Assignment Code: BDP/BEGE-104/TMA/2021-22

Course Code: BEGE-104

Assignment Name: English for Business Communication

Year: 2021 - 2022

Verification Status: Verified by Professor

Q 1.  Read the passage carefully and answer the questions given below it.

Paralanguage is the meaning conveyed by how something is said. Oral  communication is what is said. This is the distinguishing feature that makes  paralanguage different from oral language and also indicates their inseparability. It is  impossible to have paralanguage without oral communication. It is almost like the  relationship between computer software and hardware, there is no use of one without  the other.

Paralanguage is one of the most powerful complementing media that oral  communication possesses over the written. How a particular message is said is to a great  extent its measure of importance. In some ways, we may call it the ‘highlighter’ of oral  messages, since it uses certain physical aspects of language articulation to  emphasize the central focus of the message. The features of paralanguage are: Voice  (volume variation, pitch variation, speed of speaking and pauses), Word stress,  Inflections and Non-fluencies. To see what role they play in this nonverbal medium, let  us take up an important paralinguistic feature ‘voice.’

Voice: When the phone rings and we take the call, a voice says ‘Hello.’ What are the  first few things we learn about the caller apart from the meaning of the five-letter  word ‘Hello’? You will be surprised by how much you can actually learn from the  paralanguage of the message. First, you will be able to make out the gender of the  caller; second, whether it is an identifiable or familiar voice; third, if unfamiliar, from the  way the word is spoken, you may be able to assume the socio-linguistic or  educational background of the person. Now, none of these meanings are actually  ‘contained’ in the word ‘Hello’ . These are all derived from the paralinguistic voice  associate and not the oral communication itself. It is also true that without the voice it is  impossible to communicate orally. This then is the relationship that exists between the  two where paralanguage helps to add further meaning to the oral communication.  Paralanguage is, as the name suggests, ‘like’ language. It does not use words as such. It  is basically the vocalization of words.

Q. 1a What is the difference between Paralanguage and Oral communication? 2

Ans) The meaning provided by how something is spoken is referred to as paralanguage. What is stated is referred to as oral communication.

Q 1. b “Paralanguage is one of the most powerful complementing media that oral

communication possesses over the written.” Discuss. 3

Ans) Paralanguage is one of the most powerful complementing media that oral communication has over written communication in terms of effectiveness. The value of a given message is determined in large part by the manner in which it is communicated. Because it employs specific physical elements of language articulation to draw attention to the major subject of the message, it could be referred to as the "highlighter" of oral messages in some instances.

Q 1. c What details can you make out when you hear the word ‘Hello’ on the phone? 3

Ans) Firstly, you will be able to determine the gender of the caller; second, whether the voice is recognisable or familiar; third, if the voice is unfamiliar, you may be able to determine the person's socio-linguistic or educational background based on the manner the words are said. In actuality, none of these connotations can be found in the word 'Hello' because the word itself does not contain any of them.

Q 1. d What are the features of voice? 2

Ans) The following characteristics of paralanguage are present: voice (variation in volume, pitch, speed of speech, and pauses), word stress, inflections, and non-fluencies (pauses between sentences).

Q 1. e Make sentences of your own with the following words/phrases from the passage: 5

i distinguishing features

Ans) There are only two distinguishing features of this species of leaf, one being its unique colour and the second is its shape.  

ii inseparability

Ans) There is a simple inseparability of the thought and being of the thinker.

iii complementing

Ans) These provide a network of public services complementing those provided by local authorities.

iv familiar

Ans) The name mentioned wasn't familiar to me.

v derived

Ans) A lot of English words are derived from Latin.

Q 1. f Give opposites of the following words: 5

i oral (para 1)

Ans) Written

ii different (para 1)

Ans) Related

iii powerful (para 2)

Ans)

iv importance (para 2)

Ans)

v true (para 3)

Ans)

Q 2. In the following memo the linking words and phrases are missed out. Choose the most

appropriate word or phrase from the ones given.

Memo from: General Manager To: Managing Director

Date: 1* April 2019 Ref No. GRS/23/19

(i) ………………we have agreed in principle to try and cut down on staff,

there are two serious problems in the Buying Department.

(ii) the clerk in charge of ordering from the stores is also

responsible for the filing of information. (iii) ................. at the end of the month,

when most people want replacements from the stores, and (iv)............-........ require

information from the files, he is unable to help us with the demand. (v) ............

he is practically unoccupied during the first week of every month, when he could be

helping someone else, so | suggest we try to reorganise his job.

Date: 1st April 2019

i a) in spite of b) while c) because

ii a) firstly b) at first c) namely

iii so that b) consequently c) because

iv a) also b) on the other hand c) therefore

v a) also b) in contrast c) otherwise

Ans) Memo from: General Manager To: Managing Director

Date: 1* April 2019 Ref No. GRS/23/19

(i) While, we have agreed in principle to try and cut down on staff, there are two serious problems in the Buying Department.

(ii) Firstly, the clerk in charge of ordering from the stores is also responsible for the filing of information.

(iii) so that at the end of the month, when most people want replacements from the stores, and

(iv) therefore, require information from the files, he is unable to help us with the demand.

(v) In contrast he is practically unoccupied during the first week of every month, when he could be

helping someone else, so | suggest we try to reorganise his job.

Q 3 The following letter sounds rather direct and demanding, as if written from a superior to an inferior. Improve the tone of the letter by transforming the verbs in capitals into polite  forms:

Dear Mr. Sareen

We SHALL be grateful if you CAN explain the delay in the shipment expected on May

1st. You MAY call us on the above number to save time. Otherwise, it WILL be

appreciated if you CAN reply asap.

Yours sincerely,

Ashish Khetan

Ans) Dear Mr. Sareen

We would be grateful if you could explain the delay in the shipment expected in May

1st. You may call us on the above number to save time. Otherwise, it would be

appreciated if you could reply asap.

Yours sincerely,

Ashish Khetan

Q 4 Fill the gaps using each of the following items once only:

also            as well as           further            additional            besides

Please send the shipment as arranged. We would (a)………..…… be grateful for your help

in extending our product range. Kindly send a/an (b)… ..................set of brochures on your

latest series. If possible (c)………..…… the brochures, we shall require an

(d)………..…… copy of the current price list, (e)………..…… details of the updated

specification.

Ans) Please send the shipment as arranged. We would (a) also be grateful for your help  in extending our product range. Kindly send a/an (b) additional set of brochures on your  latest series. If possible (c) besides the brochures, we shall require an  (d) further copy of the current price list, (e) as well as details of the updated  specification.

Q 5 Write the opening lines of five letters complying with the following requests. One is done  for you as an example.

Example: Please send us information about your cleaning services.

Thank you for your mail enquiring about our cleaning services.

i. I should be grateful to receive your current catalogue.

ii. Could you please send me your price list and prospectus?

iii. If you could send the parcel soon, I would be most grateful.

iv. It would be most helpful if you could send the brochure.

v. We would be interested in receiving the details of your courses.

Ans) Thankyou for your mail requesting for our current catalogue. As requested we have attached along with this letter our prospectus and price list. We will be more than happy to send the parcel impromptu from our end. Yes, the brochure also is sent, which will be of much assistance to you. We are glad to know of your interest in our courses. These too are provided for your perusal.

Q 6 Find out the wrong sentences and correct them.

i One of the best known streets in Paris are the Champs Elysees.

Ans) One of the best known streets in Paris is the Champs Elysees.

ii Better kinds of paper come from pulp which is made by chipping wood.

Ans) Pulp, which is generated by chipping wood, is used to make better types of paper.

iii A large number of tourists visits India every year.

Ans) A large number of tourists visit India every year.

iv The Indus and many other rivers are used for irrigation to help farming.

Ans) The Indus and many other rivers are used for irrigation to help farming.

v All your honesty and hard work are going to help you.

Ans) All your honesty and hard work will help you.

Q 7 Write a dialogue on any one of the following.

i) You’re waiting on a platform at the station for your train. An old lady who is also   waiting says, ‘It’s a nice day, isn’t it?’ How would you continue the conversation?

Ans) Dialogue while waiting on a platform at the station:

Woman: It’s a nice day, isn’t it? We could ask for a better day, could we?

Man: True. There isn't a cloud in the sky. I love this time of the year.

Woman: Me too. The cherry blossoms are beautiful, what do you think?

Man: They sure are. But I heard it is going to rain all weekend.

Woman: Really? Oh well. I have to work all weekend anyway. I'm a doctor.

Man: Wow. I'm sure you make good money with that diamond watch you have on.

Woman: Ah, this bus seems to be running late. How long of a wait it is already?

Man: I've been here for at least fifteen minutes now.

Woman: Where are you heading today?

Man: Actually, I'm going to the City Hall to do some important purchases.

Woman: Oh, what a coincidence. So am I!

Man: Oh! great, maybe we can do the shopping together.

Woman: Here comes a bus now.

Man: Oh good. Wait, that's not the bus we want. That bus goes downtown.

Woman: Well, it looks like we'll be waiting a little longer. I guess, I'll use this time to do my reading.

Man: I love reading. Right now I'm reading a book on Paradise. Have you heard about it?

Woman: Not really.

Man: Oh, here's our bus.

Woman: Oh great. I thought it would never come. Well, let’s hope we have a nice day ahead.

Man: I sure hope. Anyway, relief for the moment.

Q 8 Write a memo informing the staff of the death of a woman who started in the company in a  junior position and gradually worked her way up to an influential position. She always

fought for women’s rights, both inside and outside the firm. The memo must be in about

100 to 150 words.

Ans) Memo on the death of a woman who started in a company as a cleaner, and gradually worked her way up to more and more influential positions; she always fought for women’s rights, both inside the firm and outside.

Memo                                                                                                      Date 12. 11. 2021

From: Company Secretary                            

Mr. Rajeev Sinha

To: All concerned.      

I’m feeling very sorry to announce the death of Mrs. Shakya who had been suffering from breast cancer for a long time. She died peacefully on Sunday morning at home.

She started in a company as a clerk, a junior position, and gradually worked her way up to more and more influential positions,  becoming the company supervisor. She always fought for human rights both inside the company and outside. She was well known to the staffs and people because of her remarkable social studies. She was also awarded with various national and international awards for her volunteer participation to empower the women.

I, therefore, surely expect that all of you will join me to send condolences to her family. Similarly, our office will be half day on Monday to attend her funeral.

Secretary

Rajeev. S

Q 9 Write short notes on any four of the following:

i. Features of a good conversation

Ans) The Eight Traits of a good conversation are:

1. Be Respectful. Appreciate others' thinking. ...

2. Be Prepared. Focus on the topic, activate background knowledge, and make connections. ...

3. Be An Active Listener. Look at the person speaking. ...

4. Be Clear. ...

5. Inquire and Probe. ...

6. Show Comprehension.

7. Check Understanding. ...

8. Control Self.

   
   

ii. Differences between telephone and face and face conversation

Ans) The main difference between Face to Face Communication and Telephone Conversation is that Face to Face Communication is more personal than Telephone Conversation. You can see the person’s expressions and gestures how they are reacting. But Telephone Conversation is cheaper and consumes less time than meeting the person face to face as it will be costlier to visit a person in another city.

Face to Face Communication is a way of social interaction which allows the person to communicate with another person directly. Interaction is physical, and a person can see another person’s behaviour, facial expressions, gestures etc.

Telephone Conversation is the most important form of communication in the modern era. Without it, a lot of work may be pending. By using the Telephone, you can talk with someone in a couple of minutes. One must take care of two things while having a telephone conversation, i.e., listening to the person, understanding, and then reacting. Plus, there are a lot of factors to take care of while talking on the phone.

v. Characteristics of a good report

Ans) The report provides factual information depending on which decisions are made. So every care should be taken to ensure that a report has all the essential qualities. A good report must have the following qualities:

1. Precision: In a good report, the writer is very clear about the exact and definite purpose of writing the report. His investigation, analysis and recommendation are directed by this central purpose. Precision provides unity to the report and makes it a valuable document.

2. The accuracy of facts: Information contained in a report must be based on fact. Since decisions are taken on the basis of report information, any inaccurate information will lead to wrong decision.

3. Relevance: The facts presented in a report should not be only accurate but also be relevant. Irrelevant facts make a report confusing and likely to be misleading.

4. Conciseness: A good report should be concise but it does not mean that a report can never belong. Rather it means that a good report is one of that transmits maximum information with minimum words. It avoids unnecessary detail and includes everything significant.

5. Simple Language: A good report is written in a simple language avoiding vague words. The language of the report should not be influenced by the writer’s emotion. The message of a good report is self-explanatory.

6. Grammatical Accuracy: A good report is free from errors. Any faulty construction of a sentence makes its meaning different to the reader and sometimes become confusing or ambiguous.

7. Clarity: A good report is absolutely clear. Clarity depends on the proper arrangement of facts. The reporter should make his purpose clear, define his sources, state his findings, and finally make a necessary recommendation.

8. Attractive presentation: A good report provides a catchy look and creates attention of the reader. Structure, content, language, typing and presentation style of a good report should be attractive to make a clear impression in the mind of a reader.

vi. Importance of small talk in business

Ans) Small talk is pleasant conversation about common interests. It is a prelude to a business conversation. It is meant to put people at ease before they get down to business. 

It helps to create a favourable environment for talking business.

It may also help you to develop a better understanding of the person that you are doing business with.