Business Communication Report
Business Communication Report
COMMUNICATION FINAL
REPORT
By Muhammad Saqib
A Comprehensive framework on effectiveness of the business communication
(BC) course.
Submitted to
Mr. Usama Abdul Rehman
Course Instructor
Business Communication
Submitted By
Mr. Muhammad Saqib (013-18-0017)
Sukkur IBA University
Business Communication
Submission Date:
5 July, 2022.
pg. 1
Contents
Letter of Authorization:...............................................................................................................................4
Letter of Acceptance....................................................................................................................................6
Letter of Transmittal....................................................................................................................................8
Acknowledgements:..................................................................................................................................10
Synopsis:...................................................................................................................................................11
Introduction...............................................................................................................................................12
Authorization.........................................................................................................................................12
Statement of Purpose.............................................................................................................................12
Scope.....................................................................................................................................................12
Methodology.........................................................................................................................................12
Background...........................................................................................................................................12
Discussion and Finding.............................................................................................................................13
Seven Cs of Communication.................................................................................................................13
Cross Cultural Communication..............................................................................................................14
Presentations..........................................................................................................................................14
Letter Writing........................................................................................................................................14
Direct Letters.........................................................................................................................................14
Indirect Letters.......................................................................................................................................16
Persuasive Letter Writing......................................................................................................................17
Memorandum or Memo Writing............................................................................................................17
Format...................................................................................................................................................18
Proposal Writing....................................................................................................................................18
Short Report Writing.............................................................................................................................20
Informational Report Writing................................................................................................................20
Analytical Report...................................................................................................................................21
On the basis of the findings, you come to certain conclusions and offer some suggestions.......................21
Terminal....................................................................................................................................................21
Analysis.................................................................................................................................................21
Findings.....................................................................................................................................................22
Positives................................................................................................................................................22
Shortcomings.........................................................................................................................................23
Recommendations.....................................................................................................................................23
Appendix A...............................................................................................................................................24
pg. 2
The Questionnaire..................................................................................................................................24
Appendix B...............................................................................................................................................25
The responses........................................................................................................................................25
pg. 3
Letter of Authorization:
6 June, 2022,
Students of BBA-IV
Sukkur IBA University
Nisar Ahmed Siddiqui Road
Sukkur, 65200
Dear All:
I hereby give you the authority to write the long report on business communication
course to the best of your abilities and as per the instruction of the course.
pg. 4
All Students
06 June, 2022.
Page no: 02
Yours truly,
UAR
Course Instructor
Business Communication
pg. 5
Letter of Acceptance
06 June, 2022.
If you are reading this, my sincere hope is that you are healthy and happy. To
begin, I'd want to say thank you for giving me the chance to write this report,
and I assure you that I will do my best to meet or exceed your expectations.
pg. 6
Mr. Usama Abdul Rehman
06 June, 2022.
Page no: 02
Yours truly
Muhammad Saqib
pg. 7
Letter of Transmittal
Hostel No: 01
IBA University
SUKKUR, 65200
06 June, 2022.
1. Personal exposure
2. Survey based analysis
3. The results of survey
4. Suggestions or the recommendations
pg. 8
Mr. Usama Abdul Rehman
06 June, 2022.
Page no: 02
Yours truly
Muhammad Saqib
pg. 9
Acknowledgements:
I want to thank all me fellow class persons for not only responding the survey
questionnaire themselves but also forwarding it to my target sample. Besides, I
acknowledge the CR’s assistance in carrying out my report process and
informing me about new updates about the changings and incorporations to be
done into the report.
pg. 10
Synopsis:
The report named as “A Comprehensive framework on effectiveness of
Business communication course across various department of Sukkur IBA
University” is a complete framework about the current understanding of the
course of Business communication, potential shortcomings of the course and
the recommendation to make this course tailored to the current students’ needs.
In survey part, I have tried to reach as many relevant students to the research
process as possible to get the diversity of opinions in this context.
pg. 11
Introduction
Authorization
Mr. Usama Abdul Rehman, my Business Communication professor, has been really helpful in facilitating
my study. To increase the diversity of our sample, I extended an invitation to students from other
universities who have engaged with the course, as well as those who have taken it at Sukkur IBA
University. This was done to ensure that as many individuals as possible had their opinions heard.
Statement of Purpose.
This report's primary goal is to serve as a documentation of my own and my fellow students' learning over
the semester. This way, we can improve the course for future attendees, make it more useful, and iron out
any kinks.
Scope
This research is restricted to college students who, at some time in their educational or professional lives,
have taken or are currently enrolled in a business communication course. Because the experiences of
various people who have taken the course may be very similar yet distinct, adding variety to the content
of the report, the scope of the study does not only include students at Sukkur IBA University but also
includes anyone who may have ever taken the course. This is done in order to get a more comprehensive
picture of the course as a whole.
Methodology
The quantitative approach was taken in the course of this study. In order to obtain the quantitatively based
data, the students were given a ten-item Likert scale questionnaire to fill out. The students were given the
alternatives of agreeing, strongly agreeing, remaining neutral, disagreeing, or strongly disagreeing. The
questionnaire was given out to more than fifty students, and I received approximately thirty-seven
responses from them. The responses came primarily from students majoring in business administration,
business accounting, and finance, with a few coming from students majoring in MBA marketing; this
contributed to the diversity of my research.
Background
Business students often take a course titled "Business Communication," which is designed to provide
them a bird's-eye view of the way people talk in more formal and professional contexts. In spite of the
fact that this is a brand-new course for the students, it will have a significant effect on their personal
growth and future readiness. The primary goal of this course is to help students develop the written and
pg. 12
spoken communication skills they'll need to succeed in today's rapidly evolving corporate environment.
Even though it is still relatively new from a pedagogical standpoint, it has had a profound impact on the
lives of business school alumni.
I came into the course completely clueless about the fundamentals of communication, but that quickly
changed as our instructor laid the groundwork.
Seven Cs of Communication.
When I originally started the class, I had little prior knowledge of communication theory; however, that
changed really quickly as the lecturer offered a thorough foundation for our learning.
Among Seven Cs of Communication the foremost is Completeness. It means that the passage or what we
are trying to communicate should be of full information and does not lack any aspect. Secondly, the
Concreteness is another C in the 7 Cs of communication. It refer to the fact that our statements should
consist of supporting data which substantiate our claim. Consciousness is another C. in this we take care
of moral and ethical values. Correctness falls on 4 th which refers to the trustworthiness of our statement.
Besides, clarity is also included in this category. It implies that statements should be meaningful and
conveys full sense to the listener. Courtesy also includes in the 7 Cs of the communication. In this C we
try to become as humble to the recipient or listener as possible to avoid hurting any sentiment. Lastly, we
consideration it refers to the fact that we try to become adjustable to other people’s opinion as well rather
imposing our thoughts on them.
The Seven Cs were primarily designed to instil in us the skills necessary for effective communication. I
was unfamiliar with the Seven Cs and had no idea how to work them into my writing or speech. All my
past linguistic lickings became clearer to me as the events of each C of the Seven progressed.
The information was detailed enough to help me define the specifics, and it was solid enough that I could
fully grasp their relevance.
Concise writing makes it easy to cut out unnecessary details and jargon.
Because of the reliability of the information, I was able to improve my precision.
• The paragraphs were easier to grasp and follow since their purposes were made clear.
• Courtesy taught me to be more polite to others and to put the spotlight on you rather than on me.
Consideration has helped people be more polite to one another and find common ground while
communicating.
Since learning the seven Cs, my language has become much more rich and expansive.
pg. 13
Cross Cultural Communication.
After I had a firm grasp of the language, I was able to go deeper by exploring the ways in which cultural
differences shape intercultural exchange. Understanding the potential for communication differences from
one culture to another is considerably enhanced by familiarity with cross-cultural disparities. When
attempting to interact with someone from a different culture, it is important to keep in mind that there are
significant distinctions between the cultures themselves, as well as the individual and national
characteristics that make up each culture. It is important to be aware of the other person's views and
values before trying communication since the goal of communication is to transmit a clear and convincing
message.
Presentations
The need of effective cross-cultural communication was stressed in both readings and presentations. They
were fun, and I learned a lot from researching the countries my class was assigned to represent. The
exercise was a delightful diversion that aided in our understanding of cultural variations in
communication styles. Those of us who were going as representatives dressed in traditional garb from the
country we were showcasing and carried its signature dish and flag. We educated one another about the
nuances of life in that country, both personally and globally. Everyone who took part in the event said
that learning more about other nations was a valuable experience. They gained an appreciation for
cultural diversity and an awareness of the similarities and differences across countries.
All in all, this was a great way to learn about intercultural communication, and I'm confident that it will
stick with us for a long time.
Letter Writing
First and foremost among our letter-writing exercises was the crafting of straightforward letters. Formal
letters such as this may serve as order confirmations, notices of successful endeavours, or just kind
reminders of good fortune. They tend to use more formal language and are more at home in business
settings.
Direct Letters.
Our first effort followed standard business letter style.
The structure looks like this.
We start by outlining the procedure.
1. Writer’s Address
2. Date in prescribed format
3. Recipient’s Address or Receiver or Inside Address
4. Subject
5. Salutation
6. Body Paragraphs
pg. 14
7. Complimentary Close/last closing
The recipient's last name comes after the word "Dear," which is put at the beginning of the message.
Within the context of the statement, the recipient's title appears before their last name.
At the end of the phrase, a colon comes after the greeting to separate it from the rest of the sentence.
The body paragraphs are broken up into these three sections:
1. The Main Idea, this is when you convey some straight news to the receiver after you have welcomed
them. This comes after you have introduced yourself.
2. Either a clarification or some more information
pg. 15
3. An Approach That Is Delightful
Complimentary: The words "Close" and "Yours Truly" are written after a pause of two lines, and the
phrase is then followed by a comma.
- After you have signed the document, you will be prompted to write out your full name, but you should
leave off any titles.
- Designation comes later
Because of the way the second page is laid up, you have to start writing on the following page by first
writing the first line of the inner address. This is because the structure of the second page necessitates it.
Before you can go to the next line, you are going to have to do this first.
2. The following line should be used to record the current date.
3. You should include the page number 02 or whatever page it is at the very end of the document.
4. After the break of two lines, proceed with the rest of the letter that you were composing.
Indirect Letters
Any letter that is likely to result in a negative action, such as the denial to claim benefits, the demotion, or
the rejection of a job application. The structure is comparable to that of an open letter, with the exception
that the body of indirect letters is broken up into four paragraphs.
1. Buffer a. Neutral statements
c. Avoid saying No
c. Avoid wordy or irrelevant phrases
d. Avoid apologising
2. Explanation
a. The rational and unemotional justification
b. Before you describe the conclusion itself, explain how you arrived at it and the reasoning
behind it.
b. The provision of an explanation ought to result in a decision
3. Unfavorable News
a. Make the sentence sound less important by utilising complicated sentence structure.
pg. 16
a. Offering other options, and then concluding the letter
b. an upbeat and optimistic proclamation for the future
To attain one's own ends, persuasion entails trying to alter the behaviour, outlook, or
worldview of another person. When we talk about change, what we're actually referring
about is getting individuals to donate their time, skills, or materials. A persuasive letter's
tone is usually positive and polite. Full of upbeat, helpful concepts, it maintains an
optimistic outlook throughout. Consider the following while writing a convincing letter:
Particular needs of the reader
Consider the reader's state of mind and the emotions you may play on to win them over.
Since it is still a complete block letter, the format remains the same; the only difference is
that the letter's content is now divided into four sections.
1. Attention
You may get the attention of the reader by either posing a question that will make them
think, or by giving them something that will be of use to them.
2. Interest
3. Desire
4. Action
a. Be sure to provide a phone number and an address where you can be reached
in the letter.
pg. 17
facilitating vertical communication within an organisation. It's simply the format that sets them apart from
one another.
Because memos are written within an organisation, they do not need an address or greeting. Instead, the
memo's body paragraphs begin one line after the box, and the message ends without a complimentary
closure.
Format
1. The word "Memorandum" is written in title case on the top, in the middle of the page.
2. The word memorandum is written in the header of the document.
3. Beginning with the line immediately following this one, a box is constructed.
4. The word To, followed by a comma, is put on the first line in title case.
5. After a pause of one line, the word "colon" will be written.
6. Following a single-line pause, a topic followed by a colon is written.
7. Following a one-line pause, a date followed by a colon is written.
8. The box is sealed up
9. Proper alignment of the written material is of the highest significance.
Memo
To: Abdul Wahid Qazi, CDC Director
It is important to remember that the structure of the paragraphs in your memo will be the same as that
found in business letters, regardless of whether the arguments it contains are direct, indirect, or
persuasive. In the next paragraph, further information will be provided about the three topics that have
been outlined below.
First, check that the "To:" line has all of the appropriate information by double-checking it (Both name
and designation)
The second step is to fill in the following line with the current date.
3. On the next line, write "Page no. 02" or whatever the page number is.
4. After the pause of two lines, continue writing the memo.
pg. 18
Proposal Writing
Proposals, which are essentially extended versions of persuasive letters, might be requested or
unsolicited, depending on the circumstances. The proposal may take the form of either a letter or a memo;
the difference between the two lies only in the details of the proposal's content. It might be in the form of
a letter or a memo.
It is composed of.
1. 1st Paragraph
a. Either in response to a request for it or in defiance of it
c. Please tell me where you obtained the information.
2. An introduction written in uppercase following a gap of one line.
a. Praise your company
c. Why you?
3. The background should be all uppercase after the initial gap of one line
a. Give the impression that the issue is with them, and that you are the most capable person to assist them
in finding a solution to it.
4. Aims presented in capital letters after a space of one line
a. You make a statement on the goals of the plan.
b. Provide them with justifications for agreeing to this proposition.
5. Procedure written in all capital letters following a line break
a. You break up all of your labour into distinct stages or intervals.
b. Describe each stage and the tasks that will be carried out at that stage.
c. Conclude with a GANNT chart, which is a graphical representation of the stages and work.
6. Staffing and Resources, capitalised, after a space of one line.
a. Describe the staff members and the qualifications they must possess in order to be hired by or to work
for your company.
b. Resources that might be required by your company or that are accessible to it
7. The advantages and amenities, capitalised, after a single line break
a. Mention the positive outcomes that have resulted from their partnership with you.
b. The services and accommodations that you would make available to them
8. The words Cost and Budgeting should be capitalised after a line break.
a. Create a chart for them to evaluate that includes all of the costing and budgeting information.
pg. 19
b. Simplify your explanation so that they may comprehend it better.
9. A summary in uppercase after a space of one line
a. Dedication on the part of the firm
b. Reassurance
d. Unique Selling Proposition
d. The reasons why you are the ideal candidate
a. Make a formal request that your proposal be taken into consideration for acceptance.
Informal report writing is a term that is commonly used to refer to kind report writing, which can refer to
either a solicited or unsolicited written report. It could be more informative in nature, or more analytical.
It may be written in either a memo or letter writing format depending on your preference.
4. Summary
a. You begin by providing a summary of the whole report.
pg. 20
Analytical Report
The main difference between an analytical report and a regular report is that it has five sections instead of
three, with the conclusion and recommendations taking the place of the summary.
Conclusion: You arrive at a conclusion as a result of your investigation and results.
On the basis of the findings, you come to certain conclusions and offer some suggestions.
Terminal
Analysis
The analysis was performed on the basis of the quantitative data obtained from the survey administered to
people who had attended the course in the past or were currently enrolled in it. Google forms served as
both the platform for creating the survey and the repository for collected replies. In total, I received forty
responses, each of which was interesting and informative in its own right. They were asked a question and
may respond by expressing agreement, strong disagreement, disagreement, or apathy. My survey
questions are presented below in the order in which they occurred in the survey.
Do you take the course that teaches people how to communicate effectively in the corporate world? Forty
people took the time to respond to my survey, and just one of those people had not attended the course.
Where do you call "home" when at the office? There were 33 answers from students majoring in Business
Administration, 5 from students majoring in Accounting and Finance, and 1 each from Computer Science
and Electrical Engineering.
Were all of the points on the outline covered in class? Twenty respondents said they agreed it was correct,
seven said they strongly agreed, five said they were impartial, and ten said they strongly disagreed.
If you want to fulfil your fieldwork requirements, taking this course and doing well in it is the way to go.
There were 28 people who agreed with the statement, 5 people who strongly agreed, 4 people who didn't
have an opinion, 2 people who disagreed strongly, and 1 person who didn't have an opinion.
The following comments were provided to the question "I learned in depth about the Business
Communication": Twenty-two participants agreed with the statement, five were very or somewhat
agreeing, seven were ambivalent, four were disagreeing, and two were strongly disagreeing.
There were 19 people who agreed with the statement, 5 people who strongly agreed, 11 people who were
neutral, 2 people who disagreed, and 3 people who severely disagreed, indicating that the lesson helped
me improve my communication skills.
The following statements were made in answer to the statement, "o I think that it is an essential aspect of
the study of business:” There were 26 people who agreed, 5 people who strongly agreed, 6 people who
weren't sure, 2 people who disagreed strongly, and 1 person who disagreed.
The following replies were provided when asked if the knowledge I had received in this class might be
applied in a professional setting: Twenty-one individuals agreed, eight people strongly agreed, nine
pg. 21
people were ambivalent, one person disagreed, and one person strongly disagreed.The following enquiry
was directed at the instructor, and it raised the question of whether or not they employed a cooperative
learning approach. Twenty-one people polled found the statement to be true; six of those people found it
to be very true; ten people were undecided; two people disagreed strongly with the statement; and one
person found it to be false.Twenty-one students agreed, four strongly agreed, eleven were indifferent,
three disagreed, and one strongly disagreed with the strategy used to form a business in the class.
22 respondents agreed, 7 respondents strongly agreed, 7 respondents were indifferent, 3 respondents
objected, and 1 respondent disagreed very strongly that the course's activities were beneficial. 23 people
agreed with the statement that the course will provide me with the skills I need to succeed in the corporate
world upon graduation; 7 people strongly agreed; 6 people were indifferent; 3 people disagreed; and 1
person severely disagreed. Last but not least, I was asked if this was the best course I could have taken for
my degree. Sixteen people agreed with the statement, eight people strongly agreed, seven people were
indifferent, six people disagreed, and three people strongly disagreed.
Findings
On the basis of the replies that have been provided, I have arrived at the opinion that this class is
unquestionably one of the most significant classes that is offered at business schools. Students who have
just graduated from business school are encouraged to enrol in this programme. We are well aware that
we interact with other individuals whose ideas differ from one another. This is a positive thing, as it
contributes a diversity of alternatives to the survey that I carried out, which is why it is a good thing that
we come across different people. There are a few people who don't fit the mould, such as those who
haven't taken the class but still decided to fill out the questionnaire based on their own understandings of
the material. These people have strong disagreements with the majority of the population about certain
topics, where the majority of people are on the same page.
In general, the conclusion that I have arrived at is that.
Positives.
Students majoring in business get a head start on their future careers by taking a class called "Business
Communication."
This course is based on the same fundamental idea that underlies all business environments, which is to
say that it is about the same things.
In this class, you will practise writing business letters, memoranda, and reports, which are the kind of
documents that graduates in business would be expected to produce when they start working.
Understanding the many cultural factors and the distinctions that exist on both an individual and national
level is an essential component that is necessary for individuals to have in order to interact effectively
with one another.
The fact that different colleges and programmes teach the same material in different ways while yet
reaching largely the same conclusions with regard to the questions asked demonstrates that the subject
matter covered in this class is of roughly same significance to all areas of study.
pg. 22
The fact that this course is offered by a variety of different programmes indicates that its material is
applicable in a variety of contexts.
The many approaches taken by various lecturers all converge on a single, straightforward finding:
namely, that classes focused on communication are of the utmost significance.
Students need to learn the fundamentals of communication in order to be successful in today's world, and
one component that helps them do this is a teaching strategy that involves two-way dialogue between the
instructor and the class.
Shortcomings.
The course is structured and has a greater emphasis on formality. The course places more of an emphasis
on the writing component of communication.
When compared to today's standard business procedures, the curriculum is a little bit out of date.
The curriculum has to be modified in order to accommodate the impending shifts in organisational
structures.
This does not take into account the exponential rise of technology or the habits of contemporary society.
Recommendations.
There should be more than simply written homework throughout the course. It should also include
spoken communication practise. People from many areas of life, not just those who have studied business,
would benefit significantly from improving their verbal communication skills.
If you want your audience to truly learn how to communicate with individuals from various cultures,
include more hands-on activities in your presentation. To learn about a culture's key cultural
characteristics, you must conduct fieldwork, which is similar to a short cultural anthropological survey.
Third, fieldwork is required to investigate how people's cultures differ.
Third, the course should attempt to incorporate popular business practises that have recently been created
and implemented. Writing memos, proposals, sales promotion letters, and public reports are all examples
of this type of employment.
The course should also attempt to demonstrate to pupils how technology is employed in daily life. This
will assist students in understanding the fundamentals of corporate communication as well as how
technology has come to dominate business communication. Fifth, the course should attempt to discuss
how technology is increasingly being employed. This would assist students comprehend the fundamentals
of corporate communication. Fifth, the curriculum should be adaptable enough to incorporate new formal
structures or modify existing ones, just as it is in corporations and other organizations.
pg. 23
Supplement Part.
Appendix A.
The Questionnaire.
1. Are you taking the B.C Course in fall 2022?
Yes
No
2. Department of Study?
BBA
Bs Acc & Fin
CS
BE
Other: ______
pg. 24
Appendix B
The responses.
pg. 25
pg. 26
pg. 27
pg. 28
pg. 29
pg. 30
pg. 31
pg. 32
pg. 33