The Conclusion Of A Response Message Should? The 13 New Answer

My best friend’s mother recently passed away and our mutual friends have been asking me what they should and shouldn’t do to help her and her family during this difficult time. When someone outside of our own family dies, we all want to do the right thing, but as I’ve recently discovered, many people still have questions about things like:

What should I say to the grieving family at the funeral home?

Should I send flowers or donate?

Do I have to wear black to the funeral?

In all my fifteen years teaching etiquette and protocol I have never written an article on “funeral etiquette” but this is the occasion where respect and etiquette really matter that much. Below are some quick tips to answer some of the questions you may have when someone outside of your own family dies.

RECOGNIZING DEATH:

Whether you’re calling, sending a card or flowers, or paying a visit, the most important thing is to make a gesture that lets the family know you’re thinking of them and share their grief. (Although this appears to be slowly changing in today’s culture, forms of communication such as texting, email, and tweeting are still too informal to express sympathy or offer condolences.)

When you hear the news, do the following:

Be a good listener. Let friends and family talk about their loved one and their death. If they don’t want to talk about it, don’t pressure them. Focus on the needs of the survivors.

Name the deceased and acknowledge their life.

Offer to help the person/family in some way (the more specific the better) and if they want help, do so.

Send flowers with a note (see suggested notes below) or offer a donation to a charity or appropriate research organization. This information can usually be found in the deceased’s obituary.

Not…

Ask the family of the deceased to help YOU in any way, shape or form. The grieving family should not: they comfort you, give you detailed information about what happened, help you plan your trip

: Do not take control of the situation. The grieving family needs control to process their grief.

Do not bring up other people’s experiences. Let the bereaved focus on their loss.

. Let the bereaved focus on their loss. Don’t pressure the family to clean up the deceased’s belongings. They must do this in their own time.

Don’t expect things to be “back to normal” in any given time frame

Make Condolence Calls:

If you are unable to come in person, a phone call to express your sympathy and condolences to the family is appropriate.

Don’t be surprised if the phone is answered by someone who takes messages or your call goes to voicemail. It can be too much of a burden for the family to answer each call individually. Your message of sympathy is still appreciated and appreciated.

Keep your call short. Keep in mind that during a time of bereavement, the family is likely to receive a large number of phone calls. Keep an eye on the bereaved. This is not the time to talk about yourself or to recount your own recent experience of losing a loved one or a beloved pet.

. This is not the time to talk about yourself or to recount your own recent experience of losing a loved one or a beloved pet. Be a good listener. The bereaved may want to vent or cry or mourn. Let them talk about their loved one and death. If they don’t want to talk about it, don’t pressure them.

Focus on the needs of the survivors. Don’t ask questions about the circumstances and don’t look for details about the death.

SEND SYMPAHTY CARDS:

A pre-printed sympathy card is the default choice and an acceptable route for most people. However, consider writing a personal note inside the card.

Don’t be afraid to share the name of the deceased, recall a fond memory, or share a heartfelt anecdote about how the person impacted your life. These memories are treasured by the family and often kept for years.

If you are unable to attend the service, express your regrets on the card.

A special kind of recognition for a Catholic family is a Mass condolence card — a greeting card letting the family know that a Mass is being celebrated in memory of their loved one.

It is particularly difficult for the bereaved on public holidays such as Christmas, Valentine’s Day, the birthday or the wedding anniversary of the deceased. You can help by sending cards to commemorate these special occasions or the anniversary of death.

HOW YOU CAN HELP DURING THIS TIME

Overall, every family grieves differently, but for close friends and family, you should offer support in specific ways. It’s an overwhelming and surreal time, and it’s hard to focus on the details. Offering help in general is nice, but usually doesn’t help much. Here are some suggestions for specifics:

offer to send notes to mutual friends detailing the services and to answer their questions. It helps to have a point of contact who is not the bereaved, usually the spouse or an adult child.

Offer (or just do) airport pickup and accommodation for out-of-town guests.

Bring healthy food into the home immediately after death, as the family often gathers at the home or that of the closest relative in town

Offer to do small tasks (with the funeral home or not, depending) like getting thank you cards printed, buying a nice guest book, taking the program to family for approval and input, picking up printed materials, etc.

Offer to write down any gifts, flowers, donations, and food you’ve received for thank-you notes

offer to get addresses of everyone who should receive a thank you letter

If there is a reception afterwards, offer to organize deliveries, track deliveries, stay in the kitchen and supervise or supervise the caterer and bartenders, etc.

After the funeral, organize a weekly or daily grocery delivery to the family

Depending on how close you are to the bereaved, listen for ways to help after the funeral, such as: B. Bringing the flowers to a local hospital, packing boxes, arranging donations, etc.

FUNERAL CLOTHING:

Because the nature of funerals and memorial services are so varied today, attire is not limited to just black or charcoal grey. The exception may be if you are a pallbearer or honorary pallbearer, in which case a dark suit is the usual attire unless the family requests otherwise. However, remember that this is a serious occasion and your dress should reflect that, especially if you are attending the service. At the very least, it should be clean, tidy and ironed like any other important occasion.

BEFORE THE SERVICE:

If you are attending a service, be on time and enter the place of worship or the place where the funeral will be held as quietly as possible. If there are no ushers, remember that the front seats should be taken by very close friends, while acquaintances should sit in the middle or further back.

If you are late, enter a row from a side aisle, not the center aisle. Once a procession has started, wait outside rather than trying to squeeze past those who are part of the procession waiting to walk down the aisle.

Please turn OFF your phone and DO NOT use it during the service!

DURING SERVICE:

Very simple: sit quietly and do not get up during the service. The exception is when you have a cough that won’t stop or when you need to calm a crying or unruly child; In both cases, quickly go to the anteroom or lobby. When a eulogy or tribute to the deceased is sprinkled with humor, laughter is allowed, though not out loud.

processions

At some funerals, the coffin is brought in as part of a procession. The minister and choir (if any) lead the funeral procession. Immediately afterwards, the honorary pallbearers come in pairs in front of the coffin, brought by assistants from the funeral home, or the pallbearers carry the coffin. Unless they have chosen a seat beforehand, the family comes next, the main mourner first, and goes with whoever he or she chooses. Close friends can follow and complete the procession. The family and pallbearers occupy the front rows, while friends fill vacant seats on either side. The service begins when everyone is seated.

There will be no procession at funerals and funerals where the coffin or urn is already in place. In these cases, the service begins after the family and minister have entered, usually from a front or door.

recessions

A recession ends the service, whether or not a procession has taken place. Typically, the officer leads the honorary pallbearers, followed by the coffin (which is carried or led by the pallbearers), and then members of the immediate family. At a memorial service, the officer leads the family out through the same door they entered. The immediate family goes first, followed by the other relatives.

It is customary for a relative or relatives to stop at the back of the church or outside to briefly thank those who attended the service, perhaps with a special word to close friends.

Sending personal condolences:

It’s appropriate and kind to tell family how much you will miss the deceased, how dear they were, how they made the world a better place, or what an inspiration he was.

Use your own words to convey messages like these:

“I/We are thinking of you. I/We wish there were words to comfort you.” “I/We are shocked and saddened by your loss. We care about you and love you deeply.” He/She was such a great person.” “What you are going through must be very difficult.” “It’s a shame he/she passed away. I will always remember him/her.” “He/she lived a full life and was an inspiration to me and many others.”

What NOT to say…

It is inappropriate to make statements that suggest death was for the best or that show disrespect for the deceased. It is also inappropriate to seek details of the circumstances of the person’s death or final moments. Be wary of spiritual or religious innuendos unless you know those sentiments will go down well.

Avoid clichés like…

“That’s probably a blessing.” “I know exactly how you feel.” “He’s at peace now.” “God won’t give you more than you can handle.” “At least he/she doesn’t suffer anymore.” “It was her time.”

Don’t tell them what to do…

“You must be strong for your family (or your business) right now.” “Keep busy to distract yourself.” “You will get over it in time and find someone else.” “You are young and can have more children .”

AFTER THE FUNERAL:

bring food for the bereaved

It is common in many cultures to bring food to the home of the deceased as many relatives are likely to arrive in need of feeding and the family may not have the time or energy to cook meals. Oftentimes, the family church will arrange for meals to be brought in, or you can call ahead to see what is needed and when so the family is not overwhelmed. Either use a disposable container or label your dish with your name and phone number for when you need it again.

Follow up

Stay in touch with the bereaved. Be there for them when they are ready.

Think of birthdays and death anniversaries.

Offer to clean, cook, or do other chores.

If necessary, find out about support groups for grieving parents and have the leader call the grieving parent to speak with them.

Send cards regularly – even six months after death.

Praise the bereaved for small victories.

I hope these tips on funeral etiquette have been helpful.

If you have any etiquette questions please email me at [email protected] and please visit my website for etiquette information, videos and tips – Finesseworldwide.com.

– Create a catchy subject line

– Keep the main information “above the fold”

– Make the message short, conversational and focused

– Convey urgency

-Sprinkle testimonials throughout the copy

-Provide an opt-out option

Nowadays, business cooperation is becoming more and more important. But not only the product quality or the sales conditions should be considered. Aside from that, the way you respond to your partner’s request also plays a huge role in a successful deal. Here’s our guide on how to most effectively write a reply email to a request!

What is a request-response email and who receives it?

1. The definition

Before you get to an inquiry response, you first need to know what an inquiry email is. Inquiry emails are emails that request information. We often use a business inquiry email to ask a company to provide more details about their product or service. In case you want to know more, we also have a guide to inquiry email.

So, a request response is simply the email you write in response to a previously received request. Your main goal in writing is to fulfill the sender’s request. You may need to provide information, make a call, or send a sample product.

You can take this type of email as the first step towards a potential partner in the future. So they are really important. This is your first impression and touchpoint. That’s why it’s important that you learn how to write a query response well!

2. The recipient

The one to whom you send your inquiry response is certainly the same person who contacted you before. You will most likely be your company’s future customer or client.

The fact that they sent you an inquiry shows their interest in your product or service. So this is their first phase: get more information to consider doing business with you.

When a company sends an inquiry to your inbox, it means you have a promising, valuable business opportunity. As they said, you never know what the future will bring. That one inquiry email can be the path to new success for your business.

So you get it now. A poorly written request response would be a terrible threat. It can make a bad impression and cause you to miss the opportunity. Therefore, you should treat each request with care and respect.

But you still don’t know how to write it? Follow our guide below to replying to an inquiry email for the best response. It also comes with lots of useful phrases, examples and notes!

E-mail format for inquiry responses with examples

1. Open

First, open your query response with appreciation. You must always remember this rule.

Show the potential partner your gratitude and thank them for their interest in your product or service. There was a saying: A good start is half done. Likewise, making your customer feel comfortable at first can help keep the business running smoothly.

After that, mention their request in the previous email so they are aware of the matter you are discussing here.

So, here are some phrases you can use in the opening:

Thank you for your inquiry about our product or service.

Thank you for your interest in our product or service.

We would like to thank you for your letter inquiring about our product.

We appreciate your letter requesting information about our service.

It was a pleasure for us to receive your inquiry about a product of our company

2. body

Second, create a pretty useful body for your response to your request. Remember that the most important thing you need to do here is to provide the required information.

Don’t be complicated. Don’t keep your customers waiting. Go straight to the most important points. You should clarify the name and amount of information you are sending according to their request. Also let them know how you’re sending it: attached in the email, synthesized in a link below, etc.

You can also provide additional details if required. However, they must explain how it can be of use to them. Never send additional items for free.

Below are some simple but effective phrases to use in the body part:

To provide requested items: In accordance with your request, we have attached ___. In response to your query, attached to this email is ___. To answer your question, here are ___. To process your request, here are ___. We are happy to fulfill your request with the attached information.

To give extra stuff: In addition to the information above, we also attached ___. In addition to the information provided, we have also attached ___. In order to be able to answer your inquiry comprehensively, we would like to give you a few more details. There is some other information that we think you might find useful. Below are some relevant articles.

3. Close

Finally, end your query response openly.

After you have provided the requested material, you should leave some fields free for future contacts. In this final part, use a warm, rather enthusiastic tone. It helps to make the customer feel your hospitality and still feel comfortable.

Please suggest a call or meet up if needed. Let them know you welcome any request. Show them that if they have a problem, you’re always ready to help. Don’t forget to include your contact information so they know where to find you.

Finally, express your sincere hope for further discussion and partnership between the two companies. This completes your effective query response.

Here are some classic, polite closures to use when responding to a query:

Suggest a Call/Meet: I hope you are satisfied with the information above. Hopefully the information provided is sufficient for you. We hope that the above details were useful to you. If you would like more information, we would be happy to arrange a call and meet for our further discussion on this topic. If required, we always welcome a call or meet at a convenient time to learn more about our product/service. We are also happy to welcome you to our office to better understand each other.

Show willingness to help: If you have any questions, we will be happy to help. If you need more information, please feel free to contact me. If you have any questions or need more information, we are always at your disposal. It would be my pleasure to learn how we can further assist you. Thank you for your time and consideration. I look forward to hearing from you soon. We look forward to doing business with you in the future.

Besides the content, the way you present your email is also an important factor. Focus on etiquette to ensure you have a beautifully written email. It will show your professionalism and create a credible image.

For example, you can read our email label guide. Follow the post for a flawless answer!

Useful hints when writing a query response

In addition to the basic format, there are a few important considerations to keep in mind when replying to an inquiry email:

1. Understand the request clearly

After all, it doesn’t matter what you write in your query response. The most important thing is that you can provide your customers with the information they need.

This is the first and most important priority for this email type. You need to send them the exact information. False, insufficient and useless data will completely ruin your chance of doing business with them.

So when you receive a request, take your time and read it carefully. After that, react with the same care. Understand what they want, how they want it, and send it to them.

You can also create a checklist of requested items. It will help you prepare things and later check the accuracy of your answer.

2. Respond as soon as possible

Nobody wants to wait. Neither does your customer.

You should give your customer’s request the priority it deserves. If possible, try to reply to them directly after reading their email. The sooner you reply, the more professional and the better they come across to you.

In addition, this promotion saves time for both you and your customer. They can quickly get rid of another to-do while not having to wait too long!

3. Know what you are sending

When responding to a request, make sure you know firsthand what information is included. When the customer has explained in detail what they want, your response should ensure that all of their wishes are met.

Many people tend to just attach the company brochure to the email and then click send. However, that is so negligent. The brochure just has nothing. This is why it is so important to check the items you send. Not only do you need to know what information the brochure contains, but also what information it does not contain.

If the brochure didn’t mention the data your client needs, you can include it somewhere. If you don’t have the item, be honest and tell them you will send it later. (In this case, set an expected deadline. Don’t make them wait.)

4. Don’t overdo it with extra data

You tend to give your customers as much information as possible. It’s easy to understand. The secret that creating an effective query response is nothing but being correct and sufficient.

Too much information just makes them excessive. Most of the time, it will only leave your customer confused and irritated.

If you really want to add more, make sure you really understand the customer’s request. Think carefully about what would be really useful to them and only include those. No more, no less!

Example of a response to business inquiries

Finally, here is a quick example of a response to a request. This email is a reply to the previous inquiry email example.

You can use this example to find out how to correctly reply to an inquiry email:

Subject: Re: M Company | Product inquiry: Frozen mango puree

Dear Ms Vu,

First of all, we would like to thank you for your interest in our frozen mango puree product.

Regarding your inquiry, we are happy to provide you with our Frozen Mango Puree product brochure and wholesale price list. Please note that the brochure contained all the information requested. Both points are attached at the bottom of this email.

In addition to the above items, we have also attached a catalog for frozen mango puree (with different types of mangoes available) and our logistics guidelines for this product. We believe this will be helpful to you.

We hope that our answer has fulfilled your request. If you have any questions, please feel free to contact us. We are happy to hear from them.

Your,

Mia Nguyen.

Sales Department | A company.

So that’s our guide on how to most effectively respond to an inquiry email. Hopefully this article can help you write a better response to a query. And also gain more partnership in your working life!

For more posts on different email types, visit our Business English blog. I also recommend you to use an extension like eJOY to search for words with meaning while reading. It is practical, immediately available and helps to enrich your vocabulary:

Install eJOY Extension on Chrome for FREE

After framing your request at the beginning of your message, use the body of the message to explain your request. Make the explanation a smooth and logical outcome of your opening remarks. If fulfilling the request could benefit the reader, be sure to mention it. If you have multiple requests or questions, ask the most important questions first and only cover one topic per question. If you have an unusual or complex request, break it down into specific sub-questions so the reader can address each one individually. Not only does this consideration show respect for your audience’s time, but it also gives you a more accurate answer in less time.

Be flexible and strive for solutions that are acceptable to all parties.

Listen to people and incorporate their input to create buy-in.

You write a memo to employees announcing the end of free parking. Which of the following sentences would be the best closing sentence in this memo with bad news for employees?

The “subject” in a formal letter should state the aim/purpose of the letter. it should be written shortly (up to 8 words) right after the word “subject”, t

The recipient should understand the purpose of the letter at a glance.

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Everything you need to know about the process of communication. Communication refers to the process by which information is transmitted and understood between two or more people.

Conveying the sender’s intended meaning is the essence of effective communication. There are two people involved in communication – a sender and a receiver. One person alone cannot communicate.

Communication has been defined as a continuous process in which the exchange of ideas and information takes place between different people.

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In the characteristics of communication it was pointed out that it is a circular process, which means that different steps take place one after the other.

The communication process includes: 1. sender 2. message 3. encoding 4. transmission 5. receiver 6. decoding 7. noise 8. feedback.

Communication process: 8-step communication process

Communication process (elements in the communication process) :

Communication refers to the process by which information is transmitted and understood between two or more people. Conveying the sender’s intended meaning is the essence of effective communication. There are two people involved in communication – a sender and a receiver. One person alone cannot communicate.

It can be noted that if a person screams for help loudly and no one hears, then the communication is not complete and the person will not receive the expected help. Similarly, when a manager sends information to the workers at the lowest level, he has no reason to believe that he has communicated. Getting the message across is just a start.

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No communication takes place until the information is received, read and understood by the employee in the same spirit and in the same sense at the other end. So communication is what the receiver understands, but not what the sender transmits. The communication process refers to the stages that the message goes through from the sender to the receiver.

In this process, the sender forms a message and encodes it into words or symbols. The encrypted message is transmitted to the recipient over a channel or medium. The recipient captures the incoming message and decodes it to understand the message. Also, in most situations, the sender is looking for confirmation that the message has reached the recipient.

This takes the form of feedback or some form of recognition. This can take the form of a response from the recipient. The response must be re-encrypted, transmitted over a channel, received, and decrypted by the sender of the original message. Feedback repeats the communication process.

The different steps or elements of the communication process are explained below:

Process #1. Sender:

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The sender is the source of the message that initiates the communication. The sender has a message or purpose to communicate with one or more people. A manager in an organization needs to convey information to his subordinates about the tasks to be accomplished or a production deadline to be met. Without reason, purpose or desire, the sender has no information/message to send.

Process #2. Encoding:

In the next step, encryption takes place when the sender translates the information or message into a few words, characters or symbols. Without encryption, the information cannot be transmitted from one person to another. When encrypting the message, the sender must choose those words, symbols, or gestures that he believes have the same meaning for the recipient. In doing so, the sender must keep an eye on the level of the receiver and communicate with him accordingly in a way that the receiver understands.

The message can be in any form that can be understood by the recipient. language is heard; words are read; Gestures are seen or felt and symbols are interpreted. For example, there are several communications that we make with a wave of the hand, or with a nod of the head, a pat on the back, or a wink.

Process #3. Channel:

The channel is the medium used to transmit information or messages from the sender to the receiver. There are various media such as telephone, mail, Internet, radio, TV, press etc. In order for communication to be effective and efficient, the channel must match the message. A telephone conversation is not a suitable channel to convey a complex technical scheme.

An express mail may be more appropriate. When choosing a channel, the needs and requirements of the recipient must also be considered. If the recipient is illiterate, sending the message by mail is not relevant. Likewise, you cannot select the telephone medium if the recipient does not have a telephone with them. Therefore, when choosing the appropriate channel, the manager must decide whether feedback is important or not.

Process #4. Recipients:

The receiver is the person who senses or perceives or receives the message of the sender. There can be only one recipient or a large number of recipients. The message must be prepared taking into account the background of the recipient. An engineer in a software company should avoid using technical terms in communication with family members. It should be recognized that if the message does not reach a recipient, no communication takes place. Even if the message reaches the recipient if he cannot understand it, again no communication takes place.

Process #5. Decoding:

Decoding is the process by which the recipient interprets the message and translates it into meaningful information. It should be remembered that decoding is influenced by the receiver’s past experience, personal appreciation of the symbols and gestures, expectations and mutual meaning with the sender.

Communication process (8 phases of the communication process):

Communication connects the sender with the recipient of the message. A process is “a systematic series of actions, operations, or a series of changes directed toward a specific goal.” In real-life situations, however, the communication process is more complex than it sounds. It consists of a set of elements that result in the sender and receiver sharing a meaning.

These elements are discussed below:

Phase #1. Sender:

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Sender is the person who initiates, generates and sends the message. He represents the source of the message. The communication process begins when the sender develops an idea or message that they want to convey. He arranges the ideas in such a way that the recipient can understand them. A teacher who is giving a lecture in the classroom is the sender of the message.

Phase #2. Message:

Message is the idea or information that the sender wishes to convey. He can convey it verbally (by writing or speaking) or non-verbally (by gestures or body language). Regardless of the form, the message should be clearly articulated so that the goal is achieved.

Stage #3. Encoding:

Once the sender is clear about what message he wants to transmit, he decides on the code through which the message should be transmitted. Encoding means giving meaning to the message or turning ideas into codes that can be understood by the recipient. Encoding means translating the message into words (written or spoken), symbols or gestures. It can even be a combination of the three.

Stage #4. Transmission:

Transmission involves the selection of the communication medium or channel. After deciding that the message must be sent in writing, the sender can choose the electronic channel and medium of email or fax. Brief notices may be given by telephone, but longer notices may be given by letter or circular.

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The choice of channel depends on the message to be conveyed, personal biases of the sender, and the nature of the information. If drawings, diagrams and illustrations are part of the message, they must be sent in writing. Personal biases include the sender’s preference for a particular channel. Some senders prefer to communicate in writing, no matter how brief the message may be, and therefore prefer the written transmission channel. Nature of the information refers to the immediacy and confidentiality of the information. Confidential information that requires immediate response is generally communicated orally.

Stage #5. Recipients:

Recipient is the person or group of people to whom the message is delivered. In the case of a telephone conversation, the sender can send a message to one recipient, but in the case of group discussions, seminars, and conferences, there can be more than one recipient. The message must be designed, encrypted and delivered in such a way that the recipient can easily understand it. The use of technical terms, jargon and complicated symbols should be avoided. Depending on the selected channel, the recipient can be a listener, viewer or reader.

Stage #6. Decoding:

Decoding means giving the message a meaningful interpretation. Upon receipt of the message, the recipient translates the symbols into meaningful information to the best of their ability. Communication is effective when the recipient understands the message as the sender intended. The recipient must therefore be familiar with the codes and symbols used by the sender in his message.

Level #7. Noise:

It represents the disruptive factor in the communication process. It disrupts effective communication and reduces the clarity of the message. The message can be interpreted differently than intended by the sender. Conversation near a machine that is making noise, interference in the telephone line, physical ailments or psychological problems of the sender or receiver are the most common sources of noise that affect the quality of the message transmitted from the sender to the receiver.

Stage 8. Feedback:

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Feedback is the recipient’s response to the sender’s message. The receiver communicates the reaction to the sender through words, symbols or gestures. It is the reverse of the communication process, where the receiver becomes the sender and the sender becomes the receiver. If the recipient does not reply to the message, the communication process is incomplete. If necessary, feedback helps the sender to transform their message. It also allows the recipient to dispel doubts about the message, ask questions to build their trust, and allows the sender to see the effectiveness of the message. The feedback of information completes the communication process.

With face-to-face communication, the sender can receive the feedback immediately. In the case of written communication, on the other hand, it takes longer for the sender to receive feedback on the message.

Feedback plays an important role in two-way communication. In one-way communication, the sender communicates with the receiver without receiving any feedback, but in two-way communication, the receiver gives feedback to the sender. Although one-way communication takes less time and is more orderly (it avoids noise and chaos), feedback in two-way communication makes it more accurate and precise.

Feedback offers the following advantages:

I. It allows the sender to improve communication with the receiver.

ii. It allows the recipient to clarify doubts about the message and thus achieve better performance.

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iii. Allowing recipients to ask questions builds trust and they feel more confident about their job performance.

IV. It allows the sender to see the effectiveness of their message; whether the recipient understood the message correctly or not. Feedback completes the communication process.

Communication process (concept of the communication process):

The communication process consists of the following steps or phases:

(i) Message:

This is the background step of the communication process that requires the beginning of a communication process through the formation of the subject of communication. The message can be a fact or an idea, a request or a suggestion, an order or a complaint.

(ii) Sender:

The actual communication process is initiated by the sender; who takes the steps to send the message to the recipient.

(iii) Encoding:

Encoding means giving form and meaning to the message by expressing it in words, symbols, gestures, graphics, drawings, etc.

(iv) Media:

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It refers to the method or channel through which the message is to be delivered to the recipient. For example, verbal communication could be by a peon or over the phone, etc.; while a written notice may be conveyed by a letter or notice on the bulletin board, etc.

(v) Recipient (or the Recipient):

Technically, a communication is not complete until it reaches the knowledge of the intended person, i.e., the recipient or receiver.

(vi) Decoding:

Decoding means the recipient’s interpretation of the message; in terms of the meaning of the message according to the intentions of the sender. In this phase of the communication process, communication is philosophically defined as “transmission of understanding”.

(vii) Feedback:

To complete the communication process, sending feedback on the communication from the receiver to the sender is essential. “Feedback” implies the recipient’s reaction or response to the message contained in the communication.

Communication process (elements of the communication process):

Consider some objects like – this book you are reading, a videotape of the Prime Minister’s speech and an invitation card from your friend’s wedding. In any case, the thing—the actual book, the actual videotape, and the actual invitation—is not the communication. Communication is the process that connects the viewers of the tape to the Prime Minister’s message. Communication is the process that connects you and your girlfriend about the announcement of their wedding.

For example, notice that each of the previous example sentences contained a sender and a receiver and a message. The book was written by its author to be read by its audience. The videotape was produced by one group of people to be viewed by another. And the invitation is a message sent to you by your friend.

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The simplest model of the communication process is as follows:

Sender……………. Message …………….. Recipient

This model points to three essential elements of communication; Obviously, if one of the elements is missing, no communication can take place. For example, we can send a message but if it is not heard or received by someone, then no communication has taken place.

Unfortunately, this simple model does not give an idea of ​​the complexity of the communication process. The figure below shows a more sophisticated communication model.

The communication process is a loop that connects sender and receiver and works in both directions. Communication is not complete until the original sender knows that the recipient understands the message.

Note that the communication process includes eight basic elements: source (sender), encoding, message, transmission channel, receiver, decoding, noise, and feedback. Managers can improve their communication skills by becoming aware of these elements and how they contribute to successful communication. Communication can break down at any of these elements.

1. Source (sender):

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The communication process begins with the sender. The sender wants to send a message to the recipient. For example – a salesperson making a presentation to the customer, or a mother conveying her sympathy to the child, or a teacher teaching students in a class – they are all transmitters in the communication process.

2. Message:

The message is what the sender wants to convey to the receiver. It can be an idea, a feeling, or information. You as the sender must express your purpose in the form of a message.

Every message has a purpose or goal. The sender intends – consciously or unconsciously – to achieve something with the communication. In organizational contexts, messages typically have a specific goal—to motivate, inform, teach, persuade, entertain, or inspire. In fact, this clear purpose is one of the key differences between casual conversation and executive communication.

3. Encoding:

Encoding means putting a message into words or pictures. The sender organizes their message into a series of symbols – either written words, or spoken words, or gestures, or any other symbolic action, or a combination of these modes. This is called encoding the message. There are three coding skills – speaking, writing and body language.

The encryption of the matter is a very important element of communication. Using appropriate words and symbols can make the message clear and effective.

4. Transmission channel:

The channel is the medium of transmission from one person to another (like air for spoken words and paper for letters); it is often inextricably linked to the message. For communication to be effective and efficient, the channel must match the message. A telephone conversation would be an inappropriate channel for conveying a complex construction plan; Overnight express mail might be more appropriate.

When choosing a channel, the needs and requirements of the recipient must also be considered. For example, an extremely complicated message should be transmitted in a channel that allows the recipient to access it repeatedly.

However, you don’t always have the option to choose the communication mode. But once you’ve done it, making the right decision can make the message clearer and more effective. Such decisions may be guided by habit or personal preference.

A person may use the phone because he doesn’t like writing; another may continue to use handwritten notes when electronic mail would be much more efficient. Both modes are appropriate in certain circumstances, requiring the manager to make individual decisions for each situation.

How do I choose the best channel? Written and graphic communications such as memos, letters, reports and blueprints are clear and concise and provide a permanent record. Face-to-face communication over the phone and verbally offers the advantage of immediate feedback. So when choosing the appropriate channel, managers must decide whether clarity or feedback is more important.

In addition, each medium has technological features that make it easier to use for some purposes than others, such as: B. written communication by letter, e-mail, fax, etc. The medium can be both the form and the content of a message. The medium is not simply “neutral” in the communication process.

5. Recipient:

The recipient is the person or group for whom the communication effort is intended. The message must be constructed with the recipient’s background in mind. For example, an engineer at a company that makes microchips needs to avoid using technical terms in a communication with someone in the company’s publicity department. For the same reason, the person in the advertisement might find that engineers are unresponsive to demographic communications.

If the message does not reach a recipient, no communication has taken place. The situation doesn’t get much better when the message reaches a recipient but the recipient doesn’t understand it.

6. Decoding:

Decoding is the process by which the recipient interprets the message and translates it into meaningful information. Decoding involves two things: firstly, the message is technically received as it was sent, and secondly, the message is interpreted as the sender would like the recipient to understand it.

Technically, receiving the message means when it’s spoken the voice has been heard clearly and when it’s written it’s clearly legible. However, it may happen that you received the message clearly in form and content, but could not understand it.

For example, you receive the following message-

you can see it You probably guess it’s a language, maybe even written in the Wingdings font. But you probably don’t understand. In fact, it means something. But you don’t understand the language. You could not decrypt the message.

Sometimes it happens that even if you understand the language of the message, you are unable to interpret its meaning. Decoding is influenced by the recipient’s past experience, personal assessments of the symbols and gestures used, expectations (people tend to hear what they want to hear), and shared meaning with the sender. In general, the more closely the receiver’s decoding matched the sender’s intended message, the more effective the communication was.

A decoding problem arose when a manager asked an employee if she would like to work overtime on a weekend. There were a number of other employees available to do the work, but the manager felt that whoever he chose would appreciate an opportunity to earn extra income.

The subordinate had made special plans for Saturday, but she interpreted the manager’s offer as a demand, canceled her plans, and spent the weekend working. Due to the poor communication, she interpreted the manager’s message differently than intended.

There are three decoding skills – Reading, Listening and Thinking.

7. Feedback:

Feedback is a response without which the sender of the message cannot know whether the recipient received the entire message or understood its intent.

The need for feedback should be clearly understood. Feedback is sending part of the message back to the sender with new information. It regulates both transmission and reception. The whole process is straightforward – the sender delivers the message using the most appropriate communication media; The recipient receives the message, decrypts it and provides feedback. Feedback allows the sender to tailor its performance to the needs and responses of the receiver(s).

Organizational feedback can come in a variety of forms, ranging from direct feedback, such as a simple verbal acknowledgment that the message was received, to indirect feedback expressed through actions or documentation. For example, a simple demand for a higher production rate may be answered directly with a nod in agreement, or indirectly with a record-breaking performance or a union strike.

In most corporate communications, the greater the feedback, the more effective the communication process is likely to be. For example, early feedback allows managers to know if their instructions have been understood and accepted. Without such feedback, a manager may not know (until too late) whether the instructions were correctly received and executed.

8. Noise:

Noise is any interference that obscures, reduces, or confuses the clarity or quality of the transmitted message. In other words, it is any interference that takes place between the transmitter and the receiver. For this reason, we generally identify any communication problem that cannot be fully explained as “noise”.

In order to break the noise barrier to effective communication, one must discover its source.

It may be:

I. physical noise

ii. physiological noise

iii. mental noise

I. Physical Noise:

External factors that distract from communication fall into this category. Everyday examples of bodily noises are – a loud motorcycle roaring down the street while you’re trying to talk, your little brother watching TV, fog on the inside of the windshield, stains on a printed page, etc.

In general, we’re pretty good at avoiding bodily sounds in this kind of everyday communication—we yell when the bike goes by; you hit your little brother; Cars have demisters.

ii. Physiological noise:

Hearing disorders fall into this category, as do diseases and disabilities that make it difficult to send and receive messages. For example, it’s difficult to pay attention when recovering from a late night study session or when you have the flu.

iii. Psychic Noise:

It consists of forces within the sender or receiver that interfere with understanding. Selfishness, defensiveness, hostility, anxiety, fear, differing perceptions—all of these and more make up psychic noise. We go into this in detail under the heading “Communication barriers”.

Once the source or sources of the noise have been identified, steps can be taken to eliminate it. The noise barrier cannot always be overcome, but fortunately just the knowledge of its existence by the sender or the receiver of a message can help to improve the flow of communication.

Communication process (8 steps):

The communication process includes the following steps:

step #i. Sender:

The sender is anyone who wants to (i) convey an idea or concept to others, (ii) search for information, or (iii) express a thought or emotion.

Step #ii. Encoding:

The sender encodes the idea by choosing symbols with which to compose a message. Encoding is the use of appropriate verbal or non-verbal symbols to send the message. Managers typically rely on words, gestures, and other symbols for coding.

step #iii. News:

The message is what the sender transmits. It is at the heart of communication. It can be in the form of words, ideas, facts, opinions, etc.

Step #iv. Channel:

The message is sent over a channel, which is the communication carrier. This can be face-to-face, telephone, formal report, computer, radio, etc.

step #v Recipient:

The recipient is the person who should receive the message. He can be a reader, a listener or an observer.

step #vi. Decoding:

Decoding is the process by which the recipient translates the message into terms that make sense to them. The chances of successful decoding are greatly increased if the recipient is familiar with the language and terminology used in the message.

Step #vii. Feedback:

It is a response from the receiver to the sender’s message. Feedback occurs when the receiver responds to the sender’s communication with a reply message. It helps the sender determine if the recipient interpreted the message correctly.

Step #viii. Noise:

Noise is any disturbance in a message that impedes the exchange of meaning between the sender and receiver. Negative attitudes, misperception, a loud radio, a person’s accent, illegible writing or pictures, jargon, poor eyesight are all considered noise. Understanding tends to decrease as noise increases. Noise can be minimized by anticipating and neutralizing sources of interference.

Communication process (process or machinery of effective communication):

At least two people are required for each communication, i.e. H. regardless of the type of communication – one sender and one receiver. The sender can be said to be the source who conceives the idea, formulates it in transferrable terms, determines the mode of communication, transmits it; The recipient receives it, tries to understand, and eventually takes action according to the information or direction they received from the source.

This whole process or machinery of effective communication can be discussed as follows:

The six steps, i. H. –

(1) idea,

(2) encoding,

(3) transmission,

(4) receiving,

(5) decoding

(6) Action

are important communication sequences.

These steps have been discussed as follows:

(1) Idea:

Die Ideenfindung ist nur ein vorbereitender Schritt in der Kommunikation, bei dem der Absender eine Idee zur Kommunikation entwickelt. Mit anderen Worten, er denkt, welche Nachricht gesendet werden soll. Dies ist der Inhalt der Kommunikation und eine Basis der Botschaft. Er muss etwas zu sagen haben, bevor er etwas sagen kann. Dieser Schritt ist sehr wichtig, da andere Schritte ohne eine Nachricht aktionslos sind.

(2) Kodierung:

In diesem Schritt organisiert der Absender seine Ideen in einer Reihe von Symbolen, die er fühlt, sie werden die Nachricht an den beabsichtigten Empfänger übermitteln. Es umfasst die Auswahl der Kommunikationsmethoden sowie des Empfängers. Die Arbeitsweise kann in verschiedenen Nachrichten unterschiedlich sein, die durch verschiedene Verfahren gesendet werden sollen. Ein Telegramm kann anders formuliert sein als ein Brief oder ein persönliches Gespräch, grünes Signal und Pfiff des Wachmanns sind ausreichende Signale an den Lokführer zum Anfahren des Zuges.

(3) Übermittlung:

Die Übertragung bestätigt die im vorherigen Schritt ausgewählte Methode. Der Absender wählt auch einen bestimmten Kanal oder Pfad für die Kommunikation, über den eine Nachricht zum Empfänger gelangt. Der Kanal kann ein Massenmedium oder ein zwischenmenschlicher Kanal sein. Bei der Auswahl eines Kanals muss dessen Wirksamkeit berücksichtigt werden.

Eine lange Nachricht muss nicht durch ein Telegramm gesendet werden. Ein Sender sollte immer versuchen, den Kanal zu verwenden, der frei von jeglichen Barrieren oder störenden Einflüssen ist, damit die Nachricht vom Empfänger richtig empfangen werden kann und die Aufmerksamkeit des Empfängers auf sich ziehen kann.

(4) Erhalt der Nachricht:

Der vierte Schritt ist das Empfangen der Nachricht durch den Empfänger, der dem Empfang der Nachricht die notwendige Aufmerksamkeit schenkt. Jede Nachlässigkeit seitens des Empfängers kann die Kommunikation unwirksam machen oder bedeutet, dass die Nachricht verloren geht. Im Falle einer mündlichen Nachricht muss der Empfänger ein guter Zuhörer sein. Aber Zuhören allein reicht nicht aus; er sollte bereit sein, auch zu verstehen.

(5) Dekodierung:

Dekodierung bedeutet Übersetzung von Symbolen, die vom Sender kodiert wurden, in Ideen zum Verständnis. Das Verständnis der Nachricht durch den Empfänger ist der Schlüssel zum Decodierungsprozess. Wenn der Empfänger die Nachricht nicht versteht oder falsch versteht oder vorgibt, sie falsch zu verstehen, obwohl er sie richtig verstanden hat, ist die Kommunikation wirkungslos. Dies geschieht, weil die Wahrnehmungen zweier Menschen sehr unterschiedlich sind.

Die Verständigung liegt beim Empfänger. Eine Kommunikation kann nur sicherstellen, dass er die Nachricht übermittelt hat und sie den Empfänger erreicht, und das Verstehen der Nachricht ist nur eine Entscheidung des Empfängers, ob er sie versteht oder nicht. Die Dekodierung auf diese Weise ist die Übersetzung von empfangenen Wörtern oder Symbolen in Ideen.

(6) Aktion:

Es ist die Antwort des Empfängers des Kommunikationsempfängers vom Sender. Er kann die Nachricht ignorieren oder die erhaltenen Informationen speichern oder die vom Absender zugewiesene Aufgabe oder etwas anderes ausführen.

Kommunikationsprozess (Komponenten des Kommunikationsprozesses) :

Der Kommunikationsprozess lässt sich anhand des folgenden Diagramms leicht nachvollziehen:

Das Diagramm veranschaulicht deutlich, wie eine Nachricht oder Information zwischen zwei Parteien ausgetauscht wird, die miteinander interagieren. Dieser Prozess führt zu einigen gewünschten Ergebnissen wie der Erfüllung einer Bestellung oder der Erstellung eines Berichts.

Vergessen wir nicht, dass dies eine gemeinsame Aktivität ist, die ohne das Feedback oder die Antwort nicht abgeschlossen ist. Ein sehr häufiges Beispiel ist ein Telefongespräch, in dem Begrüßungen und sofortige Fragen und Antworten vorkommen.

Komponenten oder wesentliche Bestandteile des Kommunikationsprozesses:

(a) Die beteiligten Parteien – Der Absender und der Empfänger:

Kommunikation in ihrer einfachsten Form ist ein wechselseitiger Prozess. Wie wir im Diagramm sehen, sind zwei Parteien an dem Prozess beteiligt – der Absender und der Empfänger oder der Empfänger. „Empfänger“ ist ein etwas besseres Wort, da das Wort „Empfänger“ häufiger für ein Gerät verwendet wird, das Signale wie „Telefonempfänger“, „Funkempfänger“ usw. empfängt und verarbeitet.

The sender has a message or information that he wants to send to the recipient. There is a definite purpose or intention behind it. It can also be without a purpose, but that it is not important at this stage. What is more important is that both the sender and the recipient want to share or exchange some information.

In business every piece of information is important. The sender is the initiator of the process of communication and the recipient must be prepared to receive and act upon the message. So, both the sender and the recipient must be in the right frame of mind to share the information. They are the most important entities in the process of communication.

(b) Encoding and Decoding:

Before we understand the words ‘encoding’ and ‘decoding’ we must know the meaning of the word ‘code’. A code is any set or system of symbols understood by both the sender and the recipient. It can be both verbal and non-verbal. If the sender and the recipient use a common language their code is verbal.

In other words we can say that their language is their code. Here it is important to note that man is the only species in the world that has the gift of language. No other animal has this unique gift. It is only human beings who make meaningful sounds, combine those sounds in connected speech or write out symbols representing their speech.

There are many languages in the world. The sender and the recipient can use any of them as their code.

‘Code’ does not only mean a language like English or Hindi. It also means any other system of communication like signs, gestures or a certain type of arrangement of numbers. A very good example of code is the Morse’ Code that is a system of dots and dashes used in telegraphy.

Very often, while playing cards, some people blink their eyes or make some signs to their partners to convey their meaning. Those signs or gestures are their code.

Before sending across his message the sender ‘encodes’ it. It means that he carefully chooses his symbols or suitable words so that the recipient understands it properly. In other words we can say that the sender translates his idea into a language that he feels will be understood by the recipient.

It is above all a question of clarity of thought and good command of language. The recipient, on receiving the message, ‘decodes’ or deciphers it. It means that he ‘breaks or cracks the code’ or understands the language.

For this purpose he should have as good command of the language or code as the sender. Only then he will be able to share the message or information with the sender.

(c) Transmission through a Medium:

The third essential ingredient of the process of communication is the transmission of the message or information through a medium or channel. This is very important, because without it the message will not travel from the sender to the recipient. For successful transmission the medium or channel must be trouble-free.

In face-to-face conversation our pronunciation and voice quality are the medium. In telephone conversation the telephone line is the medium. In sending letters the postal system is the medium. In broadcasting systems the sound waves and electrical signals are the medium or channel.

Any disturbance in these mediums or channels creates noise that is very irritating and leads to waste of time and energy. That is why it is very important to have a clear voice, proper pronunciation, well-maintained telephone lines and properly checked public address systems.

(d) Understanding or Interpretation:

Much depends upon the understanding or interpretation of the message on the part of the recipient. The recipient may easily decode or decipher the message. But his understanding or interpretation of it may be very different from the expectations of the sender.

His command of the language may not be of the same level as that of the sender. Or his attitude to the sender may not be very positive. There may be a history of complaints or suppressed anger. Emotions play a very important role in life. Hence they may interfere with the understanding of the message.

Misinterpretation of the message may ruin the relations of the sender and the recipient. It may lead to a chain of letters or messages of apologies or clarifications. Such a scenario naturally brings us to the next essential component of the process of communication that is the feedback or response.

(e) Feedback or Response:

The process of communication is a cyclical phenomenon. The cycle of communication is not complete without the recipient’s response or feedback to the sender. The diagrammatic representation of the process of communication makes it very clear.

In certain types of communication like a public announcement, newsletters or memos issued to the employees feedback is not expected. They are examples of one-way communication. But most commu­nication remains incomplete without a reply or response.

All letters of enquiry, complaints, placing orders or requests for loans invariably get a polite response. They are a proof of the interest of the recipient in the sender and carry the business forward. In the absence of the feedback misunderstandings may arise and the business may suffer. That is why feedback/ response is an important component of the process of communication.

Process of Communication (Components) :

We have said that communication is the exchange of in­formation and the transmission of meaning and understand­ing from one person to another. The process of communica­tion explains how information, meaning and understanding can be transmitted from person to person.

The components are:

I. Source and Encoder:

The information source is the origin of the message. Sender of the message is the source of some thought, need, idea or information to be transmitted to the receiver. The sender is also an encoder. The message is put into a code before it can be transmitted.

The code indicates the meaning one wishes to transmit. Language is the most popular code used to express our ideas and thoughts. The source, i.e., the sender, is often an encoder of the message we may have a separate encoder to prepare a message.

ii. News:

A message may be spoken words, printed words, a graphic drawing, a facial expression, a gesture of the arm and so on. The message may carry advice, suggestion, order, instruction, warning, information, persuasion, etc., we may have even symbolic message, e.g., in music and in dancing programmes. Thus symbols may be verbal or non­verbal.

Your non-verbal language would communicate your feelings and reaction. Your face talks through smile and frowns. Your arms and hands punctuate. Your shoulders shrug. Your handshake can be hearty or limp. People in organisations send out virtually countless non-verbal messages. The message represents the meaning the sender wants to con­vey to the receiver. It must be understandable to both the parties.

iii. Channel:

The channel is the medium used to transfer the message. It is a connecting link that connects the source (sender) and the receiver. Most dominant channels are sight

and sound. The air is also a channel in vocal communica­tion, when it carries sound waves. A telephone is a channel linking two persons talking. We have visual, oral and written media of communication.

Newspapers, magazines, posters, bul­letins, reports, letters, meetings, seminars, television, etc., are the popular channels of communication. Face-to-face com­munication is, however, the best channel for effective com­munication.

IV. Decoder-Receiver:

The receiver is the individual or the organisation for whom the message is encoded and transmit­ted by the source of sender. The receiver decodes the message and attaches meaning to it. In complex communications, we may have a separate decoder. The receiver is expected to attach the intended meaning to the message.

v. Meaning:

In constructing a message, the source (sender) must be concerned about meaning because communication it­self is the conveyance of meaning. Please note that meanings are in people. Meanings result from (a) factors in the indi­vidual, as related to, (b) factors in the physical world around the receiver. People can have similar meanings only when they have similar experiences. Then again meanings are never fixed. As experience changes, meanings also change.

The source (sender) and the receiver both should understand the symbols used for the message. They must attach similar meaning to the symbols. The sender must communicate in the language which the receiver can easily understand. For instance, a good teacher puts his ideas in terms meaningful to his students in the class. He may use highly technical and sophisticated language in discussions of the same topics in a professional society, seminar or conference. An author should writer book in the language understandable by average students of the subject.

vi. Feedback:

The receiver decodes and attempts to under­stand the message. He now becomes a source and gives res­ponse to the received message. One way communication has zero feedback. Feedback naturally involves two-way commu­nication. As used in electronics, feedback means error correcting information returned to the control centre of a Servomechanism in order to correct deviations. The receiver’s response is called feedback. It indicates a return flow of in­formation.

In a sense, feedback is a signal pointing out to what extent the receiver has really received and understood the sender’s message correctly. A sender can know the effect of his communication only through the feedback i.e., response, reaction or interpretation of the message given by the receiver to the sender.

The receiver encodes the feedback message and sends it back to the sender through some channel. The feedback is a vital element in effective communication.

In face-to-face conversation feedback is instantaneous. The feedback or the return message is necessary for effective control. The sender cannot directly observe whether the re­ceiver has really received and understood the message. How­ever, the receiver’s behaviour provides the basis for judging the success of the sender’s attempt to communicate.

The teacher, for example, attempts to use feedback in the classroom by observing his students. If he observes many faces or frowning looks, it means that he has failed to commu­nicate and he will have to modify or adjust his message or flow of ideas. If the students look drowsy and are staring out the windows, it is clear that communication is imperfect and the teacher will have to enliven his ideas to create interest and remove the boredom.

Feedback need not be verbal. It can occur in the form of facial expressions, exclamations or lack of response. Under feedback the sender becomes a receiv­er. Hence, the skill of listening is equally important as the skill of communicating or transmitting the message. The ma­nager encourages his subordinates to ask questions after giv­ing necessary directions and instructions.

Research in communication has proved that the two-way communication (free feedback) is much more accurate in developing understanding than one-way communication, i.e., zero feedback. When the superior is a good listener, we have a good feedback.

Process of Communication :

To express the process of communication in the simplest manner.

The communication, in fact, is a more complex process that involves the following components:

(i) Sender:

Sender is a person who has something to communicate, he is the source where the idea originates, he is the one who invites or begins the process of communication.

(ii) Encoding:

Encoding involves the translation of information into series of symbols or gestures which will carry the same meaning to the receiver.

(iii) Message:

When the information is encoded into a physical form, it is called message. The form of the message should be such that it can be experienced and understood by one or more of the senses of the receiver.

(iv) Channel:

A channel is a vehicle by which the message travels to the receiver. For spoken words, air is a channel and for written messages, paper is a channel. Efficient communication also involves the selection of appropriate channels depending on the kind of message to be conveyed.

(v) Decoding:

When the channel brings the message to the receiver, he interprets the message and translates it into information that is meaningful to him.

(vi) Receiver:

Receiver is a person who has to perceive the meaning of the message in its proper sense. If the receiver does not receive the message, we can say that the communication has not taken place at all.

(vii) Feedback:

All that helps the sender to know what and how the receiver understood the message is called feedback. This is important for effective communication. Better feedback always results in better communication. Without feedback, the communication process is not said to be complete.

MIS and information technology created wonders in organisational communication.

Process of Communication (8 Step Process):

The communication process involves the sender, the transmission of a message through a selected channel and the receiver.

The process involves eight steps:

(i) Sender:

The process of communication begins with a sender. The person who transmits a message is known as the sender of the message. He wants to get his opinion, ideas facts or information to the receiver. Für z.B. The Branch Manager explaining new product lines to the sales force is the sender of communication.

(ii) Encoding:

The process by which thoughts have to be converted into suitable words, pictures, charts or symbols, so that they can be delivered to the receiver is termed as encoding. While encoding a message, one needs to consider what contents to include, how the receiver will interpret it and how it may affect one’s relationship.

(iii) Message:

A message is what a communicator is communicating. Communication process begins with deciding about the message to be conveyed. Without this, there is no communication. The message sent by the person should be stated in clear and definite terms. It is the actual information that has to be conveyed.

(iv) Channel:

Medium is a channel through which a communication message travels. It is the link that connects the sender and the receiver. The choice of channel or medium is influenced by the inter relationships, understanding between the sender and the receiver.

The choice of appropriate medium of communication is essential for making the message effective and correctly interpreted by the recipient. This choice of communication medium varies depending upon the urgency of the message being sent, importance, number of receivers, costs and amount of information.

(v) Receiver:

A receiver is a person who receives and attaches some meaning to a message. In the best circumstances, a message reaches its intended receiver with no problems. The communicator should see that the receiver receives the message accurately and properly. If the receiver doesn’t receive the message properly then we say that the problem is from the communicator’s side not in the message.

(vi) Decoding:

Translating the sender’s message by the receiver is called decoding. In other words, decoding is the process by which the receiver draws meaning from the symbols encoded by the sender. It involves the interpretation of message by the receiver. The degree to which the receiver understands the message depends upon the knowledge of the respondent, his response to the message etc.

(vii) Feedback:

Ultimately the receiver responds or reacts to the communication sent by the sender. Whatever the response of a receiver to a message is, called feedback. Feedback is an important component of the communication process because ultimately the success or failure of the communication is decided by the feedback the sender gets.

(viii) Noise:

Noise is a disturbance that weakens the smooth flow of communication and reduces the clarity of the message. Such disturbance takes place because of poor network, lack of attention of the receiver etc. In short, there can be disturbance at every stage of the process and that can be on part of either Sender or Receiver.

Process of Communication (7 Steps):

Communication has been defined as a continuous process in which the exchange of ideas and information takes place among different persons. It has been pointed out in the characteristics of communication that it is a circular process which means that there are various steps one after the other. Different views have been expressed by different management scholars regarding these steps or elements. However, all the thinkers want to say one thing in conclusion.

(1) Sender/Communicator:

Sender is the person who sends his ideas to another person. For example- if manager wants to inform his subordinate about a work plan and communicates with him in this regard, Here the manager acts as a sender.

(2) Message:

The ideas form the subject-matter of communication. It means that whatever the sender wants to say are the ideas. It includes opinion, feelings, views, attitude, orders, suggestion, etc. For example- the work plan to be explained by the manager is in the shape of ideas.

(3) Encoding:

Anything thought about by the sender is a mental state, which means that something to be communicated has been thought of. Communicating this idea or thinking with the help of symbols, words or diagrams has been called encoding. For example- a manager receives an order to supply some material.

The manager wants to convey this thing to his subordinate employee for the production of that material. This mental state is an idea and when this idea is expressed in words, this situation is known as encoding. For example- “10,000 units of ‘A’ quality goods are to be produced in the month of January” is the encoded message.

(4) Media/Transmission:

A person who is anxious to send a message has to make use of some medium for communication. There can be many media of communication like face to face conversation, letters, internet chatting, telephone, E-mail, symbols, etc. For example- if the message is to be sent to some distant place quickly it would be proper to use telephone as a medium of communication.

During the transmission of a message, it is very important to keep the media of transmission free from noise.

(5) Decoding:

The sender can send his ideas briefly in the form of symbols or diagrams. Understanding it correctly is called decoding. For example- a telegram carries a long message in the form of a few words and when the receiver tries to understand the message in detail, his effort is called decoding.

(6) Receiver:

A receiver is a person for whom the message is sent. Receiver is an important part of communi­cation process. The effectiveness of communication depends on the knowledge of the receiver, which means how quickly he understands the feelings of the sender.

(7) Feedback:

Feedback is a signal pointing out to what extent the receiver has really received and understood the sender’s message correctly.

The process of communication is repeated time and again because the work continues unabated in a business organisation and no work can be accomplished without completing the process of communication.

The sheer length of this report wards off the danger of being read.

– Sir Winston Churchill

Business writing is more than we give it credit for; it is not only about memoranda and proposals, but also about human emotions and relationships. When we move away from the black and white of business writing, we find that the range and form of business writing is exciting and varied, in contrast to the clinical feel that is often associated with it. Business letters are created by someone in one company and are usually sent to another company or client, as opposed to personal letters which are more informal and tend to be person-to-person.

Business Letters: If we were to define business letters, we could say that business letters are simply business letters. This can be external mail sent from one company to another, or internal correspondence to the company’s employees. Business letters, no matter what type, must follow a specific format.

Business letters are often the first contact with a prospect or employer; Therefore, getting the tone and message of the letter right is crucial to making a good impression. Despite being an easy document to create, writing effective business letters can be quite a challenge.

Here is a quick overview list of things you should know when writing business letters.

Keep it short and simple. Use simple and concise words instead of long-winded ones. Business letters must be concise; This can be achieved by using clear and concise words, short sentences and clear paragraphs. Be direct: Your reader is a busy professional, so get straight to the point in your letter without beating around the bush. The best way to start a letter is to state the purpose right at the beginning. This is called direct addressing and sets the tone for what will follow in the body of the letter. It piques the reader’s interest. If your letter delivers bad news, addressing it directly is not advisable. Instead, use an indirect approach where you provide the bad news in the second or third paragraph of the letter. Always keep the readers’ benefits ahead of yours. Instead of saying what you expect from them, mention what you can offer them. Be sure to include the recipient’s name and title correctly. Make your tone conversational yet professional; Don’t be too formal. Stay away from technical jargon unless you are absolutely sure the reader will understand it. Use active and personal pronouns in a letter. Always end the letter with a call to action. Be careful of the tone you use in the letter; Don’t come across as cocky, arrogant, or boastful.

As for the formatting of a letter, below is the standard format of any business letter:

Letterhead: Most companies have a specific letterhead that you must write letters on. This may require adjusting the margins so words don’t print on the letterhead area.

Most companies have a specific letterhead that you must write letters on. This may require adjusting the margins so words don’t print on the letterhead area. Name and Address: Always try to have the name of someone you want the letter to go to, even if you have to call to find out.

Always try to have the name of someone you want the letter to go to, even if you have to call to find out. Date: This is the date the letter was written. It should be spelled out, e.g. B. January 15, 2018.

This is the date the letter was written. It should be spelled out, e.g. B. January 15, 2018. Reference: Here is a brief description of what the purpose of the letter is. For example, you could write “bill lost” or “account number 23654” or something like that.

It briefly describes what the purpose of the letter is. For example, you could write “bill lost” or “account number 23654” or something like that. Salutation: If you don’t know the person, use a more formal salutation, such as B.Dr. Brian Lowden.

If you don’t know the person, use a more formal one, such as B.Dr. Brian Lowden. Subject/Body: One space and left justified for modified block and block letters. Have a blank line between paragraphs. The first paragraph should have a friendly beginning and state the purpose of the letter. Subsequent paragraphs should support the purpose you stated in the first paragraph.

Single space and flush left for modified block and block letters. Have a blank line between paragraphs. The first paragraph should have a friendly beginning and state the purpose of the letter. Subsequent paragraphs should support the purpose you stated in the first paragraph. Conclusion: This should be “Thank you”, “Best regards”, or something similar.

This should be “Thank you”, “Best regards”, or something similar. Signature: This is the actual signature of the person who sent the letter, which may be different from the person who wrote the letter.

This is the actual signature of the person who sent the letter, which may be different from the person who wrote the letter. Typewriter Initials: These are the initials of the person who typed the letter. These are not the initials of the person who wrote it. When both are the same person. then this line is not necessary. Usually the first initials are those of the scribe and the second initials are those of the typist and are in lower case. For example: JW/sc.

These are the initials of the person who typed the letter. These are not the initials of the person who wrote it. When both are the same person. then this line is not necessary. Usually the first initials are those of the scribe and the second initials are those of the typist and are in lower case. For example: JW/sc. Enclosures: List everything else you are sending in here, e.g. B. Brochures, samples, etc.

Each of these areas has an appropriate place depending on the type of letter you are creating. What goes in each section can also vary, depending on who the letter is being sent to and who is writing it. There are three main styles of business letters: block, modified block, and half-block. Each is written the same way, including the same information, but the layout varies slightly for each.

Example letter for modified block style

Sender’s name

Sender address (1 space)

Today’s Date (Fold Down Four Lines) Recipient’s Company Name Attention: Recipient (Fold Down Two Lines) Recipient’s Address Dear Name: This type of modified block letters has all paragraphs in the left margin. You don’t have to indent at all. Margins should be set to 1-1.5 inches across the page. If you are using company stationery, you need to take this into account by calculating the margin where the stationery will be placed on the page. Spaces between sentences Leave an extra open line between paragraphs.

sincerely,

(drag four rows down)

signature here

add name,

Add title [identification initials] Attachments: cc: name name

Example of a modified half-block style letter Today’s date (four-line drop-down list) Recipient’s company name Attention: Recipient

(1 line spacing)

dear name:

(1 line spacing)

In this type of semi-modified block letter, all paragraphs line up along the left margin. However, the first word in each paragraph is indented. Margins should be set to 1-1.5 inches across the page. If you are using company stationery, you need to take this into account by calculating the margin where the stationery will be placed on the page. (1 line spacing)

You just need to put a space between sentences. Leave an extra open line between paragraphs. Remember that these sample letters are a guide. People often conform to their preferred style. Recipient’s Address(1 line space)Dear Name:(1 line space)In this type of semi-modified block letters, all paragraphs line up on the left margin. However, the first word in each paragraph is indented. Margins should be set to 1-1.5 inches across the page. If you are using company stationery, you need to take this into account by calculating the margin where the stationery will be placed on the page.

Best regards Would you like to know more? Take an online course in business writing

(space four lines down) Signature here

add name, add title add name, [identification initials] attachments: cc: name name

When writing a business letter, you should pay particular attention to the font. Even if you get the entire form just right and choose the wrong font, the document can still look very unprofessional and even hard to read. Some companies have a preference that you want to use. Most often, using Times New Roman or Ariel with a font size of 12 is recommended. It’s important to remember that when you work for someone and you write letters on their company’s letterhead, you are representing that company. So it’s best to keep personal references, fluff, and cute stuff away.

Sample block letter Sender’s address Sender’s telephone number Today’s date

RE: what the letter is about

(drag 4 rows down)

Recipient’s name Recipient’s company name Recipient’s name Recipient’s address

(1 space)

Attention: Addressee (1 space) (1 space) With this block lettering, all paragraphs are on the left margin. There is no indentation of paragraphs. Margins should be set to 1-1.5 inches across the page. If you are using company stationery, you need to take this into account by calculating the margin where the stationery will be placed on the page.

(1 line spacing)

You just need to put a space between sentences. Leave an extra open line between paragraphs. Remember that these sample letters are a guide. People often conform to their preferred style.

(1 line spacing)

Some people choose to center the sender information above.

(1 line spacing)

Sincerely, Dear Name: (space down four lines) signature add title here add name, [identification initials] attachments: cc: name name

If we further break down the types of business letters, there are mainly six types.

Acknowledgment letters are a professional courtesy to acknowledge receipt of something or to acknowledge a fact or error. It usually includes a brief detail of the day something arrived and a thank you note.

Complaint letters serve to bring an error or defect to attention. They can be applicable to a company or an individual and are usually aimed at redress or adjustment. They are generally descriptive with a formal tone that should express displeasure, but the tone should not be overtly angry. You should address the issue and try to offer a solution to rectify the situation. See sample letter of complaint below.

Sample letter of complaint Your telephone number

(1 line spacing)

Today’s date

(1 line space) Sender address Attention: Lisa Loopie Big C Paper Company Recipient address (1 line space)

Dear Ms. Loopie,

(1 line spacing)

I wanted to write you a letter to resolve an issue we encountered with your orders department on the last two occasions we have purchased from you. Our two last two orders with your company were not completed. Both were missing a ream of paper, a total of 1,000 sheets of paper. While an oversight is acceptable, I hope this doesn’t become a pattern.

(1 line space) I would like this situation kindly resolved by replacing the two stacks of paper and sending them to me. We have enjoyed doing business with your company over the years and look forward to this situation being addressed so we can move forward and continue to do so. Please do not hesitate to contact me if you have any questions on this topic. (1 line spacing)

Yours sincerely, (space four lines down) Signature here Quality Controller Patty Paper Hunter Attachments: Copy of recent delivery notes and orders cc: Accounting Department Paper Pusher Department

Adaptation Letters: These follow a complaint letter and include the company’s or individual’s response to a complaint. The tone must be humble as it is an exercise in goodwill building. The complainant was harassed; This letter should acknowledge the error and list concrete solutions to solve the problems.

Inquiry Letters: These are inquiry letters for something, or a response to an inquiry sent by someone. The purpose of writing is to obtain the requested information or item.

Order Letters: Also known as purchase orders, these letters are used to order or purchase material. This is a legal document that essentially documents a transaction between a buyer and seller.

Reply Letters: These are replies to a letter received. They generally list the fulfillment of a request or the steps taken to fulfill a request made by someone.

Congratulatory Letters: These are “good news” letters and are fairly easy to write. Such letters are used to encourage or reward an employee, business partner or consumer. Such letters are an exercise in goodwill and are written to establish or strengthen a business relationship. When writing a congratulatory letter, do it as soon as possible after a good event has taken place. Begin by mentioning the event that motivated you to write the letter; follow him with approval or praise for achievement; and finally, keep it short and honest. A congratulatory letter should be a one-page document and should not sound false or mocking.

Bad News Letters: Unlike Good News Letters, Bad News Letters, such as E.g. letters of resignation and rejection, are treated with care. While you must maintain the concise and professional tone of a business letter, you must also address the reader’s feelings. In a bad news letter, you need to put the bad news in the middle of the text instead of delivering it directly to the reader.

Here are a few guidelines to keep in mind when writing a bad news letter:

The opening of the letter must be polite. Always give importance to the reader’s efforts and feelings.

After opening, the details of the issue must be given.

State the news or the decision.

Inform the reader of the reasons for the decision made.

Finish professionally and politely.

A bad news letter should present the bad news in a positive light. It must reassure the reader that all necessary aspects of a particular subject have been considered before a decision is made. Bad news should not leave the reader in bad taste; Instead, the person should feel that the decision was fair and just.

Letters of Request: As the name suggests, these are letters sent to a company or professional seeking help. One could ask for time, money, services or products; The fact is, when you ask someone for help, you may be subliminally putting yourself below the other person. Whether you feel it personally, that feeling needs to be expressed through your words without sounding needy. Here are a few things to keep in mind:

A request letter should be modest but not make it sound like you’re submissive.

The language of writing should not be emotional and neutral. For example, instead of saying, “We really need this,” say, “That would be very helpful to us.”

Avoid using too many adjectives as this makes the language emotional.

A request letter should clearly state the need for something and show appreciation for the help you are hoping for.

Memos: The other most common form of business communication is memoranda or memos. Although they provide information similar to that of a letter, they are very different in their format. Here are the main differences:

They are almost always intended for circulation within the organization.

They are direct in style and very to the point.

They have no greetings.

You don’t have a free degree.

They are used to convey communication that is not sensitive.

They have a format that differs from a letter.

When formatting a memo, one should be aware of the strict format that memos adhere to. Memos always begin with an end statement or a statement of the precise purpose. Memos are extremely crisp, to the point, and have a factual tone. Memos are mostly short pieces of information that quickly get to the point and inform, announce or request something. The terms “memo” and “memorandum” can be used interchangeably. There is no need for a signature line or other formal endings or closures required for letters. Sometimes the person who originated the memo begins next to the name on the memo to indicate that he or she read and approved it before it was distributed or published. Think of a memo as if you were making a company announcement over a loudspeaker for the people in your office. You would be direct and to the point, giving people the information you need to share.

Sample Memo MEMORANDUM To: All Staff From: Lisa Number, Accounting Date: April 15, 2018 Subject: Tax Form Updates Tax time is upon us again. It is important that every employee visits the accounting department within the next 10 days to sign the new deduction forms. Every employee is obliged to update the form we have on file, so this is necessary. To update your form, you must bring the following with you: · Driver’s license · Social security card · Employee ID card

Summary: As the name suggests, a summary is a shorter and more concise version of a longer document. Summaries should be read quickly. The reader of a summary does not need to be an expert on a particular topic; but on reading the summary, he or she should be able to glean enough information to gain a basic understanding of the larger document. Below are the key characteristics of a summary:

A summary should be no longer than one page.

It is a condensed form of all the important points that are described in full in the document.

It should describe the problem, provide background information, list alternatives, and draw conclusions about a specific problem.

It is at the beginning of each document.

Now that we’ve described the characteristics of a summary, let’s look at how to write one.

Summaries should be written after the main report has been assembled. One has to go through the entire report and note key points to write a summary.

The main points listed in your summary should appear in the same order as they appear in the main document.

State each point in a simple, declarative, and direct statement.

If you need to elaborate on a point, make it short and concise; Avoid technical jargon and too many technical terms.

Upon completion, read the document for errors and have a layperson review it. If the person loses interest, other non-technical readers can respond in the same way.

The soul of a summary lies in its brevity and clarity. Avoid unnecessary information and reduce technical terms. Simple and straightforward works best when you’re writing a summary.

Writing for an International Audience: In today’s ever-changing business environment, any professional is writing for an international or global audience at any given time. A business writer should be aware of the reader and the specific needs of the reader. In some cases, a reader who does not speak English may need to have a document translated. All of these factors need to be considered when writing for an international audience. Here are some practical tips on how to write well for a global audience:

Write short sentences, no longer than 25 words.

Choose words that are easy to pronounce and don’t have multiple meanings.

Don’t use jargon, terminology, sarcasm, or slang when writing for an international audience.

Try to use active and present tense wherever you can.

Avoid being ambiguous.

Do not use Latin abbreviations.

Provide a glossary of definitions for special words used in the document.

The key to writing for an international audience is to keep it simple but effective. When writing for an international audience, an author must be aware of cultural factors in order not to hurt readers’ feelings.

Here are a few tips for the author:

Know the audience you’re writing for and research the do’s and don’ts for that audience.

If possible, find a native speaker to proofread the cultural aspects of your document.

Be aware of the political and cultural factors your audience might be sensitive to.

There are other types of letters you may need to write, including termination and recommendation letters. They are very similar to the examples you have already seen. For these types of letters, you choose the letter style you want to follow and then address the topic.

Letters of recommendation are sometimes requested by former employees who are seeking a letter for a new or potential new employer. They can also be sent to schools or other such institutions. They are usually job references, personality references or academic references. For business writing purposes, they generally fall into the job reference category. A job recommendation letter should explain why the person the letter is about is a good person to hire. Describing their strengths and abilities is the primary purpose.

Sample letter of recommendation Your phone number

(1 line spacing)

Today’s date Sender’s address Recipient’s name

recipient address

(1 line spacing)

Dear Mr. Bellows,

(1 line spacing)

I am writing to recommend an interview candidate for a position as a photographer at your company. Lisa Phototaker has applied for a position at your company and I have experience working with her.

(1 line spacing)

Lisa is a very creative person with a keen sense of style and an eye for detailed photography. She is an asset to any team as she brings the sense of artistic design skills and talent that is so often sought after. I would have no hesitation in hiring her for this position. She was responsible for the photography and all the layout and design work on our latest calendar, which we couldn’t be happier about.

(1 line spacing)

If I can answer any questions about this recommendation, please do not hesitate to contact me.

(1 line spacing)

Sincerely, (fold down four lines) Signature here Linda Viewfinder Owner

When it comes to writing business letters, most of the time they are written the same way. The subject or angle may change, but the fact that you write professionally and keep it clean and concise remains the same. Whether it’s a recommendation, a letter of condolence, or a letter of resignation, the formulas used above can be applied to almost any circumstance.

1. 3-Ring Binder – This binder is inexpensive and sturdy, so it’s useful when you need to protect a long document but are on a tight budget. This type of folder is also useful when your readers may need to swap out lessons or sections as the material is updated.

2. Spiral Binder – This binder is also inexpensive and relatively sturdy. It’s less bulky than a 3-ring binder and you can choose the paper weight and cover color you want. It’s a permanent binding, meaning users can’t add or swap out pages or sections, but it looks more formal.

3. Center-stitched (“double-stitched”), like a magazine – this binding requires a little more technical skill or the cooperation of a professional printer, but it looks finished and professional. You can choose any paper weight or color; The length of the document is a bit more limited, maybe 150 pages depending on the paper weight you choose for the body.

4. Professionally sewn or glued bindings – in contrast to the glued bindings from the copy shop, these are very robust and almost invisible. Trade books are often made this way, and you can look at any popular paperback to see an inexpensive version. This type of binding is only practical if you are mass-producing a document or expect the document to last for decades. For example, dissertations are bound because they will be included in university libraries and therefore have to last for many years. Most professional documents do not require this type of treatment.

The first part of a memo provides information about the author, the intended recipient, the subject and the date. It contains the following information lines: To, From, Date and Subject

growth

Reach and retain new customers.

Sam made all the necessary arrangements for an important business call. He presented an agenda and checked the quality of his phone. During the call, Sam used the caller’s name, greeted them warmly, and conducted the conversation on time and within the time limit he expected. Sam said everything he intended and although his caller didn’t say much, Sam felt the call went well. He later received feedback that the caller didn’t feel much connection to Sam. Which of the following statements would best explain why?