Unit 2

Business Correspondence

2.1.          Business Correspondence: Letter Writing, Presentation, Inviting Quotations, Sending Quotations, Placing Orders, Inviting Tenders, Sales letters, Claim & Adjustment Letters and Social Correspondence

Letter Writing

Writing letters is an art and a strategy. The latter can be followed by following formal meetings; the former must be nurtured with the care and deepest interest of man. The letters are generally divided into the following four categories: friendly or informal letters, business letters; invitations and responses, as well as the use of functions.

Importance of a Business Letter

Promotional Function: By promoting new products and providing better services to business organizations, improving and enhancing the quality of their products. Customers should be informed through these developments. Business organizations have to expand their market by tapping new areas. All-round expansion is possible only if the organization continues to be well-informed by letters to those people and letters promoting them.

Informational work: Business letters provide valuable data about previous policies, transactions and all other activities of the organization. Modern businesses cannot depend on memory like the old days. If they are available then the letters are ready reference. New policies can be developed by studying earlier. Not only is it necessary to maintain good correspondence, but it is also more necessary to make them available in the files.

Legal work: Business letters can provide evidence in legal disputes, if any, which is in a transaction. They are useful as legal documents in quotes and offers.

Goodwill work: Business letters promote goodwill among business parties that trade. They make a good rapport between the parties in business transactions.

Convey information: The fundamental reason for any business letter is to pass on information in regards to practice business exercises. Information can be transmitted through the business letter to clients, providers, indebted individuals, government experts, monetary organizations, bank, and insurance agencies and to any different gatherings related to the business.

Conclude exchange: One of the particular functions ofa business letter isto finish up an exchange.In finished exchanges business letter are as often as possible utilized.

Creation of markets: Business letter are particularly significant for creating interest for new products and services and market creation.

Creation of generosity: In this electronic period, messages can be sent inside a couple of moments through electronic media however a very much beautified business letter has its own significance in creating a positive picture of the company.

Features of business letters

1. Knowing What to Say:
   Nothing is more harmful to good communication than muddle-headedness resulting in not being able to make one's point. Before writing a letter one should be sure of what one wants to say and accordingly one should be in command of all the necessary facts and information arranged logically and systematically.

2.     Clarity:
Knowing what one wants to say is not enough unless one says it in as clear a Language as possible. Here comes the importance of the right word and the right expression put in a sentence constructed neatly and with precision. It should, however, be remembered that right words and write expressions become relevant only when they occur in the right place. Thus, emotional and even flowery language may be apposite to a personal Letter but it will be completely out of place in a business letter.

3.     Brevity:
A few generations ago, when man enjoyed unlimited space and time, prolixity in language would not have been unwelcome, at Least in certain kinds of correspondence. In the modern age, however, addition of even one extra word cost time and energy most people will like to avoid. It is all the more the business correspondence. It means that all redundancy, be it a quotation illustration, an elaboration, in short, padding of any kind, must be avoided at all costs.

4.     Accuracy:
Avoidance of redundant helps achieve accuracy of statement. For much unwanted language in letters is the direct result of inaccurate and inconsistent thoughts and statements. A little care, particularly habitual revision of what one has written, will go a long way towards making writing accurate.

5.     Courtesy:
As remarked earlier, a letter reveals its writer's personality and character. Since there is always a 'you' in every letter, it is necessary that this 'you' or the addressee be shown all the courtesy and respect that language can express. Even when a complaint is lodged or a statement or application rejected, care should be taken that it is couched in polite and civilized language. It is worth remembering that while courtesy costs nothing, there is hardly anything more abrasive than impolite language.

6.     Good Looks:
Finally, a letter must be a visual attraction to the reader. It can displease either through wrong spelling and punctuation or bad writing and typing. These are not matters merely of form as even a well-thought out-letter, rich in ideas and having all the qualities of clarity, brevity, accuracy and courtesy may not only fail to make proper impact on the reader, but may even defeat its purpose by causing him unnecessary annoyance.

Parts of a business letter

It is convenient to divide all letters into 10 parts:

• Sender's address
• Date
• Direction (the address of the person(s) to whom you are writing)
• Salutation
• Reference (not always necessary in intimate, personal letters)
• Body
• Subscription
• Signature
• Postscript (to be as a rule avoided, unless absolutely necessary)
• The envelope.

As these are mostly (except for the body of the letter) matters of form, we will illustrate each one of them. Often there are alternative forms, but you must choose one of them and use it consistently.

• Sender's address:

(a)  Laxmi Niwas,
52 Mall Road,
Civil Lines,
Kanpur 208 016

(b)  D 64 Press Road,
Nauroji Nagar,
Mysore 570 006

(c)  Department of Linguistics,
University of Delhi,
Delhi 110 007.

• Date:

(a)  October 25, 1988

(b)  25th October, 1988

• Direction:

(a)  The Personnel Manager,
Life Insurance Corporation of India,
Bhubaneshwar, 751 006.

(b)  Messrs Atma Ram & Sons,
3B Asaf Ali Roa,
New Delhi 110 001 .

(c)  Professor N. G. Arunachalam,
Department of Civil Engineering,
University Engineering College,
Hyderabad 500 007.

(d) Ms. Kavita Swaroop,
4/D Indira Colony,
Jawahar Nagar,
Agra 282 005.

(Messrs is used for an unlimited company or partnership of traders) (The same address is to be repeated on the envelope.)

• Salutation:

(a)  Dear Sir/Madam,

(b)  Sir/Madam, (in strictly formal letters to and from government departments or officials)

(c)  Dear Sirs/Gentlemen, (in the case of unlimited company, firm or partnership of traders or from a clerk to the Board of Directors, when 'Gentlemen' is preferred)

(d) Dear Mr. Swaminathan,

(e)  Dear Swaminathan,

(f)    My dear Swaminathan/My dear Mr. Swaminathan, ('My dear' shows extra intimacy)

(g) My dear Ravi, (very intimate and friendly)

(a)  Reference:( in professional or business letters)

(b) Sale of Old Stock (between salutation and the body of the letter) (usually placed above the direction)   

(c)  Our ref...

(d)  Your ref...

• Body: (the main part of the Letter, the subject matter of which will differ in each case)

• Subscription:

(a)  Yours faithfully. (most common form in formal, official and business letters)

(b)  Yours truly. (somewhat warmer than the above)

(c)  Yours sincerely, (cordial and friendly)

(d)  Yours affectionately. Very sincerely yours, Yours ever, in very intimate personal letter

Layout of a Business Letter

1. Font and Margins

Before writing an official letter, it must be kept in mind that the letter should not only be simple to understand but easy to read as well. Set your margins to be one or one and a half inches per each side of the document, this will help your letter look professional. Using simple fonts like Verdana, Arial, Calibri or Times New Roman with a 12-point size will give your official letter a clean look as well.

2. Heading and Subject

Once your fonts are set, you can begin addressing your letter. First, write your name in the top left-hand corner of the page. Include your name, address and the current date. You can also include your phone number and email if you are requesting further contact.

While writing the recipient's address information, remember to put it directly beneath yours. Write their name, title of their organization if they are representing one, followed by the address. Review the name and address of your recipient more than once to ensure you've written the correct address and spelled their name right.

3. Salutation

You can now professionally greet your reader. A common salutation used in official letters is, "Dear Ms. Or Mr. Last name". If you know both their first name or last name, you can include that in the salutation. For example, you can write, "Dear Alex Smith". If you know their gender, you can write, "Dear Mr. Alex Smith" or "Dear Ms. Alex Smith". If you're unaware of the name of the recipient, you can write, "Dear Sir or Madam".

4. The Body

The body paragraphs are where you can capture your main points and professionally explain your concerns, opinions or other information to your recipient. This is the part where your introduction and the purpose of the letter comes in. You can use verbiage such as, "I am writing to you today because..."

Once you've explained what the recipient will read, you can expand further throughout the next paragraph. Include details that support your first statement. For example, if you were writing a recommendation letter, you could expand on the skills of the person your recommending by saying, "Avery's time-management and organizational skills have improved the efficiency of my business by 12% since the beginning of the quarter."

You can continue giving examples until you believe your point has been clearly understood by the reader. Keep your sentences short, simple and easy for the reader to understand.

5. Conclusion and Signature

After finishing the body of the letter, the conclusion should be written. This paragraph can be short and will finalize the document by repeating your main point, explaining any possible next steps or thanking the recipient for taking the time to read your letter.

After closing the letter, you can provide your closing signature at the end of the document. Examples of common letter signatures are:

Sincerely

Sincerely yours

With appreciation

Thank you

Regards

Yours truly

Respectfully yours

Carefully select your closing signature as per the requirements and input name at the bottom of the letter.

6.Enclosures

Enclosures are additional materials added to your letter to support your document, similar to when you attach a file to an email. If you're attaching a document to complement your letter, you should mention it near the end of your letter. To inform the reader that an additional document is attached, you can include the word "enclosure" at the end of the letter after your name. You can also shorten the word by writing, "encl."

Write your name and address in the top left-hand corner of the envelope followed by the recipient's name and address in the middle. Now your letter is ready to be sent to the recipient.

Presentation

Apresentation is a formal talk given on a specific set of topics to inform and educate. They may be short or long, include slides or other visual aids, and be done individually or in a group.

Planning and structuring a presentation is similar to the process of writing an essay, except the speaker needs to be conscious of a live audience and use spoken language instead of written.

Below are the four basic steps required to create a successful presentation:

Step 1: Planning:

While planning a presentation, the following questions should be kept in mind:

1. What is the aim of your research?
2. Why are you presenting it in oral form?
3. What is important about your findings?
4. What is the key focus of your presentation?
5. To whom are you presenting your findings?
6. Are they more or less knowledgeable on the topic than you?
7. What does your audience expect to gain from listening to you?

The presentation must be planned in such a way that it answers all these questions first before moving on to the structuring stage.

Step 2: Structuring the Presentation:

Like an essay, a presentation needs an introduction, body and a conclusion.The introduction may consist of an anecdote or provocative question to engage the audience right from the start. A question that includes your audience will make them want to follow through with you to find out the implications as they relate to them directly. The body will contain the main theme of the presentation where the ideas introduced earlier are explored thoroughly. The concluding statement should be a clear summary of what has been said in the main part of the presentation.It should also point toward further research or conclusive results if possible.

There are a lot of differences in speech and writing, and they must be kept in mind while preparing apresentation.

One of the most obvious ways in which to achieve natural speech is to speak sometimes in the first person - you can refer to yourself in a presentation, for example, "I'd like to start by..." or "Let me give you an example...", whereas in written projects it is best to keep the use of the first person to a minimum.

While preparing for a presentation, visual aids such as PowerPoint presentations could be very useful to illustrate one’s ideas more clearly. It can be very purposeful to employ such visual aids while discussing the central themes of the topic.

Step 3: Preparation:

Preparedness helps in easing nerves nous and boosts confidence. The following considerations should be kept in mind while preparing for presentations.

Time limits:

The presentation must be practiced a number of times to get the pacing right and to ensure the information can be contained in the time provided. Finishing too early might make the audience think that you lack proper material or understanding of the topic whereas finishing too late might make them feel boredom.

Speak from notes:

It's preferable to reduce the original paper to bullet points while presenting so as to not lose eye contact, intonation and good posture.

Body language:

Use of gestures and good posture combined with a smile keeps the audience engaged and interested.

Voice:

Loudness should be ample so that the audience can hear you clearly and the pace should be perfect so they can follow your arguments. Use silence and pauses effectively when making particular points, also speaking in monotone should be avoided.

Step 4: Presentation:

If all of the previous steps are followed carefully, one should be able to present easily and effectively. Questions should be welcomed and special attention should be given to the audience’s reactions and one’s own body language.

It should always be kept in mind what the purpose of the presentation is and all improvisations should be done in accordance to that purpose. The presentation should be ended with a polite “thank you” and all questions from the audience should be answered as clearly as possible.

Inviting Quotations and Sending Quotations

A quotation is an offer from the seller to sell products or services at a certain price. A quotation is not a legally binding contract but only an offer. In businesses such offers are often made through letters. These letters are known as quotation letters or voluntary offers.

Quotation letters are written in formal style and follow the same format as other business letters with a change in the main content of the letter.

Format of a quotation letter

Your name, address, city, zip code, phone number and email address should be included in the contact information. Following the contact info is the date. After writing these, you have to write the contact information of the person or organization you are writing to, the salutation, The introduction as to why you are writing the letter, the body comprising of various specifications regarding the products or services along with the price list, a few concluding statements and your signature (handwritten signature if the letter is mailed).

These are the basic steps of writing a business quotation letter. To summarize, a business quotation letter should consist of short and to the point sentence, the focus should always be on the numbers, it should attract the attention of the reader, it should be respectful and should not contain errors.

Sample

Below is a sample letter of quotation which will help you understand the basic template of a quotation letter

Placing Orders

An order letter is a type of business letter which is written for the purpose of placing orders for products and services. An order letter is written by the buyer when the seller has provided them with a quote and it is in accordance with their budget.

An order letter is important step towards initiating a business transaction. This letter demonstrates interest in the merchandise and the need to start a business deal. This letter also shows that a customer is satisfied with the details provided in the quote like prices, specifications and other details.

An order letter is also used to specify the timeline around which the ordered products are to be delivered. It also provides other relevant information on quantity, the things ordered, and the mode of payment.

Below is a template of how an order letter should be written. In this template, the buyer is placing an order after receiving a quotation from the seller and agreeing to it.

From,

_____________

_____________

Date (date on which letter is written)

To,

________________

Subject: _________________________________________

Dear _________________,

My name is ____________ and I am writing as ____________ on behalf of ____________. With regard to a request for a quote dated ____________, I wish to order ____________ fabrics that are ____________ in colour and ____________ design. This order is for a client who is preparing for a wedding on  ____________ and I wish to have the order urgently. The reference number of this order is ____________, please include it in all transactions for this order.

The first order will be for ____________ pieces so that we can examine the quality of the fabric and the design before making the second order. The second order will be for ____________ pieces upon approval of the first order. Kindly receive a check of ____________ for the first order. I would appreciate if you sent me a confirmation of receipt through my email ____________.

I hope to receive the shipment by latest ____________ in our office located on this address ____________.

Thank you in advance.

Your Truly,

__________

(__________________)

Inviting Tenders

A tender is a formal, transactional document used by large organizations, companies, government bodies and NGOs find suppliers and contractors for particular projects or procurements. Hence, it can be said that tenders are the foundational pillars of bidding process used by both public and private institutions. Invitations to Tender or Requests for Tender (RTF) are documents used by an organization or government institution to invite bids from interested contractors for a large project or the procurement of goods and services.

Important Elements in a Tender Document:

Conditions for participation: This section outlines the important conditions that a supplier or contractor must meet in order to be considered by the organizer. All the important required documents and records proving the supplier’s eligibility for the project are to be enclosed in this section. Financial records, licenses, insurance documents and data related to past projects may be some of the conditions required to be met for participation in the bidding process.

Accreditation and quality standard: Under this section, the potential contractor or provider must demonstrate that they can satisfy all the requirements stated by the organizer in the previous section. The bidder has to present the organizer with certifications of quality and authority accreditations such as ISO, ISI, etc. This section may also outline certain processes or procedures followed by the firm that will ensure superior quality for your product or service.

Specifications: Included in this section is the specific information the potential contractor must outline about the project that the client might be interested in. These specifications may include the goods and services required for the project, the expected time-frame for project completion and also any associated requirements related to pricing, delivery and performance. This information will play an important role in the final evaluation made by the organizer.

Conditions of contract: Under this section, the tender document has to provide all the significant information regarding the rights and responsibilities of the client as well as the potential contractor. All the terms and conditions of the project must also be clearly outlined in this section. This section must ensure clarity, comprehension and transparency in the transactional process.

The condition of offer: While the bidder or contractor is submitting their offer, they must provide the client with their official agreement to the proposed terms and conditions of the contract. The estimated timeline of the entire tendering process as well as the location wherein the submission must be made are to be indicated in this section. Other relevant information that might be included in this section are the submission process, the evaluation process, etc.

Techniques and Elements of a Good Tender Response

Below are the techniques involved in writing a good tender response:

1. Use the templates or formats provided

All tender specification documents adhere to a specific format which is provided by the organization that has required you to fill the tender consisting of multiple sections and sub-sections. These sections may contain certain word limits and require specific file formats.

By accurately following all of the requirements in the tender, your tender response will become clearer and it will be easier for the tender review panel to consider your offer.

2. Structure your tender document clearly

Many a times, organizations do not ask for a particular format or structure, in those cases, be sure to keep your tender document clear, logical and well organized. Begin with a clear and persuasive introduction that states the purpose, rationale and central proposition of your bid for the project.

Diagrams, charts and statistical data also help in convincing the panel to consider your bid. It can be used as an effective way to break up blocks of text and communicate to the reader complex propositions.

3. Provide all relevant details

As with quotes, tenders must include certain information in order to be considered, including:

• Your ABN
• a company profile and capability statement
• Whether you propose to subcontract
• The price for each product or service you propose, and an indication of whether these are fixed or variable (e.g. Based on exchange rates or consumer price index variations)
• Any conditions affecting the price
• Delivery details and charges
• a proposed schedule indicating milestones or delivery dates
• Whether goods or services are periodic or recurrent
• GST and other taxes
• Applicable insurances
• Intellectual property rights where relevant
• a description of any variations you propose in meeting the conditions of the contract.
• Address the selection criteria

Closely follow the criteria in the tender request. Make sure your proposed offer precisely meets the buyer's needs. Describe the advantages the buyer will receive from your organization's products or services.

Provide specific examples of how you meet the selection criteria rather than simply stating that you do. It is important to highlight your credentials and provide verifiable experience, as well as explaining how your approach to delivering the tender will meet the buyer's needs. Identify the requirements that are most important to the buyer and cater for this in your tender response.

4. Choose the right referees

Another key part of delivering a successful tender response is choosing the right referees.

Use referees that know your products or services. Make sure you get permission to use referees before including them in your response. Brief them on the highlights of the request so they can target their comments to the job specifications.

5. Proofread your tender

Use spell check and, if possible, ask someone outside of the tender development process to read your tender response and give feedback. Ideally, get a professional copy editor or proof-reader to carry out this task. If several authors have contributed to different parts of the tender response, ensure that one person reads the entire tender response document for consistency.

6. Submit your tender in time

Late or incomplete tender responses are usually excluded from consideration barring exceptional, pre-agreed circumstances.

If you are submitting online, do not leave your tender submission until the last minute in case you have computer, internet or network issues. If your tender response is to be posted, make sure you allow time for delays. Consider using ‘same day delivery' for courier services or hand-delivering your tender response (if allowed).

Sales letters

A sales letter is a type of business letter which is written with the intent of selling a product. Sales letters are an effective way to communicate with clients.

Sales letters are designed in such a way that they immediately grab the attention of the reader. It is like a salesman discussing the purpose but in the form of a letter. A sales letter could be general or particular in nature depending upon the person(s) it is addressed to.

Objectives of Sales Letter

• The main purpose of every sale letter is to convince the reader to purchase a product.
• Introduction and marketing of new products and services.
• To reach potential customers.
• Expansion of the market.

Advantages of Sales Letter

• A sales letter is less expensive.
• Reach a client where a salesman cannot.
• Reach a number of clients all at the same time.
• Ease of understanding and availability of full details.
• More convenient, efficient, and comprehensive.

Elements and Format of Sales Letter

Below is the format of a sales letter

Headline: Here the writer wants to grab the reader’s attention toward the main purpose of the letter.

Introduction: The first paragraph serves the purpose of introduction the product or service to the reader. It provides the reader with the details of the product or service. These details include the cost of the product or service, the quality, the savings and any other information associated with it.

Body: This is the part where the writer needs to build his credibility and convince the reader. Here, the content includes the worth of the product, its similarities and differences from other products, a list of satisfied customers who are already happily using the product, and the terms of contract related to the product etc.

Call to Action: Here the writer tries to incite an appropriate response from the reader. Details such as warranties and discounts are often added in the concluding part of the letter.

Writing Tips for Writing Sales Letter

1. Introduce the ideas in a way that compels the reader to take a positive action.
2. Introduce yourself and the product well.
3. Be clear in what you are offering.
4. Choose your words as per the targeted audience.
5. Always use a headline.
6. Make the first sentence of each paragraph count.
7. Use of font styles, font sizes, bullets, and numbering etc.
8. Strongly describe the credibility of the product using relevant statements and examples.
9. Suitable closing sentences.
10. Correct use of salutation.
11. Proper and complete details of the product and availability.
12. Always ask for the reader's attention, build interest and desire in the reader's mind, and finally incite the call of action.
13. Have a simple and convincing tone.
14. Avoid creating confusion and uncertainty.
15. Avoid being clever and funny.
16. Include your name, signature, and other contact details.
17. Do not use fancy words or slang.
18. Always revise and edit the letter.

Claim & Adjustment Letters

Claim Letter

A claim letter is essentially a complaint letter which a buyer writes to a seller to resolve grievances. Claim letters are formal business letters in which an individual or company demands the fulfilment of their claims.

In a claim letter the buyer asks for a refund or replacement for the faulty products or services provided by the seller. The seller then sends an adjustment letter where he tries to find a solution for the buyer’s problem.

Below is a sample claim letter which can be used as a template while writing a claim letter:

Adjustment Letter

An adjustment letter is a response to a buyer’s complaint or claim letter. Th main objective of writing an adjustment letter is to rectify the problem and provide the buyer with an appropriate solution.

Steps on How to Write an Adjustment Letter

1. Write the salutation.

Always address the letter to a particular person. Usually, people that send a complaint letter leave their name and address. Make sure that you spell the name correctly. For example, “Dear Mr. Jones” or “Dear Michael Robertson.”

2. Write the introduction.

Start the first sentence with a positive note. Write that you are pleased to hear from the client or express regret over the troublesome situation, or both. Address the date of the customer’s complaint letter and tell why you are writing. Don’t repeat the content of the complaint in detail.

Try to avoid such words as “complaint” or “claim.” These words may sound accusatory for the client. It will be better to say something like “Your report/message/notice from 2nd November has been received.”

3. Write the main part of the letter.

This section will consist of several parts. First, you need to restate the essence of the problem, so the reader will clearly understand that you have understood their problem well. Then you need to explain why the situation has occurred. Avoid long explanations, and be specific and brief. Clients don’t care about the company’s difficulties and simply want the situation to be fixed.

Second, present the solution to the problem. If the client is right, admit the mistake and provide a compensation or guarantee that the error will be resolved. Provide a list of steps that you are going to take (or have already taken). In some cases, when the claim is unwarranted, the company needs to write a careful and tactful denial to maintain good relations with the customer. Always try to persuade the client that you always have their needs in mind.

4. Write a conclusion.

End the letter with kind words. Thank for the client’s patience and offer further cooperation. Assure the client that such situations are rare and the company will do all possible to prevent this in the future. Express hope that the client will continue to enjoy products or services of the company. Don’t restate the essence of the problem at the end of the letter, as it will leave a feeling of incompleteness rather than your goodwill.

Add a hot-line phone number and website at the end of your letter, so the client can contact your company if needed.

5. Proofread and send the letter.

Make sure that your text is free of mistakes and has a logical structure. When you are pleased with the result, send the letter to the client.

Tips on How to Write an Adjustment Letter

• Don’t forget to fill in the subject field if you are sending an email.
• Write the adjustment letter in the shortest time possible. The company improves its own reputation by responding quickly to all complaints.
• Focus more on the solution rather than on the details of the problem.
• Always write in a positive tone. You need to calm down the customer and cheer them up.
• Focus on the relevant and specific facts rather than emotions.
• Don’t use abusive language or a negative tone. Even if the customer is aggressive or rude, you need to keep a friendly attitude and understanding of the problem.
• Never promise the client to do what is impossible or something that violates the company’s policy.
• Don’t show your surprise about the problem, unless it is a truly unique case for your company.
• Don’t try to make excuses – provide only factual information in the explanation.
• Show that your company takes it seriously.
• If the client experiences a great inconvenience, be generous. For example, you can provide a discount for the next order or a gift if appropriate.
• Remember the classical rule: “The customer is always right.” Even if the customer is wrong, make sure the customer is satisfied with your response.

Social Correspondence

Letters are written to fulfil social obligations or to meet personal needs which may not be directly related to our official or professional activities. Some letters of this kind are letters of congratulations, invitations, introductions, recommendations, condolences, letters conveying acceptances and regrets, and letter making hotel reservations and booking by air, retail etc.

Tough the format and style of such letters is generally the same as that of business letters, they have an air of ease and casualness. Their tone depends largely on the degree of intimacy between the write and the receiver.

An informal letter adds a personal touch to one's thoughts and ideas. This type of letter is very spontaneous in manner. An informal letter format is used when you write a chatty or newsy letter to a friend or relative. The tone of an informal letter is friendly and the content may be emotional. Therefore, these letters are also called social letters.

An informal letter is a letter written to your friends or family members. It may even contain contractions like you're, she's, or he's which are to be strictly avoided in formal letters. All informal letters have to start with an informal salutation such as Dear _____. An informal letter should end on an affectionate note such as yours lovingly, yours truly, or yours affectionately.

Format of a social letter

A format is a pattern or the structure that is to be followed while writing a social letter. Unlike the formal letters, informal or social letters do not have any particular format as such. However, there is a casual pattern or structure that needs to be maintained. These letters can be lengthy as compared to the formal ones. Below mentioned is a structure that should be followed while writing a social letter so that your letter looks attractive to the recipient. These guidelines are basically followed while letter drafting.

1. Address- The very first thing that you need to write is the address of the sender. This is written on the left corner of the paper and is the starting point of the letter. Give your complete address and pin code is a must. Though it is an informal letter and you are sending it to your friends and relatives, it is essential to write the full address so that the recipient can write back to you. If this letter is for someone staying outside the country, do not forget to mention the country’s name.

2. Date- Below the address, the date has to be written i.e. the date when the letter is written. The recipient will know when the letter was written. As far as possible, the date has to be in an expandable form.

3. Greeting- The greeting can be absolutely informal like ‘Dear Mom’ or ‘Dear Alan’. If you are writing a letter to someone of your age, you can mention his or her name after ‘Dear’. If it is for your mother, uncle, aunt or anyone senior to you, you need to write- ‘Dear Uncle’, ‘dear dad’ etc. You can write ‘Mr. Or Mrs.’ for someone who is elder to you. For example, if you are writing a letter to your teacher to enquire about her health, you can write- ‘Dear Mrs. Margaret’.

4. Introduction- After this, you will start writing the actual letter. The first Para in your letter should be an introduction. This will set the tone of the full letter. You should start the letter by asking about the recipient’s health. Or you may write- ‘I hope you are in good health’. This is the opening stage of the letter.

5. Body of the letter- The entire letter tone should be friendly. But you have to change and adjust the words as and when required. When you are writing to your friend, you can easily use informal and flippant style. But when you are writing to your elders or someone respectable, make sure you do not use any disrespectful words or terms. Your use of words will determine the tone you are using in the conversation.

6. Conclusion- At the end of the letter, you should summarize and say and a warm goodbye. Also, make sure you request them to write back to you.

7. Signature- In the end, you need to put your signatures to close the letter. You can sign off as you want- kind regards, Lots of love, best wishes, etc. Choose the greeting as it suits the occasion.

Below is a sample template for an informal letter:

Sample Letter

2.2.          Memorandum, Inter-Office Memo

A memorandum is an internal and informal form of communication which is written to inform and to call to action. It is normally used for communicating policies, procedures or other information within the organisation.

Unlike Interpersonal communication a memorandum is presented to a large number of people. A memo has to be concise and concrete in terms of providing information.

Interoffice memorandums (memos) are used by employees within an organization to communicate with one another.

Format of an Inter- Office Memo

A memo heading consists of four standard parts: TO, FROM, DATE, and SUBJECT. (See illustration of an interoffice memo.) The memo is usually keyed on a pre-printed form with the organization’s name printed at the top of the page. If the headings TO, FROM, DATE, and SUBJECT need to be keyed, use the format guides presented below.

The heading part follows the format given below:

TO:             (The name of the receiver and their designation)

FROM:           (Your name and designation or title)

DATE:             (Current Date)

SUBJECT:           (The purpose of writing the report)

The Body

The body of a memo report, like any technical report, should be concise and to the point. It needs to be properly structured and organised. It should consist of the following elements:

Opening:

This section should consist of 2 to 3 sentences and should state the main purpose of the memo. It should include the main problem with which the memo is concerned with and how it is going to be addressed. A good way to start the opening statement would be “The purpose of this circular is to inform you regarding the recent changes….”

Discussion:

This is the longest section in the memo which deals with all the information and evidences you have collected to support your arguments. This section can be subdivided into four subsections namely,

Conclusion:

After discussing your research, you should summarize the main elements of your finding in 2 or 3 sentences that should reiterate all the implications in the circular.

Attachment/Enclosure notation

If another document is attached to a memo, the word Attachment is keyed at the left margin one line below the reference initials. If a document is included but not attached, the word Enclosure is used. If no reference initials are used, the notation is keyed one line below the last line of the body.

Sample Inter-Office Memo

2.3.          Notices

Notice writing is a formal written document. It is one of the common methods of communication.It gives important information regarding something that is about to take place or has taken place.

It is usually meant for a wider audience. It is usually put up in a public place for easy accessibility.

A notice must include:

     What is going to happen.

     Where it will take place.

     When it will take place.

     Who can apply or is eligible for it.

     Who to contact.

Points to remember while writing notices:

     Only include the most important points.

     The sentences must be short and grammatically correct.

     Notices must be presented in the passive voice as much as possible.

     Present the notice in a box.

     The word limit for the body of a notice is 40–50 words

     The information must be clear. It should not cause any confusion.

     A notice must attract the reader’s attention immediately.

     Increase its visual appeal by using bold letters and catchy slogans.

     You can use standard abbreviations.

Types of Notices

Before one can fully understand the dynamics of making notices, understanding the basic principles and types of notices must be considered.

• Public Notice – These types of notices are made and disseminated by government offices and departments. They are for the benefit of the general public in order for them to know the government-related updates such as the passage of new law, details about certain legal proceedings, and many more.

• Private Notices – In contrast to public notices which are used to raise public awareness, private notices are given and address to particular parties. These types of notices spring from contractual obligations such as in the case of job notice templates, two weeks’ notice letter sent by a landlord to his or her tenants, and many more. These are also used by companies and organization in terms of disseminating significant information. If there will be company meetings, secretaries can refer to notice of meeting templates 
  in drafting the notice for an upcoming meeting or company conference.

Format of a Notice

The structure of a formal notice consists of the following elements:

1. Name of the organization

The name of the organisation or faculty should be written at the very top of the notice.

This is important as it makes it easier for the reader to decide whether the given information concerns them or not.

2.     Title

The title “NOTICE” should always be written on top and must be underlined. Since notices are usually put in public places, they must be easily discernible.

Because public places generally have a lot of posters,pamphlets,etc. a bold title is important for the notice to be conspicuous.

3.     Date

The date on which notice was published is to be mentioned on the left-hand side of the document.

This is a formal document, hence, It is important to mention the date as it stays on record.

4.     Heading

Heading must always precise and clear as it gives a clear idea about the purpose of the notice.

5.     Body

Here one should write the relevant information as briefly as possible. Since a notice is a very short written document,

One should provide all the significant and pertinent information in a precise manner.

The body should cover all the five W’s, i.e., what,where,when,who and whom.

6.     Writer’s name

The name and designation of the writer of the notice should be mentioned in the end.

Sample Notice

2.4.          Agenda

An agenda, sometimes also referred to as a a docket or a schedule, is a list of activities or actions stated in the order they are to be taken up, from the beginning till the adjournment of a meeting. An agenda helps in preparing for a meeting by providing a list of items and a clear set of topics, objectives, and time frames that are needed to be discussed upon.

Format of an Agenda

An Agenda normally includes the following elements −

     Meeting Agenda Title − at the top; preferably center-aligned

     Meeting Information − Description of the purpose

     Objective − description of Agenda

     Date − for maintaining records of correspondence

     Location − the place of meeting

     Time − the actual time of commencement of the meeting

     Meeting Type − brainstorming or Discussion or Assessment

     Time of Arrival − the starting time of the meeting.

     Time of Adjournment − time the meeting ends

     Attendees − the number of people present at the meeting along with their names

     Preparation for Meeting −

     Please Read − instructions to be followed

     Please bring − documents or objects required during the meeting

     Action Items −

     Last Action Responsible Authority Due Date

     New Action Responsible Authority Due Date

     Other notes − supplementary instructions or information to be noted down.

Agenda example

MEETING AGENDA

Date: Aug. 1, 2019

Time: 1 p.m.

Location: Conference Room A

AGENDA DETAILS

Goals: Review the marketing campaigns from last year, identify seasonal slumps in product demand, brainstorm ways to increase demand during these slumps and make sure we’re prepared for the next marketing campaign.

1. Review marketing campaigns from last year.

Time: 15 minutes

Purpose: Share information

Leader: Jamal Adams

a. Present the marketing campaigns from last year.

b. Review the sales numbers after each campaign.

c. Identify the campaigns that have the biggest impact.

2. How should we manage the fluctuating demand for our product?

Time: 30 minutes

Purpose: Decision

Leader: Blair Hanline

a. Review sales numbers from the last four quarters.

b. Identify any trends in sales numbers.

c. Brainstorm ideas on increasing sales during those slump periods.

3. Preparing for the next marketing campaign.

Time: 15 minutes

Purpose: Decision

Leader: Blair Hanline

a. What do we need to prepare for the next marketing campaign?

i. Review the attached marketing campaign materials.

Ii. Identify tasks for each team member.

b. How will we track the effectiveness of this campaign?

c. Review sales goals for this campaign.

4. End of meeting review

Time: 5 minutes

Purpose: Decision

Leader: Jamal Adams

a. What did we do well in this meeting?

b. What should we do differently next meeting?

2.5.          Minutes

Meeting minutes, or mothers (meeting minutes) can be described as a written record of everything that happened during the meeting. It is used to inform people who did not attend the meeting about what happened, or to follow up on appointments during the meeting so that you can repeat it and use it to inform future decisions.

Whether to be entrusted with taking notes of a committee or being appointed as the Minister of the Board of your organization, preparing for meeting minutes doesn't have to be a daunting task. Here are some tips and ideas that will help you get started on writing and preparing for effective meeting minutes, as well as a sample of meeting minutes and meeting minutes template to follow.
This guide on how to record meeting minutes was prepared by Wild Apricot to assist volunteers and / or staff of non-profit organizations and potential membership organizations in the task of capturing and preparing meeting minutes for committees or Board of Directors.
Please note that as the format, style and content of meeting minutes requirements vary depending on the organization and type of committee or Board, this document provides some general guidelines to help you get started.

Purposes of Minutes of Meeting
 

You should not be intimidated by the word "minutes" because it is actually misleading. After all, your committee or Board does not want or need a record of the proceedings in a minute! But it is important to include the core of the meeting, including details such as:

• decisions made (decisions made, votes, etc.)

• next scheduled steps

• Identification and tracking of activities

The minutes are a visual record of the meeting of their participants and a source of information for members who were unable to attend. In some cases, meeting minutes may serve as a reference point, for example:

• where the results of the meeting influence other collaborative activities or projects in the organization

• minutes can be used to inform (or remind) people of their assigned tasks and / or timelines

Components of Meeting Minutes

As mentioned above, there are five steps involved with meeting minutes:

1. Pre-planning

2. Record the take - at the meeting

3. Minutes to write or write

4. Distribute or share meeting minutes

5. Completion or maintenance of future reference minutes

     Pre-Planning:
A well-organized meeting helps ensure effective meeting minutes. When the Chairman and the Secretary or minutes are working together to ensure that the agenda and meeting are well thought out, it makes the minutes of the process much easier. For example, depending on the structure of the meeting and the tools you are using, the minutes carrier may work with the Chair to create a document format that serves as an agenda and release minutes.

     What is the agenda of the meeting?
Meeting agenda = outline:
At the very least, it is important to get a copy of the meeting agenda and use it as a guide or outline for taking notes and preparing minutes - in order and numbers of items in meeting minutes similar to those of the agenda.

In addition, the agenda and / or notice of the meeting also provides details that need to be included in the minutes, such as:

• the names of all the attendees, including guests or speakers

• Submissions and agenda or presented at the meeting - copies (digital or hard copies) of the offer should be kept together with minutes of the meeting for reference and sharing with those who were unable to attend the meeting (with others as determined by the Chairman of the meeting).

     Expectation Explanation:
When taking on a new role as a minute’s manager or Secretary, be sure to ask the chair of the committee or the Board what they expect to do during the meeting, as well as the type of information they expect in minutes. For example, if your Board or committee is going to be considering proposals, or voting on issues / issues, it is clear that you need to provide the names of the decision makers, support them, etc. If you're going to be facing this kind of process, you (and your chair) may want to refer to Robert's Rules of Order.

     What should be included in the minutes meeting?
Before you start taking notes, it is important to understand the type of information you need to record at a meeting. As noted earlier, your organization may need specific content and format that you need to follow, but in general, meeting minutes usually include the following:

• Date and time of the meeting

• Names of meeting participants and those who are unable to attend (e.g., "Regrets")

• Approval or amendment / amendment of previous minutes of the meeting.

• Decisions made about each agenda item, for example:

• Actions taken or agreed to be taken
• Next steps
• Voting results - e.g., (if necessary, details about who did the motives; who is supportive and acceptable or by show of hands, etc.)
• Actions taken or rejected
• Things to be caught on
• New business
• The date and time of the next meeting

     Tips that can help your note take:

• Create an outline -
  as discussed earlier, having an outline (or template) based on an agenda makes it easy for you to write notes, decisions, etc. For each item as you progress. If you handle notes manually, consider inserting a space below each item in your outline of handwritten notes, then print and use this to enter the minute.

• Attendants in the lounge -
  if you know the attendees, you can check them out as they arrive, otherwise people will introduce themselves at the beginning of the meeting or spread out a checklist.

• Record decisions or notes on item items in your list as soon as they are sure they are properly recorded

• Request clarification if necessary -
  for example, if a party is proceeding without a formal decision or conclusion, request clarification of the decision and / or next steps involved.

• Don't try to take it all in -
  you can't keep writing down when you write down verbs in conversations, so make sure you write (or type) easily (or type) just decisions, assignments, work steps, etc..

• Record -
  of course, if you care about being able to keep up with the note, consider recording a meeting (e.g. On your refined phone, iPad, recording device, etc.) But be sure to let participants know they are being made. To record. While you do not want to use recording to create a word-for-word transcript of a meeting, the recording can help if you need clarification.

     Meeting Minutes Template: 
Here's a simple template you can refer to next time you need to take meeting minutes. 

2.6.          Job Application Letter

The application process for internships, internships, and graduate / professional programs usually requires a personal statement or application letter. This type of writing invites writers to present their skills with confidence and accuracy, which can be challenging.

Although the requirements are different in application and application, the purpose of this type of writing is to represent your goals, experiences and qualifications in the best possible light, and to demonstrate your writing ability. Your personal statement or request letter to present to your potential employer or program manager, so it's important that you take enough time to write a piece of creative writing.

Below is the job application letter writing procedure:

• Prepare your materials:
  Before you sit down and write, prepare something to prevent frustration during the writing process itself. Obtain copies of documents such as transcript, resumes and original application form; keeping them in front of you will make your writing career a lot easier. Make a list of important information, with specific names and specific topics for employers and directors, job titles you have worked on, dates for relevant work or volunteer experiences, jobs involved etc. This way, you will be able to look at these materials while writing to include as much detail as possible.

• Write a first draft:
  After you've compiled and reviewed these materials, it's time to start writing. The following is a list of concerns that authors should keep in mind when writing a personal statement / request letter.

Below is an example of a job application letter which can be used as a template for your letters:

2.7.          Preparing the Resume

A resume is a short document used to summarize the job search and qualifications of the prospective employer. The resume includes contact details for the job seeker, work experience, education, and the appropriate skills to support the job application.
 

Your renegotiation is a critical part of today's job application process. Writing a good resume is more important than ever now that online job posts tend to attract hundreds if not thousands of applicants. A refurbished, ready-to-start application will increase your chances of getting an interview while poorly written resumes may be lost at sea of ​​applicants.
 

Resume vs. CV
Sometimes you will see the words go on and the CV is used interchangeably. They are not the same. The resume is a short documentary designed to market your professional skills while the cv contains an informative list of your expertise, of your courses, and other information.
C.V stands for curriculum ("course of life"). CVS are separate by design. Think of them as an encyclopaedia version of your professional life, taking your career history, education, credentials, relationships, publication and professionalism. They can extend well over three or four pages.
In the united states, CV’s are usually limited to professions with general positions where deep expertise is critical, such as academics, science and medicine. These CV’s are filled with extended education categories, work history, internships, gigs talk, teaching appointments, magazine publishing and other information that establishes trust.
Re-use across many industries and very short on just one or two pages. That's because the resume is not intended to capture all the details of your previous experience. Your resume should be designed and updated based on the details of each activity you use. Negative jobs in past jobs can be eliminated to save space and attract more attention to your used and accessible skills.

How to write the resume:

1. Select the resume format and the categories you need

2. Always include contact details, work experience, and education

3. Use traditional topics for high compliance

4. Apply practical skills directly to the job description

5. Replace basic tasks with impactful performance

6. Do not include an old goal statement or reference section

7. Preview and double-check what you wrote

8. Save as docx file (optional) or pdf.
If you think you are done, ask someone else to take care of you. Alternatively, take it to jobscan for a quick answer.

Contents of a Good Resume
At the very least, your start-up should include your contact details, work experience, and education. Additional job summary sections, skills, volunteer work, and additional qualifications can be added when related to the job you work for.
The work ethic here is "worth it." remember that your resume is intended to quickly highlight the reasons why you are well prepared for the job. It is not intended to explain all the tasks you have done. Instead of simply listing your daily obligations from past activities, read the job listing and try to find the answer to each of the requirements listed. This is likely to get the attention of an employer who can only look at your return for a few seconds. It also broadens your application tracking system to apply to algorithms that help companies identify top candidates.
Below you will find out which parts of the restart to include in your start-up and how to adapt to the job you are looking for.
 

Elements of a Resume

Contact information:
The title of your start-up should include the following information:

• Name
• Phone number
• Location (city, country, zip code)
• Email address
• Linked profile URL
  It may seem obvious, but job seekers sometimes forget an important piece of contact information in this section. Double check and make it as easy as possible for employers to contact you for job interviews.

Phone number:
Enter a personal phone number, not a work number. Enter your city, state, and zip code (e.g. “Seattle, WA 98104”). This is important as other applicant tracking systems allow employers to filter the candidates based on location. Employers will always start with local selectors first. If you are traveling from somewhere, write down your current location and your future location.

Email address:
Use a valid email address. An email address based around your name is correct, such as jackieromano12@email.com. Your "happy" email address may work well in your life, but the terms "beersnob88" or "biebersuperfan" may not be so clear. Even using a seemingly outdated email client - such as AOL or Hotmail - can harm your prospects. Consider creating a free Gmail account for your search.

Linked Profile url:
If the employer is surprised by your qualifications, they will look at your online profiles. All job seekers should create a strong LinkedIn profile and include a url in their resume. This will make the life of the employer a little easier and help them to cross-check the claims on your resume.

Work experience:
Part of the work experience is the heart of your resume. Separate this category from a clear, existing topic, such as "work experience," "work experience," or "employment history." this will help guide employers towards your resume and ensure that the applicant tracking system (ats) is well defined.

Under the main heading, list each activity in chronological order. Each function should have its own sub-heading that includes the following information:

• Company
• Workplace
• Your job title
• Start and end dates

For example:

• Abc corporation, settle
• Distribution manager (01/2017-present)
  The first things an employer looks for in your resume are the topics of the work you hold and the number of companies you've worked with. This format not only makes it easy for them to access that information, but our research has found that this sequence also provides greater ats compatibility.

Under each subheading, include responsibilities and measurable outputs that are relevant to the job you are working on. Remember, you don't have to include all the activities that were part of your daily routine. Use your available space to highlight the skills and knowledge requested in the job description. Jobscan helps you decide exactly what skills are requested and whether or not you have highlighted them.

Education:
When you have a few years into your career, your education level may also be reduced under your resume. Unless you're using a profession that places more emphasis on education (such as academics, law, or medicine), most job seekers can escape by simply providing the following information on their resume:

• Agency name

• Stem

• School location

• Years visited
If you have just graduated from college, your education level surpasses your professional experience and includes many details. Skills developed in school are real skills that are important in the professional world. Recent rooms can include appropriate coursework, communities, organizations, and extracurriculars that strengthen their identity.

Activities:
98% of fortune 500 companies use applicant tracking systems (ats) to filter, filter, and enter applicants. Other atss, such as taleo, can automatically add your own content to the job description, allowing employers to focus only on the best "applicants". Employers are also looking at their application site to find keywords, such as "customer service," "accounts available," or "adobe photoshop."

Overloading or coming up as a search result is about adding complex skills and keywords to your resume. A good way to identify key skills in a list and search algorithms is to identify which skills are most prominent in the job description. Aligning these skills to your resume, where applicable, increases your chances of being selected for an interview

Strong skills should apply to all your resume capabilities. Entering the skills category for your start-up is not a prerequisite, but it can help you have a natural place to list the essential skills in the job you work for. The dedicated skills section also makes your resume much easier for employers trying to quickly find out if you meet their needs.

If you are using the skills section, remember that the list of skills and keywords is not enough. Add context to these skills to your full potential so employers can believe. This includes factors such as projects you have used in skills, the number of years of experience in a given skill, or the level of your expertise.

Historical and free:
Some restart forms allow space for some optional components. Only use the category of awards or honours in your resume if it makes sense for the job you work for. Active reputations will improve your credibility while poor prizes simply distract you from your best titles. For example, decide to get a monthly career or get a great customer satisfaction rating for your department, but maybe not if you are a kart race expert in your free time.

Volunteer work and study:
The work you do as an active volunteer can add to your qualifications and skill set as all paid experience. Also, the word "works." highlight the volunteer work of your start-up that uses the skills that apply to the job you work for. Carefully list voluntary organizations or affiliated organizations, such as political or religious organizations.

What you can leave from your view:

• Statement of note:
  The statement of intent has been used as a standard for the restart and appears in other implementation templates. Traditionally, the purposeful statements were a brief introduction to the resume which explains why the submission is returned. For example, "purpose: to secure a position as a communications manager at a leading sales centre."

Including a purpose that you can restart these days can make you appear later. The job summary statement replaced the purpose of today's reboot. Any other information can serve as a cover letter.

While a statement of objectives describes your goals, a concise statement outlines how you can add value to the company.

• Examinations:
  It is not necessary to write your directions in your resume unless otherwise stated in the job description. In addition, it is assumed that you have references, so there is no need to include "references available on request" either. Use the space you save to add additional skills and achievements.
   
• Soft skills:
  When it comes to your resume, soft skills are not nearly as important as technical skills. That is because it is difficult to demonstrate within the context of a restart. For example, an employer will not take your name from you if you say "you work hard" or "you solve a problem." in fact, it looks like it's short.

Instead of simply writing soft skills, find opportunities to show off your interpersonal and behavioural skills. Achievements and measurable results are a great way to do this. For example, instead of saying "hard work," indicate in writing that you have completed x projects that are more than your department average.

• Gpa:
  Only list your GPA as part of your continuing education program if you have recently graduated from college and have a good GPA, similar to a 3.5 or better with a 4.0 rating. There are a few exceptions. Some industries, as professionals, are waiting to see your GPA.

Length of your resume:

While a one-page start-up is sometimes considered to be the best, a two-page resume may be required after five or ten years of staffing, especially if all of your experience is relevant to the job you are pursuing. Managers sometimes have three or more pages running.

That said, your resume should not be longer than it should. Short, step-by-step resumes will easily be digested and highlight your most important skills. After writing your resume, try removing the excess fluff and inappropriate content to reduce your page count and draw your attention to your best titles. No matter how many pages you start, try putting your most impressive titles at the top of the first page with a summary or category of skills.

There are several different ways to format your resume. Choosing the right format will make the writing process easier. When choosing a format, consider the function you are using for it. The chronological, compositional, and functional styles of each work serve a specific purpose.

Unit 2

Business Correspondence

2.1.          Business Correspondence: Letter Writing, Presentation, Inviting Quotations, Sending Quotations, Placing Orders, Inviting Tenders, Sales letters, Claim & Adjustment Letters and Social Correspondence

Letter Writing

Writing letters is an art and a strategy. The latter can be followed by following formal meetings; the former must be nurtured with the care and deepest interest of man. The letters are generally divided into the following four categories: friendly or informal letters, business letters; invitations and responses, as well as the use of functions.

Importance of a Business Letter

Promotional Function: By promoting new products and providing better services to business organizations, improving and enhancing the quality of their products. Customers should be informed through these developments. Business organizations have to expand their market by tapping new areas. All-round expansion is possible only if the organization continues to be well-informed by letters to those people and letters promoting them.

Informational work: Business letters provide valuable data about previous policies, transactions and all other activities of the organization. Modern businesses cannot depend on memory like the old days. If they are available then the letters are ready reference. New policies can be developed by studying earlier. Not only is it necessary to maintain good correspondence, but it is also more necessary to make them available in the files.

Legal work: Business letters can provide evidence in legal disputes, if any, which is in a transaction. They are useful as legal documents in quotes and offers.

Goodwill work: Business letters promote goodwill among business parties that trade. They make a good rapport between the parties in business transactions.

Convey information: The fundamental reason for any business letter is to pass on information in regards to practice business exercises. Information can be transmitted through the business letter to clients, providers, indebted individuals, government experts, monetary organizations, bank, and insurance agencies and to any different gatherings related to the business.

Conclude exchange: One of the particular functions ofa business letter isto finish up an exchange.In finished exchanges business letter are as often as possible utilized.

Creation of markets: Business letter are particularly significant for creating interest for new products and services and market creation.

Creation of generosity: In this electronic period, messages can be sent inside a couple of moments through electronic media however a very much beautified business letter has its own significance in creating a positive picture of the company.

Features of business letters

1. Knowing What to Say:
   Nothing is more harmful to good communication than muddle-headedness resulting in not being able to make one's point. Before writing a letter one should be sure of what one wants to say and accordingly one should be in command of all the necessary facts and information arranged logically and systematically.

2.     Clarity:
Knowing what one wants to say is not enough unless one says it in as clear a Language as possible. Here comes the importance of the right word and the right expression put in a sentence constructed neatly and with precision. It should, however, be remembered that right words and write expressions become relevant only when they occur in the right place. Thus, emotional and even flowery language may be apposite to a personal Letter but it will be completely out of place in a business letter.

3.     Brevity:
A few generations ago, when man enjoyed unlimited space and time, prolixity in language would not have been unwelcome, at Least in certain kinds of correspondence. In the modern age, however, addition of even one extra word cost time and energy most people will like to avoid. It is all the more the business correspondence. It means that all redundancy, be it a quotation illustration, an elaboration, in short, padding of any kind, must be avoided at all costs.

4.     Accuracy:
Avoidance of redundant helps achieve accuracy of statement. For much unwanted language in letters is the direct result of inaccurate and inconsistent thoughts and statements. A little care, particularly habitual revision of what one has written, will go a long way towards making writing accurate.

5.     Courtesy:
As remarked earlier, a letter reveals its writer's personality and character. Since there is always a 'you' in every letter, it is necessary that this 'you' or the addressee be shown all the courtesy and respect that language can express. Even when a complaint is lodged or a statement or application rejected, care should be taken that it is couched in polite and civilized language. It is worth remembering that while courtesy costs nothing, there is hardly anything more abrasive than impolite language.

6.     Good Looks:
Finally, a letter must be a visual attraction to the reader. It can displease either through wrong spelling and punctuation or bad writing and typing. These are not matters merely of form as even a well-thought out-letter, rich in ideas and having all the qualities of clarity, brevity, accuracy and courtesy may not only fail to make proper impact on the reader, but may even defeat its purpose by causing him unnecessary annoyance.

Parts of a business letter

It is convenient to divide all letters into 10 parts:

• Sender's address
• Date
• Direction (the address of the person(s) to whom you are writing)
• Salutation
• Reference (not always necessary in intimate, personal letters)
• Body
• Subscription
• Signature
• Postscript (to be as a rule avoided, unless absolutely necessary)
• The envelope.

As these are mostly (except for the body of the letter) matters of form, we will illustrate each one of them. Often there are alternative forms, but you must choose one of them and use it consistently.

• Sender's address:

(a)  Laxmi Niwas,
52 Mall Road,
Civil Lines,
Kanpur 208 016

(b)  D 64 Press Road,
Nauroji Nagar,
Mysore 570 006

(c)  Department of Linguistics,
University of Delhi,
Delhi 110 007.

• Date:

(a)  October 25, 1988

(b)  25th October, 1988

• Direction:

(a)  The Personnel Manager,
Life Insurance Corporation of India,
Bhubaneshwar, 751 006.

(b)  Messrs Atma Ram & Sons,
3B Asaf Ali Roa,
New Delhi 110 001 .

(c)  Professor N. G. Arunachalam,
Department of Civil Engineering,
University Engineering College,
Hyderabad 500 007.

(d) Ms. Kavita Swaroop,
4/D Indira Colony,
Jawahar Nagar,
Agra 282 005.

(Messrs is used for an unlimited company or partnership of traders) (The same address is to be repeated on the envelope.)

• Salutation:

(a)  Dear Sir/Madam,

(b)  Sir/Madam, (in strictly formal letters to and from government departments or officials)

(c)  Dear Sirs/Gentlemen, (in the case of unlimited company, firm or partnership of traders or from a clerk to the Board of Directors, when 'Gentlemen' is preferred)

(d) Dear Mr. Swaminathan,

(e)  Dear Swaminathan,

(f)    My dear Swaminathan/My dear Mr. Swaminathan, ('My dear' shows extra intimacy)

(g) My dear Ravi, (very intimate and friendly)

(a)  Reference:( in professional or business letters)

(b) Sale of Old Stock (between salutation and the body of the letter) (usually placed above the direction)   

(c)  Our ref...

(d)  Your ref...

• Body: (the main part of the Letter, the subject matter of which will differ in each case)

• Subscription:

(a)  Yours faithfully. (most common form in formal, official and business letters)

(b)  Yours truly. (somewhat warmer than the above)

(c)  Yours sincerely, (cordial and friendly)

(d)  Yours affectionately. Very sincerely yours, Yours ever, in very intimate personal letter

Layout of a Business Letter

1. Font and Margins

Before writing an official letter, it must be kept in mind that the letter should not only be simple to understand but easy to read as well. Set your margins to be one or one and a half inches per each side of the document, this will help your letter look professional. Using simple fonts like Verdana, Arial, Calibri or Times New Roman with a 12-point size will give your official letter a clean look as well.

2. Heading and Subject

Once your fonts are set, you can begin addressing your letter. First, write your name in the top left-hand corner of the page. Include your name, address and the current date. You can also include your phone number and email if you are requesting further contact.

While writing the recipient's address information, remember to put it directly beneath yours. Write their name, title of their organization if they are representing one, followed by the address. Review the name and address of your recipient more than once to ensure you've written the correct address and spelled their name right.

3. Salutation

You can now professionally greet your reader. A common salutation used in official letters is, "Dear Ms. Or Mr. Last name". If you know both their first name or last name, you can include that in the salutation. For example, you can write, "Dear Alex Smith". If you know their gender, you can write, "Dear Mr. Alex Smith" or "Dear Ms. Alex Smith". If you're unaware of the name of the recipient, you can write, "Dear Sir or Madam".

4. The Body

The body paragraphs are where you can capture your main points and professionally explain your concerns, opinions or other information to your recipient. This is the part where your introduction and the purpose of the letter comes in. You can use verbiage such as, "I am writing to you today because..."

Once you've explained what the recipient will read, you can expand further throughout the next paragraph. Include details that support your first statement. For example, if you were writing a recommendation letter, you could expand on the skills of the person your recommending by saying, "Avery's time-management and organizational skills have improved the efficiency of my business by 12% since the beginning of the quarter."

You can continue giving examples until you believe your point has been clearly understood by the reader. Keep your sentences short, simple and easy for the reader to understand.

5. Conclusion and Signature

After finishing the body of the letter, the conclusion should be written. This paragraph can be short and will finalize the document by repeating your main point, explaining any possible next steps or thanking the recipient for taking the time to read your letter.

After closing the letter, you can provide your closing signature at the end of the document. Examples of common letter signatures are:

Sincerely

Sincerely yours

With appreciation

Thank you

Regards

Yours truly

Respectfully yours

Carefully select your closing signature as per the requirements and input name at the bottom of the letter.

6.Enclosures

Enclosures are additional materials added to your letter to support your document, similar to when you attach a file to an email. If you're attaching a document to complement your letter, you should mention it near the end of your letter. To inform the reader that an additional document is attached, you can include the word "enclosure" at the end of the letter after your name. You can also shorten the word by writing, "encl."

Write your name and address in the top left-hand corner of the envelope followed by the recipient's name and address in the middle. Now your letter is ready to be sent to the recipient.

Presentation

Apresentation is a formal talk given on a specific set of topics to inform and educate. They may be short or long, include slides or other visual aids, and be done individually or in a group.

Planning and structuring a presentation is similar to the process of writing an essay, except the speaker needs to be conscious of a live audience and use spoken language instead of written.

Below are the four basic steps required to create a successful presentation:

Step 1: Planning:

While planning a presentation, the following questions should be kept in mind:

1. What is the aim of your research?
2. Why are you presenting it in oral form?
3. What is important about your findings?
4. What is the key focus of your presentation?
5. To whom are you presenting your findings?
6. Are they more or less knowledgeable on the topic than you?
7. What does your audience expect to gain from listening to you?

The presentation must be planned in such a way that it answers all these questions first before moving on to the structuring stage.

Step 2: Structuring the Presentation:

Like an essay, a presentation needs an introduction, body and a conclusion.The introduction may consist of an anecdote or provocative question to engage the audience right from the start. A question that includes your audience will make them want to follow through with you to find out the implications as they relate to them directly. The body will contain the main theme of the presentation where the ideas introduced earlier are explored thoroughly. The concluding statement should be a clear summary of what has been said in the main part of the presentation.It should also point toward further research or conclusive results if possible.

There are a lot of differences in speech and writing, and they must be kept in mind while preparing apresentation.

One of the most obvious ways in which to achieve natural speech is to speak sometimes in the first person - you can refer to yourself in a presentation, for example, "I'd like to start by..." or "Let me give you an example...", whereas in written projects it is best to keep the use of the first person to a minimum.

While preparing for a presentation, visual aids such as PowerPoint presentations could be very useful to illustrate one’s ideas more clearly. It can be very purposeful to employ such visual aids while discussing the central themes of the topic.

Step 3: Preparation:

Preparedness helps in easing nerves nous and boosts confidence. The following considerations should be kept in mind while preparing for presentations.

Time limits:

The presentation must be practiced a number of times to get the pacing right and to ensure the information can be contained in the time provided. Finishing too early might make the audience think that you lack proper material or understanding of the topic whereas finishing too late might make them feel boredom.

Speak from notes:

It's preferable to reduce the original paper to bullet points while presenting so as to not lose eye contact, intonation and good posture.

Body language:

Use of gestures and good posture combined with a smile keeps the audience engaged and interested.

Voice:

Loudness should be ample so that the audience can hear you clearly and the pace should be perfect so they can follow your arguments. Use silence and pauses effectively when making particular points, also speaking in monotone should be avoided.

Step 4: Presentation:

If all of the previous steps are followed carefully, one should be able to present easily and effectively. Questions should be welcomed and special attention should be given to the audience’s reactions and one’s own body language.

It should always be kept in mind what the purpose of the presentation is and all improvisations should be done in accordance to that purpose. The presentation should be ended with a polite “thank you” and all questions from the audience should be answered as clearly as possible.

Inviting Quotations and Sending Quotations

A quotation is an offer from the seller to sell products or services at a certain price. A quotation is not a legally binding contract but only an offer. In businesses such offers are often made through letters. These letters are known as quotation letters or voluntary offers.

Quotation letters are written in formal style and follow the same format as other business letters with a change in the main content of the letter.

Format of a quotation letter

Your name, address, city, zip code, phone number and email address should be included in the contact information. Following the contact info is the date. After writing these, you have to write the contact information of the person or organization you are writing to, the salutation, The introduction as to why you are writing the letter, the body comprising of various specifications regarding the products or services along with the price list, a few concluding statements and your signature (handwritten signature if the letter is mailed).

These are the basic steps of writing a business quotation letter. To summarize, a business quotation letter should consist of short and to the point sentence, the focus should always be on the numbers, it should attract the attention of the reader, it should be respectful and should not contain errors.

Sample

Below is a sample letter of quotation which will help you understand the basic template of a quotation letter

Placing Orders

An order letter is a type of business letter which is written for the purpose of placing orders for products and services. An order letter is written by the buyer when the seller has provided them with a quote and it is in accordance with their budget.

An order letter is important step towards initiating a business transaction. This letter demonstrates interest in the merchandise and the need to start a business deal. This letter also shows that a customer is satisfied with the details provided in the quote like prices, specifications and other details.

An order letter is also used to specify the timeline around which the ordered products are to be delivered. It also provides other relevant information on quantity, the things ordered, and the mode of payment.

Below is a template of how an order letter should be written. In this template, the buyer is placing an order after receiving a quotation from the seller and agreeing to it.

From,

_____________

_____________

Date (date on which letter is written)

To,

________________

Subject: _________________________________________

Dear _________________,

My name is ____________ and I am writing as ____________ on behalf of ____________. With regard to a request for a quote dated ____________, I wish to order ____________ fabrics that are ____________ in colour and ____________ design. This order is for a client who is preparing for a wedding on  ____________ and I wish to have the order urgently. The reference number of this order is ____________, please include it in all transactions for this order.

The first order will be for ____________ pieces so that we can examine the quality of the fabric and the design before making the second order. The second order will be for ____________ pieces upon approval of the first order. Kindly receive a check of ____________ for the first order. I would appreciate if you sent me a confirmation of receipt through my email ____________.

I hope to receive the shipment by latest ____________ in our office located on this address ____________.

Thank you in advance.

Your Truly,

__________

(__________________)

Inviting Tenders

A tender is a formal, transactional document used by large organizations, companies, government bodies and NGOs find suppliers and contractors for particular projects or procurements. Hence, it can be said that tenders are the foundational pillars of bidding process used by both public and private institutions. Invitations to Tender or Requests for Tender (RTF) are documents used by an organization or government institution to invite bids from interested contractors for a large project or the procurement of goods and services.

Important Elements in a Tender Document:

Conditions for participation: This section outlines the important conditions that a supplier or contractor must meet in order to be considered by the organizer. All the important required documents and records proving the supplier’s eligibility for the project are to be enclosed in this section. Financial records, licenses, insurance documents and data related to past projects may be some of the conditions required to be met for participation in the bidding process.

Accreditation and quality standard: Under this section, the potential contractor or provider must demonstrate that they can satisfy all the requirements stated by the organizer in the previous section. The bidder has to present the organizer with certifications of quality and authority accreditations such as ISO, ISI, etc. This section may also outline certain processes or procedures followed by the firm that will ensure superior quality for your product or service.

Specifications: Included in this section is the specific information the potential contractor must outline about the project that the client might be interested in. These specifications may include the goods and services required for the project, the expected time-frame for project completion and also any associated requirements related to pricing, delivery and performance. This information will play an important role in the final evaluation made by the organizer.

Conditions of contract: Under this section, the tender document has to provide all the significant information regarding the rights and responsibilities of the client as well as the potential contractor. All the terms and conditions of the project must also be clearly outlined in this section. This section must ensure clarity, comprehension and transparency in the transactional process.

The condition of offer: While the bidder or contractor is submitting their offer, they must provide the client with their official agreement to the proposed terms and conditions of the contract. The estimated timeline of the entire tendering process as well as the location wherein the submission must be made are to be indicated in this section. Other relevant information that might be included in this section are the submission process, the evaluation process, etc.

Techniques and Elements of a Good Tender Response

Below are the techniques involved in writing a good tender response:

1. Use the templates or formats provided

All tender specification documents adhere to a specific format which is provided by the organization that has required you to fill the tender consisting of multiple sections and sub-sections. These sections may contain certain word limits and require specific file formats.

By accurately following all of the requirements in the tender, your tender response will become clearer and it will be easier for the tender review panel to consider your offer.

2. Structure your tender document clearly

Many a times, organizations do not ask for a particular format or structure, in those cases, be sure to keep your tender document clear, logical and well organized. Begin with a clear and persuasive introduction that states the purpose, rationale and central proposition of your bid for the project.

Diagrams, charts and statistical data also help in convincing the panel to consider your bid. It can be used as an effective way to break up blocks of text and communicate to the reader complex propositions.

3. Provide all relevant details

As with quotes, tenders must include certain information in order to be considered, including:

• Your ABN
• a company profile and capability statement
• Whether you propose to subcontract
• The price for each product or service you propose, and an indication of whether these are fixed or variable (e.g. Based on exchange rates or consumer price index variations)
• Any conditions affecting the price
• Delivery details and charges
• a proposed schedule indicating milestones or delivery dates
• Whether goods or services are periodic or recurrent
• GST and other taxes
• Applicable insurances
• Intellectual property rights where relevant
• a description of any variations you propose in meeting the conditions of the contract.
• Address the selection criteria

Closely follow the criteria in the tender request. Make sure your proposed offer precisely meets the buyer's needs. Describe the advantages the buyer will receive from your organization's products or services.

Provide specific examples of how you meet the selection criteria rather than simply stating that you do. It is important to highlight your credentials and provide verifiable experience, as well as explaining how your approach to delivering the tender will meet the buyer's needs. Identify the requirements that are most important to the buyer and cater for this in your tender response.

4. Choose the right referees

Another key part of delivering a successful tender response is choosing the right referees.

Use referees that know your products or services. Make sure you get permission to use referees before including them in your response. Brief them on the highlights of the request so they can target their comments to the job specifications.

5. Proofread your tender

Use spell check and, if possible, ask someone outside of the tender development process to read your tender response and give feedback. Ideally, get a professional copy editor or proof-reader to carry out this task. If several authors have contributed to different parts of the tender response, ensure that one person reads the entire tender response document for consistency.

6. Submit your tender in time

Late or incomplete tender responses are usually excluded from consideration barring exceptional, pre-agreed circumstances.

If you are submitting online, do not leave your tender submission until the last minute in case you have computer, internet or network issues. If your tender response is to be posted, make sure you allow time for delays. Consider using ‘same day delivery' for courier services or hand-delivering your tender response (if allowed).

Sales letters

A sales letter is a type of business letter which is written with the intent of selling a product. Sales letters are an effective way to communicate with clients.

Sales letters are designed in such a way that they immediately grab the attention of the reader. It is like a salesman discussing the purpose but in the form of a letter. A sales letter could be general or particular in nature depending upon the person(s) it is addressed to.

Objectives of Sales Letter

• The main purpose of every sale letter is to convince the reader to purchase a product.
• Introduction and marketing of new products and services.
• To reach potential customers.
• Expansion of the market.

Advantages of Sales Letter

• A sales letter is less expensive.
• Reach a client where a salesman cannot.
• Reach a number of clients all at the same time.
• Ease of understanding and availability of full details.
• More convenient, efficient, and comprehensive.

Elements and Format of Sales Letter

Below is the format of a sales letter

Headline: Here the writer wants to grab the reader’s attention toward the main purpose of the letter.

Introduction: The first paragraph serves the purpose of introduction the product or service to the reader. It provides the reader with the details of the product or service. These details include the cost of the product or service, the quality, the savings and any other information associated with it.

Body: This is the part where the writer needs to build his credibility and convince the reader. Here, the content includes the worth of the product, its similarities and differences from other products, a list of satisfied customers who are already happily using the product, and the terms of contract related to the product etc.

Call to Action: Here the writer tries to incite an appropriate response from the reader. Details such as warranties and discounts are often added in the concluding part of the letter.

Writing Tips for Writing Sales Letter

1. Introduce the ideas in a way that compels the reader to take a positive action.
2. Introduce yourself and the product well.
3. Be clear in what you are offering.
4. Choose your words as per the targeted audience.
5. Always use a headline.
6. Make the first sentence of each paragraph count.
7. Use of font styles, font sizes, bullets, and numbering etc.
8. Strongly describe the credibility of the product using relevant statements and examples.
9. Suitable closing sentences.
10. Correct use of salutation.
11. Proper and complete details of the product and availability.
12. Always ask for the reader's attention, build interest and desire in the reader's mind, and finally incite the call of action.
13. Have a simple and convincing tone.
14. Avoid creating confusion and uncertainty.
15. Avoid being clever and funny.
16. Include your name, signature, and other contact details.
17. Do not use fancy words or slang.
18. Always revise and edit the letter.

Claim & Adjustment Letters

Claim Letter

A claim letter is essentially a complaint letter which a buyer writes to a seller to resolve grievances. Claim letters are formal business letters in which an individual or company demands the fulfilment of their claims.

In a claim letter the buyer asks for a refund or replacement for the faulty products or services provided by the seller. The seller then sends an adjustment letter where he tries to find a solution for the buyer’s problem.

Below is a sample claim letter which can be used as a template while writing a claim letter:

Adjustment Letter

An adjustment letter is a response to a buyer’s complaint or claim letter. Th main objective of writing an adjustment letter is to rectify the problem and provide the buyer with an appropriate solution.

Steps on How to Write an Adjustment Letter

1. Write the salutation.

Always address the letter to a particular person. Usually, people that send a complaint letter leave their name and address. Make sure that you spell the name correctly. For example, “Dear Mr. Jones” or “Dear Michael Robertson.”

2. Write the introduction.

Start the first sentence with a positive note. Write that you are pleased to hear from the client or express regret over the troublesome situation, or both. Address the date of the customer’s complaint letter and tell why you are writing. Don’t repeat the content of the complaint in detail.

Try to avoid such words as “complaint” or “claim.” These words may sound accusatory for the client. It will be better to say something like “Your report/message/notice from 2nd November has been received.”

3. Write the main part of the letter.

This section will consist of several parts. First, you need to restate the essence of the problem, so the reader will clearly understand that you have understood their problem well. Then you need to explain why the situation has occurred. Avoid long explanations, and be specific and brief. Clients don’t care about the company’s difficulties and simply want the situation to be fixed.

Second, present the solution to the problem. If the client is right, admit the mistake and provide a compensation or guarantee that the error will be resolved. Provide a list of steps that you are going to take (or have already taken). In some cases, when the claim is unwarranted, the company needs to write a careful and tactful denial to maintain good relations with the customer. Always try to persuade the client that you always have their needs in mind.

4. Write a conclusion.

End the letter with kind words. Thank for the client’s patience and offer further cooperation. Assure the client that such situations are rare and the company will do all possible to prevent this in the future. Express hope that the client will continue to enjoy products or services of the company. Don’t restate the essence of the problem at the end of the letter, as it will leave a feeling of incompleteness rather than your goodwill.

Add a hot-line phone number and website at the end of your letter, so the client can contact your company if needed.

5. Proofread and send the letter.

Make sure that your text is free of mistakes and has a logical structure. When you are pleased with the result, send the letter to the client.

Tips on How to Write an Adjustment Letter

• Don’t forget to fill in the subject field if you are sending an email.
• Write the adjustment letter in the shortest time possible. The company improves its own reputation by responding quickly to all complaints.
• Focus more on the solution rather than on the details of the problem.
• Always write in a positive tone. You need to calm down the customer and cheer them up.
• Focus on the relevant and specific facts rather than emotions.
• Don’t use abusive language or a negative tone. Even if the customer is aggressive or rude, you need to keep a friendly attitude and understanding of the problem.
• Never promise the client to do what is impossible or something that violates the company’s policy.
• Don’t show your surprise about the problem, unless it is a truly unique case for your company.
• Don’t try to make excuses – provide only factual information in the explanation.
• Show that your company takes it seriously.
• If the client experiences a great inconvenience, be generous. For example, you can provide a discount for the next order or a gift if appropriate.
• Remember the classical rule: “The customer is always right.” Even if the customer is wrong, make sure the customer is satisfied with your response.

Social Correspondence

Letters are written to fulfil social obligations or to meet personal needs which may not be directly related to our official or professional activities. Some letters of this kind are letters of congratulations, invitations, introductions, recommendations, condolences, letters conveying acceptances and regrets, and letter making hotel reservations and booking by air, retail etc.

Tough the format and style of such letters is generally the same as that of business letters, they have an air of ease and casualness. Their tone depends largely on the degree of intimacy between the write and the receiver.

An informal letter adds a personal touch to one's thoughts and ideas. This type of letter is very spontaneous in manner. An informal letter format is used when you write a chatty or newsy letter to a friend or relative. The tone of an informal letter is friendly and the content may be emotional. Therefore, these letters are also called social letters.

An informal letter is a letter written to your friends or family members. It may even contain contractions like you're, she's, or he's which are to be strictly avoided in formal letters. All informal letters have to start with an informal salutation such as Dear _____. An informal letter should end on an affectionate note such as yours lovingly, yours truly, or yours affectionately.

Format of a social letter

A format is a pattern or the structure that is to be followed while writing a social letter. Unlike the formal letters, informal or social letters do not have any particular format as such. However, there is a casual pattern or structure that needs to be maintained. These letters can be lengthy as compared to the formal ones. Below mentioned is a structure that should be followed while writing a social letter so that your letter looks attractive to the recipient. These guidelines are basically followed while letter drafting.

1. Address- The very first thing that you need to write is the address of the sender. This is written on the left corner of the paper and is the starting point of the letter. Give your complete address and pin code is a must. Though it is an informal letter and you are sending it to your friends and relatives, it is essential to write the full address so that the recipient can write back to you. If this letter is for someone staying outside the country, do not forget to mention the country’s name.

2. Date- Below the address, the date has to be written i.e. the date when the letter is written. The recipient will know when the letter was written. As far as possible, the date has to be in an expandable form.

3. Greeting- The greeting can be absolutely informal like ‘Dear Mom’ or ‘Dear Alan’. If you are writing a letter to someone of your age, you can mention his or her name after ‘Dear’. If it is for your mother, uncle, aunt or anyone senior to you, you need to write- ‘Dear Uncle’, ‘dear dad’ etc. You can write ‘Mr. Or Mrs.’ for someone who is elder to you. For example, if you are writing a letter to your teacher to enquire about her health, you can write- ‘Dear Mrs. Margaret’.

4. Introduction- After this, you will start writing the actual letter. The first Para in your letter should be an introduction. This will set the tone of the full letter. You should start the letter by asking about the recipient’s health. Or you may write- ‘I hope you are in good health’. This is the opening stage of the letter.

5. Body of the letter- The entire letter tone should be friendly. But you have to change and adjust the words as and when required. When you are writing to your friend, you can easily use informal and flippant style. But when you are writing to your elders or someone respectable, make sure you do not use any disrespectful words or terms. Your use of words will determine the tone you are using in the conversation.

6. Conclusion- At the end of the letter, you should summarize and say and a warm goodbye. Also, make sure you request them to write back to you.

7. Signature- In the end, you need to put your signatures to close the letter. You can sign off as you want- kind regards, Lots of love, best wishes, etc. Choose the greeting as it suits the occasion.

Below is a sample template for an informal letter:

Sample Letter

2.2.          Memorandum, Inter-Office Memo

A memorandum is an internal and informal form of communication which is written to inform and to call to action. It is normally used for communicating policies, procedures or other information within the organisation.

Unlike Interpersonal communication a memorandum is presented to a large number of people. A memo has to be concise and concrete in terms of providing information.

Interoffice memorandums (memos) are used by employees within an organization to communicate with one another.

Format of an Inter- Office Memo

A memo heading consists of four standard parts: TO, FROM, DATE, and SUBJECT. (See illustration of an interoffice memo.) The memo is usually keyed on a pre-printed form with the organization’s name printed at the top of the page. If the headings TO, FROM, DATE, and SUBJECT need to be keyed, use the format guides presented below.

The heading part follows the format given below:

TO:             (The name of the receiver and their designation)

FROM:           (Your name and designation or title)

DATE:             (Current Date)

SUBJECT:           (The purpose of writing the report)

The Body

The body of a memo report, like any technical report, should be concise and to the point. It needs to be properly structured and organised. It should consist of the following elements:

Opening:

This section should consist of 2 to 3 sentences and should state the main purpose of the memo. It should include the main problem with which the memo is concerned with and how it is going to be addressed. A good way to start the opening statement would be “The purpose of this circular is to inform you regarding the recent changes….”

Discussion:

This is the longest section in the memo which deals with all the information and evidences you have collected to support your arguments. This section can be subdivided into four subsections namely,

Conclusion:

After discussing your research, you should summarize the main elements of your finding in 2 or 3 sentences that should reiterate all the implications in the circular.

Attachment/Enclosure notation

If another document is attached to a memo, the word Attachment is keyed at the left margin one line below the reference initials. If a document is included but not attached, the word Enclosure is used. If no reference initials are used, the notation is keyed one line below the last line of the body.

Sample Inter-Office Memo

2.3.          Notices

Notice writing is a formal written document. It is one of the common methods of communication.It gives important information regarding something that is about to take place or has taken place.

It is usually meant for a wider audience. It is usually put up in a public place for easy accessibility.

A notice must include:

     What is going to happen.

     Where it will take place.

     When it will take place.

     Who can apply or is eligible for it.

     Who to contact.

Points to remember while writing notices:

     Only include the most important points.

     The sentences must be short and grammatically correct.

     Notices must be presented in the passive voice as much as possible.

     Present the notice in a box.

     The word limit for the body of a notice is 40–50 words

     The information must be clear. It should not cause any confusion.

     A notice must attract the reader’s attention immediately.

     Increase its visual appeal by using bold letters and catchy slogans.

     You can use standard abbreviations.

Types of Notices

Before one can fully understand the dynamics of making notices, understanding the basic principles and types of notices must be considered.

• Public Notice – These types of notices are made and disseminated by government offices and departments. They are for the benefit of the general public in order for them to know the government-related updates such as the passage of new law, details about certain legal proceedings, and many more.

• Private Notices – In contrast to public notices which are used to raise public awareness, private notices are given and address to particular parties. These types of notices spring from contractual obligations such as in the case of job notice templates, two weeks’ notice letter sent by a landlord to his or her tenants, and many more. These are also used by companies and organization in terms of disseminating significant information. If there will be company meetings, secretaries can refer to notice of meeting templates 
  in drafting the notice for an upcoming meeting or company conference.

Format of a Notice

The structure of a formal notice consists of the following elements:

1. Name of the organization

The name of the organisation or faculty should be written at the very top of the notice.

This is important as it makes it easier for the reader to decide whether the given information concerns them or not.

2.     Title

The title “NOTICE” should always be written on top and must be underlined. Since notices are usually put in public places, they must be easily discernible.

Because public places generally have a lot of posters,pamphlets,etc. a bold title is important for the notice to be conspicuous.

3.     Date

The date on which notice was published is to be mentioned on the left-hand side of the document.

This is a formal document, hence, It is important to mention the date as it stays on record.

4.     Heading

Heading must always precise and clear as it gives a clear idea about the purpose of the notice.

5.     Body

Here one should write the relevant information as briefly as possible. Since a notice is a very short written document,

One should provide all the significant and pertinent information in a precise manner.

The body should cover all the five W’s, i.e., what,where,when,who and whom.

6.     Writer’s name

The name and designation of the writer of the notice should be mentioned in the end.

Sample Notice

2.4.          Agenda

An agenda, sometimes also referred to as a a docket or a schedule, is a list of activities or actions stated in the order they are to be taken up, from the beginning till the adjournment of a meeting. An agenda helps in preparing for a meeting by providing a list of items and a clear set of topics, objectives, and time frames that are needed to be discussed upon.

Format of an Agenda

An Agenda normally includes the following elements −

     Meeting Agenda Title − at the top; preferably center-aligned

     Meeting Information − Description of the purpose

     Objective − description of Agenda

     Date − for maintaining records of correspondence

     Location − the place of meeting

     Time − the actual time of commencement of the meeting

     Meeting Type − brainstorming or Discussion or Assessment

     Time of Arrival − the starting time of the meeting.

     Time of Adjournment − time the meeting ends

     Attendees − the number of people present at the meeting along with their names

     Preparation for Meeting −

     Please Read − instructions to be followed

     Please bring − documents or objects required during the meeting

     Action Items −

     Last Action Responsible Authority Due Date

     New Action Responsible Authority Due Date

     Other notes − supplementary instructions or information to be noted down.

Agenda example

MEETING AGENDA

Date: Aug. 1, 2019

Time: 1 p.m.

Location: Conference Room A

AGENDA DETAILS

Goals: Review the marketing campaigns from last year, identify seasonal slumps in product demand, brainstorm ways to increase demand during these slumps and make sure we’re prepared for the next marketing campaign.

1. Review marketing campaigns from last year.

Time: 15 minutes

Purpose: Share information

Leader: Jamal Adams

a. Present the marketing campaigns from last year.

b. Review the sales numbers after each campaign.

c. Identify the campaigns that have the biggest impact.

2. How should we manage the fluctuating demand for our product?

Time: 30 minutes

Purpose: Decision

Leader: Blair Hanline

a. Review sales numbers from the last four quarters.

b. Identify any trends in sales numbers.

c. Brainstorm ideas on increasing sales during those slump periods.

3. Preparing for the next marketing campaign.

Time: 15 minutes

Purpose: Decision

Leader: Blair Hanline

a. What do we need to prepare for the next marketing campaign?

i. Review the attached marketing campaign materials.

Ii. Identify tasks for each team member.

b. How will we track the effectiveness of this campaign?

c. Review sales goals for this campaign.

4. End of meeting review

Time: 5 minutes

Purpose: Decision

Leader: Jamal Adams

a. What did we do well in this meeting?

b. What should we do differently next meeting?

2.5.          Minutes

Meeting minutes, or mothers (meeting minutes) can be described as a written record of everything that happened during the meeting. It is used to inform people who did not attend the meeting about what happened, or to follow up on appointments during the meeting so that you can repeat it and use it to inform future decisions.

Whether to be entrusted with taking notes of a committee or being appointed as the Minister of the Board of your organization, preparing for meeting minutes doesn't have to be a daunting task. Here are some tips and ideas that will help you get started on writing and preparing for effective meeting minutes, as well as a sample of meeting minutes and meeting minutes template to follow.
This guide on how to record meeting minutes was prepared by Wild Apricot to assist volunteers and / or staff of non-profit organizations and potential membership organizations in the task of capturing and preparing meeting minutes for committees or Board of Directors.
Please note that as the format, style and content of meeting minutes requirements vary depending on the organization and type of committee or Board, this document provides some general guidelines to help you get started.

Purposes of Minutes of Meeting
 

You should not be intimidated by the word "minutes" because it is actually misleading. After all, your committee or Board does not want or need a record of the proceedings in a minute! But it is important to include the core of the meeting, including details such as:

• decisions made (decisions made, votes, etc.)

• next scheduled steps

• Identification and tracking of activities

The minutes are a visual record of the meeting of their participants and a source of information for members who were unable to attend. In some cases, meeting minutes may serve as a reference point, for example:

• where the results of the meeting influence other collaborative activities or projects in the organization

• minutes can be used to inform (or remind) people of their assigned tasks and / or timelines

Components of Meeting Minutes

As mentioned above, there are five steps involved with meeting minutes:

1. Pre-planning

2. Record the take - at the meeting

3. Minutes to write or write

4. Distribute or share meeting minutes

5. Completion or maintenance of future reference minutes

     Pre-Planning:
A well-organized meeting helps ensure effective meeting minutes. When the Chairman and the Secretary or minutes are working together to ensure that the agenda and meeting are well thought out, it makes the minutes of the process much easier. For example, depending on the structure of the meeting and the tools you are using, the minutes carrier may work with the Chair to create a document format that serves as an agenda and release minutes.

     What is the agenda of the meeting?
Meeting agenda = outline:
At the very least, it is important to get a copy of the meeting agenda and use it as a guide or outline for taking notes and preparing minutes - in order and numbers of items in meeting minutes similar to those of the agenda.

In addition, the agenda and / or notice of the meeting also provides details that need to be included in the minutes, such as:

• the names of all the attendees, including guests or speakers

• Submissions and agenda or presented at the meeting - copies (digital or hard copies) of the offer should be kept together with minutes of the meeting for reference and sharing with those who were unable to attend the meeting (with others as determined by the Chairman of the meeting).

     Expectation Explanation:
When taking on a new role as a minute’s manager or Secretary, be sure to ask the chair of the committee or the Board what they expect to do during the meeting, as well as the type of information they expect in minutes. For example, if your Board or committee is going to be considering proposals, or voting on issues / issues, it is clear that you need to provide the names of the decision makers, support them, etc. If you're going to be facing this kind of process, you (and your chair) may want to refer to Robert's Rules of Order.

     What should be included in the minutes meeting?
Before you start taking notes, it is important to understand the type of information you need to record at a meeting. As noted earlier, your organization may need specific content and format that you need to follow, but in general, meeting minutes usually include the following:

• Date and time of the meeting

• Names of meeting participants and those who are unable to attend (e.g., "Regrets")

• Approval or amendment / amendment of previous minutes of the meeting.

• Decisions made about each agenda item, for example:

• Actions taken or agreed to be taken
• Next steps
• Voting results - e.g., (if necessary, details about who did the motives; who is supportive and acceptable or by show of hands, etc.)
• Actions taken or rejected
• Things to be caught on
• New business
• The date and time of the next meeting

     Tips that can help your note take:

• Create an outline -
  as discussed earlier, having an outline (or template) based on an agenda makes it easy for you to write notes, decisions, etc. For each item as you progress. If you handle notes manually, consider inserting a space below each item in your outline of handwritten notes, then print and use this to enter the minute.

• Attendants in the lounge -
  if you know the attendees, you can check them out as they arrive, otherwise people will introduce themselves at the beginning of the meeting or spread out a checklist.

• Record decisions or notes on item items in your list as soon as they are sure they are properly recorded

• Request clarification if necessary -
  for example, if a party is proceeding without a formal decision or conclusion, request clarification of the decision and / or next steps involved.

• Don't try to take it all in -
  you can't keep writing down when you write down verbs in conversations, so make sure you write (or type) easily (or type) just decisions, assignments, work steps, etc..

• Record -
  of course, if you care about being able to keep up with the note, consider recording a meeting (e.g. On your refined phone, iPad, recording device, etc.) But be sure to let participants know they are being made. To record. While you do not want to use recording to create a word-for-word transcript of a meeting, the recording can help if you need clarification.

     Meeting Minutes Template: 
Here's a simple template you can refer to next time you need to take meeting minutes. 

2.6.          Job Application Letter

The application process for internships, internships, and graduate / professional programs usually requires a personal statement or application letter. This type of writing invites writers to present their skills with confidence and accuracy, which can be challenging.

Although the requirements are different in application and application, the purpose of this type of writing is to represent your goals, experiences and qualifications in the best possible light, and to demonstrate your writing ability. Your personal statement or request letter to present to your potential employer or program manager, so it's important that you take enough time to write a piece of creative writing.

Below is the job application letter writing procedure:

• Prepare your materials:
  Before you sit down and write, prepare something to prevent frustration during the writing process itself. Obtain copies of documents such as transcript, resumes and original application form; keeping them in front of you will make your writing career a lot easier. Make a list of important information, with specific names and specific topics for employers and directors, job titles you have worked on, dates for relevant work or volunteer experiences, jobs involved etc. This way, you will be able to look at these materials while writing to include as much detail as possible.

• Write a first draft:
  After you've compiled and reviewed these materials, it's time to start writing. The following is a list of concerns that authors should keep in mind when writing a personal statement / request letter.

Below is an example of a job application letter which can be used as a template for your letters:

2.7.          Preparing the Resume

A resume is a short document used to summarize the job search and qualifications of the prospective employer. The resume includes contact details for the job seeker, work experience, education, and the appropriate skills to support the job application.
 

Your renegotiation is a critical part of today's job application process. Writing a good resume is more important than ever now that online job posts tend to attract hundreds if not thousands of applicants. A refurbished, ready-to-start application will increase your chances of getting an interview while poorly written resumes may be lost at sea of ​​applicants.
 

Resume vs. CV
Sometimes you will see the words go on and the CV is used interchangeably. They are not the same. The resume is a short documentary designed to market your professional skills while the cv contains an informative list of your expertise, of your courses, and other information.
C.V stands for curriculum ("course of life"). CVS are separate by design. Think of them as an encyclopaedia version of your professional life, taking your career history, education, credentials, relationships, publication and professionalism. They can extend well over three or four pages.
In the united states, CV’s are usually limited to professions with general positions where deep expertise is critical, such as academics, science and medicine. These CV’s are filled with extended education categories, work history, internships, gigs talk, teaching appointments, magazine publishing and other information that establishes trust.
Re-use across many industries and very short on just one or two pages. That's because the resume is not intended to capture all the details of your previous experience. Your resume should be designed and updated based on the details of each activity you use. Negative jobs in past jobs can be eliminated to save space and attract more attention to your used and accessible skills.

How to write the resume:

1. Select the resume format and the categories you need

2. Always include contact details, work experience, and education

3. Use traditional topics for high compliance

4. Apply practical skills directly to the job description

5. Replace basic tasks with impactful performance

6. Do not include an old goal statement or reference section

7. Preview and double-check what you wrote

8. Save as docx file (optional) or pdf.
If you think you are done, ask someone else to take care of you. Alternatively, take it to jobscan for a quick answer.

Contents of a Good Resume
At the very least, your start-up should include your contact details, work experience, and education. Additional job summary sections, skills, volunteer work, and additional qualifications can be added when related to the job you work for.
The work ethic here is "worth it." remember that your resume is intended to quickly highlight the reasons why you are well prepared for the job. It is not intended to explain all the tasks you have done. Instead of simply listing your daily obligations from past activities, read the job listing and try to find the answer to each of the requirements listed. This is likely to get the attention of an employer who can only look at your return for a few seconds. It also broadens your application tracking system to apply to algorithms that help companies identify top candidates.
Below you will find out which parts of the restart to include in your start-up and how to adapt to the job you are looking for.
 

Elements of a Resume

Contact information:
The title of your start-up should include the following information:

• Name
• Phone number
• Location (city, country, zip code)
• Email address
• Linked profile URL
  It may seem obvious, but job seekers sometimes forget an important piece of contact information in this section. Double check and make it as easy as possible for employers to contact you for job interviews.

Phone number:
Enter a personal phone number, not a work number. Enter your city, state, and zip code (e.g. “Seattle, WA 98104”). This is important as other applicant tracking systems allow employers to filter the candidates based on location. Employers will always start with local selectors first. If you are traveling from somewhere, write down your current location and your future location.

Email address:
Use a valid email address. An email address based around your name is correct, such as jackieromano12@email.com. Your "happy" email address may work well in your life, but the terms "beersnob88" or "biebersuperfan" may not be so clear. Even using a seemingly outdated email client - such as AOL or Hotmail - can harm your prospects. Consider creating a free Gmail account for your search.

Linked Profile url:
If the employer is surprised by your qualifications, they will look at your online profiles. All job seekers should create a strong LinkedIn profile and include a url in their resume. This will make the life of the employer a little easier and help them to cross-check the claims on your resume.

Work experience:
Part of the work experience is the heart of your resume. Separate this category from a clear, existing topic, such as "work experience," "work experience," or "employment history." this will help guide employers towards your resume and ensure that the applicant tracking system (ats) is well defined.

Under the main heading, list each activity in chronological order. Each function should have its own sub-heading that includes the following information:

• Company
• Workplace
• Your job title
• Start and end dates

For example:

• Abc corporation, settle
• Distribution manager (01/2017-present)
  The first things an employer looks for in your resume are the topics of the work you hold and the number of companies you've worked with. This format not only makes it easy for them to access that information, but our research has found that this sequence also provides greater ats compatibility.

Under each subheading, include responsibilities and measurable outputs that are relevant to the job you are working on. Remember, you don't have to include all the activities that were part of your daily routine. Use your available space to highlight the skills and knowledge requested in the job description. Jobscan helps you decide exactly what skills are requested and whether or not you have highlighted them.

Education:
When you have a few years into your career, your education level may also be reduced under your resume. Unless you're using a profession that places more emphasis on education (such as academics, law, or medicine), most job seekers can escape by simply providing the following information on their resume:

• Agency name

• Stem

• School location

• Years visited
If you have just graduated from college, your education level surpasses your professional experience and includes many details. Skills developed in school are real skills that are important in the professional world. Recent rooms can include appropriate coursework, communities, organizations, and extracurriculars that strengthen their identity.

Activities:
98% of fortune 500 companies use applicant tracking systems (ats) to filter, filter, and enter applicants. Other atss, such as taleo, can automatically add your own content to the job description, allowing employers to focus only on the best "applicants". Employers are also looking at their application site to find keywords, such as "customer service," "accounts available," or "adobe photoshop."

Overloading or coming up as a search result is about adding complex skills and keywords to your resume. A good way to identify key skills in a list and search algorithms is to identify which skills are most prominent in the job description. Aligning these skills to your resume, where applicable, increases your chances of being selected for an interview

Strong skills should apply to all your resume capabilities. Entering the skills category for your start-up is not a prerequisite, but it can help you have a natural place to list the essential skills in the job you work for. The dedicated skills section also makes your resume much easier for employers trying to quickly find out if you meet their needs.

If you are using the skills section, remember that the list of skills and keywords is not enough. Add context to these skills to your full potential so employers can believe. This includes factors such as projects you have used in skills, the number of years of experience in a given skill, or the level of your expertise.

Historical and free:
Some restart forms allow space for some optional components. Only use the category of awards or honours in your resume if it makes sense for the job you work for. Active reputations will improve your credibility while poor prizes simply distract you from your best titles. For example, decide to get a monthly career or get a great customer satisfaction rating for your department, but maybe not if you are a kart race expert in your free time.

Volunteer work and study:
The work you do as an active volunteer can add to your qualifications and skill set as all paid experience. Also, the word "works." highlight the volunteer work of your start-up that uses the skills that apply to the job you work for. Carefully list voluntary organizations or affiliated organizations, such as political or religious organizations.

What you can leave from your view:

• Statement of note:
  The statement of intent has been used as a standard for the restart and appears in other implementation templates. Traditionally, the purposeful statements were a brief introduction to the resume which explains why the submission is returned. For example, "purpose: to secure a position as a communications manager at a leading sales centre."

Including a purpose that you can restart these days can make you appear later. The job summary statement replaced the purpose of today's reboot. Any other information can serve as a cover letter.

While a statement of objectives describes your goals, a concise statement outlines how you can add value to the company.

• Examinations:
  It is not necessary to write your directions in your resume unless otherwise stated in the job description. In addition, it is assumed that you have references, so there is no need to include "references available on request" either. Use the space you save to add additional skills and achievements.
   
• Soft skills:
  When it comes to your resume, soft skills are not nearly as important as technical skills. That is because it is difficult to demonstrate within the context of a restart. For example, an employer will not take your name from you if you say "you work hard" or "you solve a problem." in fact, it looks like it's short.

Instead of simply writing soft skills, find opportunities to show off your interpersonal and behavioural skills. Achievements and measurable results are a great way to do this. For example, instead of saying "hard work," indicate in writing that you have completed x projects that are more than your department average.

• Gpa:
  Only list your GPA as part of your continuing education program if you have recently graduated from college and have a good GPA, similar to a 3.5 or better with a 4.0 rating. There are a few exceptions. Some industries, as professionals, are waiting to see your GPA.

Length of your resume:

While a one-page start-up is sometimes considered to be the best, a two-page resume may be required after five or ten years of staffing, especially if all of your experience is relevant to the job you are pursuing. Managers sometimes have three or more pages running.

That said, your resume should not be longer than it should. Short, step-by-step resumes will easily be digested and highlight your most important skills. After writing your resume, try removing the excess fluff and inappropriate content to reduce your page count and draw your attention to your best titles. No matter how many pages you start, try putting your most impressive titles at the top of the first page with a summary or category of skills.

There are several different ways to format your resume. Choosing the right format will make the writing process easier. When choosing a format, consider the function you are using for it. The chronological, compositional, and functional styles of each work serve a specific purpose.