Unit III
Business Correspondence
Question Bank
Q1) How the business correspondence can be made more effective? (5)
A1) Business communication Is a process of transmitting information and thoughts between various parts of organization and also to the people outside the organization. In it, the receiver of the message should be able to understand the message immediately and this can be possible only when the message is written in simple and familiar words. So, any business correspondence can be made effective using the following.
1. Use of familiar words is the most important rule of word selection in business correspondence
2. Use of concrete words instead of abstract words form clear and sharp images in mind.
3. Avoid use of more words than required in sentence or circumlocation to express the purpose.
4. Avoid use of long sentences having many clauses and unnecessary words.
5. Every profession has its own special vocabulary and technical words. So, technical words must be used.
6. Use English words that are easy to use and understand instead of difficult and useless words. Avoid any possibility of misinterpretation of your words by the reader.
7. Use of strong words or power words makes the business correspondence more forceful
Strong words not only drive the sentences forward but develops the interest of the reader also.
8. Active verbs make the business correspondence direct, clearer, more informative and easier to understand.
Q2) Mention the principles of effective business correspondence. (12)
A2) Principles of effective business correspondence are:
1) Letter Planning-Business letters need to be well planned. The writer needs to know what to say, how to say it, to whom, when, and why. Before writing a letter, the writer needs to gather the necessary information. He needs to know the format of the characters he needs to use. He should know the precise purpose of the letter.
2) Integrity-The letter must be complete. It must be complete in terms of content and structure. Depending on the subject of the letter, it should contain all the necessary details involved. Structurally, a letter is said to be complete if all the required and optional parts of the letter are present (if needed).
3) Conciseness-The letter must be concise. Every word has its own value. The greatest information should be conveyed in the smallest words. There should be nothing extra or irrelevant. Avoid long, ambiguous expressions, repetitive words, and long phrases. You must use a one-word substitution.
4) Consideration-Consideration includes standing in the position of another person. The writer needs to consider the perspective and way of thinking of the recipient. For this, the writer needs to adopt "your attitude". Your attitude does not mean to use the word "you" in place of "us" or "me." That means you need to make the recipient feel the importance that can be achieved by using "your attitude". For example, instead of writing, our banks offer customers mobile banking and online banking capabilities. The writer may write-you also get mobile banking and online banking features.
5) Clarity-The content of the letter must be clear and understood by the recipient in the first reading. The ideas expressed must be logically related. The language should be simple. Avoid long, ambiguous expressions, repetitive words, and long phrases. Do not use jargon. If absolutely necessary, you should use jargon.
6) Specificity-Specificity means concrete and clear. Writers need to use certain facts and numbers. There should be no ambiguity in sentences or words. Example: "The university has won many medals." This statement is unclear and specific to the recipient. Therefore, the writer must be concrete. For example, "The university has won five silver medals three gold medals, , and eight bronze medals."
7) Courtesy-Courtesy is to treat the reader with respect. All letters should be expressed politely. Polite and compelling words give a positive response from the reader or recipient. Polite words such as "please" and "think". Please use "Thank you", "Sorry for your inconvenience", etc. Don't write a letter collecting membership fees from a debtor, but say, "It's unfair to delay payment." However, use the polite words "Don't delay payment" or "Very good". You’re "to pay the amount that should be paid as soon as possible."
8) Correctness-Characters must be correct in all respects-correct layout, content language, tone, style. Wrong characters make a bad impression about the sender. If the content is incorrect, the recipient will be confused. Correct language means that correct sentence structure, correct spelling and punctuation, correct vocabulary, honest tone, and proper style will help the recipient understand the letters correctly.
9) Language-The language used in business letters must be formal or professional. Avoid negative expressions as much as possible. Ex-Shop is closed on Sundays. Say Instead-The store is open for all days except Sundays. Avoid wording. Accurately. Remember that everyone is as busy as you, welcoming a direct and pointed letter. Example-Instead of "Make sure the investigation is being done to determine the reason", write "Find the reason". The passive voice is quite long, so avoid it as much as possible. For example, instead of "The goods will be shipped by us", write "We will ship the goods".
10) Draft and Editing-Create your first draft with the principles of writing in mind. Make sure every paragraph contains one key idea. Paragraphs are logically connected, and the sentences in the paragraph are also logically connected. Check the language, grammar, spelling and punctuation. We will prepare the next draft, check it again, complete the draft and ship it.
Q3) List and explain the essentials of a good business letter.
Or state the various essential qualities of a good business letter.
Or What do you understand by business letter? Explain the essential characteristics of a good business letter. (8)
A3) Business letters are those letters which are used to convey the required message or information between business house. They also include the letters written by the business houses to the government departments on various subjects, such as making representation, making complaints, requesting for licence, etc.
In other words, business letters refer to those letters which facilitate business transactions. A modern businessman has to write large number of letters and larger the business, the greater is the volume of correspondence. Letters may be when goods are purchased and sold, when they are shipped and insured, or when the complaints are received or adjusted, or when accounts are opened and settled.
Essential Characteristics of a Good Business Letter: A good business letter should possess the following essential characteristics:
1. Clarity: Every sentence of a business letter should be clear and unambiguous. Everything must be said in an easy, simple and direct manner. Use of difficult words should be ignored. It should say what it wants to convey.
2. Coherence: Clearness of a letter depends to a great extent on its unity or coherence. One thought should naturally follow another and each sentence must show proper sequence. The writer must show proper respect to logic. He should know what he wants to accomplish in the letter. He must be in possession of all the facts.
3. Simplicity: The business letter should be written when it is simple and natural. It must not contain quotations, verses, poetic phrases or rhetoric clauses.
4. Correctness: Facts and figures mentioned in a business practise to distort facts or to misrepresent them or to give wrong ones.
5. Completeness: The business letter should be completeness: The business letter should be complete in all respects. It must contain all essential points and should not be wanting in some information, should not be wanting in some information which the addressee requires.
6. Conciseness or Brevity: A business letter should be as short as possible. Round Bom expressions and unnecessary discussions should be avoided. However, concisenessor brevity should not be achieved at the cost of completeness or courtesy.
7. Convincing: The letter written should convince the other party that the correct, in order to convince the letter should contain the correct facts supported by the convincing language.
8. Courtesy: The tone of a business letter should be polite. The language of the letter should not hurt the reader. They are people who seem to regard bluntness as a sign of strength, in reality, it is a sign of bad breeding
9. Originality: Nothing appeals so much as originality. The writer of business letter should not try to copy age-long phrases and sentences but be original in his letter so that he may be able to assert his individuality.
10. Appearance: A business letter should have good, neat and tidy appearance. It must be written on proper letter paper, should be neatly written or typed, carefully folded and put in the right sized envelope.
Q4) Draw a proper format of a business letter with all essentialcomponents.
Or briefly discuss the structure of a business letter. (12)
A4) To be effective, a business letter must be written in a proper form and style. A set structure of writing business letters has evolved over the years out of customs, experiences and exigencies. It contains the following essential parts:
1. Heading: Most of the business firms use printed letter heads these days. The heading consist of the following information:
(a) The name of the sender.
(b) The address of the sender.
(c) The nature of the business of the sender (i.e. educational institute, exporter, etc).
(d) The name of the department writing the letter.
(e) The telephone numbers, mobile numbers, e-mail addresses, etc.
(f) The reference number of the letter. It will give clues of the identity of the writer of letter.
(g) The date of writing the letter.
2. Inside Name and Address: This part of the letter shows the name and the address of the person or party an individual courte
Party an individual courtesy titles should be prefixed before his or her name. Mr./Mrs./Ms./Shrul Smt./Kumari, etc. are ordinary courtesy titles used for addressing correspondence.
For example:
Dr. J.V. Gupta, Mr. Rajan Mathur,
37, Doctor’s Colony, 29, Nehru Palace,
Meerut-250003. New Delhi-110019.
Inside address should be written on the left hand side of the page just after the printed portion a letter paper.
Opening Salutation: Salutation is a form of greeting to the addressee. It is written just below inside address, leaving a little space and ending it with comma. The words to
Words to be used for the open salutation will depend upon the writer’s relation with the correspondent.
The Oldest form of salutation is sir /Madam. It is only when an applicant writes an application to a firm that this form of salutation is used. The common form of salutation in the case of and an individual is dear Sir and if she is a female, Dear madam.
3. Subject: It is custormary to mention the subject to which the letter relates in between the inside address and the salutation or in between the salutation and the body of the letter. The purpose of writing subject heading is to tell the message to the reader in brief. Subject heading is prefixed with the dword “subject’ or ‘sub’ and duly underlined to make it prominent. Subject heading not only helps the receiver to connect the letter with the previous correspondence but also to pass it quickly to the concerned person for necessary actions.
For example:
Subject: Return of Empties.
4. Body of Letter: This is the most important part of the letter and is most difficult to write. This part is divided into several paragraphs, the first being known as the introductory para, the last as th concluding para and the middle ones which constitutes the main body and contain the rest of the letter. The first para could also refer to the previous correspondence, if any. It is conventional to close the last paragraph with some complimentary words like ‘I hope to near from you soon’, etc.
5. Complimentary Close or Subscription: It refers to the regards or respect which we wants to convey to the reader. It must agree with the salutation. The common form of salutation is ‘Yours faithfully’. ‘Yours truely’ could also be used but it shows intimacy and is also not very common.
6. Signature: The signature is written in handwriting below the complimentary close. As the signatures are mostly illegible, it is customary to type the name of the signatory below his signature. The signature must be accompanied with the name of the concern for whom the letter is being written and the designation of the person signing the letter.
The rules regarding signatures are as follows:
(a) If a letter is written by an individual, he should sign himself.
(b) If the letter is written by a partnership firm, any partner is entitled to sign in the name of the firm in his own handwriting.
(C) An employee of the firm, e.g., manager cannot sign the name of firm himself unless he is authorised0 to do so.”
7. Enclosures: Very often some documents are sent along with a letter. In such a case the fact that some documents are enclosed with the letter should be indicated on the left-hand bottom corner of the letter paper by writing the word ‘Enclosures’ and duly underlined. The dispatch clerk must carefully see that the enclosures have been enclosed along with the letter.
8. Post Script: If the writer wants to write something after the completion of the letter, he puts down P.S. (Post Script) and after that write whatever he likes.
9. Identification Mark: At the bottom of the letter may also be found initials of the clerk, who types the letter. These are put down with a view to hold the typist responsibility for its typing out.
Q5) Discuss the significance of effective business letter. Explain the various kinds of layout of business letter.
Or State full block form of layout of business letter. (12)
A5) Importance or Significance of an Effective Business Letter
The significance of business letter was felt widely everywhere and it is regarded as a backbone of a successful business house. The first important function of commercial correspondence is to establish contact between two parties separated by long distances who might never meet each other or might not recognise each other when they meet. The letter works as a messenger and does all the communications for the businessman. The second function of a commercial letter is that it provides a written evidence of what passes between two parties. Even when conversation is done over the telephone or a messageis sent by a telegram, it is usually confirmed by means of letter. Thirdly, business letters are superseding personal contacts or interviews to a certain extent. Personal interviews have certain advantages in securing business, but in many cases the cheaper and safer method of correspondence is adopted to do this work. Besides, the primary fact that a letter is cheap and saves time its great advantage is that we need to say no more in its than what we wish whereas an interview might possibly leave us regretting a hasty work or a rash promise.
How to Write an Effective Business Letter: These are some of the important advantages of business letters which have made the art of good letter writing an indispensable essential of a business success. This has now become an invariable prerequisite to a business carrier. A good letter is able to achieve the purpose for which it is written. A letter accompanying a catalogue should succeed in persuading the addressee to make some purchases.
Business letters are not much different from personal letters. But since a business letter is written to achieve a definite purpose and often gives to legal obligation, we have to be more accurate, clear, correct, precise, courteous and reasonable in our approach.
Layout of Business Letter
Business letter has various layouts:
1. Full or Complete Block Form: All the parts of the letter begin with margin. Different parts are differentiated by leaving space between each part.
2. Indented Form: It is a traditional form where lines of the address and the body of letter are indented 5 spaces from the previous lines. Every line has a comma at the end and last line ends with a full stop.
3. Semi-block Form: This is a compromise between block and indented forms. In it, the address is written in block form with open punctuation but in the body, the first line of every paragraph is indented 5 spaces with complimentary close and signature comes at the right corner below the body of the letter.
4. Modified Block Form: It is commonly used form and is somewhat similar to the full block form The sender’s address and date are given in the block form in the right hand corner as the complimentary close and signature or other parts begin from the left margin fully like the block form.
5. Hanging Indented Form: It is mainly used for sales letters. The address comes at the top centre if the letter head is printed but it is found at top right if letter head is typed. Both addresses are in block form with open punctuation. The first line of every paragraph begins from the margin and other lines are written 5 spaces away from the margin. Signature and complimentary close can be placed at the left or right.
6. Simplified Form: This form is a protest against the formalities involved in the other forms of letter salutation and complimentary close are redundant and are done away with and other forms are written to the left margin. This form is more impressive.
Full block Form:
Full Block Form of Layout of Business Letter
Company name
Add, Ph. Number, Fax number
(Company Letter Head)
Ref. Number
Date
Inside address
Attention line
Salutation
1. Information Letter: This type of business letter is used when you want to present information to whom you want to convey the message. Every business always has so much to share with its stakeholders, prospects and public. The motive or objective is to inform, educate, gain attention and maintain relationship.
An informative letter must be of four paragraphs, which should be in the following ways:
Paragraph
(A): Stating the purpose of the letter. Paragraph
(B): Explains how the information affects the reader. Paragraph
(C): Explains any negative results of the information, but retains a positive emphasis Paragraph
(D): Briefly sum up the reader’s benefits. Close with a ‘Goodwill ending.
(a) Routine Letters: Letters which are often sent in routine are known as routine letters. These letters are those letters which neither give a sense of pleasing nor displeasing by whom they are received.
(Routine Letters)
Major ideas
Details or explanations
Closing thought
Routine letters could be comprised of following series of ideas:
Request action in the opening sentence.
Give reasons supporting the request/action.
(iii) Ends with an appreciation for taking the action request
(b) Special Purpose Letters: These are as follows:
(i) Circular Letter: A circular letter is the one which is sent out to many people at the san The letter may be prepared once only and then duplicated.
Circular letter may be sent for many reasons:
Introducing new product lines.
Advertising special offers.
Announce restructuring. –
Informing the existing staff about new policy matters.
Announce opening of a new office/branch.
Expansion of an establishment. –
Increase in prices.
Retirement or death of a partner.
Partnership information.
Announcing seasonal discount.
(ii) Agency Correspondence: Agency correspondence refers to the reply of an advertisement the newspaper for the appointment of agents or opening of an agency or a franchisee.
2. Sales Letter: A sales letter is a correspondence related to selling a product or a service. It is the part of publicity and advertisement. Sales letter must:
(a) Awake interest.
(b) Sound convincing.
(c) Create a sense of desire.
(d) Encourage action.
3. Problem Letter: A letter or a correspondence that carries a message regarding complaint concessions or overdue or in the form of problem as the centre message is known as problem lett Problem letter contains the following features:
(a) Correspondence regarding complaints.
(b) Correspondence for concessions or demanding concessions
(C) Correspondence for overdue.
4. Goodwill Letter: A letter that adds goodwill to the organization known as goodwill letter. Such as time-to-time greetings on Diwali greetings, new year greetings, marriage anniversary wishes goodwill letters.
Q6) What are the Principles of Effective E-mail Writing? (12)
A6) Here are four suggestions for a comprehensive review of how you approach email. This is a way to get rid of the fat in communication and season it to maximize its effectiveness.
- Have a purpose.
How often do you start typing by opening your email client and pressing the "New Mail" icon? Do you need to take the time to carefully plan what you are trying to say? Too often, it seems. Email makes it easy to send half-baked ideas around the world. This is the problem. As a result, some of us send too long (or too concise) emails that are confusing rather than nurturing the desired results.
You don't have to give an overview of the entire email in advance, but you do need to decide what you want to achieve with each message. Do we mainly write in.
Would you like to share new information?
Do you want to get more information from someone else?
Do you ask the recipient to do something for us?
Would you like to follow up on what the recipient previously requested?
Such questions help us understand why it drives the content and methods of our communication. Knowing why you're writing gives you a better idea of what you need to say and how it's best to say it.
This is very important. Because one of the biggest mistakes we make is trying to get many things done with a single email. Introducing yourself, explaining all the comparative advantages of a solution, or scheduling a direct consultation in a single message is probably too ambitious. The recipient is overwhelmed, perhaps paralyzed, and leads to radio silence, even if he or she is really interested. What if instead we decide that our goal is simply to introduce ourselves and be a little intriguing? Our email is much more focused, emphasizing only one or two aspects of the solution and seeking permission to speak and send more information.
The most important thing you need to define in your email plan is what happens to your subpoena (CTA). What specific to the recipient to move in the next direction, regardless of whether our purpose is to inform, inspire, persuade, or request the recipient. You need to have a clear understanding of what you are looking for. And sometimes that means we have to set it very clearly for them.
2. Be interesting.
This is where rubber meets the road. If you want your email to stand out from the crowd, you have to say something interesting. Otherwise, even if they first open the email, you can be confident that they haven't read it for a long time.
Of course, executive concerns are different from those of overworked executives. Therefore, you need to gain some insight into the unique perspectives and issues facing your readers (or potential readers). For this discussion, we assume that we have already done our homework and have a pretty good idea of the recipient's decision-making context.
If there's one thing every reader wants to hear, it's itself. They want to know how what we have to say benefits them, affects their bottom line, and otherwise affects their daily lives. They may not read much of the email that sounds like a common "blast" sent to dozens of different people at once.
The more relevant the email, the better. The more it reflects the needs of the recipient, the more interesting it becomes. And here are some professional copywriting tips to help us get there:
Write a convincing subject. The open rate of emails with subjects that you are not interested in or clearly solicit is very low. Instead of writing boring or sneaky things ("Score! I don't want to miss this!"), Create the subject with the same care that newspapers apply to top page headlines. I will. Perhaps by teasing the recipient's potential takeaway, it actually needs further inspection ("Do you want to spend less time on A / B testing?"). Or find another way to make it personal. "I was thinking about our conversation ..." or "the white paper we talked about" and so on.
It's free. Avoid even criticism tips, unless you are specifically invited to provide feedback. Instead, major in positives (what the recipient is doing well) and find a way to offer more ("You seem to have a very loyal team. You take advantage of it." Have you considered how to do it? Our software helps you identify potential leaders ... ").
Make it personal. Add a small piece of information that shows attention and interest in the recipient's situation ("You said you recently had a problem with high turnover. Some clients are facing similar problems ..." ).
We always provide new value. Ideally, each email contains something that specifically benefits the recipient. When answering a question, provide a clear answer in combination with a follow-up question or CTA that helps the recipient take the next step. When providing information, please provide a clear and carefully edited copy that speaks directly to the needs understood by the recipient. Also, when following up on-the-fence prospects, include objectively useful things such as case studies, links to relevant news articles, and comments on recent blogs and websites posted by recipients. Please consider. Anything that has a positive impact on the recipient and makes their lives easier or more comfortable is worth it, and the email is more likely to receive a response.
3. Keep it simple.
If you want to communicate effectively in writing, perhaps the most important skill we can learn is the skill of writing concisely. That is, the skill to use as many words as necessary to understand our claim. Many people prefer longer emails, but shorter emails often gain more traction. Why? It is likely to be read completely and accurately.
4. Being human.
There is something in written communication that seems to pull out people's inner robots. Especially in the business context, we often go back to obsolete forms and use uplifting words and expressions that we probably wouldn't use directly. Such things can make us sound prideful or "untouched" and invite us to release prospects rather than "lean out".
If you want to make a good impression in your email, you need to sound like a human. Of course, this isn't a sloppy license, but you have to work hard to write the way you speak.
Q7) What is the statement of purpose? (8)
A7) The statement of purpose describes who you are as a student and includes your professional goals and interests, and what you are looking for in your career. The statement of purpose allows the university to quickly understand why you are interested in attending college and how it can support those academic goals.
The statement of purpose includes:
- Personal introduction.
- Previous career and academic experience.
- Expressing interest in university programs.
- Professional membership or academic performance highlights.
How to write the desired statement
The statement of purpose gives you a good understanding of what experience and professional goals make you stand out from other applicants, while at the same time you attend their college. You have to let them know why you are interested in it.
You can write the desired statement by following the steps below.
Please introduce yourself.
Check the program requirements.
Includes experience and professional achievements.
Discuss your professional goals and interests, and how they relate to the university.
1. Self-introduction
Start your university purpose statement with a self-introduction. Include a brief description of who you are, such as your academic or professional background. Use this area to describe the specific program you are interested in and why. You may include certain life outcomes that have also led to your professional goals. If you have your own membership or qualifications, it's also a good time to include them.
2. Check the program requirements
Some universities require applicants to have specific prerequisites, such as relevant experience, an undergraduate degree, or industry-proven volunteer or work experience. Some universities may also require you to answer a specific question in the desired statement. Review and understand the program requirements in advance and use this information to determine the details to include in this area.
For example, if your program emphasizes volunteer experience, it may be helpful to include the experience of a particular volunteer in this section. If the program requires proven interest in a particular area, it may be helpful to include previous work experience or professional membership within the industry. This not only highlights the specific requirements that the university is most interested in, but also demonstrates its ability to follow instructions.
3. Include experience and professional achievements
Then include specific experience and professional achievements that make you a more competitive candidate. If you haven't done so already, now is the time to include industry experience related to your intended career. You can include volunteer and work experience. This is also a great area to include completed internships and residency in your industry.
4. Discuss your professional goals and interests, and how they relate to the university
Admission to college not only wants to know why you are suitable for their program, but also wants to know that it can help you achieve your professional goals. Discussing your professional goals and interests in your statement of purpose allows you to better understand how college admission fits into your professional plan. This is the area where you include your career goals. It is also a place to include the personal reasons and reasons behind these professional goals.
For example, if you want to be a doctor who specializes in working with children or a lawyer who helps low-income residents, including these is very detailed. Discuss how the education you receive from your target university can help you achieve these professional goals.
You can also use this area to describe certain characteristics of programs that support your career. It is useful to include these details if you want to join a particular professional association within the university or collaborate with a particular research team. This shows not only an interest in the university, but also an interest in the resources directly provided by the university.
Q8) Define Letter of Recommendation. (5)
A8) For some jobs, the employer requires a written recommendation. They may even request them as a part of the appliance process. In such cases, applicants are required to submit a letter of recommendation (usually two or three) along with a resume and cover letter.
Other employers may seek reference at a further stage in the hiring process, either at the end of the interview or thereafter.
These testimonials give the recipient a great deal of weight. If you are asked to write it, it is important to include the details to build a strong case for the applicant. If you are reluctant to support the applicant, it is better to decline to write a letter than to write a lukewarm one.
Here's what you need to know to write a positive letter to support job seekers:
- Tips for writing a letter of recommendation.
- If you are asked to provide a reference for a particular job, you should write the letter with the requirements for that particular job in mind.
- Please note that in your letter there is a match between the applicant's eligibility and job responsibilities.
- A general testimonial that focuses on the type and category of work the person is applying for. Your example in this type of letter is broader and less specific.
- Gather information before you start.
- Before you start writing a letter, ask the person you are writing to provide a copy of the job listing and their resume or resume (CV). It's also helpful to check the cover letter to see how they themselves market their work qualifications.
- When writing more general recommendations, ask the subject line of the letter to provide an example or two of the jobs they are applying for and outline their employment goals.
- Also, ask them to share their most marketable assets for that sort of work, especially those you'll have observed in reference to the person you're recommending.
Q9) What to include in the letter of recommendation? (8)
A9) The first paragraph of your letter should explain how you know who you are writing. See the nature of your relationship, including your job title and personal job title when you interacted, and whether you oversaw the person you recommend.
It usually includes the length of time you know the person.
The body of the letter
The body of the letter should refer to the skills, qualities, areas of knowledge, and other assets of the person you are recommending. Start by making a list of the strengths you want to convey in your nomination.
Next, create a sentence that shows evidence of your claim. This will increase the reliability of your letter. We provide concrete examples of cases where candidates are observed using the skills emphasized by recruitment managers.
It may consist of projects or roles that successfully apply certain skills. It is particularly compelling to cite the value-added outcomes of an organization and explain the strengths that have allowed that person to produce those outcomes. This is even better if you can quantify a particular contribution of an individual by impressive sales or amount, number, or percentage (eg, Joan grew unprecedented 48% in lead generation in the previous quarter. Led the sales team to realize . ").
Letter closing
In the closing statement, it is very effective to say that you will hire the person again. Or state your belief that the person will be a great addition to the company.
Share contact information
As part of the closing, you can also share your phone number and email address and express your willingness to share additional perspectives on the candidate. That way, potential employers can easily reach out if they have follow-up questions.
Recommendation format
This testimonial template details the typical testimonial format and what to include in each paragraph of the letter.
Writer's name and address
Your name
Job title
The company
Street address
City, state zip code
Date
Salute
Include a salute when writing a personal testimonial (Dr. Williams, Miller, etc.). If you're writing a general letter, don't say "who's involved" or just include a salute.
Paragraph 1-Introduction
The first paragraph of the letter of recommendation explains how you know the purpose of the letter and how you connect with the recommender, how long, and so on.
Paragraph 2 – Details
The second paragraph of the testimonial contains specific information about the person you are writing, such as why you are eligible and what you can contribute. Use multiple paragraphs to provide details as needed. Whenever possible, include specific examples that prove your qualifications.
Paragraph 3 – Summary
This section of the testimonial contains a brief summary of the reasons for recommending the person. Please state the person as "highly recommended", "recommended without reservation", etc.
Paragraph 4 – Conclusion
The last paragraph of the testimonial contains an offer to provide more information. You can include the phone number in this paragraph. Another option is to include your phone number and email address in the Return Address section or in your letter signature.
Letter closing
Finish your letter with a formal letter closing and your name and title. If you mail a hard copy of the letter, please include your signature under the name you entered.
Thank you.
Signature (for hard copy letter)
Writer name
Job title
Q10) Give the Letter Example and Template of Employment Recommendation. (5)
A10) Format given below:
Megan Greene
Sales Director
Acme Incorporated
14 Oak Drive
Anycity, CT 32444
555-222-3333
Mgreene@email.com
May 26, 2020
Marlene Gray
Domestic Sales Manager
CBI Industries
321 Main Street
Bigtown, NY 12000
Dear Ms.Gray,
I am writing to you regarding Mark Slade, who has applied for the position of sales associate with your company. Mark has worked in my department as a sales associate since graduating with honors last year from University of Connecticut. We hired him after graduation in part due to his outstanding performance as an intern the previous summer.
Mark has been a fantastic addition to my team. He assimilated easily into our department, quickly and thoroughly learning about all of our products, not just those he was responsible for selling. His enthusiasm for his work and his superb communication skills made him an instant asset to the company. Mark exceeded his personal goals for every quarter and even made time to help his peers close particularly difficult sales. Mark is competent and organized, and his positive attitude and sense of humor made him popular among our customers as well as his colleagues.
I believe that Mark has a tremendous amount of potential and would be an outstanding addition to your staff. I would have no reservations about hiring him again and am confident in recommending Mark for employment with your company. If you have any further questions or would like to speak with me personally, please feel free to contact me.
Sincerely,
Megan Greene
Q11) Define Job application letter with its types. (5)
A11) Job seeking can also be the first important business letter after graduating from college. However, there is always competition within the job market, and future employers will do so from his first impression of the job seeker, from his application. A job application letter is a letter written by a job seeker to a future employer. In fact, employment applications are written to sell your qualities and services to your employer. "
Types of job application letters
There are two types of job application letters: solicited application letters and unsolicited application letters-
Solicited Application Letter:
Solicited application letters are written according to the recruitment or recruitment advertisement. Here the job seeker knows the vacancies and can tailor his application according to the request of the post above. When you submit a requested application, you usually know the qualifications your organization requires. In this case, it highlights the key qualifications and reflects the requirements specified in the ad. You need to be focused on the phase-specific ones of proven skills that are sometimes used in advertising.
Unsolicited application: The unsolicited application is written under the initiative of the writer's own organization. Who is not promoting the recruitment? Unsolicited applications are also referred to as prospecting letters. However, you are more likely to read and draw individual attention in case you write a one-sided letter. You will be noticed by specializing in the needs of your employer and how they can be obtained by hiring you.
A job application letter (also known as a cover letter) may be a letter sent with your resume to provide information about your skills and experience. This letter explains why you have the opportunity to "sell" yourself to your employer and why you are an ideal candidate for that position.
When writing a job application letter, it is imperative that you pay close attention to the format. There is a correct way to format a cover letter. If you deviate from the quality guidelines, the recruitment manager may take you out of consideration.
In fact, the ones that create your job application letter appear to be inferior to the professionals, which can prevent recruitment managers from taking you seriously as a candidate. Before sending, make sure your cover letter is properly formatted and error free.
Q12) Give some tips for writing a good job application letter. (5)
A12) Tips for writing a job application letter
- Please do not copy your resume. The cover letter is for sale. The purpose of this letter is to convince the recruitment manager that you are a strong candidate and emphasize the relevant experience and skills. Your application should show exactly how well your background is suitable for a particular position. In contrast, your resume may be a general record of your experience, education, and achievements.
- We will adjust each application form according to the work. As mentioned above, emphasize in your letter why you are the perfect candidate for a particular job. This requires personalizing each letter according to the company and position. Match your qualifications to your job posts by highlighting the skills, experience, and requirements described in the description.
- Become a professional. The format of the application letter is quite strict. When the recruitment manager reads your letter, you are expected to see the specific information contained in the configured area. You have the freedom to attract people within the structure, but it's important to stay in some form. Pay particular attention to the professionalism of your salute. As an example, you wouldn't want to ask the recipient of the letter by name unless specifically requested.
- Calibrate carefully. Employers can overlook applications with a large number of errors. Therefore, consider reading the cover letter and asking a friend or career counselor to read the letter. Grammar and spelling error proofreading. Be especially careful to spell the recipient's name and company name correctly.
- Follow the letter format. Use the letter format when writing letters. When sending a hard-copy letter that you have entered, be sure to start with a paragraph that includes your address, date, and recipient's address. When sending an email, omit the address and date sections. 2
- Decide whether to send a hard copy or an email. The biggest difference in the format of email applications is that they need to include a subject that clearly states the purpose of writing. “Graphic Designer — Joe Smith.” Also, include the contact information under the signature instead of placing it at the top of the letter as in the case of text.
- Your resume will be attached to your application, so be careful not to duplicate it exactly.
Q13) Draw the job application letter format. (8)
A13) Use this formatting information as a guideline when writing your customized application letters, so you recognize what information goes where.3
Contact Information
Name
Address
City, State postal code
Phone Number
Email Address
Date
Employer Contact Information (if you've got it)
Name
Title
Company
Address
City, State postal code
Salutation
Dear Mr./Ms. Last Name, (leave out if you do not have a contact)
Body of Application Letter
The body of your application letter lets the employer know what position you're applying for, why the employer should select you for an interview, and the way you'll follow up. See below for a paragraph-by-paragraph breakdown of the body of the letter.
First Paragraph
The first paragraph of your letter should include information on why you're writing. Mention the job you're applying for and where you found the work listing. Include the name of a mutual contact, if you've got one. You might conclude by briefly and concisely saying why you think you're a perfect candidate for the job.
Middle Paragraph(s)
The next section of your application letter should describe what you've got to offer the employer.
It can be one paragraph; otherwise you can break it up into a few of paragraphs. If the section gets lengthy, you'll use bullet points to break up the text. Remember, you're interpreting your resume, not repeating it.
Mention specifically how your qualifications match the job you're applying for. In this portion of the letter, make your case for your candidacy.
It can be helpful to spend a while researching the company—this knowledge and insight helps you create an informed and persuasive argument for your candidacy.
Use specific examples whenever possible. For instance , if you say that you have many experience working successfully on team projects, provide an example of a time you worked during a group and achieved success.
Final Paragraph
Conclude your application letter by thanking the employer for considering you for the position. Include information on how you'll follow up.
Complimentary Close (examples)
Sincerely,
Signature (for a hard copy letter)
Typed Signature
Q14) Illustrate to explain Job Application Letter. (5)
A14)
Melissa Brown
11 South Street
Harbour View, Maine 04005
555-555-5555
Melissa.brown@email.com
March 5, 2020
Jason Rivera
Human Resources Director
Avery Solutions, Inc.
600 Commerce Way
Harbor View, Maine 04005
Dear Mr. Rivera,
I was excited when my former colleague, Stephanie Taylor, told me that you were hiring for a human Resources Specialist at Avery Solutions.
Stephanie has told me how important teamwork is to your group at Avery, and how much you need an HR Specialist who can slot in with the department and hit the ground running on day one. i believe that i'm the ideal candidate for your team.
In my current job at Smith Group, I created and run our onboarding program, including organizing background checks and new hire orientation. I even have extensive experience in:
• Data reporting/data entry on HRIS software
• Recruiting and hiring processes, including creating job descriptions and postings, screening resumes, and scheduling interviews
• Producing company events, like the annual company-wide picnic (100+ employees from across the country)
I’d like to speak with you about my qualifications and what I can do for your team. I’ve attached my resume for your consideration. Please don’t hesitate to contact me on my cell at 555-555-5555 with questions or to rearrange an interview.
Best regards,
Melissa Brown
Q15) "A resume is a document that shows your qualifications and career path, “Justify the statement with its content. (8)
A15) Your resume or biodata may be a brief record of the applicant's personal information, educational background, professional training, experience, references, and other relevant information. This is a summary of personal and academic accounts. Your resume is considered a formal advertisement for your personal qualifications.
According to BOVEE, THILL, and SCHATZMAN, "CVs are often a structured written summary of private education, employment background, and job qualifications."
"A resume is a document that shows your qualifications and career path," says Murphy and Hildebrand.
Locker defined that "CV can be a compelling summary of qualifications for employment."
Therefore, a resume is a brief description of personal, educational, and employment qualifications. The purpose of your resume is not to tell your readers everything about you, but to be interviewed. In fact, it's a kind of advertising. Today, it's almost traditional to send a resume with a job application letter.
Resume content
The biodata should be properly placed under some headings or subheadings. Contains information on several people from different disciplines. Knowledge is usually presented in the biodata under the following heading-
- Personal Information: This section includes your name, temporary and permanent address, phone number, date of birth, parent's name, marital status, nationality, religion, and possibly cast.
- Career Objectives: Clearly state your goals or future plans for your career. Please tell us what you want to challenge and how much responsibility you want to take. Therefore, you should list your short-term and future goals for your career here.
- Educational Qualifications: This section requires you to submit a complete record of your academic background. This includes the name of the degree obtained, the name of the institution attended, the year of passing, the form of the board or university that obtained the degree, the department or grade or class obtained.
- Experience: This section contains the applicant's previous experience related to the job requested. The details contained here are the duration or length of participation in the previous or current job, and therefore the date of leveling, the name of the organization, the job title held, and a brief description of the job or the nature or task of the job. Job.
- Honors and Awards: Honors and awards are given to outstanding works. This section includes fellowships and scholarships or honorary scholarships, as well as awards from professional associations and citizenships.
- Extracurricular activities: The extracurricular activities of the applicant, such as participation in various organizations, participation in several seminars and workshops, and awards at cultural events, are mentioned here.
- References: The names and addresses of anyone who knows the applicant and may express a personal opinion about his abilities and qualities should be prone in this section. It is customary to provide three references: teachers with high social or professional status, employers, and family friends. However, if the number of referees is not indicated by a future employer, it is advisable to include at least two referees' names and addresses. The referee's name, title, full address, and phone number tend to be and should indicate a social relationship with the applicant. The applicant must give the referee a name, or at least obtain permission from the referee to notify the referee immediately afterwards, along with the details of the work requested.
- Applicant's signature: At the end of the resume, the applicant must enter his signature and date in the left margin. Under the signature, there should be enough space to enter the applicant's full name.
In conclusion, your resume should include everything related to the job or job you applied for, and exclude irrelevant ones. If your employer only invites your resume, you may want to attach a recent photo.
Q16) When to use the chronological resume format? (5)
A16) The chronological resume format is ideal for professionals and candidates with a consistent work history, with no major gaps between jobs. Use this format if you have a lot of work experience and that experience is directly related to the job you are applying for. Also, there should be no gaps between your different employment.
Disadvantages of chronological resume format
This resume format is not suitable for anyone starting or changing their career. If someone changes jobs frequently, this resume format is also not appropriate
Create your resume online using the Online Resume Maker platform.
Reverse chronological resume format
The reverse chronological resume format is a chronological resume format in which the relevant work experience starts with the latest job and is listed in reverse chronological order in the reverse direction. As mentioned earlier, this type of resume format will not work if there are significant gaps between different employment.
The chronological resume-style structure is categorized as follows:
- Contact Information – This includes your name, location, email address, and phone number.
- Summary / Career Goals – A short summary of your work experience. Must not exceed 4 sentences.
- Work experience – This includes work history in reverse chronological order.
- Education – List your education history in this section.
- Skills – This includes skills related to the job you are applying for.
- Additional Information – Additional information includes your achievements, hobbies, volunteer activities, projects, and more.
Q17) Write short note on Letter of Appointment. (5)
A17) The appointment letter is the first document given to a candidate who has been interviewed and selected for a position. This is a confirmation that the person has been appointed to a particular job. This letter is a formal letter issued by the organization in which the candidate is employed. This is a notice given to a specific designation, such as a software professional, auditor, teacher, accountant, designer, or an employee selected for an internship.
The appointment letter consists of the name of the person doing the job, the designated name, the company name, and the date of the appointment. In this article, we'll look at the format of the appointment letter, along with some samples. These samples are provided in words and are simple booking letters that are easy to prepare.
The basic appointment letter consists of name, start date, hire date, place of work, designated name, roles and responsibilities, CTC, working hours, terms of dismissal, amendments and enforcement, leave policy, notice period clause, and more. All terms and conditions must be mentioned comprehensively. Private companies usually have such a booking form. Even public companies send mail to legitimate candidates or provide appointments directly through their website. Recently, the Food Corporation of India (FCI) has announced a letter of appointment for selected candidates for 2020.
A sample letter requesting a business meeting reservation is also available here and can be mailed to interested parties. These request letters can be sent to employees seeking appointments for meetings with company managers and directors, or to clients for business discussions.
Q18) Difference between offer letter and appointment letter. (8)
A18) When a company is hiring employees for a particular designation, they may send some communications before the position is actually filled. The two most important documents or letters that the company will provide after the hiring process is complete are the offer letter and the appointment letter.
Offer Letter: An offer letter is a letter sent when a company decides to hire an employee for a candidate. This letter contains the job designation and salary provided by the company. We may also mention other benefits and benefits offered by the company after the candidate joins the job. In addition, the offer letter included the date of participation and the place of work. If the company requires other information about the employee, such as a birth certificate, ID card, or professional license, it will be included in the letter. The letter consists of a deadline that the employee must respond to, and if neglected, he / she may lose a candidate for work. The next candidate will then be hired for that position.
Appointment Letter: An appointment letter is a confirmation letter sent to a candidate selected by the company to indicate that they have been assigned to a specific position. This letter usually consists of a designated name, date of hire, place of work, salary agreed upon by both parties, benefits, working hours, working days, and company contractual terms.
The basic difference between an offer letter and an appointment letter is that the candidate must reply to a letter stating that they are accepting the offer letter for the position offered by the company. Candidates will be asked to take a printed copy of the offer letter, sign it and return it by mail or mail. However, appointment letters will only be provided if the candidate accepts the offer letter from the company.
Comparison Table Between Appointment Letters and Offer Letters
Parameters of Comparison | Appointment Letters | Offer Letters |
Time of Release | It is released as soon as the offer letter is acknowledged and accepted by the candidate. | It is the first letter issued when the candidate clears all the rounds of interviews. |
Connotation | It includes all the additional details related to the job with all the roles and protocols explained. | It is nothing but a letter sent by the company to offer a post for a given designation. |
Disclosures | An appointment letter confirms the designation of an employee under a company based on certain terms and conditions. | An offer letter discloses the offered salary, post, designation, and other details. |
Confirmation of letter | An appointment letter is a final confirmation after a candidate acknowledges the offer letter. | It is not an accurate sign of confirmation, as the post can be transferred to someone else if the candidate doesn’t accept the letter within the given time limit. |
Employee Status | The appointment letter shows the employee status as soon as they join the company to complete the formality. | An offer letter can be turned by either of the sides. |
Q19) Define Letter of Appreciations. (5)
A19) Certificates of appreciation are used in a variety of office, school and university situations. This is a formal letter from an employee to a senior or manager to support and accomplish the project.
School teachers can also write thank-you letters to students for good grades and good scores on the exam. The employer can write a thank-you letter to the employee for doing a great job. The boss or manager can present it from the boss or manager to provide excellent service to the employee.
I am grateful not only for the good work, but also for the contributions of the employees to the team and the company. Therefore, letters of appreciation play an important role not only in scholars but also in incorporating them. Read on to learn more about Student Certificates, Certificates of Appreciation for Students from Teachers, Certificates of Appreciation Formats for Students, and Examples of Certificates of Appreciation.
Type of thank-you letter
There can be multiple reasons to write a thank-you letter. Such as;
- Thank you for the good work of your employees.
- Thank employees for their contributions to the team and the company.
- Thank you to the employees who have been promoted.
- Thank you to the students who performed well on the exam.
- Thank you to the students who succeeded in the competition exam.
English letter of Appreciation format
To write a letter of appreciation, you need to follow a specific format. It's a formal letter, so you need to write it properly and follow it. It should also be noted that the letter should be written carefully. And if someone chooses to write the letter by hand or print it, the quality of the paper should be good.
Address: The writer's address should be in the upper left corner of the letter. The address must be correct for both the sender and the recipient. Must be mentioned with the appropriate city name, state, and pin code. Maintain space between address lines. It also mentions the recipient designation.
- Date: The date the letter was written should always be mentioned.
- Subject: The subject should be written with a concise description of the reason for writing the letter.
- Salute: Dear and Mr./Ms./Mrs. Start the letter with a proper salute like.
- Body: The body of the letter must consist of three paragraphs.
- Paragraph 1: Introduce yourself and state why you are writing a letter
- Paragraph 2: Thank you for the person's work
- Paragraph 3: Conclusion
- Gratitude: With gratitude
- Closing: The letter must conclude "from your heart or faithfully" with your name and designation.
Q20) How to write a resignation letter? (8)
A20) When you quit your job, it's important to resign gracefully and professionally. However, you don't have to include a long description. Keep your letters and emails simple and focus on the facts. Here's what to incorporate within the letter:
Intention to resign: Give your employer appropriate notice, write a formal resignation, and be prepared to proceed before submitting your resignation. Your letter should start with the fact that you have resigned.
Last Day of Employment: The resignation not only states the employee's intention to retire, but also contains information about the last day of employment and other requirements and details. This facilitates the transition of both employers and employees.
Offers to assist in the transition: Often, resignations offer to assist in the transition, whether recruiting or training alternatives. In this way, both employees and employers can leave the situation with a sense of closure, respect and friendship.
Your Contact Information: Include your personal contact information. That way, the corporate can easily get in-tuned with you.
What you should not include in your letter
Resignations are not the right place for employer or colleague complaints or criticisms. Keep it simple, stick to the facts, and don't complain. It is important to leave a positive note as you may need a reference from your employer.
Writing a resignation is a good way to formalize your employer's turnover and see the details of your dismissal. When writing a resignation or email message, it is important to be aware of what you include and what you omit. You don't want to overdo it and share an excessive amount of information together with your upcoming ex-employer.
No matter how much you want to say, it's best to stay on the topic of resignation. Here are some things to consider when notifying you of your resignation:
Set a specific date
Please specify the specific date of departure and do not share or send the letter until you are sure that you are departing.
Check your employer's norms and policies to give you notice. Offer appropriate notifications and offer to assist in training staff to undertake your duties. Even if you're sure your employer will ask you to leave soon.
The exception is when there are personal or work issues that prevent you from staying. Here's why employees may not be notified two weeks in advance:
Don't be negative
You may have worked for the most incompetent or negative boss you can imagine. Don't say anything negative in writing about your boss. Your resignation may not be a confidential document and may be shared within your organization. Perhaps your boss will not forget embarrassment when a future employer conducts a background check, or when you need a reference.
Do not look down on the company or its products and services. Avoid phrases like "I'm moving to an innovator or industry leader" that implies that your current employer is inferior. It's always wise to stay positive, even if you feel negative.
Thank you for giving me the opportunity
Take the opportunity to thank the positive aspects of your organization's experience. Individuals who believe you are grateful to them are more likely to say good things about you. If it's a rewarding experience, think about at least one thing you can say about your boss or company.
Do not use words that make your tenure in your organization unsatisfactory. Your letter is one of the last impressions you make.
If you want to point out a new job as an improvement, emphasize how that position advances your career. For example, you might say, "I'm going to take up the position of district manager so that I can further strengthen the strategic planning skills I learned here."
Omit money and personal feelings
Mentioning a better salary as a reason for you to leave may not be the best choice. If you would like to use the offer as leverage to negotiate more money from your current employer, meet with your manager to discuss the situation. If your needs are not met, make sure you are willing to leave