
 Avoid blaming.
 Offer alternatives or solutions.
 Use a proper tone.

Routine vs Negative Messages:

 Routine Messages are neutral and straightforward (e.g., updates, confirmations).

 Negative Messages require sensitivity as they convey disappointment (e.g., rejections,
policy changes).

Let me know if you'd like this in a formatted PDF, or need model answers for Notices,
Circulars, Agendas, Office Memos, Reports, etc., from Unit IV.