Business Communication

By
Reema Monga
Assistant Professor, USMS
Minutes of Meeting

Minute is an official written statement of the motions and

resolutions taken in a meeting. It is brief but a complete
record of all discussions held among the members of the
meeting. It is also defined as the official record of the
proceeding of a meeting that should be needed to approve
by the participating members of the meeting. An accurate
written record of meetings is essential not only for all those
who attended the meeting but also for those who were
unable to attend. Some definitions of minute are as follows:
According to Rajendra Pal and Korlahalli, “Minutes are
the official records of the proceedings of meeting.”
Minutes of Meeting

●Meeting Minutes means a written record of the meeting’s activities

conducted by the company, organization, and a group of people. It is also
known as the meeting notes. Meeting minutes take note of whatever
happened during a meeting. Additionally, It keeps a record of decisions
taken from the discussion.
●Furthermore, the employee can revisit the important issue discussed in
the meeting.
●Finally, the purpose of minutes is to take note elaborately during meeting
time regarding attendance, discussion, who is responsible for which
task, how to solve the problems, vision, mission, and so more.
Therefore, taking minutes of meetings with specific notes is an essential
part of every formal meeting discussion.
Importance of Meeting minutes
Classification of Minutes

Minutes may be of two types viz.., Minutes of Decision and Minutes of Narration.

● Minutes of Decision: It means the recording of the resolutions taken at the meeting. In this
method, only the final decisions adopted at the meeting are recorded in brief. In other
words, Minutes of resolution means the written statement of the decisions that have
been taken and approved by the participating members of the meeting. Only the main
conclusions which are reached at the meeting are recorded in minutes of resolution. These
are usually used for minutes of AGMs and other statutory meetings.
● Minutes of Narration: It means the recording of proceedings of the meeting in detail for
some of the discussions and happenings. In this method, the minutes are written in a
narrative style about the discussions and the resolutions adopted in the discussions. These
minutes will be a concise summary of all discussions which took place, reports
received, actions to be taken and decisions made. It includes:
❖ Names of the participating members.
❖ Name of the proposer and supporter.
❖ Discussion summary. Resolutions.
Elements of Minutes of the Meeting
Elements of Minutes of the Meeting
1. Company or Organization Name: The company name is the essential element
of meeting minutes. Every minute of the meeting needs to have an exact
organization name at the top of the letter and add a logo if you have one.
2. The precise date, time, and location are the prime component of minutes to
express the profound meaning of discussion meetings.
3. Opening- For example, The regular weekly meeting was called to order on 24
October 2019, 4:00 PM at 202 room in Faculty of Modern language and
communication.
4. List of attendees- For example, the list of the members who participated in the
meeting.
5. List of absent- For example, the members who did not join the meeting
discussion. It also updates and reminds members who are absent from the
meeting.
Elements of Minutes of the Meeting
6. Agenda- It seems like the main plan list of activities.
7. Discussion- In similar to the agenda but a brief discussion of the main
point of the agenda.
8. Note- Take a record of who is going to do which task later. Actually,
the note implies here a list of people who have been assigned for certain
tasks.
9. Action Items- (For example, how many decisions have been taken
throughout the meeting discussion).
10. Adjournment- (Written evidence of when and how the meeting was
dismissed).
11. Submitted by & Approved by-
12. Documents- (For example, photo, word files, and pdf files)
Sample-Minutes of Meeting

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mple-Example-and-Format-768x994.jpg?ezimgfmt=ng:webp/ngcb9
Job Application
According to Quible and Others, “A letter of application is a message
designed to inform the reader of your desire for a position in his or her
organization and to request an interview for that position.”
Job seekers create application letters, also called cover letters, to send to
prospective employers in an attempt to get an interview. The application
is of two types:
If a job is advertised and available, the person sends a solicited
application letter. If the job was not announced, the person sends an
unsolicited letter hoping there might be an open position within a
company.
Job Application
The main difference between a solicited application letter and an unsolicited one is
whether a company receiving the letter announced a job opening or not. If a
company announced an opening, the letter is considered solicited because it was
requested. However, if a company had not asked for applications, the letter is
considered unsolicited.
The goal of a solicited application letter is to obtain an interview for a specific job
position which the writer mentions in the letter. For example, the writer states that
she is applying for the accounts payable clerk position that is open. When a
person writes an unsolicited letter, she hopes that the company has any position,
within a certain area, available. This letter is more general and the writer states
that she is applying, for example, to any type of managerial position within the
company.
 Solicited and Unsolicited Job Application Letter
Solicited Application Letter: Solicited application letters are written in response to
an advertisement for hiring or recruitment. Here the job seeker knows the vacancy
and can tailor his application as per the requirements of the said post. If you’re
sending a solicited application letter, you will usually know what qualifications the
organization is seeking.
Unsolicited Application Letter: Unsolicited applications letters are written at the
writer’s own initiative to the organization. Organization has not advertised for the
recruitment. Unsolicited application letter is also called prospecting letter.
An example of Solicited job application letter

MARCH 1, 2016
TO,
THE MANAGING DIRECTOR,
DREAM MERCHANT TECHNOLOGIES LTD.
53, NEW YORK C/A,
USA- 10001
SUBJECT: APPLICATION FOR THE POST OF MANAGEMENT TRAINEE OFFICER.
SIR,
IN RESPONSE TO YOUR ADVERTISEMENT PUBLISHED IN THE NEW YORK TIMES ON FEBRUARY 05, 20016, I WOULD
LIKE TO OFFER MY CANDIDATURE FOR THE ABOVE MENTIONED PORT. THE DETAILS RELEVANT TO THE POST ARE
ENCLOSED HEREWITH MY RESUME FOR YOUR KIND CONSIDERATION.
I AM LOOKING AHEAD TO IMMEDIATE HEARING FROM YOU.
YOUR SINCERELY
MICHEL JOHN
ENCLOSURE: 1. RESUME
2. PHOTOCOPIES OF ALL ACADEMIC CERTIFICATES
3. TWO RECENT PASSPORT SIZE PHOTOS
An example of Unsolicited job application letter

MARCH 1, 2016
TO,
PERSONNEL MANAGER,
CONTINENTAL COMPUTERS LTD.
53, NEW YORK C/A,
USA- 10001
SUBJECT: APPLICATION FOR A SUITABLE POSITION.
DEAR PERSONNEL MANAGER,
AS A GRADUATING SENIOR IN COMPUTER SCIENCE AT NEW YORK UNIVERSITY, I AM INTERESTED IN PURSUING MY
CAREER IN COMPUTERS. THE NEW YORK CHAMBERS OF COMMERCE AND INDUSTRY HAS GIVEN ME YOUR FIRM’S NAME
AS A LEADER IN THIS FIELD.
THE ENCLOSED RESUME INDICATES MY BACKGROUND IN COMPUTER SCIENCE AND HUMAN RELATIONS. ALTHOUGH I
AM UNAWARE OF ANY POSITION YOU MIGHT HAVE AVAILABLE, I WOULD BE ABLE TO VISIT YOUR ORGANIZATION OVER
OUR SPRING BREAK, APRIL 2 THROUGH 11. SHOULD YOU HAVE OPENING, I WOULD BE VERY INTERESTED IN VISITING
WITH YOU AND TAKING ABOUT THOSE POSITIONS.
I AM AVAILABLE DAILY AFTER 3 P.M. AT 805956. I CAN BE REACHED BY MAIL AT THE ADDRESS ABOVE. I WOULD
APPRECIATE ANY EFFORT ON YOUR PART OF CONTACT ME.
YOURS SINCERELY
MICHEL JOHN
Sample- Solicited and Unsolicited Job Application Letter

Solicited Job Application Letter

https://images.sampletemplates.com/wp-content/uploads/2015/10/Application-Lett
er-for-Teacher.jpg?width=600

https://images.sampletemplates.com/wp-content/uploads/2015/10/Formal-Applicat
ion-Letter.jpg?width=600

Unsolicited Job Application Letter

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38-50d28063ff18_1.png?w=1170&ssl=1
Resume Writing

A résumé is a document that summarizes your education, skills, talents, employment history,
and experiences in a clear and concise format for potential employers. The resume acts as a
bridge between you and the prospective recruiter.
●Resume is summary of your educational qualification details.
●It highlights your skills and experience relevant to the field
●It highlights your objective and accomplishments
●It should consider your extracurricular, and leadership qualities.
“The purpose of a resume is not to get you a job but rather to get you an interview.”
Types of Resumes:
●Chronological resume: For candidates with rich, consistent professional experience.
●Functional resume: For candidates with several gaps or changes in their career.
●Combination: For candidates with a diverse background of experience or when skills
and abilities are more relevant than work experience.
Reverse-chronological Resume

There are several resume formats you can use to present information to employers.
The chronological resume format, also known as “reverse-chronological,” lists your professional experience from most to
least recent i.e. newest to oldest. It is the most common approach and under this approach, work experience section
dominates and is placed immediately after contact information and introductory statement.
You should use a chronological resume if:
● You have several years of experience in one career path.
● Experience is closely related to the job opening.
● You have minimal or no gaps between jobs.
Chronological resume sections should include the following in this order:
● Name and contact information
● Summary or objective
● Professional history
● Educational history
● Skills and abilities

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Functional Resume

Functional resumes emphasise a job candidate's professional skills. It emphasizes on skills and capabilities. It
stresses on individual areas of competence rather than job history. They're great options for those who are
applying for a position and who lack extensive, recent or relevant work experience. This resume does not focus as heavily
on when you did your activities, but rather what you did.
A functional resume is a resume format that primarily showcases a candidate’s skills. As opposed to a reverse-
chronological resume that organizes a candidate’s experience under their previously or currently-held professional jobs
held in order of recency, the functional resume groups a candidate’s experience under skills or categories of skills.
● When you are changing careers and do not have significant experience within your chosen profession or
industry
● If you’re a recent graduate without extensive professional experience
● If you have significant gaps in your employment history. A functional resume format is also useful if
you have been out of work for a significant amount of time.
● If you’ve gained significant skills and experiences in ways other than professional jobs, such as in school or
through mentorship

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Combination Resume

A combination resume format emphasizes both skills and accomplishments, and recent work history. For example, this
resume format may be beneficial once you have a few years of work experience after college. Using a combination resume
format will highlight skills you’ve acquired as an early career professional, and help connect those skills to your
professional experience. A combination resume will include elements of the other two commonly used resume
formats:

● Functional resume format: Lists required, relevant and transferable skills that set you apart from other candidates.
● Chronological resume format: Provides recent and relevant work history in reverse-chronological order, listing the
most recent work experiences first in the professional history section.

You may want to use a combination resume if:

● You are an early career professional with 1–3 years of job experience
● You are a recent college or high school graduate with minimal work experience
● You are changing careers or industries
● You have worked with only a few employers, but have a consistent work history
● You have no gaps in your work history

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Verbal vs Non-verbal Communication
Verbal vs Non-Verbal Communication
Verbal vs Non-Verbal Communication