Written Messages-II: Minutes, Reports, Proposals, Bulletin Boards, Prese Releases Unit 4: BBS First Year Business English

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Unit 4: Written Messages  

Minutes

Minutes are formal notes or records of business meetings, hearings, discussions made or resolutions reached. They are also known as protocols (procedures) that start with a list of people who were present at the meeting, followed by a statement of issues considered by them and their input or decisions made. Usually, a secretary takes notes to prepare the minutes later in a meeting or discussion.

Reports

A report is an organised document that presents information about a business situation. It presents findings from an investigation or a review of a business issue, problem or trend. The information is usually presented in a narrative, graphic or tabular form. Reports are to be objective with accurate. A report is submitted by lower-level employers or managers to the upper-level executives.

Proposals

A proposal is a plan or suggestion forwarded for consideration by someone. It is a formal written document making an offer of a product or service to a potential client.

Business Plans

A business plan is a document that spells out the formal statement of a set of business goals and how those goals would be achieved. It includes the strategies for progress, and it is a written description of the future of a company’s business.

Bulletin Boards

A bulletin board is a surface or place for posting public notices, posters, leaflets, pamphlets, advertisements and announcements. They are made of wood and plastic and used in schools, offices, or universities. These days, internet forums serve as electronic notice boards.

Signboards

A signboard is a large board fence that displays the name or logo of a business or product with visually attractive images and some written information. It is often displayed along highways, on buildings or in other visible locations.

Pamphlets

A pamphlet is a small booklet or leaflet that is used for promotional purposes. It may provide information about a campaign, an organisation’s values or a new product. It can be without a cover and can be as simple as a flyer or a leaflet, a half-folded page or many pages. Flyers and leaflets are basic and economical forms of pamphlets.

Brochures

A brochure is a professional form of promotional material that is distinguished in design and format with the view to creating a positive and lasting impression. A brochure that introduces a company and its products or services is written concisely and in simple language. It includes images and graphics and is usually attractively designed for visual appeal.

Guideline Manuals

Guidelines are documents that outline rules, regulations, principles or pieces of advice. They explain a course of action or procedures. When companies need to make the process of work uniform, they create guidelines for their employees, such as meeting guidelines and communication guidelines.

Instructions

Instructions are documents that explain the process of doing a task step-by-step. For example, how to use a product or service. When we buy a packet of noodles or a bottle of medicine, we will also bring some written instructions on how to cook noodles or how to use the medicine.

Questionnaires

Questionnaires are a set of written questions with predetermined answer options. They are useful to conduct surveys or market research to find out how consumers perceive a company’s products or services. They can be used systematically to gather information from a large number of people and their likes and dislikes. People may not be responsible or honest in their responses.

SMS

Short Message Service (SMS) is a text message service available on mobile phones. It is very popular for sending or receiving business messages. Mostly, it is used for sending the most urgent messages that can be informal. However, depending on the context, it can also be formal. It helps businesses to alert customers about new prices and update customers on airline flight status or appointment reminders.

Resumes

A resume is a summary of a person’s employment, education and skills or work experiences. It is used in applying for a job in any business. The British term for a resume is CV (Curriculum Vitae). A CV is a detailed document of professional affiliation, as it is comparatively longer.              

Articles

Articles are short or medium-length (700- 1,200 words) news articles, feature stories, opinion columns, advertorials or interviews.  They may cover a variety of topics to address a wide range of audiences.

Newsletters

A newsletter is a periodic publication in the form of a bulletin for internal audiences within an organisation or a professional society. It is printed on letter-size paper that carries company updates and news about employees, including the development of products and services.

Press Releases

A press release is a form of news article released by a company to pass a piece of important information to the mass media, such as newspapers, radio, television and online news outlets.

Print Advertisements

A printed ad (advertisement) is a notice or announcement in a mass media outlet placed by a company to promote a product, service or event. It may also be used to publicise a job vacancy. Newspapers and magazines offer many examples of print ads. Print ads help to reach a large number of people at once. 

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