MBA 1st Year Business Letters And Reports Short Question Answers Notes Study Material Notes Question with answer unit wise chapter wise Study Material Notes
Short Answer Questions
Q.1. Write short note on body of a letter.
Or What is good business letter? Give a general layout of a business letter.
Ans. Good Business Letter: A good business letter is one which fulfils the purpose for which it is written. A good business letter can open up new channels for the business, get more customerws, reduce bad debts and do a thousand of other favorable acts for the business.
A good letter can:
- Shell goods and services.
- Bring back lost customers.
- Secure new customers.
- Encourage travelling agents.
- Prepare the way for travelling agent.
- Stimulate dealers.
- Creates goodwill.
- Collect bad debts
- Adjust complaints.
- Open new marker opportunities.
General Layout of Business Letter: When you write a business letter, you will follow a general format. However, our instructor or our company may have specific requirements that you must use. A business letter is an effective way to communicate a message, its format should allow readers to quickly grasp information. Information should stand out to readers as they scan the document. A business letter reflects a professionalism.
1. Heading and return address. 2. Inside address.
3. Attention line. 4. Subject line.
5. Salutation. 6. Body
7. Complimentary close and sign. 8. Reference and enclosure lines,
9. Copy line,
Q.2. What are the essential characteristics for an effective business letter writing?
Ans. The characteristics of a business letter or essentials of a business letter are as follows:
1. Keep Reader’s Interest in Mind: It is necessary to ‘Put yourself in your reader’s shoes’ and imagine yourself as the reader of that letter. Think what would be your feelings if you read that letter. So emphasis’ your attitude rather than ‘l’ or ‘We’.
2. Tone Should be correct: In a business letter, we cannot adopt the tone of a dominating person. We can influence the readers but using a sweet tongue.
3. Be Sincere: Whatever we want to say we should say sincerely and the reader should also realise that you are sincere. Try to be intimate with the reader.
4. To the Point: We should write naturally without frills. The sentences should be short because the larger the number of clauses, the greater will be the ambiguity.
5. Prefer Active Voice: In passive voice, the predicate becomes subject and the latter becomes predicate. As a result of it, the readers imagination from subject to verb and then to predicate would be reversed. So, instead of saying ‘Payment of your account will be made next week, we can better put it by saying, ‘we will clear your accounts next week’.
6. Be Consistent: Avoid using one word with two meanings in one sentence. For example, “Can you account for the non-supply of accounts’ isn’t good in business letter:
7. Use Concrete Words: It is always better to use concrete words instead of using abstract words. Instead of writing, ‘The preparation of new salary scales is in hand’, you should write ‘New salary scales are being prepared’.
8. Persuasion: It means winning people to your point of view not by demoralising them but by making positive suggestions and explaining that what you say is to their advantage.
9. Conciseness: The more concise your letter “The more effective it will be, for it will be clear. Don’t load your letters with irrelevant details and unnecessary ifs and buts. Since, it is a letter, don’t make it a telegraphic message.
Q.3. Explain the major considerations in drafting and editing the business letters. (2013-14)
Ans. Business letters are more formal than personal letters. So they have a margin of at least one inch on all the four edges. The major considerations in drafting and editing business letters are:
1. Heading: This contains the return address with date on the last line. A line can be included after the address and before the date for a phone number, e-mail address, etc.
2. Inside Address: This is the address you are sending letter to make it as complete as possible including titles and names.
3. Greeting: It is also called salutation. The greeting in a business letter is always formal and normally begins with the word ‘Dear’ and also includes the person’s last name.
4. Body: Body is written as text. A business letter is never handwritten. Depending on the letter style you choose, paragraphs may be indented regardless of format, a line between paragraphs can be skipped.
5. Complimentary Close: This short, polite closing ends with a comma. It is either at the les margin or its left edge is in the centre, depending on the business letter style that you use. It begins a the same column the heading does.
6. Signature Line: Skip the two lines and type out the name to be signed. The signature should start directly above the first letter of signature line in the space between close and signature line.
Q.4. What are the essential characteristics of business reports/factors to be taken into account while preparing report?(2007-08, 09-10, 10-11
Ans. The essential characteristics of business reports are as follows:
1. Accuracy: Information presented in report should be accurate. Inaccurate information may often took the managers in trouble. As far as possible, the report must be based on accurate information.
2. Simplicity: A report should be simple. This would help in arriving at decisions quickly and easily
3. Completeness: The report should be complete in all respects. There should be no room for ambiguity.
4. Brevity: Executives do not find sufficient time to read lengthy reports. Therefore, the reports should briefly reflect the essential points.
5. Appearance: The arrangement, organisation, format, layout and make-up of a report should be pleasing and as far as possible, eye catching.
6. Readability: Reports should be easy to read. They must avoid technical language as far as possible. The writer must present the facts through elegant and grammatically correct English.
7. Reliability: Reports should be reliable and should not create an erroneous impression in the minds of readers either due to oversight or neglect.
8. Economy: Report writing should not be a costly exercise. The most economical methods and standard quality must be employed while conveying the matter.
9. Timeliness: To be useful and purposive, reports should reach the readers well in time. Any delay in submission of reports make the preparation of reports a futile exercise.
10. Logical Content: The content of the report must be presented in a logical manner. The facts must be reported in an unbiased manner. Distinctive points must bear self-explanatory headings and sub-headings.
Q.5. What are the principles of effective letter writing?
Ans. The principles for effective letter writing are as follows:
1. Candid: Letter should be straight-forward and frank bush beating should be there, which means directly come to the matter. Relevant matter should be there.
2. Clarity: Expressions and thoughts must be clear.
3. Complete: The letter must have a complete detail.
4 Concise: Use fewer words in the letter but it should complete and cover the whole matter.
5. Concrete: Concreteness means being specific and definite in describing events and things.
6. Correct: The things which are not true, should not be in the letter. Spelling mistakes, grammatica mistakes, layouts and use of paper should be fine.
7. Courteous: Polite decent not harsh, not sarcastic and respectful words should be used. Don hurt others.
Q.6. Why is it desirable to avoid the use of jargon? (2012-13)
Ans. When we say not to use jargon, we are not leaving technical terms but we are saying tiles other language is as clear as possible. Technical terms can be helpful in making a point quickly bus that depends entirely upon the readers. If the reader gets bogged down with unfamiliar terms and abbreviations, the main point will get lost along the way as they try to slog through the writing. If the writing is intended for a broad audience, such as a mass corporate e-mail or a proposal for a new clien it’s safest to try to keep any confusing jargon to a minimum and provide good explanations or content for the terms. So, it is desirable to avoid the use of jargon or minimise it.
Q.7. Draft a letter for acceptance of order with delivery in lots.
Ans. Mr. Ranjan Thakur
26, Chhatrapati Colony,
Subject: Acceptance of order with delivery in lots
To Mr. Ranjan Thakur,
We acknowledge acceptance of your order as per your order of 23 July, 2016. The goods will be shipped to you in the following lots: (Specify lots and delivery schedule).
We request that payment be made as each lot is received. Yours very truely,
Q.8. Draft a model letter to your boss tendering your resignation with the mention of the reasons for resignation.(2006-07)
Ans. Resignation Letter
The purpose of this letter is to announce my resignation from company name, effective two weeks from this date.
This was not an easy decision to make on my past. The past 10 years have been very rewarding. I have enjoyed working for you and managing a very successful team dedicated to a quality manufactured product delivered on time.
I have accepted a position as VP, Manufacturing for Land Rubber Industries in Water Town, West Virginia. This opportunity has given me a chance to grow professionally and we will only be a few miles distant from our families.
I wish you and the company all the best. I do hope our paths cross again in the future. Yours sincerely,
Your City, State Zipcode
Your Phone number
Your E-mail address