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Business Communication
Unit -3 Important Questions
Q 1. Explain the functions and layouts of various types of letters.

Letters have been an essential means of communication for centuries. Despite technological
advancements, written correspondence remains a crucial part of professional, personal, and
business interactions. Letters serve different functions based on their purpose, and they follow
specific layouts to ensure clarity and professionalism. In general, letters can be categorized into
formal, informal, and semi-formal types, each serving distinct communication needs.

Functions of Letters

The primary function of a letter is to convey a message in a structured and documented form.
Letters serve multiple purposes across different domains. In business settings, letters are used
to exchange information, make requests, place orders, and address grievances. They provide a
formal means of record-keeping, ensuring that all communications are documented for future
reference. Official letters play an essential role in government and corporate sectors, where
clear and precise communication is necessary for smooth operations.

In addition to their informational role, letters are also used for persuasion and relationship-
building. Sales letters, for example, aim to promote products and services, influencing
customers to make purchasing decisions. Similarly, personal letters help maintain social
relationships, offering a more heartfelt and expressive means of communication. Regardless of
their function, letters help maintain professionalism, convey emotions, and serve as legal proof
in cases of agreements and disputes.

Types of Letters and Their Layouts

Different types of letters follow specific formats and structures, ensuring that the message is
effectively communicated. The layout of a letter generally consists of a heading (sender’s
address and date), recipient’s details, salutation, body, closing, and signature. However,
variations exist depending on the type and purpose of the letter.

1. Formal Letters

Formal letters are used for official and business communication. They maintain a professional
tone, structured layout, and clear language to ensure that the message is understood without
ambiguity.

(i) Business Letters

Business letters are widely used for professional interactions such as inquiries, order
placements, complaints, and partnership proposals. They follow a structured layout to ensure
clarity and conciseness. The format of a business letter includes:

Sender’s Address – The letter begins with the sender’s address, usually placed at the top-left
corner.
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Date – The date is written below the sender’s address.

Receiver’s Address – The recipient’s address follows next.
Subject Line – A brief line summarizing the purpose of the letter.
Salutation – A polite greeting such as Dear Sir/Madam or To Whom It May Concern.
Body – The main content, typically divided into an introduction, details, and conclusion.
Closing and Signature – Ends with phrases like Yours sincerely (if the recipient is known) or
Yours faithfully (if unknown), followed by the sender’s name and designation.

(ii) Official Letters

Official letters are used for communication between individuals and government authorities or
institutions. These letters may include requests for information, applications, or legal notices.
The format is similar to business letters but tends to be more formal in tone.

(iii) Circular Letters

Circular letters are used to address a group of people simultaneously. Businesses often use them
to announce changes in policies, new products, or upcoming events. Unlike business letters
addressed to a single recipient, circular letters are distributed widely but maintain the same
structured format.

2. Informal Letters

Informal letters are used for personal communication, such as writing to friends, family, or
acquaintances. They do not follow a rigid format and allow for a more relaxed and expressive
tone.

(i) Personal Letters

Personal letters are meant for emotional and social interaction. They typically include:

Sender’s Address and Date – Positioned at the top-left corner.

Salutation – A warm greeting like Dear [Name].
Body – A flexible and expressive section where the sender freely shares thoughts, emotions,
and experiences.
Closing – Ends with phrases like Best wishes, With love, or Yours truly.

Unlike formal letters, personal letters do not require a subject line or strict structure. They allow
creativity and personal expression based on the relationship between the sender and recipient.

3. Semi-Formal Letters

Semi-formal letters fall between formal and informal letters. They are often written to teachers,
colleagues, employers, or acquaintances where a respectful yet slightly casual tone is
acceptable.

(i) Application Letters

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One of the most common semi-formal letters is an application letter, such as job applications
or leave requests. These letters follow a professional structure but may contain a slightly
personal tone depending on the context. The format generally includes:

Sender’s and Receiver’s Address

Date
Salutation (Dear [Name])
Subject Line
Body (Introduction, Reason for Writing, Closing Statement)
Signature

Q 2. Draft an application for the post of Company Secretary and then an

appointment letter in a large Public Limited Company.
Rahul Sharma
B-12, Lajpat Nagar,
New Delhi - 110024
Email: rahul.sharma@email.com
Contact: 9876543210
Date: 12th March 2025

To,
The HR Manager
Tata Group Ltd.
Connaught Place,
New Delhi - 110001
Subject: Application for the Post of Company Secretary
Dear Sir/Madam,
I am writing to express my keen interest in the Company Secretary position at Tata Group Ltd.,
as advertised. I am a qualified Company Secretary (CS) from the Institute of Company
Secretaries of India (ICSI) and hold a Master’s degree in Corporate Law. With over five years
of experience in corporate governance, legal compliance, and regulatory affairs, I believe I can
contribute significantly to your esteemed organization.
In my previous role at Reliance Industries Ltd., Delhi, I was responsible for ensuring corporate
compliance with SEBI and MCA regulations, organizing board meetings, maintaining statutory
records, and advising senior management on legal matters. I have extensive experience
handling company law, mergers & acquisitions, investor relations, and secretarial audits. My
ability to coordinate with regulatory authorities like SEBI, RBI, and the Ministry of Corporate
Affairs has strengthened my expertise in corporate governance.
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What draws me to Tata Group Ltd. is its strong reputation in the corporate world and its
commitment to ethical business practices. I am excited about the opportunity to contribute to
your legal and compliance framework. I have attached my resume for your review and would
appreciate the opportunity to discuss my application further in an interview.
Thank you for your time and consideration. Looking forward to your positive response.
Yours sincerely,
Rahul Sharma

2. Appointment Letter for the Post of Company Secretary

Tata Group Ltd.
Corporate Office: Connaught Place,
New Delhi - 110001
Contact: 011-23456789
Website: www.tatagroup.com
Date: 12th March 2025
To,
Rahul Sharma
B-12, Lajpat Nagar,
New Delhi - 110024
Subject: Appointment as Company Secretary
Dear Mr. Sharma,
We are pleased to offer you the position of Company Secretary at Tata Group Ltd., a Public
Limited Company, with effect from 1st April 2025. Your appointment is in accordance with the
provisions of the Companies Act, 2013 and other applicable laws.
Terms of Appointment:
1. Designation & Reporting:
You will hold the position of Company Secretary and report directly to the Board of
Directors and the Managing Director.
2. Roles & Responsibilities:
Your key responsibilities will include:
• Ensuring compliance with the Companies Act, SEBI regulations, and other
corporate laws.
• Organizing and recording Board and Shareholders’ Meetings.
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• Handling statutory filings, annual returns, and legal documentation.

• Advising the Board on corporate governance and regulatory matters.
• Liaising with regulatory bodies such as SEBI, ROC, and Stock Exchanges.

3. Compensation & Benefits:

• Your annual CTC (Cost to Company) will be ₹18,00,000 (Eighteen Lakhs Per
Annum).
• You will be entitled to performance incentives, provident fund, gratuity, medical
benefits, and other perks as per company policy.

4. Probation & Confirmation:

• You will be on a probation period of six months, after which your performance will
be reviewed for confirmation.
5. Confidentiality & Code of Conduct:
• You must maintain confidentiality of company records and comply with the highest
ethical standards.
6. Termination Clause:
• Either party may terminate the appointment by giving three months’ notice or
equivalent salary in lieu thereof.
Please sign and return a copy of this letter as confirmation of your acceptance. We look forward
to your contributions and wish you success in your role at Tata Group Ltd.

Yours sincerely,
Amit Verma
Director - HR & Administration
Tata Group Ltd.

Accepted & Signed by:

Rahul Sharma
Signature: __________
Date: __________
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Q 3. Write a letter of complaint to an automobile company complaining

about a defect in the vehicle you have bought and seeking appropriate relief.
Amit Khanna
H-45, Rajouri Garden,
New Delhi - 110027
Email: amit.khanna@email.com
Contact: 9812345678
Date: 12th March 2025
To,
The Customer Service Manager
Hyundai Motor India Ltd.
A-30, Mohan Cooperative Industrial Estate,
Mathura Road, New Delhi - 110044
Subject: Complaint Regarding Defective Vehicle – Request for Immediate Resolution
Dear Sir/Madam,
I am writing to formally bring to your attention a manufacturing defect in the vehicle I recently
purchased from your dealership, Hyundai Creta SX (Petrol, 2025 model), bearing registration
number DL 8C XY 5678 and chassis number HYN5678901234. The vehicle was purchased on
20th February 2025 from Hyundai Showroom, Karol Bagh, New Delhi.
Unfortunately, within just a few days of use, I encountered the following serious defects:
1. Frequent Engine Overheating – Despite normal driving conditions, the engine
temperature rises unexpectedly.
2. Braking Issues – The brake response is delayed, causing significant safety concerns.
3. Defective Air Conditioning System – The AC stops functioning intermittently,
making it unreliable.
To address these issues, I visited your authorized service center at Hyundai Service, Patel
Nagar, New Delhi, on 5th March 2025. However, despite their efforts, the problems remain
unresolved. This has caused me inconvenience, safety concerns, and financial losses due to
repeated service visits.
As the vehicle is still under manufacturer warranty, I request the following immediate actions:
• A complete replacement of the defective vehicle, OR
• A full refund if the defect is irreparable, OR
• A comprehensive repair at no additional cost with a written assurance against future
defects.
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I urge you to address this matter urgently and provide a resolution within seven days from the
date of this letter. If I do not receive a satisfactory response, I will be compelled to escalate the
matter to the Consumer Disputes Redressal Commission.
I have attached copies of the purchase invoice, service reports, and warranty documents for
your reference. Kindly contact me at your earliest convenience to discuss the next steps.
I look forward to your prompt response and a fair resolution.
Yours sincerely,
Amit Khanna

Q 4. You are applying for the job of Marketing manager in an organization,

write your resume and application for the same.
Neha Verma
A-25, Defence Colony,
New Delhi - 110024
Email: neha.verma@email.com
Contact: 9876543210

Date: 12th March 2025

To,
The HR Manager
Hindustan Unilever Limited
Sector-32, Gurgaon, Haryana - 122001

Subject: Application for the Post of Marketing Manager

Dear Sir/Madam,

I am excited to apply for the position of Marketing Manager at Hindustan Unilever Limited. I
hold a Bachelor of Business Administration (BBA) in Marketing from Delhi University and
have six years of experience in marketing strategy, brand management, and digital advertising.
My expertise in market research, customer engagement, and campaign execution makes me a
strong candidate for this role.

Currently, as a Marketing Executive at Nestlé India Ltd., Gurgaon, I have successfully managed
brand positioning campaigns and promotional strategies, leading to a 15% increase in sales and
a 25% rise in customer engagement. I have experience handling social media campaigns, SEO-
driven content strategies, and product launches, which have strengthened brand recall and
market share.
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What excites me about Hindustan Unilever Limited is its commitment to innovation and
consumer-driven marketing strategies. I am eager to apply my analytical thinking, creativity,
and leadership skills to contribute to your team’s success.

I have enclosed my resume for your review. I would appreciate the opportunity to discuss my
qualifications in an interview. Thank you for your time and consideration.

Yours sincerely,
Neha Verma

Resume
Neha Verma
A-25, Defence Colony,
New Delhi - 110024
Email: neha.verma@email.com | Contact: 1111111111
LinkedIn: linkedin.com/in/nehaverma

Professional Summary
Enthusiastic and results-driven Marketing Professional with six years of experience in brand
management, digital marketing, and market research. Proven ability to develop and execute
effective marketing strategies that drive brand visibility, increase customer engagement, and
boost revenue. Strong expertise in social media marketing, content strategy, and customer
insights analysis.

Key Skills
✔️ Brand Strategy & Positioning
✔️ Digital & Social Media Marketing
✔️ Market Research & Consumer Insights
✔️ Campaign Development & Execution
✔️ Content Marketing & SEO Strategies
✔️ Customer Engagement & CRM
✔️ Product Launch & Promotions
✔️ Performance Analysis & ROI Optimization

Work Experience
Marketing Executive
Nestlé India Ltd., Gurgaon | Jan 2020 – Present

Designed and executed marketing campaigns that increased brand engagement by 25%.
Led SEO and content marketing strategies, improving website traffic by 30%.
Managed product launch campaigns, contributing to a 15% increase in sales.
Conducted market research and competitor analysis to optimize branding strategies.

Marketing Associate
Dabur India Ltd., New Delhi | July 2018 – Dec 2019
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Assisted in developing social media campaigns, resulting in a 20% boost in audience reach.
Worked on email marketing and influencer partnerships to enhance brand awareness.
Analyzed customer feedback and market trends to refine marketing strategies.

Education
Bachelor of Business Administration (BBA) – Marketing
Delhi University | 2015 – 2018

Certifications & Training

✔️ Google Digital Marketing Certification
✔️ HubSpot Content Marketing Certification
✔️ Advanced SEO & Social Media Strategy Course

Languages known
• English (Fluent)
• Hindi (Fluent)

Q5. Write a persuasive letter to your customer to buy your product

Riya Sharma
Sales & Marketing Manager
PureAir Home Solutions Pvt. Ltd.
B-12, Lajpat Nagar,
New Delhi - 110024
Email: riya.sharma@pureair.com
Contact: 9812345678

Date: 12th March 2025

To,
Mr. Ankit Malhotra
78, Greater Kailash - II
New Delhi - 110048

Subject: Breathe Healthier with PureAir – Exclusive Offer for You!

Dear Mr. Malhotra,
I hope you're doing well. With increasing air pollution and rising health
concerns, ensuring fresh and clean air indoors has never been more important.
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That’s why we are excited to introduce our latest innovation – the PureAir Ultra
Air Purifier – designed to keep your home pollution-free and your family safe.
Why Choose PureAir Ultra?
• 99.9% Air Purification – Eliminates dust, allergens, and harmful
pollutants.
• Smart AI Technology – Adjusts filtration automatically based on air
quality.
• Energy Efficient & Silent – Saves power while operating at ultra-low
noise.
• Modern & Compact Design – Fits seamlessly into your home décor.
• Limited-Time Offer: Flat 30% Discount + Free Installation!
To help you experience the benefits of clean air, we are offering a FREE in-
home demo at your convenience. This exclusive discount is valid only until 20th
March 2025, so don’t miss this opportunity to upgrade your home environment.
To place an order or schedule your free demo, simply call us at 9812345678 or
visit our website at www.pureairsolutions.com.
Invest in cleaner air for a healthier tomorrow! We look forward to assisting you.
Best regards,
Riya Sharma
Sales & Marketing Manager
PureAir Home Solutions Pvt. Ltd

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