Modern Forms of Communication :
Fax, Emails, Video Conferencing
The technological advances of the past few decades have made it possible to transmit printed messages, pictures and even live performances to all comers of the world with speed. With a single touch, you can send communications to a number of destinations. Not only large business houses but even medium and small ones use them in their day-to-day working. Among such means are fax, internet/email and videoconferencing.
Fax:
Just as the conventional telephone carries voice, a fax or facsimile machine carries printed messages (words and pictures in photocopy form) from the sender instrument to the receiver instrument.
The sender of a fax message prepares the copy on a sheet (generally no larger than A4 size) which can be fed into the fax machine. He dials the destination number, gets the fax tone and feeds the message into the machine.
The printed message is converted into electronic signals as the paper rolls through the fax machine. This message is received in the same form at the other end on the paper roll that is attached to the machine.
Fax machines may have these additional features:
(A) Remote activation: The owner may use a remote control device to operate the
machine.
Despite power failure:
(B) The fax machine may be made to function even during a power failure.
(C) Memory: The message sent may be retained in the memory of the machine. At the receiving end, in the absence of paper, the message may be recorded in the machine for developing a printout afterwards.
(D) Answering machine: At the receiving end, there need not be an operator to receive incoming messages. They are automatically received.
Advantages:
(a) Fax enables an accurate transmission of a document including pictures and handwriting. Colour faxes are also a possibility.
(b) Fax can be sent through a computer, in which case it is restricted to the messages created on the computer.
(c) A fax message can be confirmed on telephone to ensure its authenticity.
(d) Faxes are admissible as proof in the court. In this respect they are superior to email.
(e) With repeat dialling facility, a busy number can be reached as soon as it becomes free.
Disadvantages:
(a) It is expensive compared to email and post.
(b) Sometimes the reception is blurred due to channel defects or mechanical failure at either end.
(c) At the sender's or the receiver's end, the document to wrong people may be exposed. Hence it is often difficult to maintain secrecy in sending and receiving a fax message.
(d) At the receiving end, the message is printed at the receiver's cost. In case unwanted messages pour in, the receiver has to bear the cost.
Specimen fax messages: There are new conventions about drafting and laying out a fax message. There is a tendency to minimize the vertical space of the letter. If a business letter is to be sent by fax, it is formatted in one of the following way:
Specimen fax no. 1:
ABC Corporation:
1, M.G. Road, Nagpur
Fax Message:
To LMN Inc., Mumbai From Joseph De Cunha
Subject Shortfall in your consignment
Date 4th July 2011
Page/s 1
We would like you to take immediate note of the shortfall in your consignment dates 1st July 2011 to us which was supposed to contain 40 stainless steel basins but contains on 30. We trust you will check up with your despatch section and make good the shortfall at th earliest. Please confirm by fax.
Joseph De Cunha Purchase Manager
Specimen fax no. 2
Apex Importers-Exporters: 1244 Dock Yard Street, Mumbai.
Fax Message:
To Kiran Jhaver Inc. From Raj Desai Fax No. AIE/233 Subject Extension of L/C Date 30 June 2011 Pages 2, including this one
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