Question

B) Rewrite the following sentences to make the tone conversational yet professional

1. As per your recent request, the undersigned is happy to inform you that we are sending you forthwith the brochures you requested.

2. Pursuant to your letter of the 12th, please be advised that your shipment was sent 9 June 2016.

3. She was pretty ticked off because the manager accused her of ripping off office supplies.

4. Kindly be informed that your vehicle has been determined to require corrective work.

5. He didn’t have the guts to badmouth her face to face.

Answer 1

1.As per your recent request, the under signed is happy to inform you that we are sending you forthwith the brochures you requested.

Correct format : As requested , we are sending you the brochures.

2. Pursuant to the letter of 12, please be advised that your shipment was sent on 9^th June 2016.

Correct format : With reference to your letter (dated 12/), your order has been shipped on 9^th June 2016.

3. She was pretty ticked off as the manager accused her of ripping off office supplies.

  Correct format : She is upset about being accused of misappropriation of office supplies by the manager.

4. Kindly be informed that your vehicle has been determined to require corrective work.

Correct format : Kind attention: Your vehicle maintenance is due.

5. He did not have guts to bad mouth her face to face.

Correct format : He did not criticise her directly.

Business or professional communications require the usage of a language that is clear, precise and is able to convey the message in as efficient manner as possible without the usage of any other unnecessary language forms—like unnecessary adjectives and so on. Communication is an important aspect of business management and it is important to communicate rightly and freely. For example, the manager has to convey to his team members in a manner that is clear and firm that the project deadlines have to be met without fail , the Chairman while addressing the employees of the organisation will have to communicate strongly and in an influential manner that they should all strive for the goals of the organisation, the customer care executives should communicate gently yet clearly and convincingly to the clients—Communication hence forms a crucial part of the business process.

Communication can be verbal or non-verbal . A verbal communication has to be formal , transparent and meet the object of its meaning – the speaker cannot say one thing and yet claim to mean another!

Lengthy messages or letters should be clear and meet the objective of the letter. Legal records should be written using the legal terminology and must be in a format that can be used as evidences.

Speaking skills are an important form of verbal communication, these skills show the subject knowledge of a person, the attitude and the intent of the speaker . The audience judges the authenticity of the speaker by the mode of communication . An incapable speaker may falter or not match up to the expectations of the audience.

Non-verbal communication can be through graphs, power point presentations, posters, signals, sounds, images and so on. Care should be taken that these are formal and clear and not discriminatory or derogatory.

Body language of the speaker is vey important for communication. The speaker’s mode of dress should be formal and impressionable. The facial expressions should emit confidence and the voice should be clear. Mere doodling, sitting at the edge , shifting postures regularly, not meeting the eye of the listener are all signs of nervousness and are not characteristics of an effective communication.

Communication is the key to an influential and persuasive leadership in an organisation, its ability to uncover the hidden needs of the listeners, to satisfy the expressed needs, to resolve conflicts and to smoothen business negotiations is growing in importance .