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Business Communication · Common Business Terminologies

Business Communication Terms and Jargon for CSEET

Updated 11 October 2026 · Fact-checked

Business communication terms are the standard words used in offices to name documents and actions, such as memo, circular, agenda, minutes, quotation and tender. To answer exam questions, define the term, state its purpose, say who sends it to whom, and give one short workplace example.

Understand Business Communication Terms and Jargon

Every office runs on documents. Each document has a name, and each name tells you what the document does. A memo is not a circular, and a quotation is not a tender. The exam checks whether you can tell them apart and use them correctly.

Start with internal documents. A memo (memorandum) is a short written message sent within the same organisation, usually for a routine instruction, reminder or information. A circular is one notice sent to many people at once, inside or outside the organisation, such as a holiday notice or a change in rules. An agenda is the list of items to be discussed at a meeting. Minutes are the official written record of what was discussed and decided at that meeting.

Now the buying and selling terms. A quotation is a seller's offer of price and terms, given when a buyer asks for it. A tender is a formal invitation, usually by large buyers or government bodies, asking suppliers to submit competing bids for a big contract. In simple words, a quotation answers one buyer's enquiry, while a tender is a public call for offers.

Other common words: a notice announces a meeting or event, a report presents facts and findings, an enquiry asks for details of goods, an order is a request to supply goods, and jargon is special vocabulary used within a trade or profession. Learn each term as: meaning, purpose, who uses it, example.

Key rules to remember

Memo
Memo = short internal written message within one organisation
Used for routine instructions, reminders and information. It is usually brief and needs no formal salutation.
Circular
Circular = one notice sent to many people
Same content goes to all readers. It can be internal or external.
Agenda and Minutes
Agenda = items to be discussed (before meeting); Minutes = record of discussion and decisions (after meeting)
Agenda is prepared before the meeting, minutes after it.
Quotation and Tender
Quotation = seller's price offer on a buyer's enquiry; Tender = formal invitation for competitive bids on a large contract
Quotation is usually one-to-one. Tender is a public or wide call for offers.

How to solve Business Communication Terms and Jargon questions

Use this method for any question that asks you to define, explain or distinguish business terms.

  1. 1Read the question and mark the exact term or terms asked.
  2. 2Write a one-line definition in plain words.
  3. 3State the purpose: why the document is used.
  4. 4Mention who sends it and who receives it.
  5. 5Add one short example from an Indian workplace.
  6. 6If the question says 'distinguish', write two or three points of difference side by side in sentences, such as purpose, audience and form.
  7. 7Check that you have not mixed up two similar terms.

Quickest way: Four-word recall: Meaning, Purpose, People, Example

When to use it: Use it for short definition questions and for the one-mark style recall of terms in your revision.

  1. Meaning: say what it is in one line.
  2. Purpose: say what it achieves.
  3. People: say who sends it and who gets it.
  4. Example: give one line from a real situation.
  5. For pairs, remember the key contrast: memo is internal and one-to-one or small group; circular goes to many; agenda is before, minutes are after; quotation is on request, tender is a wide invitation.

Common mistakes in Business Communication Terms and Jargon

  • Treating memo and circular as the same thing.

    Both are short written notices, so they look alike.

    Fix: Link memo to internal routine messages and circular to one notice for many readers, inside or outside.

  • Saying minutes are prepared before the meeting.

    Students confuse minutes with agenda.

    Fix: Agenda comes before; minutes are written after the meeting to record what happened.

  • Calling a tender and a quotation identical.

    Both involve price offers from suppliers.

    Fix: A quotation replies to an enquiry. A tender is a formal invitation for competitive bids, often for large or government contracts.

  • Writing only the definition with no purpose or example.

    Students rush and stop after one line.

    Fix: Add purpose, users and one example so the answer earns full marks.

  • Using jargon in your own answer without explaining it.

    Students assume the examiner will fill the gap.

    Fix: Explain each technical word briefly the first time you use it.

Worked examples

Example 1

Distinguish between a memo and a circular.

Show the solution
  1. Define the memo: a short written message sent within an organisation for routine instruction or information.
  2. Define the circular: one notice sent to many people at the same time.
  3. Compare the audience: a memo goes to a person or small group inside the organisation; a circular goes to a large group and may also go outside.
  4. Compare the purpose: a memo handles routine internal matters; a circular announces a general change, rule or event.
  5. Give examples: a manager sends a memo asking one department to submit a report by Friday; a company sends a circular to all staff about a new leave policy.

Answer: A memo is a brief internal message to specific people for routine matters, while a circular is a single notice sent to many readers to announce something general.

Example 2

Explain the terms agenda and minutes with the role each plays in a board meeting.

Show the solution
  1. Define the agenda: the list of items to be discussed, prepared and sent before the meeting.
  2. State its role: it keeps discussion focused and lets members prepare.
  3. Define minutes: the official written record of the discussion and decisions of the meeting.
  4. State their role: they are written after the meeting and serve as proof of what was decided.
  5. Link them: the agenda guides the meeting and the minutes record the outcome of each agenda item.

Answer: The agenda lists what will be discussed before a meeting, and the minutes record what was discussed and decided after it.

Exam tips

  • Learn terms in pairs, such as memo and circular, agenda and minutes, quotation and tender, because examiners often ask you to distinguish them.
  • In written answers, always add one workplace example; it shows understanding.
  • For distinguishing questions, give at least three clear points and keep each to one or two lines.
  • Use your 15 minutes of reading time to spot which terms the compulsory question asks about.
  • Write definitions in your own simple words; do not copy textbook sentences.

Practice questions from Common Business Terminologies

Business Communication Terms and Jargon in other exams

The same ground in other exams, if you are preparing for more than one or want another angle on it.

Business Communication Terms and Jargon: frequently asked questions

What is the difference between a memo and a circular?

A memo is a short internal message for routine matters, usually to specific people. A circular is one notice sent to many readers, and it may go outside the organisation too.

What is the difference between a quotation and a tender?

A quotation is a seller's price offer given in reply to a buyer's enquiry. A tender is a formal invitation for competitive bids, usually for a large contract.

Are agenda and minutes prepared at the same time?

No. The agenda is prepared before the meeting to list the items. The minutes are written after the meeting to record what was discussed and decided.

How should I prepare business jargon for CSEET?

Make a list of terms and write meaning, purpose, users and an example for each. Revise confusing pairs together and practise short written answers.