RBSE Solutions for Class 11 Business Studies Chapter 8 Office Communication

RBSE Solutions for Class 11 Business Studies Chapter 8 Office Communication

Rajasthan Board RBSE Class 11 Business Studies Chapter 8 Office Communication

RBSE Class 11 Business Studies Chapter 8 Textual Questions and Answer

RBSE Class 11 Business Studies Chapter 8 Multiple Choice Questions

Question 1.
Must have effective communication –
(a) Direct
(b) One-way
(c) Two-way
(d) Bi-directional
Answer:
(c) Two-way

Question 2.
The office order is an example of –
(a) Upward Communication
(b) Downward Communication
(c) Informal Communication
(d) Distributed Communication
Answer:
(b) Informal Communication

Question 3.
Which of the following communication modes is used in the organization to spread rumours –
(a) Descendant
(b) Diagonal
(c) Upward
(d) Grapevine
Answer:
(d) Grapevine

Question 4.
Which of the following as known in informal communication?
(a) Distributed Communication
(b) Flat Communication
(c) People Communication
(d) All of the above
Answer:
(c) People Communication

Question 5.
In the informal groups, the flow of messages is –
(a) From Top to bottom
(b) Diagonal
(c) From bottom to top
(d) All of the above
Answer:
(d) All of the above

Question 6.
All kinds of communication suspicions, confusion and fears are prevented at the same time –
(a) In written communication
(b) In serial communication
(c) In oral communication
(d) None of the above
Answer:
(c) In oral communication

Question 7.
Which of the following statements is false?
(a) Single-way communication is upward
(b) Single-way communication is written and oral
(c) Exchange of ideas is done in communication
(d) Communication is a process
Answer:
(a) Single-way communication is upward

Question 8.
The higher authorities have the flow of information from the subordinate officers/ employees in –
(a) upward communication
(b) Downward transmission
(c) Flat communication
(d) Distributed communication
Answer:
(b) Downward transmission

Question 9.
Communication between different hierarchy level managers is called –
(a) Downwards
(b) Levelled
(c) Diagonal
(d) All of the above
Answer:
(c) Diagonal

Question 10.
Which of the following is not a type of non-verbal communication?
(a) Notice
(b) Back pat
(c) Eye contact
(d) the shrug of the shoulders
Answer:
(a) Notice

Question 11.
Which of these is communication technology –
(a) Fax
(b) E-mail
(c) SMS
(d) All of the above
Answer:
(d) All of the above

Question 12.
When the sender and the receiver understand the message differently in different ways, this barrier is called –
(a) Barrier of post
(b) The barrier of organization structure
(c) Barrier of language
(d) Emotional barrier
Answer:
(c) Barrier of language

Question 13.
Confirmation is necessary for effective communication because –
(a) This speeds up the message
(b) This message displays the intellectual capacity of postulates
(c) It facilitates co-ordination
(d) It tells the sender whether the receiver has understood the meaning of the message or not.
Answer:
(d) It tells the sender whether the receiver has understood the meaning of the message or not.

Question 14.
Which of the following must be an essential element in a business letter?
(a) Clarity
(b) Attraction
(c) Modesty
(d) All of the above
Answer:
(d) All of the above

Question 15.
The quotation sheet contains the details –
(a) About acceptance of the letter
(b) About the price, type and value of the goods
(c) About receipt of goods
(d) About ordering
Answer:
(b) About the price, type and value of the goods

Question 16.
Circular letter is written –
(a) On the new partner’s territory
(b) To know the financial status
(c) To invite a sample of goods
(d) To order
Answer:
(a) On the new partner’s territory

Question 17.
The letter written to send the same type of information to different customers is called:
(a) Patrol Letter
(b) Order Letter
(c) Letter of Agreement
(d) Letter of Credit
Answer:
(a) Patrol Letter

Question 18.
The purpose of writing the letter of order is –
(a) To send information
(b) For ordering
(c) To order goods
(d) For debt collection
Answer:
(d) For debt collection

Question 19.
When the goods are not sent by order the following types of letters are written –
(a) Letter of Inquiry
(b) Complaint Letter
(c) Circular Letter
(d) Letter of agreement
Answer:
(b) Complaint Letter

Question 20.
Letter from a bank a businessman or agent, to pay a fixed amount to a certain person for a certain period is called –
(a) Bank related letter
(b) Introduction letter
(c) Agency related letter
(d) Letter of Credit
Answer:
(d) Letter of Credit

Question 21.
The word ‘Again’ is written while –
(a) Inquiries have to be answered
(b) Sales have to be increased
(c) The location change is required
(d) An important thing remains to be written in the letter
Answer:
(d) An important thing remains to be written in the letter

Question 22.
The letter was written to give information about the location of the business that has changed –
(a) Enquiry Letter
(b) Patrol Letter
(c) Reference Letter
(d) Introduction Letter
Answer:
(c) Reference Letter

RBSE Class 11 Business Studies Chapter 8 Very Short Answer Type Questions

Question 1.
What do you understand by communication?
Answer:
It is a two – way process. It is a continuous and dynamic process in which two or more people systematically exchange information, ideas or facts.

Question 2.
What is formal communication?
Answer:
The flow of messages informal communication goes through a pre-determined route. The relation exists between the sender and the receiver.

Question 3.
What is upward communication?
Answer:
When the message is sent by the subordinate staff to the higher officials, it is called upward communication.

Question 4.
What is diagonal communication?
Answer:
The exchange of ideas taking place between the officials working at different levels, and it has no sequence.

Question 5.
What does Internal communication mean?
Answer:
The exchange of information, feelings and facts between the individuals, groups, departments and branches of an organisation.

Question 6.
Which type of communication is used in physical language?
Answer:
Non-verbal communication.

Question 7.
Write two techniques of written communication.
Answer:

• Reports
• Suggestion Books.

Question 8.
Write the names of any two mediums of oral communication.
Answer:

• Radio.
• Telephone.

Question 9.
Write two important points of communication.
Answer:

• The message should be clear and precise.
• The language of the message should be humble.

Question 10.
What is meant by flat communication?
Answer:
When information or messages are exchanged between employees, officers or the heads of various departments, it is called flat communication,

Question 11.
When is a complaint letter written?
Answer:
Upon delay in supply of goods. poor transport, in case of defective pieces, received, complaint letter can be written.

Question 12.
Why is letter number used in business letters?
Answer:
It is used to refer to received letters or sent letters.

Question 13.
What do you mean by letter of agreement?
Answer:
A written list of goods, services or space to be provided at the agreed-upon prices, terms and time are conveyed by such a letter.

RBSE Class 11 Business Studies Chapter 8 Short Answer Type Questions

Question 1.
What is Grapevine communication?
Answer:
It refers to the communication that does not have any predetermined way to exchange messages and people execute the flow of information due to personal and social relations. The organisational chart is of no importance in it and these are not subject to definite methods and rules.

Question 2.
What do you mean by verbal communication?
Answer:
Verbal communication is the use of sounds and words to express yourself, especially in contrast to using gestures and mannerism.

Question 3.
Explain the four advantages of formal communication.
Answer:

• The flow of messages in this communication is done through a pre-determined route.
• The information related to the source of information can be easily accountable to the concerned person for the message.
• Reciprocal differences do not arise.
• Messages are exchanged with pre-determined objectives.

Question 4.
Explain the four faults of informal communication.
Answer:
Four faults of informal communication:

• It is very difficult to control this type of communication.
• Since it is a non-verbal type of communication, it is difficult to put trust in.
• The employees try to avoid liability.
• Notifications are often not complete, which can lead to illusion.

Question 5.
Explain four barriers to communication.
Answer:
Four barriers to communication:

• Due to the ambiguity in the language of the message, it is difficult to understand the message in the right sense.
• Noise is the main obstacle to communication. Due to noise, there is difficulty in getting the information.
• Organizational structure plays an important role in communication. The more levels that the transmitters will pass through, the more obstacles will arise.
• Weak leadership results in many obstacles in communication.

Question 6.
When is a letter of agreement written?
Answer:
Every business runs on finance. If we want that a business might be able to run on mere goodwill, then it is not possible. The letter of agreement is written when the customer is not able to repay the amount of the products brought by him, on the date of payment, so a letter is written to remind him for the same, and it is called letter of agreement. These letters can be written many times. Initially, the language used is humble, but later on, it gets a little harsh.

Question 7.
Describe four characteristics of a good business letter.
Answer:
Four characteristics of a business letter are:

• While writing a letter, you should use elegant and polite language.
• While composing a letter, the compatibility to its objective should be adopted with perfection.
• Every fact written in the letter should be true and reliable.
• A good business letter should have the quality of neatness.

Question 8.
Why is ‘again’ word written in the business letters?
Answer:
If, after the end of the letter, it seems that if there is any important thing left to be written, then in such a situation, after writing the letter, P.S. again is written and the author can re-sign it after writing the additional matter.

RBSE Class 11 Business Studies Chapter 8 Additional Questions and Answer

RBSE Class 11 Business Studies Chapter 8 Multiple Choice Questions

Question 1.
“Communication is the process of transmitting meaning from person to person in terms of ideas or information”. Who said this?
(a) Newman and Summer
(b) Louis A. Allen
(c) Keith Davis
(d) Leon Megginson
Answer:
(d) Leon Megginson

Question 2.
The one who delivers the messages is called the –
(a) Communicator
(b) Sender
(c) Signalling
(d) None of these
Answer:
(a) Communicator

Question 3.
Which of the following sentences is correct?
(a) Communication is an incessant activity
(b) Communication is a mobile activity
(c) Communication is a human activity
(d) All of these
Answer:
(d) All of these

Question 4.
On the basis of relation, communication is divided into how many parts?
(a) 4
(b) 3
(c) 2
(d) 5
Answer:
(c) 2

Question 5.
Which of these is not a part of communication on the basis of flow?
(a) Downward Communication
(b) External Communication
(c) Flat Communication
(d) Saleable Communication
Answer:
(a) Downward Communication

Question 6.
Which type of communication is known as grapevine communication?
(a) Saleable Communication
(b) Flat Communication
(c) Informal Communication
(d) Downward Communication
Answer:
(c) Informal Communication

Question 7.
Which of these is not an advantage of verbal communication?
(a) It saves time and labour
(b) Immëdiate redressal of confusion and clearance
(c) Secrecy of message
(d) None of them
Answer:
(d) None of them

Question 8.
The technique of written communication is –
(a) Fax
(b) Radio
(c) Interview
(d) Telephone
Answer:
(a) Fax

Question 9.
The letter that is written as an answer to the letter of enquiry is –
(a) Reference letter
(b) Quotation letter
(c) Patrol letter
(d) Letter of Acquaintance
Answer:
(b) Quotation letter

Question 10.
A businessman writes a letter to another businessman to know about their economic condition, such a letter is called –
(a) Letter of Inquiry
(b) Letter of Quotation
(c) Letter of Reference
(d) Letters of Credit
Answer:
(c) Letter of Reference

RBSE Class 11 Business Studies Chapter 8 Very Short Answer Type Questions

Question 1.
What is Communication?
Answer:
It is a continuous and dynamic process in which two or more people systematically exchange information, ideas and facts.

Question 2.
Explain two characteristics of communication.
Answer:

• It is a two-way process.
• It is an on-going activity.

Question 3.
On the basis of region, communication is divided into how many parts? Name them.
Answer:

• Internal Communication.
• External Communication.

Question 4.
The give and take of messages are often done during what time in informal communication?
Answer:
The give and take of messages in informal communication are done during refreshment, lunchtime and during the first hours of the office.

Question 5.
State two demerits of informal communication.
Answer:

• It is very difficult to control.
• There is no action orientation involved.

Question 6.
What do you mean by external communication?
Answer:
The process of exchanging information between the institutions and the parties such as external parties, customers, shareholders, etc., and other organizations are known as external communication.

Question 7.
What do you mean by downward communication?
Answer:
In this, the flow of messages is directed to the subordinates and the sequence of instructions is arranged on the basis of the order in which the communication of the messages is sent below.

Question 8.
What is Downward communication also known as?
Answer:
Imperative and worker communication.

Question 9.
State two advantages of upward communication.
Answer:

• The moral of the employees, their fraternity and their ability to work are enhanced.
• The suggestions of the staff can be availed.

Question 10.
State two demerits of flat communication.
Answer:

• Disruption in communication due to unnecessary interference by high officials.
• This communication lacks at the lower level of the organisational structure.

Question 11.
What is Diagonal communication also known as?
Answer:
Slant, diagonal or fleet communication.

Question 12.
State two merits of diagonal communication.
Answer:

• There is a quick stream of messages in it.
• The efficiency of various departments increases.

Question 13.
Verbal communication is divided into how many parts?
Answer:

• Oral Communication.
• Written Communication.

Question 14.
What do you mean by written communication?
Answer:
It refers to communication that, in turn, is sent to the recipient in writing.

Question 15.
What is the most important advantage of written communication?
Answer:
It is always available as proof.

Question 16.
Which all languages are used in non-verbal communication?
Answer:
Facial expressions, eye expression, physical expression, eye-contact, shaking the head, etc.

Question 17.
What is Encoding?
Answer:
The process of creating a message for transmission is called encoding.

Question 18.
What is decoding?
Answer:
Interpreting the message accordingly is called decoding.

Question 19.
State two barriers to communication.
Answer:

• Language and semantic barrier.
• Barriers are due to organisation structure.

Question 20.
State two points of suggestions to prevent barriers in communication.
Answer:

• The objectives of communication should be clear.
• Simple and easy-to-understand language should be used.

Question 21.
What is a business letter?
Answer:
The correspondence done in letter form between two parties in connection with a business activity is called a business letter.

Question 22.
State two features of a good business letter.
Answer:

• The clarity of the letter.
• The completeness of the letter.

Question 23.
What is a quotation letter?
Answer:
These type of letters are written to answer the Letter of Inquiry.

Question 24.
When the value of a product has to be recognised, which letter is written?
Answer:
Letter of inquiry.

Question 25.
What is a circular letter?
Answer:
When the information is sent to many people at the same time, it is called a circular letter.

Question 26.
What is a letter regarding an agency?
Answer:
It is written by the businessman for the agency, to be appointed as an agent.

Question 27.
Where is the date mentioned in a letter?
Answer:
It is positioned at the below the office address on the left.

Question 28.
Why is the ‘subject’ used in a letter?
Answer:
It is used to quickly understand the letter’s topic.

RBSE Class 11 Business Studies Chapter 8 Short Answer Type Questions (SA – I)

Question 1.
State 4 demerits of formal communication.
Answer:
Four demerits of formal communication are:

• There is a possibility of a delay.
• The messages pass through a pre-described route, so the normal flow is interrupted.
• It is a costly affair.
• It increases the workload of the senior officials.

Question 2.
Explain 4 merits of informal communication.
Answer:
Four merits of informal communication are:

• Messages reach at all places speedily.
• The information about the response of subordinate staffers is easily obtained.
• Ideas through free speech are encouraged here.
• Good decisions are taken due to the participation and co-operation of the subordinate partners.

Question 3.
Explain four elements of effective communication.
Answer:
Four elements of effective communication are:

• The messages should be clear and precise to avoid any confusion.
• The messages delivered should not be incomplete.
• The members included in the process should be minimum.
• The facts mentioned should be accurate.

Question 4.
What types of problems are faced during the process of communication by an organizational structure?
Answer:
Organisational structure plays an important role in communication. The more levels that this transmitter will pass through, the more obstacles will arise. Having a higher number kit level it increases the distance between the sender and the receiver, due to which they cannot communicate properly. This also leads to difficulties in the way of communication.

Question 5.
State four ways to remove barriers of communication.
Answer:
Four ways to remove barriers to communication are:

• Simple and easy-to-understand language should be used to communicate.
• The organisation should be minimized for effective communication.
• The sender and receiver should not make superficial assumptions.
• The organizer should also give importance to formal communication along with informal communication.

Question 6.
What do you mean in a business letter?
Answer:
In relation to business activities, the correspondence in letter form written between the two parties is called business correspondence. This correspondence is an integral part of any business. Along with the development of the business as well as the importance of written correspondence, accepted commercial letters are helpful in the development of business and in the case of dispute these act as written proofs and records.

Question 7.
What do you mean by letter of enquiry?
Answer:
Letter of Enquiry:
Before purchasing goods, merchants write letters for product information, asking price or asking for samples, by writing letters of enquiry. The buyer should clearly write about the items to be inquired about, whose full name and other details he/she wants to know.

Question 8.
What do you mean by letter of orders?
Answer:
Letter of Orders:
When the buyers get desired information from different vendors. and then they decide to order for purchase, care should be taken while preparing the order form. The quantity, variety, colour, form, size, type and other details of the order should be clearly mentioned.

RBSE Class 11 Business Studies Chapter 8 Short Answer Type Questions (SA – II)

Question 1.
What do you understand by communication? Explain its nature.
Answer:
Communication is a two-way process in which mutual exchange of two or more: pieces of information and meanings takes place.

Nature and Characteristics of Business Communication:

• It is a continuous process.
• It is a two-way process.
• It is a human activity, It involves the exchange of ideas, feelings and mutual understanding between two or more people.
• Messages can be exchanged in the communication process through oral, written, symbolic, audio-visual means.
• It develops mutual trust between the sender and the receiver and is based on good faith.

Question 2.
What do you mean by horizontal communication? Explain its merits.
Answer:
When information or messages are exchanged between employees, officers or the Heads of various departments of the organization, it is called flat communication. Flat communication is also known as horizontal or narrative communication. This can be both formal and informal. This type of communication establishes appropriate coordination between the various functions and departments of the organization.

Merits of horizontal communication are:

• Cordial human relations are formed in the organization by same-level communication.
• Tasks are completed quickly.
• It establishes appropriate coordination between the various functions and departments.
• It is successful in reducing the conflicts among same-level officers and subordinate sections, quickly.
• Confusion and suspicious are quickly resolved.

Question 3.
What is diagonal communication? Explain its merits and demerits.
Answer:
When information and orders are exchanged between different levels of working employees and communication does not determine any order of flow, it is called diagonal communication.

Advantages of diagonal communication:

• It increases the morale of the employees.
• There is a quick stream of messages in it.
• It enhances coordination at all levels in the organisation.
• This type of communication is used in complex organisations.
• The efficiency of the department increases by this.

Demerits of diagonal communication:

• It has a bad effect on formal relations.
• Difficulty in determining liability persists.
• The internal disorder can occur in the organisation.

Question 4.
What do you understand by Oral communication? What are its advantages?
Answer:
The message’s sender and the conduit are both face to face in oral communication. In this, words are exchanged as the words are pronounced. Interview, seminar, gathering, speech, exchange of ideas, discussion, Radio, FM, etc., are used.

Advantages of Oral Communication are:

• Any illusion or ambiguity can be resolved immediately.
• The secrecy of the message remains intact.
• The direct contact between sender and conduit remains in this.
• It saves time, labour and money.
• Alterations can be done accordingly.
• The belief of the employees remains intact and this increases their morals.

Question 5.
What all things should be kept in mind while writing the inside address in the business letters?
Answer:
The address is written in three sentences. In the first line, the name of the recipient of the letter, the second line contains the name of the street and the third line contains the name of the city or region. There are two methods of writing inner address, which is prevalent:
American Custom
Shri Ghanshyam & Company
15/3, Big Bazar
Ajmer

English Custom
Shri Ghanshyam & Company
15/3 Big Bazar
Ajmer

When writing the address of the recipient, the words of respect should also be included. Mr/Sri for the honour of men, Mrs. for married women and words like Kumari or Ms. are used for unmarried women. Sometimes, the term ‘Ji’ is also used at the end of the name. If a person has received a special title, then that title is also used before his/her name. The words M/S are used for the partnership firm.

RBSE Class 11 Business Studies Chapter 8 Essay Type Questions

Question 1.
On the basis of flow, communication is divided into how many parts?
Or
What do you understand by downward and upward communication? Explain its merits and demerits.
Answer:
On the basis of flow, communication is divided into two parts:

1. Downward Communication
2. Upward Communication

1. Downward Communication:
Downward Transmission is directed towards the subordinates and the sequence of instructions is arranged on the basis of the order in which the communication of the message is to be sent downward. It is also called national or Employee communication.
Advantages of Downward Communication:

• It has the force of the order of the higher officials. Employees quickly obey their order.
• The effectiveness of communication increases, resulting in a good outcome.
• Sufficient importance is given by the subordinates.
• The execution of the required tasks is quick.

Disadvantages of Downward Communication:

• The ability to work and morale of the employees suffers adverse effects.
• The messages reach the subordinate staff through different levels, and thus, are likely to be delayed.
• There is a lack of coordination between the managers and the employees because no advice is given to the employees directly.
• Changes may occur in the path of flow and fear of messages being distorted always exists.

2. Upward Communication:
When the message is sent by the subordinate staff to the higher officials, it is called upward communication. The flow of communication takes place from downward to upward. There are kinds of messages like employee representation. work problems, complaints, suggestions, feelings, thoughts and objections. Meetings, double door policy, suggestions box, report, correspondence, participation. a joint management committee, etc. are arranged for initiating upward communication.

Advantages of Upward Communication:

• The experimental environment can be created in the institutions.
• The moral of the employees is enhanced.
• Employees views, emotions and problems become known to their superiors.
  
• The suggestion of the staff can be availed.
• The progress and expansion of the feedback area become possible.

Drawbacks of Upward Communication:

• Employees are afraid to speak what is in their mind in front of the Irigher officials.
• The higher officials do not have the ability to identify and accept their adverse points.
• The suggestions of the employees are not given due importance by the management, which leads to an inferiority complex.
• Inferiority complex has been found to develop among the employees.

Question 2.
Suggest ways to remove barriers to communication.
Answer:
Ways to remove barriers to communication are:
1. Clarity of objectives – the purpose of communication should be clear. The clarity in message avoids any confusion.

2. Easy language – Simple and easy-to-understand language should be used to communicate. Do not use technical, misleading and dual-meaning words.

3. Communication Planning – Communication should be planned. Each task should be systematically completed with planned communication. With schematic communication, subordinates use their time and complete all the tasks systematically.

4. Minimum Organisation – The more the levels in the organisation, the more obstruction exists in the path of communication. therefore the organisation levels should be minimized for effective communication. This way. the message reaches the target quickly and at the right time.

5. Mutual Trust – Higher officials and their subordinates should have a feeling of mutual trust, which leads to efficient performance. The suggestions presented by the subordinates should be of importance. Senior executives should create a friendly environment.

6. Good Listening – Both the sender and the receiver should be good listeners. Both should listen to each other with confidence and patience, which brings about mutual understanding.

7. Removal of Preassumptions – The sender and the receiver should not make any superficial assumptions. Communication should be done by creating a good environment without any prejudice. Communication will not be successful in achieving its objective if any bias is obtained from communication.

8. Consideration of Individual Differences – The higher officials should send information keeping in mind the eligibility and condition of the subordinate staff only. During transmission, the sender transmits the message setting aside personal differences with the receiver. then the obstacles in the path of communication can be overcome.

9. Effective Leadership – Managers provide effective supervision and leadership to make communication effective. All the policies and regulations made by the authorities should have a good effect on the subordinates.

10. Followup and feedback – For the success of communication, it is necessary that the recipient of the message understands it in the same sense, that the sender sent it. After transmitting the message, the sender should also know the reactions and should remove the confusions, doubts and problems quickly. Follow-up and feedback are necessary for effective communication.

Question 3.
Explain the parts of a Business letter.
Or
State the various parts and kinds of the format of a business letter.
Answer:
A Business letter has the following main parts:
1. Heading – This includes the name of the organization, address, telephone number, fax number, at the top of the business letter and also mentions emails, websites etc. The title should be attractive.

2. Letter number – They are used to refer to received letters or sent letters. Through this, the recipient can get the information about a certain letter soon after looking at the letter sent by the sender,

3. Date – The date is very important in any letter, its position is below the office address on the left. The date can also be given along with the details of the business destination, likewise –
Big Bazar
Bharatpur
05 December 2016

4. Inside address – The name and address of the person receiving the letter are given on left-hand top of the business letters. This address is written in three sentences. In the first line, the name of the recipient of the letter is mentioned, the second line contains the name of the street, the name of the market or the name of the city and in the third line, the name of the city or region is written. American and English are two methods of writing inner address, which is prevalent. These two methods are:
American Custom –
Shri Ghanshyam and Company
15/3, Big Bazar
Ajmer

English Custom –
Shri Ghanshyam & Company
15/3, Big Bazar
Ajmer

5. Subject – the Subject title is used to quickly understand the letter’s topic. As soon as you read the title, it is understood that the letter is related to the specific matter, i.e. Example – On the regard of loss due to the breakdown of products.

6. Address – The address is used to give respect to the recipient of the letter. In business letters, Dear Mr., Dear Sir, Hon’ble Sir, for the address of men and Dear Madam or honourable madam, etc. are used for women.

7. Body of the letter – This part is the most important part of the letter which can be divided into three segments –

• Initial part
• Main part
• Summary and thanks to the receiver

8. Formal close – In the end, the letter is terminated by writing some respectful words. In professional letters – yours faithfully, yours truly, yours sincerely, etc., are used.

9. Signature & Designation – After signing, you should include your post, department and company name.

10. Enclosure – Many times, along with business letters, important documents, such as price lists, invoices, bank drafts, etc. are attached.

11. Signature of the Clerk – In order to be responsible for the writing of the letter, the signature of the person who writes or types the letter is also attached.

12. Post Script – If, after the end of the letter, it seems that there is an important thing which is left to be written, then in such a situation, after writing the letter, P.S. again is written and the author can re-sign it after writing the additional matter.

13. Other Directions – Instructions for sending the letter can be given through necessary words such as ‘confidential’, ‘urgent’ or ‘speed post’.

Question 4.
Ramlal Shyamlal, a book dealer from Railway Road, Jaipur, has enquired from Shri Gupta Publications, Big Bazar, Udaipur, about certain books. Write a letter including the price list and Business conditions.
Answer:
Gupta Publications
Publisher and Book Seller
Telephone: 4050228
Fax: 4051260
e-mail: gupta888@gmail.com
Letter number: P.U./170/2016

Big Bazar
Udaipur
15 December 2016

Shri Ramlal Shyamlal
Book Seller
Big Bazar, Jaipur

Dear Sir
We received your letter number 205/2016 on 10th December 2016 and we are very thankful for that. We are very grateful for your keen interest. We are sending you a list of the new edition of our published school and college level commerce and science books along with the price list.

We hope that our conditions would deem favourable for you. Hope you will send your most valuable order.
Attachment: Price list letter
Regards
Gupta Publications
Harimohan
(Partner)

Question 5.
What is a circular letter? Give an example.
Answer:
When the information is sent to many people on the same topic, circular letters are written. The information in it is of the same type, but the recipient persons are different.
Example:
Retirement of a Partner and Entry of a New Partner
Nischal Kumar and Company
Steel furniture seller
Telephone: 2500429
Fax: 2500430
e-mail: nischalkumar@gmail.com
Letter number: U/503/2016

Big Bazar
30th December 2016,
Dear/Respected Sir/Madam,
This is to inform you that our firm’s partner Mr Manoj Kumar has decided to separate from this firm w.e.f December 20, 2017, due to old age and illness. He has worked with dedication and diligence in the firm for almost 25 years so that the reputation of this firm has increased steadily. We are very sorry for this separation.

You will be delighted to know that after the separation of Shri Manoj Kumar, Shri Deepak Kumar has decided to become the partner of our firm. He has a lot of knowledge about this business and is a reputed person. So, getting the benefits of his services will be an advantage for our business. Hope that your former faith and support will continue to be extended to this firm.

Yours faithfully
Nischal Kumar & Company
(Manager)

Question 6.
You have written a letter to a customer, regarding the clearance of payment, and you have already written it 3 times in a year. He hasn’t replied to even a single letter of yours. Write a last letter regarding the payment.
Answer:
Aman Kumar & Dheeraj Kumar
Book Publication & Book Seller
Telephone: 2700904
Fax: 2700906
e-mail: amandheeraj@gmail.com
letter number: T/109/2016
Near Railway Station
Kota

30th December 2016
Shri Mohan & Sons
Dori Market
Udaipur

Dear Sir
We regret to write that the amount of 65,150 since January 2016 is due against you. In this regard, you did not pay any attention to any of the three letters written by us on 15th March, 20th June and 28th October 2016 respectively. You have not even cleared your dues yet after four months. You are one of our old and distinguished clients and we have never had such hope from you.

We are once again informing you that in view of all relations, kindly settle our entire outstanding dues as soon as possible.

If you still do not respond, then we will have to take recourse to legal alternatives.

Hope that you will send the cheque of the above-mentioned value very quickly and keep our relations intact in the forthcoming years.

Yours faithfully
Aman Kumar
(Partner)

Question 7.
Myself, Agrawal Publication, Publisher and Book Seller, Railway Road, Bharatpur, has referred your name to Deepak Book Depot, Big Bazar, Gangapur. Write a letter asking for a reference.
Answer:
Myself, Agarwal Publications
Publisher and Book Seller
Telephone: 7025955
Fax: 7025970
Website: www.agrawalprakashan.com
Letter number: S./1050/2016

Railway Road
Bharatpur

30th November 2016

M/s Deepak Book Depot
Big Bazar
Gangapur
Dear Sir
M/s Alok and Sons of Gangapur has demanded a credit purchase of 1 lakh from the hosiery. They have informed us about your business relationship with them for the past ten years.

We would be happy if you could send us the full details of their financial condition, transaction, business and reputation at the earliest. We assure that the information given by you in this regard with remain confined and confidential to us. We are waiting for your reply.

Yours faithfully
M/s Agrawal Publications
Aditya Agrawal
(Partner)

Question 8.
Manohar Lal & Company, Publishers and Booksellers, Jaipur Road, Ajmer, had taken trade insurance of 3 lakh through India Insurance company, Link Road, Ajmer, regarding their books. Your godown has caught fire, so write a letter regarding it.
Answer:
Manohar Lal and Company
Jaipur Road
Ajmer
Publication and Book Seller
Telephone: 8025627
Fax: 8025928
e-mail: manoharlal&company@gmail.com
Letter number: J/A/501/2017
Departmental Manager
New India Insurance Company
Link Road
Ajmer
01 January 2017

Dear Sir
We got fire insurance worth 3 lakhs from your company on 25th August 2016. Insurance policy number 0125067 was issued by you in this regard. We regret to inform you that on the day of 31st December 2016, there was a sudden fire in my warehouse of books. The fire brigade tried to prevent the fire from spreading. But even after all this, the entire stock of books kept in the warehouse was destroyed and burnt. The incident of the fire has resulted in a loss of about 4.50 lakhs.

You are thus requested to immediately send your agent to the site of the incident and inspect the burned material and arrange early compensation for the damage.

Yours Sincerely
Manohar Lal and Company
Rajpal Singh
(Manager)

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