Language & Application Business Communication

Language &
Application
for
Business
Communication
Business
Communication
Business Communication is the sharing of information between
people within organizations, performed for the commercial benefits of
the organizations.
In our professional life, we conduct two types of communication:

• Verbal Communication
• Written Communication
Our communication has two modes:

• Internal communications
• External Communications
Written Communication
In our professional life, we conduct two types of written
communication:
• E-mail
• Text Message through online platforms or mobile operators.
E-mail: It is the preliminary mode of communication between

organizations as e-mail works as a form of agreement and also
document. Adding the formalities of professional emails on top of this
can make communication at work very confusing. We might have
written something that we think is perfectly acceptable, but the
recipient might interpret it as blunt or unfriendly. It can be difficult to
convey tone of voice through written communication, and it’s twice
as hard for non-native speakers to learn the ins and outs.
Subject
The subject line is what the reader sees in their inbox. If the subject line
is misleading or missing information, sent email may not get read. The
message may even be sent to spam. The more formal an email is, the
more detailed the subject line should be. Any subject line:
 Should begin with the most important word.
 Shouldn’t be too long.
 Informative and complete.
 Free of filter words.
 Should not end with a full stop.
Let’s see an example of proper subject line:
Subject 1: Team Meeting on Sales update: April 15th, 9:30 a.m
Subject 2: Upcoming Meeting
Greetings
It’s important to think about the correct way to address the person one’s
emailing. These following phrases are suitable for addressing someone,
with whom we have a working relationship:
Dear Sir/Madam (Senior than your working counter),
Dear Mr/Ms, Dear ___ Vai/Apu (your junior or working counter)
To whom it may concern (indirect / cross-functional team in customers
end)
In western world, first names are not usually used in these kinds of
emails, but used here.
Addressing a colleague or intra-organization could be less formal like
these:
Hi / Hello ____
_______ Vai, Apu
The Message:
Introduction
Reason for writing: It’s important to get the message across properly. We
have to think about the reader and how we would like them to respond
to what we are writing. Introduction of an email should not contain more
than 25 words. These following phrases can be used to formally
illustrate the reason we’re writing:
I am writing to ask for further information about…

I am writing regarding the meeting we have arranged…
I am writing with regard to the complaint you made…
With reference to our conversation this morning, I would like to let you
know…
The Message: Body
The body of a formal email typically elaborates on the purpose of the
email. Remember, people want to read emails quickly, so we need to
keep our sentences short and clear. We’ll also need to pay careful
attention to grammar, spelling and punctuation so that, we can present
a professional image of ourselves and our company. A typical body
section contains 60 to 120 words depending on topics. Body of the mail
should be:
 Clear and brief.
 Direct
 Containing easy language and go-to words
 Containing valid and adequate data
 If the message can not be trimmed short, send it as an attachment
 Proofread.
The Message: Closing
Most of the time, especially in a business context, we’ll need to make
requests or ask for something in our emails. It is important to be polite
when we’re emailing to ask for a request formally. Without a decisive
conclusion, an e-mail is pointless and waste of time. Following phrases
are most commonly used to draw the conclusion of an e-mail, but we
use it wrong way. For Example:
Could you please let us know if you are available
Be specific: Could you please let us know if you are available on ____
(Date/Time)
I would appreciate it if you could confirm sending the _____ (required
thing) by ____ (Date)…
Can you please provide us a schedule for meeting on ______ (Date/Week)
with companionship of ______ (required people)
Ending
Signature: A good formal email ending also reminds the reader who we
are since it should include our full name, contact information, and title (if
appropriate). We can use a professional signature template for added
impact.
Signature can be a great marketing tool. Newer products or
achievement can be regularly shown using images or texts in colors
beneath all details.
But, signature can be an important tool to spread any message. Let’s
say, During this ongoing pandemic, our message could contain any
warning or caution like stay home or wash hands. etc
Facts which influence an
Email
E-mail is the only form of communication which is documented. Few
important tips on this regard are:
 Choose the right person to mail.
 Whom should we keep in the loop (Copy to)?
 Understand how far we can drag any topic with the presence of others.
 Consider the timing.
 Understand security protocol.
Other Key facts:
Threaded/Chain Mail:
A sender must understand which mail to be linked with new mail. It is
absolutely meaningless to open new mails for existing topics or
previously conducted discussions. While replying on chain mails, we
need to be more cautious as it contains forwarded messages that has no
use in receivers end.
Attachment:
Sender must understand which message to be attached in the e-mail
body and which is fine as attachments. All document must be converted
into PDF format before sending to customers.
Don’t Overcommunicate via
Email
One of the biggest sources of stress at
work is the sheer volume of emails that
people receive. So, before we begin
writing an email, Let’s ask ourselves: "Is
this really necessary?" Few important tips
for this regard:
 The channels have to be identified, that
are best for different types of message.
There are messages to be delivered in
person and few just needs telephonic
communication.
 We should use verbal communication to
deal with questions that are likely to need
some back-and-forth discussion, and then
Thank You

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In our professional life, we conduct two types of communication:

Our communication has two modes:

E-mail: It is the preliminary mode of communication between

I am writing to ask for further information about…

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