Important Short Terms of the Business Communication and Report Writing. This blog post provides important short terms of Business Communication and Report Writing in simple and easy English. It is designed for business studies students to quickly understand key terms, definitions, and concepts for exams and assignments. The post serves as a quick revision guide, helping students save time and improve their understanding of essential topics in communication and report writing. This topic is equally important for the students of the subject Business Communication & Report Writing across all the major Universities such as MU, DU, PU & others & across all business & finance disciplines.. For more updates stay in touch with bcfeducation.com
Table of Contents
Important Short Terms of the Business Communication and Report Writing
Active listening
Fully concentrating on what the speaker says, not just hearing words. You show you are listening by nodding, asking questions, and summarizing. It avoids misunderstandings and builds trust.
AIDA plan
A formula for persuasive messages: Attention (grab interest), Interest (keep them reading), Desire (make them want it), Action (tell them what to do). Used in sales letters and job applications.
Arbitrage
Buying a product or security in one market at a low price and immediately selling it in another market at a higher price. The goal is risk-free profit from price differences.
Ardour of the Market
Strong enthusiasm and energy among buyers in a market. When ardour is high, prices rise quickly because many people want to buy. It reflects optimistic investor sentiment.
Arrival
In report writing, “arrival” means the end or conclusion of a process. In trade, it means goods reaching their destination. A report might track the arrival date of shipments.
Attentive Listening
Listening carefully to understand every word, without daydreaming or interrupting. You focus on the speaker’s main points and details. It is a basic skill for meetings and instructions.
Bankrupt
A legal status where a person or company cannot pay their debts. They may have to sell assets to pay what they owe. Bankruptcy is a last resort in financial distress.
Basic Organizational Plan
A simple structure for writing messages: opening (main idea), middle (details or reasons), closing (action or summary). It helps you write clearly, whether for good news or bad news.
Bear
An investor who expects prices to fall. Bears sell stocks or hold cash, believing they can buy back later at lower prices. Opposite of a bull. Bearish means negative outlook.
Bear Coverage
When a bear investor buys back stocks they had sold short, to close their position. This can cause prices to rise temporarily. It is a defensive move to limit losses.
Bear Raid
An illegal attempt to push stock prices down by spreading false rumors or selling large amounts. The goal is to panic others into selling, so the raiders can buy cheap.
Bearish
A belief that prices will go down. In business reports, “bearish market” means falling prices and pessimistic investor mood. Report writers warn clients about bearish trends.
Bio-data
Short for biographical data. It is a simple list of personal details: name, age, education, religion, marital status, and work history. Used mostly for government or marriage applications.
Blue Chips
Stocks of large, well-known, financially stable companies (e.g., Apple, Microsoft). They are considered safe investments because they pay regular dividends and survive recessions.
Boom
A period of rapid economic growth, high employment, rising prices, and strong consumer spending. Businesses expand and profits increase. A boom is followed eventually by a downturn.
Buoyance of the market
A market that feels light and rising, like a boat floating up. Prices go up steadily because buyers are confident. Buoyancy is less extreme than a boom.
Buffer Statement
A neutral, polite sentence placed at the beginning of a bad-news message. It does not say “no” but prepares the reader. Example: “Thank you for your interest in our company.”
Bull
An investor who expects prices to rise. Bulls buy stocks hoping to sell later at a higher price. A bull market has rising prices and optimism.
Bull Campaign
A coordinated effort by investors to push stock prices higher, often by buying large amounts and spreading positive news. Unlike a bear raid, it may be legal if based on facts.
Cap price
The maximum price allowed for a product or service, often set by government or contract. For example, a rent cap stops landlords from charging too much. It protects buyers.
Chronemics
The study of how people use time in communication. Being late, keeping someone waiting, or giving a short meeting all send messages. In business, punctuality shows respect.
Clogging
When a communication channel becomes blocked or overloaded with too many messages. Reports get delayed, emails pile up, and nothing moves. Clogging reduces efficiency.
Concreteness
Using specific facts, figures, and vivid words instead of vague language. Instead of “high sales,” say “sales increased by 23%.” Concreteness builds trust and clarity.
Context
The situation or environment in which communication happens. It includes time, place, culture, relationship between people, and the purpose. Context affects how a message is understood.
Correctness
Using proper grammar, spelling, punctuation, and accurate facts. A correct message looks professional and avoids legal problems. Always double-check names, numbers, and dates.
Courtesy
Being polite, respectful, and considerate in your writing and speech. Use words like “please” and “thank you.” Even when saying no, courtesy keeps the door open for future business.
Cover letter
A one-page letter sent with a resume when applying for a job. It introduces you, explains why you want the job, and highlights your best skills. It should be tailored to each employer.
Cum-Dividend
A stock that is sold with the right to receive the next dividend payment. If you buy cum-dividend, you get the declared dividend. Opposite of ex-dividend.
Curriculum vitae
A long (2+ pages) detailed document of your entire academic and work history, including publications, awards, and teaching experience. Used for academic, medical, or research jobs.
Decoding
The process by which the receiver interprets the sender’s message and turns symbols into meaning. If the receiver decodes incorrectly, misunderstanding happens. Effective communication depends on shared context.
Deflation
A general drop in prices of goods and services over time. While cheap prices sound good, deflation often means low demand, job losses, and economic shrinkage. It is the opposite of inflation.
Demurrage
A fee charged when cargo stays too long in a port or on a railway car. It encourages quick pickup of goods. In business reports, demurrage is a logistics cost.
Diagonal Communication
Communication that crosses both levels and departments. For example, a marketing assistant directly emails a finance manager. It speeds up work but can skip formal chains of authority.
Dips
Small, temporary drops in stock prices or sales during an otherwise upward trend. Smart investors may buy during dips. In reports, dips are noted as minor corrections, not crashes.
Direct request
A message that asks for something clearly and immediately, without a long introduction. Example: “Please send me your catalog.” Used for routine, positive, or expected messages.
Dumping
Selling products in a foreign country at a price lower than the home market price, sometimes below cost. Dumping can kill local competitors. Many countries have anti-dumping laws.
Encoding
The process of turning an idea into words, gestures, or symbols that can be sent to someone. The sender encodes. Good encoding uses clear, simple language the receiver will understand.
Endorsements
A signature or short message written on a document, usually to authorize, approve, or forward it. For example, a manager endorses a cheque by signing the back. Also means public support.
Enclosures
Extra documents attached to a letter, such as a receipt, brochure, or resume. Indicated by “Encl.” at the bottom of the letter. Enclosures are mentioned in the body so the reader looks for them.
Ex-ship
A shipping term meaning the seller’s responsibility ends when the goods are unloaded from the ship at the destination port. The buyer then takes over all risks and costs.
Filtering
Deliberately changing or leaving out parts of a message to make it sound better or worse. For example, an employee tells the boss only good news, hiding problems. Filtering damages trust.
Flat
A market or sales period with no growth or decline — just steady. Prices stay the same over time. Flat markets are stable but offer little profit opportunity for traders.
Formal Communication
Official messages that follow the company’s chain of command and rules. Examples: policy memos, board reports, or job offer letters. It is documented and can be used as evidence.
Gestures
Movements of the hands, arms, or head that communicate meaning without words. Thumbs up means approval; pointing directs attention. Gestures vary by culture.
Glut
An oversupply of a product, where more is available than people want to buy. Glut causes prices to fall and warehouses to fill. Example: a grain glut after a huge harvest.
Haggling
Negotiating or arguing back and forth over the price of something. Common in used car markets or bazaars, but rare in formal business writing. Haggling can be polite or aggressive.
Hedging
Making an investment or contract to reduce the risk of price changes. For example, an airline buys future fuel at a fixed price to protect against price spikes. Hedging is insurance.
Impromptu Speech
A talk given with zero preparation, on the spot. For example, your manager asks you to “say a few words” in a meeting. You must organize your thoughts instantly and speak clearly.
Inductive approach
An indirect way of writing: you give reasons and evidence first, then present the main conclusion at the end. Used for bad news or persuasive messages where you must prepare the reader.
Inside address
The name and address of the person receiving a business letter, written above the salutation. It includes company name, street, city, and zip code. It helps filing and delivery.
Invoice
A bill sent by a seller to a buyer, listing products, quantities, prices, total amount due, and payment deadline. It requests payment. Example: a phone bill or contractor’s invoice.
Kinesics
The study of body language: facial expressions, posture, gestures, and eye movements. In presentations, open kinesics (uncrossed arms, smiling) invites trust. Closed kinesics suggests defensiveness.
Lame Duck of the market
A trader or investor who cannot pay their debts after bad investments, but is given time to recover. Also refers to a stock that has collapsed. It is a weak, struggling player.
Manuscript speech
A speech that is written out word-for-word and read aloud exactly as written. It ensures precision and timing but can sound stiff if not practiced well. Used for legal or formal statements.
Market price
The current price at which a product or stock is being bought and sold. It changes based on supply and demand. In reports, market price is often compared to past prices.
Market value
What a company or asset would sell for in an open market. For a stock, it is share price × number of shares. For a house, it is what a buyer would pay today.
Memorandum
A short internal document (memo) used to communicate within an organization. It has “TO:”, “FROM:”, “DATE:”, and “SUBJECT:” lines. Memos announce policies, give instructions, or share updates.
Non Verbal Communication
Sending messages without words: body language, gestures, eye contact, facial expressions, tone of voice, posture, and even silence. Over 65% of face-to-face meaning comes non-verbally.
Office orders
A type of formal memo that gives binding instructions or announces a new rule. Example: “All employees must wear ID badges starting Monday.” Office orders are archived as records.
Paralanguage
The “how” of speaking: pitch, volume, speed, tone, and pauses — not the words themselves. A soft, slow voice may show sadness or doubt; a loud, fast voice may show excitement or anger.
Pegging
Fixing a price or currency value to another standard. For example, a government pegs its currency to the US dollar so it does not fluctuate. Pegging reduces uncertainty in trade.
Physiological noise
Physical distractions inside a listener’s body that block communication. Examples: hunger, headache, tiredness, or hearing loss. Even a full bladder is noise. Solve it by taking a break.
Post script
P.S. – a short note added after the signature in a letter. It can add a forgotten point, emphasize something important, or add a personal touch. In sales letters, P.S. restates the offer.
Posture
How you hold your body while sitting or standing. Slouching may show low confidence or boredom; sitting straight shows attention and respect. Posture is a key part of non-verbal communication.
Power of Attorney
A legal document giving one person the authority to act for another in business, financial, or legal matters. For example, you give power of attorney to someone to sign contracts for you.
Proxemics
The study of personal space in communication. Different zones: intimate (0-18 inches), personal (1.5-4 feet), social (4-12 feet), public (12+ feet). Invading space causes discomfort.
Quotation
A formal document from a seller to a buyer stating the price, terms, and conditions for goods or services. Also called a quote. It is a promise: “We will supply this at this price.”
Recession
A significant decline in economic activity lasting months, visible in GDP drop, rising unemployment, and falling sales. Two consecutive quarters of negative growth is a common definition.
Reminder and Agency letters
Reminder letters: polite notes asking for payment or action. Agency letters: letters from an agent representing another company. A collection agency letter is a type of reminder letter.
Rigging
Manipulating a market or price illegally. Examples: spreading false rumors, fake trades, or bribing officials. Rigging is fraud and is punished by fines or prison.
Sales Promotion letter
A letter offering a special deal: discount, coupon, free sample, contest entry, or buy-one-get-one. The goal is temporary boost in sales. It uses AIDA to persuade action.
Salutation
The greeting in a letter, such as “Dear Mr. Khan:” or “Dear Human Resources Manager.” It sets the tone. If you don’t know the name, use a job title or “Dear Sir or Madam.”
Solicited Job application
A job application sent because the employer asked for it (e.g., in response to a job advertisement). The employer expects your letter. You follow their specific instructions.
Speculation
Buying assets (stocks, land, currency) hoping prices will rise quickly, not because you need the asset. Speculation is risky. Unlike investing, it focuses on short-term price moves.
Strading
Obsolete term for straddle — an options strategy where you buy both a call and a put on the same stock, profiting if the price moves sharply in either direction. It bets on volatility.
Subsidy
Money given by the government to help a business or industry, keeping prices low for consumers. Examples: farm subsidies, fuel subsidies. Subsidies can distort free markets.
Tariff
A tax charged on goods imported from another country. Tariffs make foreign products more expensive, protecting local industries. They can also start trade wars.
Tendency
A general direction or trend in a market — upward, downward, or sideways. Reports identify tendencies to help readers predict future movement. “The market shows a bullish tendency.”
Turn over
Total sales or revenue of a company over a period (usually a year). High turnover does not always mean high profit. It is also called “revenue” or “sales volume.”
Unsolicited application
A job application sent to a company that has not advertised a vacancy. You are “cold calling” for work. You must convince them they need you even before they planned to hire.
Urgency
A feeling that immediate action is required. In letters, urgency is created with phrases like “by Friday” or “limited stock.” Too much urgency can seem like fake pressure.
Verbal Communication
Communication using words — either spoken (face-to-face, phone, video) or written (letters, emails, reports). Verbal communication is precise but can be misinterpreted without tone or context.
Vertical Communication
Communication that flows up or down the chain of command in an organization. Downward: boss to employee (orders, feedback). Upward: employee to boss (reports, suggestions).
You-Attitude
Writing from the reader’s point of view, focusing on what they need or benefit. Replace “We offer a discount” with “You save 10%.” You-attitude makes messages more persuasive and polite.
