Technology Enabled Communication:

Modern business requires modern technology. Any business that expects to

thrive grow today must have at least a basic understanding of the various
innovations, programs and devices as well as the knowledge of how to apply
these technologies. The many tools and powers that technology makes
available to the business owner and employees can help the business
succeed in its goals after understanding how to use them properly
Communication Tools.
Video conferencing
• Interactive telecommunication technology
• Conference between two or more participants at different sites by
transmitting audio and video data.
• Tools : Video camera,microphone,speakers on device.
Electronic mail
• Facilitates fast and convenient flow of information, among users at
various location.
• Increases efficiency.
• Reduces cost.
• Reduces paper waste
Cell phone communication
• Wireless communication: Gives flexibility to stay in touch without
without any location constrains.
• Verbal communication: verbel communication is more effective over
written communication for informal messages.
• Text messaging: short messaging services is widely used for small
messages.
World wide web:
• Technology has changed the way we communicate in so many ways. It
has also changed the way people conduct business, and the manner
we conduct our personal and social lives. We can easily text, talk and
email through a link to anyone all over the world. In fact, it is now
possible to visit any part of the world virtually. The education sector
has also improved significantly because it is now possible to acquire a
degree from any institution all over the world if you have a computer
and internet connection.
• On the other hand, internet communication has created numerous
problems that appear to increase as the technology advances. The list
of advantages and disadvantages of internet communication can be
endless, it all depends on the track you choose to it.
Advantages of Internet Communication:

• 1. Speed and time

• Through internet communication, time and money are saved. This is
because it is much cheaper and quicker to transfer information around. It
also becomes faster and efficient to contact a business partner or a
relative. We can now communicate with anyone around the world through
emails and text messages instantly. The internet has also provided face-to-
face communication, thanks to Skype, social media sites, video
conferencing, and many other ways offered by communication companies.
• 2. Job creation
• One major advantage of internet communication is the creation of new
and exciting jobs. System analysts, computer programmers, web designers,
hardware and software developers and many other new opportunities
created by information communication technology (ICT).
3. Globalization
• The internet has indeed brought people closer, and also helped in
economic growth. It has also brought down geographical and
language boundaries. The universe has become a global village due to
information technology, permitting countries such as such as Japan
and Ireland who are separated by language and distance, share
information and ideas with one another.
4. Cost effective
• It is so cheap to send an email to another country than making a
phone call. The internet has also helped to systematize business
practices helping businesses to cut cost.
 Impact of Technology or How Technology Affects
Communication:
For better or worse, technology affects communication because it is a part of our
everyday lives. Instead of traditional phone system, networking and computer
advancements allow individuals to communicate through internet connections. From a
business perspective technology communication is beneficial.
With this in mind, here’s a breakdown of everything you need to know about how
technology affects communication with customers, plus how to use these developments
to your advantage.
Mobile technologies can help business stay connected with their customers and
employees. Social media can also be used to connect with customers. Marketing
Technology communication affects us continuously. As we make technological advances,
new trends in communications emerge and often become the norm.
Machine learning will have a significant impact on how we communicate.
Is Technology Good for Communication?
There are pros and cons to the ways we use technology to communicate with
customers.
On the one hand, technology affects communication by making it easier, quicker, and
more efficient. It allows you to track conversations and therefore provide better
customer service. Tech also makes it easier to gather customer insights and improve
the entire customer experience.
How to Use Technology to Affect Communication Positively:
1. Monitor Brand Mentions on Social Media
You can use social media analytics to gather customer feedback, manage your online
reputation, provide excellent customer service, and gain customer insights.
This gives you a chance to gain a competitive edge to track social analytics, monitor brand
mentions, and track customer feedback.
Explain to your customers how you will use this data and their feedback to inform your
brand and its social media presence. This will make followers feel more of an affinity with
you as a brand that genuinely listens to its customers.
These days, many tools also include features that go beyond standard performance
analytics, such as likes and shares, to allow you more in-depth insights, e.g., sentiment
analysis.
2. Offer Immediate, 24/7 Communication
Some find the idea of chats as a means of communication impersonal.
If you can let a customer service handle frequently asked queries from your customers,
saving you time and resources, it’s not just beneficial for you. It’s beneficial for your
customers too.
Customers want a quick response time when they engage with brands. Customer service
mean that customers can get the help or answers they need around the clock and in many
cases, get answers immediately.
3.Email Communication
Email automation is also a huge time-saver. This tool provides the following services:
1.E-mails provides faster and easy mean of communication.
2.Various folders and sub-folders can be created within inbox of mail, so it provide
management of messages.
3.It is effective and cheap means of communication because single message can be sent to
multiple people at same time.
4.E-mails are very easy to filter. ...
5.E-mail is not just only for textual message.It is formal communication within an
organization
Selection of appropriate communication Technology:

Office manager should be familiar with the various devices of

communication and the different factors which should be considered
before adopting a particular communication system. In order to get a
good decision over the means of communication, the following factors
may be considered:
• 1. Quickness/Speed
• There are many types of transactions conducted during the business
hours. One must speed up the transmission of message on the basis
of importance and urgency of transaction.
If the party is available in the transacted place, oral communication is enough. If the
party is residing in the same city, telephonic message is good: if outside the city,
message through Subscribers’ Trunk Dialing (STD). If much distance is there, then
mail can also be sent.
2. Accuracy
If the accuracy of the message is the prime motive, a letter will serve the purpose
Telephonic conversation might be misheard by the other party.
Even telegrams, sometimes lead to wrong conclusion. Therefore, success can be
done by a letter, provided the letter is properly written. Therefore, the
communication medium which is selected should ensure accuracy in the
transmission of messages.
3.Safety
There is always risk when valuables are sent by post. Therefore, for safety purposes,
important documents may be sent by registered post; for further safety by registered
and insured post.
6. Cost
The cost of communication is also important. Before adopting any system, the
expenses in different means may also be considered. The material cost (stationery)
and labour cost in preparing the letter will also be considered.

7. Distance
Distance between the persons who are parties to communication is an important
factor. If distance is too short, face to face communication is suitable. If there is
distance, message can be transmitted through phone or telegram or letter.
Importance of Technical communication:

1. Technical Communication is Cost-Effective:

Let us understand this point with the help of an example. You have to invite your
customers to one of your company's events. You think of mailing them the
invitations. So, at first, you get your invites printed (or even written). Subsequently,
you think of providing your customers with some discount coupons as well. Thus,
you get the coupons stamped under the brand name of your company too.
Loss! Loss! Loss!
A lot of the company's hard-earned money gets los of humongous loss. Instead, a
newsletter invite sent via the official Email ID of the company to all the subscribers
could have saved the company heaps of money. There would have been nil paper,
mailing and stamp costs. That’s the reason why technical communication tends to
be economically more fruitful.
2. Technical Communication Saves Time:
Continuing with the example mentioned earlier, imagine the hand of time you would have
invested in sending the letters and getting an response from customer.
Now, if you had to deliver a message to various lines of work departments regarding any
modifications in the company rule, supposedly, verbally or even in writing, you would
have been obliged to take specific time to conduct the same procedure. However, a
validated statement and notification regarding any change in the rules on the official
email IDs and personal contact numbers of the employees or management respectively
could have saved the company a lot of time.
 Technical Communication builds healthy Staff-Client/ Customer Relationship:
The more manageable, your technical equipment and interfaces, would make the lives
effortless for your customers and clients, the more would your company be preferred,
over the rest of the companies of your trade.

If a bank has a user-friendly ATM or a Money Depositing Machine, the customers

would have been happier and satisfied with the ease in their transactions. The staff too
would have been, burdened with less of work.

A convenient web portal of a company or brand help leads and customers to be able to
search for brand information, product or service details, the working of the technical
articles without any difficulty. The virtual assistants are the state-of-the-art tech-
communication elements that enable finding solutions to problems all the more
sailing.

And therefore, this is how Technical Communication supports the smooth functioning
of an organization.
 Unit 5
Business letters
Reports
Business Letter:
• Business letter is a form of written communication within an
organization or between two organization. It is differentiated from
general letters its layout and forms.
Sales Letter:
• Sales letter is used to convince the customers for an existing product or a
new products.
Guidelines for sales letter:
• A Headline – Use this to grab the reader’s attention and highlight your
main purpose.
• Introduction – This is the first paragraph that provides the details of the
service or product.
• Body – Build your credibility. You can highlight information such as the
product’s worth, how it compares to similar products, or a list of satisfied
customers.
• Call to Action – Encourage the reader to respond.
Tips for Writing a Sales Letter
• State clearly what you are offering
• your words to your target audience
• Introduce yourself, your company, or your product properly
• Make the first line of each paragraph count
• Show the credibility of the product or service
• Build attention and include a strong call to action
• Avoid being confusing or funny
{Date}
{Recipient’s Name}
{Recipient’s Address}
{City, State, Zip Code}
Dear Mr./Mrs./Ms. {Recipient’s Last Name}
{Business name} is a company that is engaged in the {nature of business}. Our experts
have an experience of more than {number of years} in the field of {specific field name}.
We are based in {headquarters} and have outlets in {name locations} for the
{distribution/provision} of our {products/services}.
Our {products/service} have become very popular, and we are receiving a positive
response from the market. We offer quality {products/services} at competitive prices.
If you have any questions or need more details, please contact us at {email address} or
{phone number}. You can also visit our website {web address}.
Sincerely,
{Your Name}
{Job Title}
{Company Name}
15 July 2039
Harrison Allen
ABC Textiles
435 Celina, Texas
Dear Mr. Allen,
We at ABC Textiles are glad to inform you about our new product. We are one of
the renowned names in the textile industries and have a vast collection of fabrics.
This winter, we have released a new Snow Fabrics line. The products in this line are
specially designed to withstand the cold weather and are warmer than our
previous designs.
They are also available in dark colors meant to trap the heat in for the best
experience. We assure you that your customers will love the Snow Fabrics line.
If you have any queries, please contact ABC Textiles
through [email protected] or call our office at (545) 456 789 00.
You can also visit our website abctextiles . com.
Sincerely,
Michelle Johannes
Marketing Manager,
ABC Textiles
Claim letter:
• A claim letter is also called a complaint letter
• It is written to rectify mistake or made or done.
Guideline for claim letter:
• A clearly written statement outlining your intent to make a claim to the organization or
individual referenced;
• Any relevant policy codes, product numbers or other transaction-related identifiers;
• Concise (but clear) description of the circumstances that led to the claim (vehicular
accident, a trip resulting in injury, insufficient goods or services, etc.);
• The action you want the organization or individual to take in response to your claim
(usually a full or partial refund);
• A clearly stated deadline for the action outlined above;
• Your next step if the appropriate actions aren’t taken to settle your claim (legal
proceedings).
• Your contact details and an invitation to speak with you directly via phone or email;
• Copies of any relevant documentation (receipts, policy documents, service contracts,
etc).
Claim letter:
{Your Name/Company’s Name}
{Your Address/Company’s Address}
{Recipient’s Name}
{Recipient’s Address}
Dear {Recipient’s Name},
It has come to my attention that you have not completed the {Service} agreed in the contract you signed on
{Contract Date}. In this contract, you committed to delivering the {Terms of Service} and the {Terms of Service}
by {Terms of Service}.
This is three days away, so there is no longer any possibility of the work being finished on schedule. I am
particularly disturbed to discover the {Issue in Dispute} and the {Issue of Dispute}, because it means I cannot
{Consequence of violation} as planned. This is likely to result in unnecessary expenses for my company.
It is deeply disappointing that you couldn’t adhere to the terms of the contract. As you have made no attempts
to reach out and explain the situation, I have no option but to insist you complete the work by {Deadline Date}
or face legal action for breach of contract.
I enclose a copy of the contract you signed. Please contact me on {Your Number} at your earliest convenience
to discuss this matter.
Sincerely,
{Your Name}
Adjustment Letter:
• Adjustment letter is reply to claim letter.It should not be sent at the
moment of excitement or anger
•Acknowledgment of the Client’s Claims. It starts by acknowledging the claims or complaints of the customer.
The letter goes ahead to appreciate the client for taking the bold step to complain. Further to these two, it
promises the client that his complaints shall be dealt with appropriately.
•The regret of any Mistakes. Next, it regrets the emergence of that mistake. To do this, the letter apologizes for
the mistake on behalf of the company. The best way to apologize is to admit error on the part of the company
and promise never to allow that mistake to arise afresh.
•The Intended Solutions. What exactly does the company intend to do to remedy the error? The letter should go
ahead and outline the steps the management of the company plans to put in place to be able to reverse the
issue and solve it whole-heartedly. It should also spell out the timeline within which the solution is to be
delivered.
•Promise for Further Co-operation. As a sign of good gesture, the letter should also make provisions for further
co-operation with the client. In this regard, the management of the company promises to make every effort to
see to it that the concerns of the client are dealt with expeditiously(speedy).
•Friendly and Courteous Language. In its entirety, the letter contains friendly and courteous language even when
the issue raised has no real merit. Remember, an angry response will usually lead to the loss of a client which in
turn may trigger an overall loss of confidence on the entire client.
Date
Name
Title
Organization
Address
City, State Zip Code
Respected Mr. /Ms. Last Name,
RE: Adjustment Letter (Cornerstone)
This is to let you know that we have formally received your complaint to the effect
that the ______________ (state the nature of the problem). Many thanks for the
courage to lodge the complaint in the first place.
We shall ___________________________ (explain your planned course of action
and the timelines within which you intend to do so). In the meantime, kindly
__________________ (state what exactly you want the client to do in the
meantime).
Sorry for this inconvenience. We promise to be of help to you in the future.
Faithfully,
Your Name
(Designation)
Job application letter
• A job application letter is like a sales letter,It is written to sell one’s
services.A job application should be drafted carefully as it is related
with ones career.
• It carries the sequence of information regarding the qualification and
experience.
1. Research the company and job opening
Thoroughly research the company you're applying to and the
specifications of the open position. The more you know about the job,
the better you can customize your application letter. Look for details
like:
•Recent awards the company has received
•Major accomplishments or distinguishers that set this business apart
from competitors
•Specialized certifications, skills or knowledge that are necessary or
helpful for the job
•The size of the company
•The company culture
2. Use a professional format
This letter should follow a professional format and include your name, your
contact information, the date and the company's information. Begin with a
professional salutation(a gesture as greeting), such as "Dear X," and address
the hiring manager by name whenever possible. If thorough research doesn’t
get the hiring manager's name, you may use "Dear [Department] Hiring
Manager," to address your recipient.
3. State the position you're applying for
Open the letter with a clear statement about the position you are applying for.
Mention the company by name. You may want to specify where you saw the
job posting. If you were referred by someone at the company, be sure to
include their name and position.
4. Explain why you're the best fit for the job
In one or two impactful sentences, explain why you're the best fit for this job
opening. Provide clear details regarding your experience, skills, education or
certifications.
5. Summarize your qualifications
Mention the top qualifications that make you a good fit for the
job. Provide a brief summary of your background that highlights
the most important points from your resume. Consider what you
want the hiring manager to know first. The reader will likely read
your cover letter before reviewing your application, so this is your
opportunity to make a compelling argument for why the reader
should review your resume.
6. Mention why you want the job
Include a personal statement about why you want this position.
You've already explained why the company should want you. This
section details why you have chosen this company and what
excites you most about this job opportunity.
7. Include a professional closing
Thank the reader for reviewing your letter, reference your resume and
any other attached documents and offer to provide additional
information as needed. Mention that you look forward to the next steps
in the hiring process and conclude with "Sincerely," as a closing.
[Your name]
[Your address]
[Your city, state and zip code]
[Date]
[Hiring manager's name]
[Hiring manager's title]
[Company name]
[Company address]
[Company city, state and zip code]
Dear [Hiring manager's name],
I'm writing to express my interest in the position of [job title] at
[company]. [Explain how you heard about the job and name your
contact if you were referred by someone within the company.] I
believe my [skills and qualifications] make me an ideal fit for this
job.*
[Use the second paragraph to elaborate on how you would help
the company. Reference specific campaigns or projects when
possible.]
[Use the third paragraph to summarize your key qualifications.
Elaborate on your most important accomplishments and include
details that you were unable to provide in the more concise
format of your resume.]
[Use the fourth paragraph to briefly explain why you want to
work for this company. Mention the additional documents
included with your cover letter, and express your excitement
about moving forward in the hiring process.]
Sincerely,
[Your name]
Janiqua Williams
304 Town Ave.
Nashville, TN 37201
Jan. 8, 2020
Richard Sandler
Marketing Hiring Manager
Carter Snack Company
3049 Arthur St.
Nashville, TN 37201
Dear Mr. Sandler,
I'm writing to express my interest in the position of marketing associate for Carter
Snack Company. Your sales associate Nick Caudwell referred me to this opportunity. I
believe that my five years of experience in food and drink marketing make me an
excellent fit for this job opening.
In my current position at Fizz Soda Company, I spearheaded(lead) several successful
campaigns for new drink products. My aptitude for market analysis helped me identify
key demographics to target these marketing efforts. My most successful campaign of
2019:
• Doubled product sales over three months.
• Included a commercial video that went viral, getting more than 10 million views
within a week.
• Resulted in more than 5,000 new Facebook likes within a month.
I believe that I could bring this level of success to Top Snack Company and help your
upcoming summer snack food campaigns reach a fresh audience. I see great
potential in marketing to a younger demographic with your snack cakes and would
love to discuss the possibilities with you.
I have PCM Digital Marketing Certification, Hootsuite Social Marketing Certification
and Google Analytics Individual certification. I am also a Facebook Certified
Planning Professional. I have the experience and skills necessary to help your
company create a strong digital presence and greatly increase your social following.
Though I have greatly enjoyed working on the marketing campaigns
with Fizz Soda, I feel that I'm ready for a new challenge and by the
opportunity to help grow your smaller snack food company within
the food and beverage industry. I've been a fan of your snack line
since Nick introduced me to your distinctive chip and pretzel flavors,
and I would love the opportunity to share some of your new flavors, l,
with a national audience.
Please find my resume attached. References are available upon
request. I look forward to meeting with you soon.
Sincerely,
Janiqua Williams
REPORT:
It is any informational work made with an intention to relay
information or certain events or factual information in a
presentable manner.
• Reports is a short,sharp,concise document which is
written for a particular purpose and audience.
• Report is a formal document that elaborates a topic
using facts, charts and graphs to support findings.
• Most official form of information or work are
completed via report.
• Report is always written in a sequential manner in order
of occurrence.
informal report:

The informal report functions to inform, analyze, and recommend.

• It usually takes the form of a memo(memorandum)(within organization),
letter or a very short international document like a monthly financial
report, monthly activities report, research and development report, etc.
• This report differs from the formal report in length and formality.
There are form of the informal report:
i. Progress report
ii. Sales activity report
iii. Personnel evaluation
iv. Financial report
v. Feasibility report
vi. Literature review
vii. Credit report
formal Report:
• The formal report is the collection and interpretation of data and
information. These reports are carefully structured.
• The formal report is complex(long format) and used at an official
level.
• It is often a written account of a major project formal reports are
prescribed format. Long term decision will be decided on the basis of
formal report.
• Examples of subject matter include new technologies, launching a
new project line, results of a study or experiment, an annual report, or
a year old review of developments in the field
TYPES OF FORMAL REPORT
• They can be categorized as:
• Informational reports
• Analytical reports
• Recommendation reports
INFORMATIONAL REPORTS:
• Informational reports present results so readers can understand a
particular problem or situation.
• Example: Manager of a city’s website might prepare an informational
report for the city council; the report would provide statistics on the number
of people who pay their city water and sewage bills online etc. •
Informational reports might:
A. Present information on the status of current research or of a project.
B. Present an update of the operation in your division.
C. Explain how your organization or division does something.
D. Present the results of a questionnaire or research.
ANALYTICAL REPORTS
• This type goes a step beyond presenting results. Analytical reports present
results, analyse those results, and draw conclusions based on those results.
• These reports attempt to describe why or how something happened and
then to explain what it means.
• Like informational reports, analytical reports can be formal or informal.
• Explain what cause a problem or situation – Present the results of a traffic
study showing accidents at an intersection – the report explains what it
means.
• Explain the potential results of a particular course of action.
• Suggest which option, action, or procedure is best.
What Is Report Writing?
Before getting into a subject and teaching you how to write a good paper, you need to
know clearly what you are facing. Therefore, the first thing is to go a bit into the concept
and define it.
A formal report or report essay is a text written in form, exposing the results of an
investigation, a business process, or the analysis of a particular topic.
This type of report is used as an expository(intend to explain or describe) tool in different
areas such as business, scientific, literary, or even in the legal field.
A report paper aims to present the reader with an analysis of results in the framework of
an investigation, with special emphasis on the conclusions and processes that led to a
certain result.
.
Types Of Reports
There are various types of reports from projects or business to lab reports, let’s take a
look at these two generic types.
Business Or Project Report
Business report writing is an assignment which the writer or researcher is required to
analyze a situation while using standard management theories to arrive at some
recommendations for an improved result.
An example, within a business organization, can be when workers are evaluated or when
another company is studied. In essence, we can have a report as a tool used in a research
study or in a scientific field.
Academic Report
Another general type is an academic report. These could be book reports, movie
reviews, research, and even lab reports.
Academic reports are different from other types with one of the reasons being that they
must be written and structured according to a recommended style format. Also, it’s
easier and cheaper to buy book reports than buy business reports of a specific
organization.
Report Writing Format And Style
If your teacher or instructor doesn’t state otherwise, APA(title
page,abstract,introduction) or AP is the best formatting style for writing
academic and business reports or other journalistic writings.
Also, the best type of writing style used for producing reports is the formal
type. To achieve this, you may want to steer clear of the active voice and use
the passive voice more. The active voice sound subjective. Meanwhile, report
writing is supposed to be objective and personal opinions and views.
Report Structure
To write an effective report, you must choose and maintain a certain structure.
Check out the correct way to structure your paper.
Intro
The introduction is the presentation of your report where you must explain in brief words
what the work is about. To make an effective introduction, you must answer these
questions: what, how, where, and why. If you answer each of these questions and join
them with logical connectors, you will surely have a great introduction.
Body Paragraphs
In developing the body paragraphs, you have to expose the subject in the most accurate
way possible, explaining the results found through the use of clear arguments.
The body is dedicated to the analysis of the facts. Then, you move on to the synthesis, that
is, to the phase which you interpret what happened and get the useful indications for the
future.
Conclusion
Finally, you must finalize the text of the document with the conclusions. You take stock of
all your work. The conclusion, as the name implies, is the synthesis of what is addressed in
your report. Try to write brief conclusions that summarize the most relevant points of the
topic addressed
What is technical proposal

• A proposal is an offer by one party to provide a product or service to

another party in exchange for money. It is usually a sales presentation
seeking to persuade the reader to accept the written plan for
accomplishing a task. Proposals may be written to people within an
organization, to an outside company, or to government.proposal are
written offers to solve a technical problem or to undertake a project
of practical theoretical nature.
Structure of proposals:
• All proposals have three main divisions: perfectory parts,body of
proposals,supplementary parts.
• Perfectory parts-It provides overall idea about the proposal such as
highlights and coverage.
• Title page: The title page should include title of the proposal,name of
company,name of person submitting the proposal,and the date.
• Letter of transmittal-it is a cover letter that accompanies or is bound along
the proposal.
• Draft Contract-It is a rough draft of the of the contract prepared by the
proposer.When the proposal is accepted,the original draft may need some
changes such as duration of project and delivery schedule.