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M.A. 2 ENGLISH LANGUAGE All right are reserved with CU-IDOL Course Code: MAE 605 Semester: First e-Lesson: 6 SLM Unit: 6 www.cuidol.in Unit-6 (MAE 605)
ENGLISH LANGUAGE 33 OBJECTIVES INTRODUCTION Student will be able understand the writing module In this unit student will be able understand the importance of writing module Student will be able to understand the business correspondence Under this unit the student will be able to learn significant examples of internal and Student will be able to understand to understand external communication the internal and external forms of communication www.cuidol.in Unit-6 (MAE 605) The student will be able to learn how to learn the art of drafting business correspondence INSTITUTE OF DISTANCE AANllDrOigNhLtINarEeLrEeAsReNrvINedGwith CU-IDOL
TOPICS TO BE COVERED 4 1. Precis writing 2. Leave Application 3. Business Letter:- Permission Letter Sales Letter Request Letter Enquiry Letter Letter of Acknowledgement Complaint Letter 4. Memorandum Writing 5. Office Order6. Circular 6. Notice www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
PRECIS WRITING 5 The word “Precis” is a French word. An English word is developed from this French word as “Precise”. Precis means a summary and precis-writing means summarizing. Precis-writing is defined as a brief statement in a summary form of the essential ideas in a longer article. Precis writing is an exercise in compression. A precis is the gist of a passage expressed in as few words as possible. A precis should give all essential points so that anyone reading it will be able to understand the idea expressed in the original passage. Length of a Precis Writing: it should not be more than a third of the total number of words in the original passage. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Qualities for Writing a Good Precis 6 Objectivity -Objectivity means how you are presenting your facts and views without it being biasing your feelings or personal opinions. Clarity- A precis is the crisp formation of the passage and it should be as crisp and clear as possible. Coherence-clearly means that ideas and views that you have presented should be logical and the interconnection of the ideas should be proper. . Correctness-Although your precis is a short formation, it is equally important that you do not make any mistakes while writing it. Conciseness-Conciseness means that the precis should contain all the information required while not mentioning it in depth. Completeness-A precis is a short form of the passage, but this does not mean that it should be incomplete. It should include as many things as possible and more importantly the facts www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Do’s of Precis Writing 7 Start your precis with the main idea so that reader can quickly understand the essence of the precis. While writing a precis, make a suitable environment where all the points can be described and discussed equally. As the main idea or the essence is established, you can follow it up with some methods, facts, points, etc. As a precis is concise, compress it and make sure that the length is available for you to retain the important data, keywords, and the concept. Removing the irrelevant data or sentence is as important as writing the relevant points. Thus, identify the superfluous data and facts and keep the core idea of the work only in the precis. If you are mentioning anything related to history or any historical data than make sure that it is written in the past tense only. Also, remember to put the purpose as to why you are writing a precis in the writing piece. This will help the reader understand what you wrote in the precis. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Don'ts of Precis Writing 8 A precis writing is a formal way of writing a shorter form of the given paragraph. So, even though you have read and understood the Precis well, do not form your own opinions. You cannot insert your own remarks and criticism in a precis. Always take the fact and data that is given in the paragraph only. Also, during a precis writing, you cannot insert a question. If for any reason you need to insert make it in the form of a statement. For a precis writing, avoid using contractions and abbreviations. Write the full form of any given words only. Avoid being jerky. This will show that you have not understood the passage properly and have started writing a precis. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Sample Precis Original passage from Aristotle's \"Rhetoric\" (199 words):\"It is evident that those in the prime of life 9 will be between the young and the old in character, subtracting the excess of either, and neither exceedingly confident (rashness is such) nor too fearful but having the right amount of both, neither trusting nor distrusting everybody but rather making realistic judgments and not directing their lives only to what is fine or what is advantageous but to both and neither to frugality nor to extravagance but to what is fitting. Similarly in regard to impulse and desire. And they combine prudence with courage and courage with prudence, while among the young and the old these things are separated; for the young are brave and lack self-restraint, the older prudent and cowardly. To speak in general terms, whatever advantages youth and old age have separately, [those in their prime] combine, and whatever the former have to excess or in deficiency, the latter have in due measure and in a fitting way. The body is in its prime from the age of thirty to thirty-five, the mind about age forty-nine. Let this much be said about the kinds of character of youth and old age and the prime of life.“ Précis from \"A Synoptic History of Classical Rhetoric\" (68 words): \"The character of those in the prime of life lies midway between that of youth and of age. Neither rash nor timid, neither skeptical nor overtrusting, they usually make choices on a true basis. They are not given to excess in desire, nor to lack of feeling or parsimony. They live respecting both honor and expediency. In short, the most useful traits of youth and age are theirs.\" www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Leave Application 10 A leave application is a letter to the concerned authority to take a break from routine work. The reason for taking a leave could be illness, marriage, visiting out of station or any other personal reason. A leave application should mention : Address Subject Reason for your leave Leave Period Contact Details. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Leave Application/Letters 11 Letter Writing www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Letter Writing 12 Letter “A written or printed communication directed to a person or organization.” Letters may be created and sent as: E-mail or electronic transmissions Hand-delivered transmissions Regular mail transmissions www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Letter Writing 13 Business Letters are created to: Persuade or inform readers (Ex: a letter from a candidate requesting your vote) Analyze a concept or situation (Ex: a letter from the human resources manager explaining the new payroll deposit system to company employees) Propose a solution (a letter offering a plan to reduce or prevent school violence) Correct some perceived error or miscommunication. (Ex: a letter to a creditor about a billing error you have noticed) Summary Writing www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Letter Writing Etiquette 14 Etiquette is good manners or appropriate or accepted social practices that reflect and promote civility. When should you write a letter? To thank someone who has been gracious, kind or helpful to you. When you need assistance or answers to help you make intelligent decisions. To respond to a letter or letter request that you have recently received. To create legal documents that record information and support claims. To show that you are a courteous, professional, detail- oriented person who is aware of etiquette. To write a compliant for something/someone. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Letter Mechanics 15 The use of personal pronouns is important in letters . . . I, he, she, it, we, they, you In a letter, do not refer to yourself in the third person by using one or the writer. It is perfectly natural and appropriate to refer to yourself as I and to the reader as you. www.cuidol.in Unit-6 (MAE 605) Summary Writing All right are reserved with CU-IDOL
Letter Writing 16 Focus and Specificity: Be Focused; however, avoid long sentences. Don't be so concise that your tone is blunt. Use terminology and concepts related to the industry / field. (Jargon may not be appropriate in business writing. ) Avoid vagueness. Be specific in your requests or Summary Writing statements of facts. All right are reserved with CU-IDOL www.cuidol.in Unit-6 (MAE 605)
Letter Writing 17 Examples PASSIVE Sentence : It was discovered that the salary totals were incorrect. Who discovered “it” [the problem]? The underpaid employee, The payroll specialist, The Accounting Department, An Intern, The IRS? (Be specific.) Revised ACTIVE sentence: The Accounting Department discovered that the salary totals were incorrect. www.cuidol.in Unit-6 (MAE 605) Summary Writing All right are reserved with CU-IDOL
Parts of A Business Letter 18 Sender’s address and date (Include telephone number and email if available) Inside Address (recipient’s address) -person receiving the letter Salutation (greeting) Body (paragraphs) -The message Complimentary Close - Yours faithfully or Yours sincerely Signature Line (with or without title) -Write name in block letters Unit-6 (MAE 605) Summary Writing Enclosure (optional) cc notation (copies sent to others) All right are reserved with CU-IDOL Sender/typist initials (optional) www.cuidol.in
Letter Writing 19 1. Block Style (Simplified) Letter Format SAMPLE Everything flush to left margin with no indents. Signature Block: Align this with the Complimentary Close. Leave four blank lines to sign your name. Don’t forget to sign your name exactly as you typed it. Your title is optional and depends on the relevancy and degree of formality you need or want to establish. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Business Letter Content 20 Each paragraph in the business letter should contain different topics. The first paragraph should grab attention and state the reason for the letter. The middle paragraphs, as in most letters, should support your reason and go into details. In the final paragraph, it professional etiquette for the writer to thank the reader for taking his or her time to read the letter. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Letter Writing 21 The end of a business letter marks the biggest difference between business and personal letters. The ending of a business letter usually states ‘Sincerely,’ followed by three blank lines for the writer’s signature and then the writer’s typed name. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Enquiry Letter Writing 22 Letters of enquiry describe what the writer wants and why. Solicited enquiry: An enquiry made in response to the seller’s advertisement and publicity. Unsolicited enquiry: An enquiry made the buyer’s own initiative. Enquiry for some favor: An enquiry not about goods but about some other information, may be about some special price or some favorable terms. Routine enquiry: An enquiry made by an old buyer in the usual course of business. A letter of enquiry should be: Straightforward, compact and courteous; Positive and confident in tone; Brief and to the point, yet clear, complete and correct. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Enquiry Letter Content 23 Subject Heading: This should inform the reader that this is an enquiry or request; e.g. Enquiry about Textbooks Request for Brochure Query about Website Question regarding Product Components www.cuidol.in Unit-6 (MAE 605) Summary Writing All right are reserved with CU-IDOL
Enquiry Letter Writing 24 First Paragraph: This should tell the reader what you want; e.g. 1. Please send me... (for things that the organization offers to send) 2. I would be grateful if you could tell me... (for things that are not normally offered) 3. I am writing to enquire whether... (to see if something is possible) 4. I would especially like to know... ( + a more detailed request) 5. Could you also... ( + an additional enquiry or request) Summary Writing www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Letter Writing 25 Second Paragraph: This paragraph tells the reader why you are contacting his Summary Writing or her organization, and gives further details of the enquiry. There are two reasons why you may contact an All right are reserved with CU-IDOL organization: 1. you have contacted this organization before, and want to again. 2. you have not contacted this organization before, but you have heard about them. You should describe from where, such as from an advert or a recommendation www.cuidol.in Unit-6 (MAE 605)
Letter Writing 26 Opening For the Second Paragraph: I saw your advert in the HK Daily on Tuesday, 22 September 2009. Your company was recommended to me by Ms. Elsie Wong of Far Eastern Logistics Final Paragraph: This paragraph should contain a polite expression and/or an expression of thanks to the reader. The degree of politeness (and therefore the length), depends on how unusual or difficult your request is. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Letter Writing 27 Final Paragraph: Possible language includes: 1. Thanks. (For a very informal and normal enquiry or request) 2. I look forward to hearing from you. 3. I am looking forward to hearing from you. 4. Thank you for your assistance. 5. Thank you very much for your kind assistance. 6. I appreciate that this is an unusual request, but I would be very grateful for any help you could provide. I look forward to hearing from you. If you think the reader might have further questions, you can suggest that he or she contact you; e.g. 'If you have any questions, please do not hesitate to contact me'. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Sample Enquiry Letter 28 Golden Gate Engineering Prince Square, Prince Street, Dehradun 24 September 2009 Pro-Skills Training Centre Jubilee Building Silver Road Dehradun Sub: Enquiry about Quality Control Course www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Sample Enquiry Letter 29 Dear Sir or Madam, I am writing to enquire whether your company could offer a course on Quality Control for our managers. I saw your advert in the HK Daily on Tuesday, 22 September 2009, and the Quality Control Training Course (Ref.: QC 101 ) mentioned in the advert might be suitable for us. I would like to know if it is possible for you to offer a 3-month training course starting before or, at the latest, on Monday, 12 October 2009, for a group of 20. Could you send us some information about the teaching staff and the possible schedule for this course? I am looking forward to receiving your reply. Yours faithfully, Unit-6 (MAE 605) All right are reserved with CU-IDOL (signature) David Mathur Managing Director www.cuidol.in
Sales Letter Writing 30 A document designed to generate sales Convinces the reader to place an order; to request additional information; or to lend support to the product or service or cause being offered Influences the reader to take a specific action by making an offer – not an announcement Grab the reader’s attention Highlight the product’s appeal Show the product's use Conclude with a request for action (buy it!) Appeal to the reader with reader-centered issues (health, convenience, service, saving money…) Use concrete words and colorful verbs Be ethical and truthful Don’t brag or go on www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
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Letter Writing 32 Advantages of Sales Letter: They are less costly They are convenient They are effective They are addressed to a specific audience or target market They can be very comprehensive. They can fully explain things regarding a product www.cuidol.in Unit-6 (MAE 605) Summary Writing All right are reserved with CU-IDOL
Letter Writing 33 Recommendations: Focus on what your prospect wants, needs, hopes, dreams, and desires … or appeals to their emotion Always write to someone specific. Get your readers’ attention immediately! You must write to sell! Don’t put them to sleep Please tell them exactly what you want them to do. Never use negative tone in a letter. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Permission letter 34 Permission letter is a formal way of letting our superiors or any other necessary party know about our plans if they will affect them. Example: These plans can be going on vacation, visiting your family, attending a funeral or any other activity. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
From, 35 __________ Date: _____ (Date on Which Letter is Written) To, __________ Subject: Permission Letter Dear _____(Sir or Madam) I Mr. ………(name of the sender) working as a ………………(designation of the sender) am writing this letter to you …………………………(name of the receievr0 to kindly grant me half day leave as I am moving out of station for a wedding of my relative, I would not be working for 4 working days, and hence I want you to grant me persimmon for half day leave as well as four days off. I assure you my absence will not cause any hindrance to the ongoing project. Till then, hoping to get a positive reply from your side. Yours Truly, ____________ Name of the person Sign of the person www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Definition of “Letter” 36 “A written or printed communication directed to a person or organization.” Letters may be created and sent as: E-mail or electronic transmissions Hand-delivered transmissions Regular mail transmissions www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Business letter 37 It is a letter written in formal language, used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. They are used for different purposes; like placing orders, making inquiries’, making credit request, requesting claims and adjustment, to apologize for a wrong or simply to convey goodwill. etc. Even today, they are very useful because it produces a permanent record, they are confidential, formal and delivers persuasive, well-considered messages. Style of letter depends on the relationship between the parties concerned. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Business letters are created to: 38 Persuade or inform readers (Ex: a letter from a candidate requesting your vote) Analyze a concept or situation (Ex: a letter from the human resources manager explaining the new payroll deposit system to company employees) Propose a solution (a letter offering a plan to reduce or prevent school violence) Correct some perceived error or miscommunication. (Ex: a letter to a creditor about a billing error you have noticed) www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Letter Writing 39 Etiquette Etiquette is good manners or appropriate or accepted social practices that reflect and promote civility. When should you write a letter? To thank someone who has been gracious, kind or helpful to you. When you need assistance or answers to help you make intelligent decisions. To respond to a letter or letter request that you have recently received. To create legal documents that record information and support claims. To show that you are a courteous, professional, detail- oriented person who is aware of etiquette. To write a compliant for something/someone. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Letter Mechanics – 40 Pronoun (Point of View) The use of personal pronouns is important in letters . . . I, he, she, it, we, they, you In a letter, do not refer to yourself in the third person by using one or the writer. It is perfectly natural and appropriate to refer to yourself as I and to the reader as you. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Focus and 41 Specificity Be Focused; however, avoid long sentences. Don't be so concise that your tone is blunt. Use terminology and concepts related to the industry / field. (Jargon may not be appropriate in business writing. ) Avoid vagueness. Be specific in your requests or statements of facts. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Active versus 42 Passive Voice Examples PASSIVE Sentence : It was discovered that the salary totals were incorrect. Who discovered “it” [the problem]? The underpaid employee, The payroll specialist, The Accounting Department, An Intern, The IRS? (Be specific.) Revised ACTIVE sentence: The Accounting Department discovered that the salary totals were incorrect. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Parts of a Business 43 Letter Sender’s address and date (Include telephone number and email if available) Inside Address (recipient’s address) -person receiving the letter Salutation (greeting) Body (paragraphs) -The message Complimentary Close - Yours faithfully or Yours sincerely Signature Line (with or without title) -Write name in block letters Enclosure (optional) cc notation (copies sent to others) Sender/typist initials (optional) www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
44 Letter head 1. Block Style (Simplified) Letter www.cuidol.in Format SAMPLE Everything flush to left margin with no indents. Signature Block: Align this with the Complimentary Close. Leave four blank lines to sign your name. Don’t forget to sign your name exactly as you typed it. Your title is optional and depends on the relevancy and degree of formality you need or want to establish. Unit-6 (MAE 605) All right are reserved with CU-IDOL
Business Letter - 45 Content Each paragraph in the business letter should contain different topics. The first paragraph should grab attention and state the reason for the letter. The middle paragraphs, as in most letters, should support your reason and go into details. . In the final paragraph, it professional etiquette for the writer to thank the reader for taking his or her time to read the letter www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
Closing 46 The end of a business letter marks the biggest difference between business and personal letters. The ending of a business letter usually states ‘Sincerely,’ followed by three blank lines for the writer’s signature and then the writer’s typed name. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
LETTER WRITING 47 www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
LETTER : PLACING AN ORDER The Following Points should be remembered for writing a letter placing an order:- 48 The letter should get started with the address of the writer Then the date should come After that, the designation as well as the address of the receiver will come Then the Subject should come, which should be clear and precise Add a nice and suitable salutation Now, start writing the Main body. Make sure that main body is divided into three-four paragraphs. It is important to make the letter presentable. Para 1- should explain for what are you going to place the order Para 2– should talk about the details of the services or products that you are placing the order for Para 3– is going to be the concluding one, so do not forget to mention what do you want in response from the one who is going to receive the order. End the letter by using the appropriate words to say thanks. Then sign off with a name www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
LETTER WRITING Blossom Public School 49 Ghaziabad February 25, 2020 Sharma and Sharma Group New Delhi Subject: Purchase of Sports Items Dear Sir, It is my pleasure to communicate to you that our school wishes to place an order for sports items in bulk with your company. These items will be used in the activities room, gym, and sports ground of the school starting from the academic session of the year 2020-21. List of the items along with their quantity is given below: Name of the Items Pieces Needed Willow bats 25 Wicket keeping pads 30 Batting pads 45 Match ball (Red) 60 Match ball (white) 70 Kindly, deliver the order on time, by ensuring that all the items are taken from the fresh lot. Payment of the entire purchase will be done digitally. It would be great if you could share the time when all the items will be delivered at our address. Looking forward to hearing from you. Yours Truly, Ankit Sports Incharge www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
A LETTER OF REQUEST 50 A letter of request could be for various reasons, for example it could be a request of change in a contract or agreement, request for an endorsement or a testimonial request for assistance, request for authorization, request to take an action, request of issuance of a letter, request for any information, about a product or a service, request for a favor. You can download dozens of sample request letters here. All these or any other situation demands a specific letter that will deal the requirement or the situation. You can download her various free examples of sample request letters. These request letters will guide you about wording and formats of good request letters. No matter what is the demand of the situation, here are some of the points which will help to write any kind of letter of request. A letter of request is an official document and should be written in formal way. First point is to consider and select who is the right person to ask for a favor or request. A letter of request is written in a style of business letter as it is a formal letter. The letter should have your name, position or title, address and contact information. www.cuidol.in Unit-6 (MAE 605) All right are reserved with CU-IDOL
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