Barriers in Communication:

Physiological Barriers: Physical Disability

Deafness:
Dumb
Blind
Lame
Mental Disorder
Speech Disorders: Stammering.
Memory: Poor Retention
Language
Disease
Sickness
Fatigue
Pain
Stress
Infection
Flu
Paralysis

Psychological Barrier: Mental State

Emotional character and Mental limitations
Absent-mindedness
The fear of expressing one’s ideas to others,
Excitement
Emotional instability
Upset
Assume: Message is Understood
Anger
Attitude: Negative
Self Image : Negative
Fear of being insulted
Nervous
Specific details
I Know every thing
Over confidence
I am expert
Too much information
Quick Judgemental
Distortion
Poor Listening
Not Considering others
Repeating same words
Pauses
Aaaah!, Aaaah!
 7’C of Effective Communication

List of principles for written and spoken communications to ensure they are effective.

Completeness, Correctness, Courteousness, Concreteness, Clarity, Conciseness,

Consideration

1-Completeness
Who, What,When, Where, Why?
Announcement, Birthday, Wedding: Wedding Card,
Order place: Book, Edition, Author, Quantity, Delivery Address, Price, etc
Seminar: Seminar Date, Time , Place , Chief guest, VIP Guest Names, Topics, Refreshment
Exhibition: ITCN is scheduled on days,…… to ……,
BBA Class will be held on….at….. in Class # ….

2-Correctness:
Grammar: Tenses: Verb form; Send Sent
Punctuation, Verb
Lawyer language is typical
Avoid: is’nt, wana, I’ll

3-Courtesy:
You attitude : Polite, Humble, Respect, Manners, Courteous
e.g Thanks, Regards, Please, Kindly, Convey my Regards, Get well soon, Looking forward for
your kind reply, Wish you all the best, Thanks for giving your precious time, Honourable guests,
Respected teachers,
Don’t’s: Its your fault, you did not properly read my latest email … ( Please read my email once
again carefully….)

4-Concreteness: Specific Not General

Intelligent Student stood first …( Mention GPA 4)
Babar Azam Played well so selected in next world cup ( Batting Average 80 )
Facts & Figures, Secured GPA 4

5-Clarity:
Clear, Understand Easily,Precise Words, Familiar Words,Easy Words, Short Sentences
Dog Products, SWOT Analysis … to avoid

6-Conciseness
Businessmen has short time, Time is money
Fewest words, Avoid wordy expression: ( At this time ..NOW)
Include only relevant material : ( Not long History in Invitation Letter)
Avoid unnecessary repetition, To the point

7-Consideration :
Receiver Interest, Target Group, You attitude
Benefit: Evening programs for Executive MBA Class, Saturday Sunday Class for Office Going,
Flexible hours,

Extra – C : : 8-Convincing: Persuasiveness,

3) Company Introductory Letter/ Products Information/ ABOUT US

Why people buy your products?...Quality word in not enough

Find Product features/ Specific Benefits/

Products: Fans, Mineral Drinking Water, Empty Plastic Bottles,

Bags, Poto copy Paper, Paint, Ball Point Pen, Box Files,Tissue Paper, Ice Cream Shop,
Bulbs, French Fries, Banks, French Fries,

Serivces: Computer Institute, Website Development, Karachi University (KUBS), Retail

Shop Restaurant,

Search from Websites: ( Above mentioned Products Services)- Companies

Vision:
Mission : ………………
Solgan: ………………….

Product Benefits:
High Quality, Comfortable, Flexible, Durable, customized ,Color, Shape, Texture,
Attractive, etc etc etc

Product : …………….UNIQUE SELLING POINTS…

e.g Empty Plastic Drinkable Bottle

Light Weight
Transparent: Can see clear water
Firm Grip
Never Drop( Standing position)
Stylish Shape
Bottle Remains cool
Anti Fog: Even kept in Fridge
No Leakages
Lips does not get hurt while drinking
Eco friendly
Lid print does not fade
Proper seal packed
Seal does not break when bottle is dropped
Emborsed printing on bottle to avoid copy
Bottle does not make irritating noise while drinking water
Etc etc

Introduction: ( Opening)

You are one of our valued potential Clients and it has always been a great pleasure to do
business with your well esteemed organization
We are one of the leading companies in the Pakistan/world
We are in the business of ……. for the last …… years.
We are one of the fastest growing companies in Pakistan & abroad
We are one of the best fortune 500 companies company in Pakistan.
We are one of the most reputable companies in Pakistan
We are a newly established company with high ambition and zeal to become one of the most
reputable companies in Pakistan.

Company Strengths :
Well established, Establishment Date, Highly reputable, renowned, Well esteemed, Reputable
Image, Leading, Fastest Growing, unmatchable , High Quality Manufacturing facility, Exports…..
Staff:
Well experience Staff, Highly Qualified Staff, Professional Employee, Dedicated, Passionate,
Committed, Passionate, Supportive, Renowned, Trust worthy, Well Organized, Well-trained,
Foreign Trained Employee, Ethical Employees, Highly Motivated, Self Motivated

Laboratory:
Modern Lab, State of the Art Lab, Innovative, Well equipped Lab, Huge, Spacious, Hygenic,
German/Europeon Technology,
Research & Development facility, All products are Physically Tested.

Raw Materials:
Imported, Tested & Certified Quality Raw Materials from Germany & UK

Clients – Local Clients All over Pakistan & International European & UAE Clients

Prices: Reasonable or High Price,

International Trade Fairs : German Trade Fair, USA, Dubai etc

Membership with Associations: Karachi Chamber of Commerce (KCCI), FPCCI, Overseas

Chamber of Commerce International (OCCI),
Pakistan Business Council

After Sales Service:

C.E.O Profile: Well experience and Foreign Degree, Well Educated,

Awards: Best Exporter of Pakistan , Social Work

Certifications : ISO 9001 (Standard) , ISO 14001 ( Environment), FDA Approved( Food &
Drug), SGS Certified, WHO ( World Health Organization)

Product features: Product Vast Range, weight, Variety, Sizes, Standard Specs, Tested
Products, Variety of Colors, Strong Packing,
Attractive Packaging,
We provide excellent after sale service.
We provide customized solutions
Excellent After Sale Service

Website: Professional Website, user friendly, Linkedin, Facebook, Twitter, Instagram,

Videos can be loaded
We can have a face to face meeting to provide more details.

Free Sample:
Can provide Free Sample , Can Perform Free Demo, Can load Broucher and
Certificate from our website
Online Video demos

Ending:
Looking forward for establishing good long term business relationship with your well
esteemed organization
Looking for your positive reply.
Waiting for your positive reply.
We will appreciate you quick & Positive reply
We want to develop good business relationship with your organization.
Any further details, kindly visit our website: www.abcd.com
Looking forward for your firm Inquiry
We can also have a Video conference

4-P’s : Product, Place, Promotion, Price

Promotion:
Advertising: T.V, Signboard,
Social Media: Linkedin, Face book etc
Wesbites,
Sale Promotion: Buy One get one free
Personal Selling: Physical visits of Sales staff to clients
Publicity: News about company in newspaper, magazines etc

Letter Head, Visiting Cards, Website, Face book, Linkedin, Instagram, Post, E- Leaflet
-------------------------------------------------------------------------------------------------------------

3) Invitation Letter for Exhibition/ Chief Guest

The C.E.O
ABC Company
Korangi Industrial Area/ Site Area/
Karachi

Subject: Invitation Letter for Exhibition at Expo Centre

Dear Mr. ABC

Assalam o Alequm!

Hope you are Safe & Healthy/ Hope you are in good health/Hope you are fine.
We are pleased to invite you ..// We are glad to invite you:….. as a Chief Guest

at our booth # 101 at Expo Centre, Karachi in the International Trade Fair which is going to held
on July 01, 02, & 03, Saturday, Sunday. at Hall # 1, Timing will be from 10:00 a.m to 5:00 p.m.

Our boot is size is very huge and well decorated by our in-house creative staff. . We have also
issued VIP Passes. We have sent you by courier.
This event is organized by the leading event company of Pakistan.

Expo Centre is located in the Centre of Karachi. It is located at the main University Road, near
National Stadium.
You are also invited at the Opening Ceremony of the Trade Fair which will start at 10:30 a.m.

All the local & International Trade fairs, seminars and Exhibitions held in this Expo Centre.
Large number of companies are participating in this big trade event. Companies from all over
the world are also coming to Karachi to visit the stalls.

Many reputable international companies will display their products & perform live Demo.
Large number of Local and Multi-national companies

4) Invitation to SEMINAR as a Chief Guest

Mr. Abc
The Director/The C.EO
XYZ Company
Karachi

Subject: Invitation to SEMINAR as a Chief Guest

Dear Sir,
Assalam o Alequm!

We are pleased to invite you ..// We are glad to invite you:….. as a Chief Guest in the Seminar
arranged at 1st Floor, Conference Room # 3 on Jan 01, From 10:00 am to 2:00 p.m. Their will
be a Tea Break of 15 Minutes at 11: a.m. Lunch break will be at 1:00 p.m to 1:30 p.m
Many Speakers from leading companies are coming at our seminars.

Many C.E.O are also invited at the Seminar, You are invited as chief guest at our Seminar.
There will be prize distribution ceremony for Leading business persons.

Your dedication and leadership is highly appreciated by the business community locally and at
international level.
Your presence will be a great honour for us.

We are one of the leading companies in the world and has established a reputable image in the
entire Pakistan and abroad.

We are one of the most reliable and quality products manufacturers in Pakistan has large
number of satisfied clients within and outside the country.

Products Brief:
Our Products are of variety of designs & models which suits to educational institutes.
We have already supplied to various local & International companies.
Our products are of high quality and all our clients are very much satisfied with our products

We will wait for you positive reply

We can also visit to your office for further discussion.

Best Regards

Yours sincerely

ABC
Sales Manager
Cell#, Email…….., LinkedIn.
5)
May 20, 2023
The Manager Sales/ The Sales Manager
ABC Chair Company
Gulshan e Iqbal
Karachi

Subject : Complaint Letter

Reference : Our Purchase Order No: 123-2022 Dated: Nov 22, 2022
Your Delivery Challan No: D-102, Dated Nov 20, 2022

Dear Mr. Abc

Asslam O Alequm

Hope you are in good health.:

We thankyou for your delivery of good, received, today on Nov 26, 2022 as per our above
mentioned Purchase Order.

As you are aware that we are one of the leading Institute offering BBA, MBA Courses and have
a good image in all over Pakistan. We are known as quality conscious company offering
unmatchable quality education in all over Pakistan.

You are also a quality products renowned supplier.

We are buying chairs from you for many years and were very satisfied with your products

We were very surprise when our staff open the container of chairs. The Chairs were not as per
our requirement.
They Quantity of the chairs were not complete
The colours were different form our requirement
Some of the chairs are broken
Specifications were missing
Some of the Computer Chairs are very short height
The Boss chairs are not rotating properly

We were not expecting such kind of service from your company.

I think it is because of some careless loading or selection of products from your employee

Our next semester classes are starting from July 01, 2023 and we are very worried due to
these faulty products.

We therefore request you to please send your staff immediately on urgent bases to inspect the
items.
Please change the faulty products and send the products as per our requirements.

We look forward for your prompt action.

Looking forward for your quick action.
We are anxiously waiting for your positive response
Your early action is desire to solve our problem

A & H Co.
A Quality Conscious Company
Manager Supply Chain
ABC Company
Doha, Qatar

Subject : Quotation
Plastic 250 ml Bottles
Dear Sir,
Thank you very much for your Inqy dated :……. for the below mentioned products.
We, are a team of competent, highly qualified professionals with vast experience of more than 20 Years
of supplying high quality products & services of International repute to renowned local and multinational
companies in Pakistan & Abroad.

We have successfully established a reputable image for our honesty, fair dealings, commitments & quality
service. Our aim is to provide good quality products and always look forward for introducing new
innovative products for the benefits of our clients.
Our product folio consists of wide range Plastic Bottles used in Water Companies, Pharma, Beverages
& other packaging industries. We can supply you at most competitive rates with good quality service. We
have already supplied to one of the leading Mineral Water & Pharmacuetical Companies.

S.N Item Packing Specificati Packing Weight Price / QTY Total

o Description on Material Unit Price
( USD) Rs/USD

Price:
FOB (Free on Board) Ex: Factory Price,CNF (Cost and Freight), Insurance CIF(Cost Insurance & Freight)
Taxes: Sales Tax: Inclusive in Price, Sales Tax Excluded in Price, Sales
Tax to be included: 17%
Prices Validity: Valid 30 days after submission of this quotation:
Weight: 10000 Kgs Approximately
Shipment Quantity: 5 % +/- (Variation in Quantity to be acceptable by the Buyer)
Port of Loading: Karachi, Pakistan
Port of Discharging: DOHA, Qatar,
Packing: Material Plastic Packing, Heat Proof, Water Proof,
Marks/Stamped: Made in Pakistan
Shipment Method: By Sea, By Air, By Rail, By Road
Container: One 20 FCL
Infection Spray: Yes
Certificates : Attached (Invoices, Bill of Lading, Shipment Documents)
HS Code: 6310.9000
Delivery: 40 Days after receiving your confirmed Order or Earlier
Payment Terms: Advance Payment through T/T ( Telegraph Transfer):
(USD to be paid by the Buyer in Advance before shipment)
Payment Method: 50 % Advance & 50 % after delivery, L/C,(Letter of Credit), L/C ATSIGHT, L/C 60
Days, L/C 90 Days

Looking forward to establish good and long term business relationship with your well esteemed
organization.

Best Regards
Mr. XYZ
Sales Manager
__________________________________________________________________________________

Office Address: Plot No.11, Block -12, Gulshan e Iqbal, Karachi, Pakistan
Cell: 03333101010, Email: info @ abcd .com , Website: www.abcd.com.

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