In any business, communication is the key to express thoughts, ideas, facts, and plans. The means and ways of communication vary from person to person and depend on the situation. Business communication is best explained as the information sharing processes that lead to profit for any business. Business communication can take place between people within the organization or outside the organization. The characteristics of good business writing and the features of business communication are discussed here, in detail.
[Image will be Uploaded Soon]
What is Business Communication?
Any communication related to business is referred to as business communication. Communication, in general, refers to the sharing of thoughts and ideas between two or more individuals. All those communications that lead to the benefits for one or both the business partners are called business communication.
Business communication encompasses communication linked to administration, law, trade, finance, management, etc. Business communication is targeted towards the goal of any business firm. The communication occurs continuously between the two parties and is two-way in nature. Certain features of business communication make it clear and fruitful.
Features of Business Communication
[Image will be Uploaded Soon]
There are six basic elements of any business communication and they are as follows.
Message- The message is the information that is needed to be exchanged between the parties.
Sender- The person who is conveying the message to other parties is called the sender. It can be a single person or a group of people.
Receiver- The person or parties who are receiving the messages from the sender.
Channel- Every sender uses a medium to transfer the message to the receiver. The medium used to transmit the message is called the channel. It can be done over the letter, telephone, emails, fax, in-person conferences, or video conferences.
Symbols- In order to make the message concise and clear, the sender might use certain words, signs, and actions to express the emotions. These elements of the message are called symbols.
Feedback- After receiving the message from the sender, the receiver responds in the form of feedback. This is the final element of any business communication.
All these basic elements also constitute the characteristics of written communication.
Objectives of Business Communication
The next question is, why business writings are being used. The objectives of business communication are listed below.
A holistic approach to organizational development.
To elicit mutual relationships between the employees or collaborators of an organization.
Conducting training programs for new and existing employees.
Developing plans to attain the goals of the company.
Providing necessary information for the proper execution of the plans.
Providing support to the employees.
Encouraging and supporting others in their action.
Portraying any decision.
Building trust.
Conveying warnings.
Calling for participation in problem-solving.
Characteristics of Business Communication
There are certain basic concepts for effective business writing. The characteristics of business communication that will help you to understand these concepts are given below.
Realistic communication must be maintained.
Imaginary information must be avoided at all costs.
The communications must be targeted to a common goal. Any doubts in these communications must be taken care of.
The business communications must be so formulated that it targets dedicated customers.
Polite language must be used. It should not attack customers.
The communication must not reflect any personal opinion. The use of metaphors and imagery must be avoided.
The communication must depict real facts and figures. It should consider mutual understanding as to the base.
It must follow the general characteristics of business reports.
The basic concepts in effective business writings can be used to appreciate or warn against any specific activity. It can also be used to provide advice, instructions, information, suggestion, or support.
What are the Steps for Effective Business Communication?
In order to make your business communication approaches effective, it is important to follow the general characteristics of written communication. These characteristics are listed below.
Do away with any form of assumptions. Consider facts, figures, and real-world items in your communication.
Develop a good habit of listening. Listen carefully about the topic and then speak out your ideas.
Ask important questions that can contribute to the cause.
Consider both verbal and nonverbal communication with equal importance.
Show your patience during any communication.
Conduct any business conversation at an appropriate place and time.
Maintain a proper decorum with all employees at a company. Have elevated levels of politeness for seniors and employees at higher ranks.
FAQs on Characteristics of Effective Business Writing
1. What are the key characteristics of effective business writing as per the CBSE syllabus for 2025-26?
Effective business writing is essential for clear communication in any professional setting. The primary characteristics include:
- Clarity: The message should be simple, clear, and easy to understand, avoiding ambiguous language or jargon.
- Conciseness: Communication should be to the point, conveying the necessary information without unnecessary words or details.
- Purposeful: Every piece of writing must have a clear objective, whether it is to inform, persuade, or instruct.
- Audience-Oriented: The content, tone, and language must be tailored to the intended reader's knowledge and position.
- Correctness: The writing must be free from grammatical errors, spelling mistakes, and factual inaccuracies to maintain credibility.
- Objectivity: Information should be presented based on facts and figures, not personal opinions or biases.
2. What are the famous '7 Cs' of effective business communication?
The '7 Cs' provide a checklist for ensuring effective business communication. They are a core concept in business studies:
- Completeness: The message must contain all the facts the reader needs to react or make a decision.
- Conciseness: Sticking to the point and keeping it brief.
- Consideration: Step into the shoes of the audience; tailor the message to their viewpoint and needs.
- Clarity: Emphasise a specific message or goal at a time, rather than trying to achieve too much at once.
- Concreteness: Use specific facts and figures, avoiding vague or generic statements.
- Courtesy: Writing should be polite, respectful, and friendly.
- Correctness: The message must be accurate in grammar, punctuation, and facts.
3. What is the importance of effective business writing in an organisation?
Effective business writing is crucial for the smooth functioning and success of any organisation. Its importance lies in:
- Building Professionalism: Well-written documents create a positive and credible image for both the individual and the company.
- Ensuring Clarity: It prevents misunderstandings, errors, and wasted time by ensuring instructions and information are clearly conveyed.
- Improving Efficiency: Clear and concise communication helps in faster decision-making and execution of tasks.
- Maintaining Records: Written communication serves as a permanent record for future reference and accountability.
- Persuading Stakeholders: Well-crafted proposals and reports can effectively persuade clients, investors, and management.
4. What are some common types of business writing students should know with examples?
Students should be familiar with various forms of business writing, each with a specific purpose. Common types include:
- Business Emails: Used for daily internal and external communication, from simple queries to formal announcements.
- Memos (Memorandums): Short, official notes for internal communication to inform employees about updates, policy changes, or events.
- Business Reports: Formal documents that present factual information, analyse data, and provide recommendations (e.g., sales reports, market analysis).
- Proposals: Persuasive documents written to convince a client to buy a product/service or to get approval for a project.
- Meeting Minutes: An official record of what was discussed and decided during a meeting.
5. How does the target audience influence the tone and style of business writing?
The audience is the most critical factor in determining the writing style. For example:
- Writing to a Superior: The tone should be formal and respectful. You should be concise, provide necessary data, and focus on results and recommendations.
- Writing to a Colleague: The tone can be more collaborative and slightly less formal, though still professional. You can use commonly understood internal acronyms.
- Writing to a Client: The tone must be courteous and customer-focused. Avoid internal jargon and focus on how your message benefits them.
- Writing to the Public (e.g., Press Release): The language must be simple, clear, and professional to represent the company's brand image positively.
Adapting your writing shows competence and respect for the reader's time and position.
6. Why is it considered a best practice to avoid jargon in most business communication?
Avoiding technical jargon is crucial for effective and inclusive communication. The primary reason is to ensure the message is understood by everyone, regardless of their specific role or expertise. Using complex jargon can alienate readers, create confusion, and lead to misinterpretation of the core message. Simple, direct language makes communication more efficient, saves the reader's time, and projects an image of transparency and clarity, which builds trust with clients and colleagues alike.
7. How can a writer maintain objectivity and avoid personal bias in business reports?
Maintaining objectivity is key to the credibility of any business report. To achieve this, a writer should:
- Use Fact-Based Language: Rely on verifiable data, statistics, and evidence rather than feelings or assumptions.
- Avoid Emotive Words: Steer clear of words that convey strong personal feelings (e.g., 'terrible', 'amazing'). Instead, describe the situation with neutral terms.
- Cite Sources: Attribute all data, quotes, and external information to their original sources to build credibility.
- Present a Balanced View: Acknowledge multiple perspectives or potential counter-arguments, even if you are recommending a specific course of action.
- Focus on Analysis, Not Opinion: Instead of saying "I think this is a bad idea," write "The data indicates three potential risks: A, B, and C."
