Lois Jose Syllabus Module 1 - Fundamentals - Vysakhi Suresh Writing - - PDF document

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Lois Jose Syllabus Module 1 - Fundamentals - Vysakhi Suresh Writing as a skill – its importance – functional use of writing – personal, academic and business writing – Mechanism of writing – words and sentences - Paragraph as a unit of structuring a whole text –combining different sources- Creative use of writing. Module 2 – Process - Vysakhi Suresh Writing process - planning a text – finding materials - drafting – revising – editing - finalizing the draft - computer as an aid – key board skills - word processing - desk top

• publishing. Writing for the Media- Academic writing - writing examinations - evaluating a

text - note-making- paraphrasing – summary writing - planning a text – organizing paragraphs – introduction – body – conclusion – rereading and rewriting - copy editing - accuracy. Module 3- Writing models - Lois Jose Essay – Précis. Expansion of ideas- Dialogue- Correspondence- Letter writing – personal letters - formal letters - CV – surveys – questionnaire – email – fax - job application- Report writing Module 4 - Lois Jose Presentation as a skill - elements of presentation strategies – audience – objectives – medium – key ideas - structuring the material - organizing content - audio-visual aids – handouts - use

• f power point – clarity of presentation - non-verbal communication - seminar paper

presentation and discussion.

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Communication Definition Communication is the basic behaviour found across all animal species. Human language is, however, the unique communication system that separates humans from other animals and help them communicate more effectively. The term ‘communication’ is derived from the Latin word ‘communico’ or ‘communicare’ which means ‘to share’. It means the transfer of ideas, feelings, plans, messages or information from one person to another. The process of communication is considered effective only when it creates the desired action

• r response. For the effective communication the process requires a sender and a receiver. In

the process, the sender encodes the message/information and sends to the receiver through a medium/channel. The receiver decodes the message and gives the sender a feedback which makes the communication process complete. Message Sender Receiver Feedback The hindrance occurs in the process of communication and does not allow the effective transmission of message can be called as noise. Types of Communication The various studies conducted in the field of communication have identified four types of communication. a) Intrapersonal Communication: It is the communication that takes place within one’s

• wn self. It implies the individual reflection, contemplation and meditation.

b) Interpersonal Communication: It is the direct, written, or oral communication occurs between two or more persons. c) Extrapersonal Communication: Man tend to communicate with non-human entities in his own ways. For instance, humans talk with a cat or a dog or an elephant and they follow the instructions correctly. Such communication between humans and non- human entities are called Extrapersonal Communication. d) Mass Communication: Conveying messages to a large audience through media like book, speech, newspaper or others like television, radio, internet etc can be considered as Mass Communication. Communication made possible through modern electronic media such as computers, television, radio, internet, cell phones etc is termed as Media Communication. Communication is made possible and effective through various forms of communication such as linguistic, paralinguistic, extralinguistic, non-verbal and verbal forms. Among these, in verbal communication, language plays an important role in the transmission of message. The verbal communication is realised through oral and written forms.

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The face-to-face interaction between the sender and the receiver is called oral communication and it mostly involves speaking and listening skills. Eg: Making Presentations and Appearing for Interviews. In the written communication, the sender uses the written mode to transmit his/her messages to the receiver. It mostly includes reading and writing skills. Eg: Writing Reports, E-mails, Essays etc. Barriers: For the effective communication, the sender and receiver has to overcome many barriers. Barriers in communication breakdown the communication process and the message is not effectively transmitted. i.e., the message received by the receiver is not same as the message sent. In order to overcome the barriers caused in the process, the participants have to a) Identify the problem b) Find the cause c) Select and apply the best alternative solution. By the careful observation of feedback, problems/ barriers related to communication can be

• identified. The barriers identified are mostly caused due to various verbal, non-verbal and

listening factors. a) Verbal Barriers: Effective speaking, listening, writing, and reading skills in a language are needed for the effective verbal communication. Major verbal barrios are 1) Lack of proper planning: When communication is made without any proper planning or thinking, the message is not properly communicated. 2) Selection of a wrong variety of language: The message is not transmitted when the speaker selects expressions or language strange to the audience. 3) Badly encoded or wrongly decoded messages: Wrong choice of words, absence of punctuation marks, wrongly timed pauses, poor organization of ideas and unnecessary jargons bring vagueness in the message. 4) Differences in perception of a message: One message can be perceived in different ways by different people. To overcome this, the sender has to keep in mind the various perspectives it can produce. 5) Variation in language: Language and its expressions are mostly culture-specific. The usage of language without understanding the culture will lead to

• miscommunication. For instance, in Britain, ‘to table a proposal’ means ‘to act on

it’ while the same expression means ‘to postpone’ in America. b) Non-verbal Barriers: In communication, especially in speaking, non-verbal communication- gestures or other actions has an important role in communicating the message along with verbal communication. Many a times, it is the gestures and expressions that create either a bridge or a wall between the sender and receiver. For instance, avoiding eye contact or rolling eyes, closed hands etc., cause a hindrance to communicate effectively.

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c) Listening Barriers: Poor listening results in incomplete, incorrect and inconsistent responses and on the other hand, to listen effectively, one needs concentration, patience and focus. The reasons behind poor listening are: 1) When the speaker makes the audience to feel that (s)he is wasting the listener’s time. 2) Being distracted by something that is not part of the ongoing communication. 3) When the listener is impatient and gets ahead of the speaker to complete the thoughts of speaker. 4) Asking too many questions by the speaker also cause a barrier in listening. d) Other Barriers: 1) Messages are not communicated effectively when listeners jump to hasty conclusions without understanding it. 2) The communications fails when the information in the system is overloaded and the listener tend to ignore most of the information. 3) Emotional Reactions like anger, fear or joy can create a hurdle in effective transmission of message. 4) A stubborn or rigid attitude on the part of listener or the speaker may lead to the failure of communication. Writing: The process of writing, an important form of verbal communication helps to record information using a coded system of symbols. The symbols (letters) are physical manifestation

• f language and it varies from language to language. The writing process helps us to transfer

ideas of our mind to another through words, phrases and sentences. Importance of Writing Skills: 1) Good writing skills help one to interact effectively in public. 2) It helps us to preserve our ideas and thoughts in a concrete form for generations. 3) It helps us to measure one’s learning, intellect and creativity. 4) Writing skills are tested in most exams. 5) It reflects one’s individual self. Writing Vs Speech Writing Speech The factor of Permanence is associated with writing. Oral communications are relatively short- lived Responses/feedback of the reader is not easily available to the author. Responses of the listeners are easily assessed by the speaker Writer has to solely depend upon written word to express themselves The body language and the voice modulation help the speaker to communicate more effectively Writer has to concentrate more on spelling and punctuations Speaker has to concentrate more on pronunciation and intonation Complete sentences are must in written form Complete sentences are not important Editing is possible during or after the process Editing is not possible during or after.

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Writing Models: Essay: An essay is an extended piece of writing written to establish a point of view. In an essay a writer shares his/her knowledge on the subject, expresses his/her point of view, and offers criticisms and comments on the topic. The term essay is derived from the French expression ‘essai’, which means an effort or a verbal sketch which reveals the author’s perspective on a given subject. For a good essay, the writer of essay requires subject knowledge, maturity of vision, clarity of thought and felicity of expression. Apart from these, the author must be able to connect the different ideas into one thread. An essay should have an introduction, body and conclusion. The length of an essay ranges from 500 words to 2500 words in general. Introduction: The introduction should catch the reader’s attention, define the topic briefly to tell the reader what the essay will be addressing. Body: The body comprises the full content of the essay. The body must be divided into paragraphs, each of which must pursue a specific idea to the end. The writer must address all the ideas he or she wanted to address, keeping to the topic. Conclusion: The conclusion is the ending, the rounding-off of the presentation. This should tie up all that was presented by the writer, a parting shot that justifies the writer’s point of view. As this is the end, the writer must not bring in new information. There are mainly six types of essays.

• 1. Argumentative essay: In an argumentative essay, the writer has a specific opinion or

viewpoint and argues to defend or motivate his or her position against the established view. The opinion of the writer should be clear throughout. This is a subjective essay in which the writer tries to convince the reader to share his or her point of view. Therefore, these essays are also known as point-of-view essays. Examples topics: a) Television kills creativity. Do you agree? b) The future of South Africa depends on foreign investment. Give your views. In an argumentative essay,

• The essay should start with the writer’s view of the topic in an original and striking way.
• The writer should give a range of arguments to support and substantiate his or her view.
• The writer focuses on points for or against a statement.
• An argumentative essay can be subjective and strong opinions are expressed. A variety of

rhetorical devices and persuasive techniques should be used.

• The language used is emotive and can be emotional but should not be rude.
• The conclusion should be a strong, clear and convincing statement of the writer’s opinion.
• 2. Analytical Essay: An analytical essay often reviews a book, movie, topic, situation or a

text bring forth its hidden agendas. It is objective and aims to give a balanced view of both sides of an argument. The writer considers various aspects of the topic under discussion and presents opposing views impartially and carefully as they form the basis of an analysis. The writer may come to a particular conclusion at the end of the essay but the arguments for and against must be well balanced and clearly analysed in the course of the essay.

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Example topics: a) Write an essay in which you give arguments for and against abortion. In an Analytical Essay,

• The writer should understand and be able to reflect both sides of the argument in an

impartial and well informed way.

• The writing must be lucid, rational and objective. Calm, well-reasoned and well-

supported statements should be made.

• The tone should be unemotional and convincing without being condescending.
• The writer may give an indication of his or her opinion at the end of the essay but this

should only be done in conclusion.

• 3. Descriptive Essay: In a descriptive essay, the writer describes something to allow the

reader to experience the topic with their senses and therefore (s)he describes the topic as vividly/clearly as possible. Someone or something can be described. Example topics: a) The dentist’s waiting room. Describe your feelings and impressions. b) Describe a stormy night. In a descriptive essay,

• The writer should create a picture in words.
• Words and expressions are chosen carefully to achieve the desired effect.
• Images of sight, sound, hearing, taste and touch can be used to make the description

vivid.

• Figures of speech are used in original ways.
• Learners should ideally have experience of the topic. It is very difficult to describe

something without having first-hand knowledge.

• 4. Expository Essay: Expository writing communicates/explains ideas or information in a

logical way. This is a factual essay in which the writer explains ideas or gives facts in a systematic way. An expository essay is well researched and ideas are supported by facts and figures. It is objective and detached in nature. Example topics: a) More than a thousand people are killed in road accidents during the December holiday. How can this carnage on our roads be stopped? b) Discuss how you would go about collecting funds for the matric farewell party. In an expository essay:

• A thorough understanding of the topic is required.
• Good research is vital as statements have to be supported by facts.
• As the reader may not have a specialised understanding of the topic, the writer should

clarify any concepts which may be unfamiliar.

• Ideas must be organised logically and take the reader from the known to the unknown.
• An expository essay is generally written in the present tense.
• 5. Reflective Essay: Reflective essays are meant to discuss profound and deep issue. In a

reflective essay the writer discusses universal human issues such as love, life, death etc., and contemplates on it to give his/her emotional reactions and feelings. The writer could, for example, reflect on dreams or aspirations. Though it is subjective in nature most of the subjects are universal and the broadness of subject matter requires objective and detached approach.

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Examples topics: a) This is how I remember the best teacher I ever had. b) Give your views on life and how it should be lived. In a reflective essay,

• A reflective essay is subjective.
• Feelings and emotions play a major role.
• A substantial part of the essay may be descriptive. These descriptions should be vivid

and aim to recreate recollections or feelings of the writer in the reader.

• The ideas, thoughts or feelings expressed should reveal sincerity and personal

involvement. 6. Narrative essay: A narrative essay tells a story or tells of a past event. It can be written from any perspective. Example topics: a) We were having a wonderful time. There was good food, good music and good company. Suddenly there was an earth-shaking crash. Write about the incident. b) The best story my grandfather told me. In a narrative essay,

• The story must have a strong story line and be convincing even if it is fiction.
• A narrative essay is usually written in the past tense.
• The introductory paragraph should capture the reader’s attention.
• A good story often has a point to make.
• An unusually interesting ending gives a story the final touch.
• The reader’s interest must be maintained until the end. The style, rhetorical devices and

action must ensure sustained interest.

• A successful narrative vividly highlights sensory details such as sight, sound, taste, smell

and tactile sensations.

• A narrative essay often has a strong descriptive element.

Characteristic Features of an Essay: Though there are different types of essays, the characteristic features of a well written essay are:

• 1. A good essay is the result of careful planning and selection of material
• 2. A good essay is comprehensive in its approach and vision
• 3. The essay reflects the personality of the author apart from his perspectives on the topic.

A matured author mostly writes in objective manner

• 4. A good essay is normally well-balanced and not lopsided
• 5. The different ideas discussed in the essay are connected to the topic in a logical manner.
• 6. A good essay is consistent in dealing with the subject matter
• 7. A good essay avoids ambiguities, verbal juggleries, and equivocations. It is direct,

simple and lucid

• 8. The title of essay is carefully chosen and it reflects the subject.

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Questions

• 1. Imagine that you are planning to write an essay. Which are the various stages of the writing

process?

• 2. Descriptive Essays
• 3. Types of Essays
• 4. Features that characterise a Narrative Essay
• 5. Reflective or Philosophical Essay
• 6. Analytical Essay, Give Example
• 7. Topics to write essay
• a. Monsoon in Kerala
• b. Digital Technology and Students
• c. Preservation of Environment
• d. Power-Politics
• e. Tourism in Kerala
• f. Demonitisation Impacts
• g. Does the Modern education equip the youth to face life
• h. Youth and Cinema
• i. Role of Audio-visual media in education
• j. Terrorism as a global threat
• k. The relevance of English education in contemporary Indian Context
• l. Politics and Social Media
• m. Internet Adiiction and its Consequences
• n. Child Labour
• . Labourers from other States
• p. The importance of Co-curricular activities during education
• q. Internet and Mobile phones in the life of Indian youngsters
• r. Preventing violence against women and gender minorities
• s. Politics and the Indian Youth

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Précis The art of Condensation The term condensation means to make something shorter without losing its main

• content. In a professional world, one must know how to express their views in brief and precise.

It helps one to stick to the focal theme than narrating everything related to it. The Major Forms of Condensation According to experts, there are five major forms of condensation that can be used only for specific purposes.  Précis: Précis is one of the most major forms of condensation used by both student and

• professional. It is the short and concise account of some text, which gives all its

important points but none of its details. Its purpose is to briefly restate the idea expressed in the original write-up, and therefore it does not include any illustrative or superfluous material included in the original text. A précis should make sure that it follows and maintains the view of the author. The junction of a précis is to outline the idea of original passage without criticizing or supporting it and the length of a précis is one third of the original text.  Summary: A Summary helps a professional to present their ideas in a nutshell. It is mainly included in the reports to present the main findings of a study, a journalistic article or in a geographical survey. The main concern in a summary is that it should follow the sequence of ideas as presented in the original and detailed work. It does not contain any examples or illustrations, and tries to emphasize the main argument and concluding findings of the study. Summary does not include any examples and cannot add, or develop or delete anything that is not in the text.  Abstract: An Abstract is written to highlight the purpose, scope and significance of a research article. It is shorter than a summary and is more preferred than summary in a technical and specialized forms of communication.  Synopsis: A Synopsis is a condensed and shortened form of an article, research paper, a chapter of a book, a report, or a book. It is normally used by researchers in shortening their research proposals, dissertations, and theses. It highlights in brief all the essential features of a document. In a synopsis, a researcher has to highlight the purpose, scope and significance of a research. It includes a reference to the methods adopted for data collection, the objective of the research and the general plan of the research.  Paraphrasing: Paraphrasing, though cannot be included in condensed forms of writing, it is included in considering its purpose. It is meant to reproduce the author’s ideas in one’s words, which is more simpler and familiar version. However, in the process there is no strict limitation to the words that can be employed. Characteristics/ Principles of condensed writing:  Be brief and precise – One cannot use more words than the original writing and in most cases, the length should be reduced to one-third of its original document.  Be complete – One cannot avoid any of the main contents of the original document. It should be as complete and comprehensive as the original document but in less number

• f words.

 Be choosy – As it is necessary to include all the necessary contents of the passage, it is important in identifying the areas that are not important and can be discarded like examples, illustrations, instances, quotations, citations, anecdotes, parables etc.

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 Be original – A good précis has to be creative and original though it is a kind of copying from the original document. As one is not allowed to distort the idea of the author, (s)he has to express the author’s views in their own words.  Be coherent – There is no need for the writer to express the ideas in the order followed by the author. However, the write-up should not have any incomplete, unrelated or disjointed sentences.  Be clear – Clarity is one of the important characteristic of the précis as many a times, the need to compress the ideas result in obscure expressions. It does not serve the purpose. Seven – Steps to Write an effective Précis To write a good précis one has to follow certain important steps.  Read and Comprehend the passage or the original document as many times required to understand what the author has meant.  Prepare a Skeleton of the main ideas to have a clear view of all the ideas that are to be incorporated while writing a précis.  Assimilate the Essentials to capture the soul of the document and to express them in

• ne’s own words.

 Think of a Title as it keeps your thoughts focused on the core of the issue.  Prepare a First Draft focusing on the main argument of the passage.  Review and Compare the first draft with the original and make necessary changes.  Edit and Revise the passage if necessary and finalise the passage with modifications and alterations noted while reviewing the first draft. Why do we learn to write précis  It helps to enhance the reading skill  It helps in acquiring high degree of academic competence. i.e., it helps in expressing

• ur ideas in a clear and precise manner

 It helps or trains to condense material in a coherent, logical and accurate manner.  It helps in developing concentration and focus. Format Total No of Words 3 Draft 1: [Main Points: summary if two to three lines in one sentence] Title Draft 2: Consolidate the points into a paragraph Draft 3: (if needed correct the draft 2 and rewrite as final draft) Last step : Count the words in the paragraph Passage One of the dubious distinctions of our society surely is to be one of the most corrupt countries in the world. Corruption today has become an integral part of our system. If you want to get anything done, you need to bribe a person. It doesn’t matter whether the matter is right or wrong, small or special; you need to grease a bureaucratic palm in order to get a file moving

• ff its blocks. For those who cannot afford to fall in line in with such unsaid expectations,

there hardly is a ray of hope. After all, their wishes may soar but the files won’t register a budge unless sufficiently winged on currency notes.

• No. of Words : 114 === 114/3 =38 – 43 words

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Draft 1 Main Points  Corruption has become the main undercurrent in our society to get anything done.  Bribing a bureaucrat is a usual habit for all.  One who cannot afford the bribe asked, has to leave their dream without getting it fulfilled. Draft 2/ Final Draft Suggested Title: Corruption: A Rock on the Wings of Dreams Corruption has become the main undercurrent in our society to get anything done. Bribing a bureaucrat for any favour is an usual act amidst the public. One who cannot afford the bribe asked, has to leave their dream without getting it fulfilled. Total words : 43 Questions  What are the major forms of condensation in writing practiced by a professional?  What is an abstract?  What is the significance of précis writing?  What do you mean by paraphrasing?  List out any 2 working principles of art of condensation  What is summary

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Correspondence: Any written or digital communication exchanged by two or more parties can be termed as correspondence. Correspondences may come in the form of letters, emails, text messages, voicemails, notes or postcards. Though in digital world, there emerged a lot of new technologies to communicate with one another, letter writing still continues to be preferred mode in the formal situations. There are two types of letters: formal and informal.  Formal letters are those letters that are used for official communication. They have certain formats and protocols to follow and are used when one is communicating with businesses, government officials, or individuals whom they don’t know in person.  Informal letters are the letters sent between family members or friends. It has only fewer rules to be observed. Formal letters and Layout: A Formal letter can be written in three major layouts. A) Full –block Style, B) Semi -block Style and C) Simplified Layout. A) Full –block Style: (Follow this layout always) This is the most common layout used in today’s world as it is very attractive, easy to read, and very simple to draft/ write. In this letter all elements of the letter except for the letter head in business letters are left aligned. In business letters, the letter head are aligned centre. All the elements follows open punctuation (no punctuations like comma or full stop) except in the cases of Ref., Sub:, and message. For Example:

From Address Date Ref: To Address (Inside Address) Attention Salutation Sub:

• --------------- .

Complimentary close Signature Encl. cc.

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B) Semi-block Style This layout is outdated. According to this pattern, the heading, complimentary close, and the signature block are aligned to the right margin. And the paragraphs are intended. (DO NOT USE THIS PATTERN ANY MORE) For Example: C) Simplified Style This layout omits salutation, includes subject line in capital letters and does not have complimentary close. For Example:

From Address Date Ref: To Address (Inside Address) Attention Salutation Sub:

• -------------------------- .

Complimentary close Signature Encl. cc. From Address Date Ref: To Address (Inside Address) SUB:

• -------------------------- .

Signature Encl. cc.

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Formal letters and its Parts or Structural Elements: Formal letter A formal letter is written mostly for informing, congratulating, requesting, ordering, enquiring, complaining, making an adjustment, applying for jobs etc. It is mostly typed or neatly written

• n 81/2 inch x 11 inch unlined stationery. It is written. It must have

 From Address - It is mostly the return address of the organization with its full contact details including email id and contact number and is included aligned to the left margin. After skipping a line, date is also included. The date should follow the format- either 20 October 2017 or October 20, 2017. For Example:  Reference Number (if any) - Companies and Institutions use an alphanumeric notation to file the letter. It is important to quote that reference number in the subsequent or related correspondences made. It is mostly referred as ‘Ref:’ and is followed by actual reference number For Example:  The Inside Address (To Address) - After skipping a line, include the inside address. This is the address to which the letter is send. Include the title of the person like Mr, Miss, Dr, or Messrs (if it is a firm).

U & V Medicos Ltd 70-72 Vidya Nagar New Delhi, 111001 Phone: (0210) 2442462 Fax: (0210) 2442472 https:www.uandvmedicos.com 25 October 2017 U & V Medicos Ltd 70-72 Vidya Nagar New Delhi, 111001 Phone: (0210) 2442462 Fax: (0210) 2442472 https:www.uandvmedicos.com 25 October 2017 Ref: UVM/Inv/2017/10/7

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For Example:  Attention: After skipping a line from the inside address, one can include an attention line to refer to whom the letter is addressed to, so that it easy for the person in the department to sort the letter. However this is not an important part of all formal letters. For Example:  Salutation - It is the greeting line of the letter. Use ‘Dear’ followed by the title (Dr, Professor, Mr, Ms) and the surname (second name) of the person you are writing to. For example: Dear Dr Bhatt, or Dear Ms Verma. In case when one does not know the name, (s)he can write Dear Director, or Dear Manager. Either leave the salutation line without punctuation marks or use a colon in formal letters.  Subject Line – labelled usually as ‘Sub:’ the subject line is a short description to highlight the purpose of the letter.

U & V Medicos Ltd 70-72 Vidya Nagar New Delhi, 111001 Phone: (0210) 2442462 Fax: (0210) 2442472 https:www.uandvmedicos.com 25 October 2017 Ref: UVM/Inv/2017/10/7 Dr Judith Briganja Assistant Manager Amit Medical Company Orissa U & V Medicos Ltd 70-72 Vidya Nagar New Delhi, 111001 Phone: (0210) 2442462 Fax: (0210) 2442472 https:www.uandvmedicos.com 25 October 2017 Ref: UVM/Inv/2017/10/7 General Manager Amit Medical Company Orissa Attention Miss Judith Briganja

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              For Example:  The Body – The body of the letter is the written text. It should have paragraphs when needed and a line should be left after the salutation line and also between each paragraph.  The Complimentary Close – It is the short and polite closing ends with a comma. In a full block style it is aligned with the left margin. Some formal closes are ‘yours truly’ or ‘yours sincerely’.  Signature Line – After the complimentary close, one has to sign the letter. After skipping two line for the signature write the name of the person who is to sign the letter  Enclosures – Next to the label ‘Encl.’ list the additional documents being sent with the

• letter. This has to left align in full block style.

 Copy Notation - It is labelled as ‘cc:’ and includes full name or initials or designation

• f people who are to get the copy of the letter.

 Postscript- It is written as P.S. and a short sentence.

U & V Medicos Ltd 70-72 Vidya Nagar New Delhi, 111001 Phone: (0210) 2442462 Fax: (0210) 2442472 https:www.uandvmedicos.com 25 October 2017 Ref: UVM/Inv/2017/10/7 General Manager Amit Medical Company Orissa Attention Miss Judith Briganja Dear Manager Sub: Requesting for Invoice of the Medicines Ordered

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  For Example: (formal letter) Business letter A business letter is a formal written document through which companies try to correspond with their customers, suppliers, bankers etc. It is also called as snail mail and is mostly typed or neatly written on 81/2 inch x 11 inch unlined stationery. It is written mostly for informing, congratulating, requesting, ordering, enquiring, complaining, making an adjustment etc. It is different from the formal letter only in the letter head section.

U & V Medicos Ltd 70-72 Vidya Nagar New Delhi, 111001 Phone: (0210) 2442462 Fax: (0210) 2442472 https:www.uandvmedicos.com 25 October 2017 Ref: UVM/Inv/2017/10/7 General Manager Amit Medical Company Orissa Attention Miss Judith Briganja

Dear Manager

Sub: Requesting for Invoice of the Medicines Ordered

• --------------- .
• ---------------------------------------------------------------------------------------------------------------------------.

Yours truly Preeta Manohar Assistant Manager

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 Letter head and date It is mostly the return address of the organization with its full contact details including email id and contact number. In a business letter they can make their own letter heads in a creative manner. After skipping a line, date is included aligned to the left margin. The date should follow the format- either 20 October 2017 or October 20, 2017. For Example:

Preeta Manohar Assistant Manager

• Encl. List of the medicines ordered

cc. General Manager, U&V Medicos Ltd Ref: UVM/Inv/2017/10/7 Date: 25 October 2017 General Manager Amit Medical Company Orissa Attention Miss Judith Briganja Dear Manager Sub: Requesting for Invoice of the Medicines Ordered

• --------------- .
• ---------------------------------------------------------------------------------------------------------------------------.

Yours truly https:www.uandvmedicos.com Fax: (0210) 2442472 Phone: (0210) 2442462 U & V Medicos Ltd 70-72 Vidya Nagar, New Delhi, 111001

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Classification of letter types Letter is a mode of communicating messages from one person to another through a written

• medium. It is one of the most expressive form of communication.

In general terms, letters can be classified into two large groups: formal and informal (also called personal). Formal letters: The formal letters are those that are issued by a company, an organization, a department or an individual who holds an important position within the company. Formal letters are also written by common man to be read by some organization or company. It can be both business letters or official lettera Some important types of formal letters are- 1. Business letters -Business letters are any type of written document that is developed in the professional field. They are headed with a greeting and end with the signature

• f the issuer, who usually holds a relevant position within a company.

These types of letters can also be issued by departments of an organization, for example: the human resources department. Similarly, they can be issued by the company itself. 2. Acknowledgement Letter - This type of letter is written when you want to acknowledge someone for his/her help or support when you were in trouble or you required that person’s help for the completion of your task. 3. Letters of Recommendation Letters of recommendation are documents attesting to the quality of a person's work. These types of letters are issued when a person wants to get a new job and are drafted by people who are in the ability to determine if the applicant's performance is optimal. In this sense, letters of recommendation are usually issued by tutors, teachers and former bosses of the applicant. These types of letters include information on the applicant's attitude and abilities, the activities he has carried out throughout his career, the reasons for which he is suitable for work, and others. 4. Appreciation Letter - This letter is written to appreciate someone for their good work. It is a formal letter written mostly by the superior of an organisation to his/her

• juniors. It helps in strengthening the bond between the individuals.

5. Claims letters - Complaint letters are used to file complaints about an acquired product or a service received. The tone of the complaint letters must be respectful: it is necessary not to be carried away by the emotions of anger or anger that could have generated the product in us. These types of letters should include the following aspects:

• General information of the issuer: Name, age, address, among others.
• Data on the acquisition of the product or service: Date of acquisition, establishment in

which it was acquired, invoices and purchase receipts, among others.

• Information about the failure of the product or service.
• Possible solution that expects to be given to the problem.

6. Adjustment Letter -A written response to a claim letter sent by a customer by a business representative or manager. An adjustment letter is generally written after a client of the business makes a material claim.

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 Begin the letter with a positive statement. Write that you are pleased to hear from the client or express regret over the troublesome situation, or both.  Refer to the date of the customer’s claim or original complaint letter and explain the purpose of your letter. In case of the invalidity of the claim, do not rush to notify them of your refusal immediately, unless you can do so delicately.  Express the problem again so that the customer realizes that you comprehend their complaint.  Explain the circumstances that led to the situation. Provide a respectful and factual explanation to show the client that they are being treated in a fair manner.  Give your decision in relation to the claim. If the customer is right, recognize this fact and extend a sincere apology. State specifically which corrective actions will be taken. If you deny the request, explain the reason inoffensively and, if possible, offer some substitute or partial compensation, or some friendly advice. Never promise the customer to do the impossible or violate company policy, but do persuade them that you have their needs in mind.  Conclude the letter amiably, perhaps expressing hope that you and the customer will continue doing business.  Read your letter one more time and check your spelling, grammar, sentence formation and structure. Pay special attention to the clarity, accuracy and a sense of validity of your paragraphs. Eliminate any confusing details. 7. Inquiry Letter - It is a letter written to request information and/or ascertain its

• authenticity. A letter of inquiry deals with various matters like job vacancies, funding, grants,

scholarships, projects, sales, pre-proposals and others.  State clearly and precisely the information that is required.  Ask about the time period required to fulfil your order  Clarify your doubts regarding the mode of payment or such other things 8. Letters of orders - Order letters are issued by a consumer and received by a

• supplier. These letters are sent in order to ask the supplier a certain amount of products.

The order letters should include the following aspects:

• Quantity of product required.
• Name of the product to be purchased.
• Product model.
• Color, size (if applicable).
• Price expected to pay for the product.
• Pay mode.

9. Sales letters - Sales letters are intended to get the reader to purchase an advertised product. Usually use persuasive statements that attract the attention of the prospective buyer. This type of card includes the following aspects:

• Appeal : This part establishes a relationship between the sender and the reader, making

the latter feel identified with the contents of the letter even if it has not been written personally for him. An example of an appeal might be"Are you tired of spending hours in the kitchen to have a healthy dinner?" Many people could identify with this statement, which makes them want to continue reading.

• Description of the product or service : This section includes relevant information

about the product or service being offered: What is it for? How is it used? How much does it cost?, among others.

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• Contact information : Lastly, the sales letters close with the numbers and mails of
• contacts. Sometimes the physical address where the product can be purchased (if any) and the

website of the corporation are also included. 10. Letters of resignation - Letters of resignation are issued by an employee who wishes to leave his or her job. This letter is sent to the immediate superior of the employee you wish to resign. Waiver letters include the date on which the employee leaves his or her job permanently. In general, the reason for leaving work is usually included, although it is not an essential requirement. 11. Letters of dismissal -Letters of dismissal are issued when a company wishes to inform one of its employees that they no longer require their services, so they must leave their position. Letters of dismissal include the date on which the employee is expected to stop working for the company and the reason for the dismissal. 12. Letters of receipt - Letters of receipt are written to let an individual or a company know that a letter has been issued by them. It should be noted that this type of card does not guarantee that the information has been read. 13. Letters of authorization - This type of card is issued to give another person the authority to act on behalf of the person writing the letter. Letters of authorization are made when the person who writes cannot or is not willing to go to an appointment, a meeting, among other situations. 14. Letters of permission- It is known as permission letters to two types of

• documents. The first is the one that emits an employee to his boss so that the latter gives him

the permission to skip to work for one or more days. This type of card includes the reason why you are planning to miss work and the number

• f days you are expected to miss.

The second document known as a permit letter is the one issued by a boss to his employee when he has accepted his application. This type of card includes recognition by the boss and the date of departure and return of the employee. 15. Letters of application - Application letters are issued when an individual wishes to opt for a position within an institution. These types of letters can be issued in different contexts: to choose a place within a university, a post in an internship, a job, among others. 16. Letter of Acceptance - Letters of acceptance are issued by an institution when they have accepted an applicant. These letters include the reason you have been accepted, the date you are expected to be an active member of the institution, the position you will serve, and the length of time you will remain in the organization. 17. Transfer letters - Letters of transfer are issued by an organization or company to inform one of its employees that it will be transferred from department or headquarters. These letters include the date on which the change will take effect, the department to which the employee will be transferred and the position he will hold in the new department.

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Informal letters (not important for exam- still for your knowledge) Informal letters, also called personal letters, are those in which the interlocutors have a relationship that does not involve the world of business. In this sense, informal letters are transmitted between friends and family. Unlike formal letters, informal letters do not have a specific pattern. They depend on what the issuer wants to transmit and on his ability to express himself in writing. A birthday letter (which is an informal letter) can have an extension of one page or can be reduced to a few lines written on a pre-made card. It should be noted that the use of informal or personal letters has declined in recent years due to the popularity of social networks. Some informal letter types are 1- Birthday Cards - Birthday cards are documents that are issued to congratulate a friend or

family member on their birthday. They usually include good wishes for the person entertained. 2- Duel Letters- Grief letters are issued when a person close to the partners has died. The sender expresses his grief over the death of the individual and comforts the receiver, offering him his unconditional support. 3- Letters of apology - It is issued when the issuer wishes to apologize for any action that has brought negative consequences for another person. 4- Letters of thanks - It is issued to show the person receiving the letter that they are grateful for the favour they have made. 5- Letters of congratulations - Letters of congratulations can be written for different reasons: for a promotion at work, for having won a prize at school, for having participated in a competition, among others. In any case, what matters in these types of letters is the fact that the person who receives it should feel honoured by the achievement that has obtained. 6- Letters of farewells - Farewell letters are written when one of the two partners leaves the city, state or country. 7- Welcome letters - Welcome letters are sent when someone has moved into the neighbourhood

• r transferred to a new institute.

In this way, welcome letters express the good wishes of the sender to the newcomer. 8- Letters of love - Letters of love are sent in pairs, to express the affection that you have. You can also send a love letter to a person who is highly appreciated by the issuer but not necessarily your partner. 9- Letters of friendship - They are the ones that are exchanged between friends, in order to maintain contact despite the distance. 10- Christmas Letters - They are the ones that are sent in the month of December in order to wish "merry christmas" or "happy holidays" to another person. The Christmas letters are usually accompanied by postcards that include a photo of the family that issues the letter with motifs alluding to the holidays. 11- Letters to Santa Claus The letters to Santa Claus are written by children to ask gifts to this character. These letters usually include a list of possible gifts and acknowledgments for the gifts received the previous year. 12- Invitation Letter The letters of invitation urge the receivers to attend a party or a meeting organized by the sender. These letters can be sent in different occasions: a wedding, a birthday, a Christmas party, among

• thers.

13- Letters of various subjects In this last category, the rest includes personal letters that are not written for a specific reason, but constitute a casual exchange of correspondence between the interlocutors.

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Format of an informal Letter E-mails E-mail or electronic mail, is the most preferred means of communication, formal as well as informal. Sending an e-mail is quick, cost effective and convenient. How to write an effective E-mail  Know the receiver of your e-mail

• If you don’t know the receiver, use a neutral tone

 Confirm the e-mail address  Use appropriate subject line

• Don’t write full sentence in cpital letters- reading such a mail gives the

impression that the writer is shouting at the reader.  Be Brief  Be careful while sending attachments and let the reader know through the mail when an attachment is made  Do not forward unneccessarily  Avoid being abrupt

• Use proper format

 Start Courteously

Why E-mails?



They are fast, cheap and easy to operate



They capture the spirit of the age



They offer flexibility



They are legal



Saves Paper

(From Address) (Dateline) (salutation) (Body of the letter -3 paras All paras should be left aligned) (Complimentary Close) (Signature Line) Name (To Address)

Some Salutations



Dear Dr.



Dear Mr.



Dear Sir/ Madam



Dear Ms.



Dear Customer

24 Format Formal E-mail To bsnl4u@gmail.com Sub Block the Sim Card – Number 6*****54 – Reg From abc@gmail.com Dear Sir I, abc, am a regular customer of your services. Last day on my way to Mumbai I have lost my mobile phone. A complaint has been registered with the local police station. This is to request you to block my simcard services with number 6********54 as early as possible. Thanking you Truly Abc Informal E-mail To xyz@gmail.com Sub Sorry  Dear Meera I have received your mail regarding the reunion. I read it with much joy. At last all our dreams to meet again was happening. Know what! Yesterday I received a mail from an MNC with whom I requested an interview. They kept the interview on the same day . What to do? I was looking forward for this interview. I hope you will understand my situation. I am really sorry. I know, I am gonna miss this! A Meeting after ten long years. I will try my best to finish my interview at the earliest and join you people. Please convey my regards to all. With love Joyce PS: Don’t forget to forward the photos and videos Some Complimentary Closes



Thanks and regards



Best Wishes



With Best Wishes



With deep personal regards



With warm regards



With love



Love



Best regards



Bye for now



Looking forward to receiving a mail soon



Looking forward to seeing you at the meeting



Soliciting an early reply



Please let me know how I can be of some help to you



Good bye

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