impt mc- study material

7/30/2019 IMPT MC- Study Material

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Q. What are the Seven. Cs which relate to effective writing?

Ans. Following are the seven Cs which relate to effective writing:

1. Correctness:- To have all the information accurate and timely, Use the correctlevel of language, include only facts words and figures, maintain acceptable

writing mechanics, double- check your spelling, punctuation and grammar. Proof

read it before you send it.

2. Conciseness :- Business executives are dead-busy. They dont have time to go

through unnecessarily lengthy messages. The writer is also a loser if he writes

wordy messages because it involves more time and money to type and read.

Conciseness makes the message more understandable and comprehensible. For

this, eliminate wordy Expressions, Include only relevant material, avoidunnecessary repetition.

3. Clarity :- Clarity demands the use the right level of language, proper

punctuation which makes the writing clear. Also check the accuracy of facts,

figures and words.

4. Completeness :- includes all the necessary facts and background informationto

support the message you are communicating.. The message should be complete

to bring desirable results. It should include everything the reader needs for the

reaction you desire. It should provide all the necessary information, answer all

questions asked

5. Concreteness :- The business writing should be specific definite unambiguous

and vivid rather than vague and general. There should be use of specific facts and

figures. action verbs, and vivid image building words.

6. Consideration :- Consideration refers to you attitude sympathy the human

touch and understanding of human nature. Consideration means the message

with the receiver in mind. You should try to visualize your readers their desires,

problems emotions circumstances and possible reaction to your request. Focus on

you instead I & We show reader benefit or interest in reader and emphasize it.


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7. Courtesy :- Courtesy is more important and advantageous in business writing

than it is in face to face communication or conversation. Courteous message

strengthen present relations and make new friends. It is a goodwill building.

For this, answer your mail promptly; be sincere, tactful, thoughtful and

appreciative. Use expressions that show respect.

Q. Define memorandum.

Ans. Memorandum or memo literally means to help the memory. Tt is a brief

written record or communication, used in an office, whether business,

government, education institution or legal office.

Memos are frequently exchanged between the officers and the subordinate staff

and also between the officers of the equal rank.

Q. What is difference between Solicited and unsolicited proposal?

Ans. A solicited proposal, is when the customer asks for a proposal, an unsolicited

proposal is when you send them a proposal they havent even asked for. Solicited

proposals are usually sent to customers who issue a Request for Proposal or

RFP.When a customer wants something that is too complicated to pick up at the store

or order from a vendor, they often write down a description of it and issue it as an

RFP.

A solicited proposal provides you with a description of what the customer wants.

Many also provide you with formatting instructions for your proposal and the

evaluation criteria that will be used to make a selection.

An unsolicited proposal is sent to a customer who has not requested it.

Unsolicited proposals must be especially convincing since the customer has not

anticipated, planned, or budgeted for the proposal. With an unsolicited proposalyou run the risk that the customer wont even bother to read it, since they didnt

ask for it.

Q. Technical Proposal.


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Ans. It refers to the proposal with an objective to modify or create something

requiring technical knowledge and skills. It is a written offer to undertake a

project for designing, crafting something new or for changing or modifying an

existing procedure, method, system or structure within a specified period of time.

It aims at getting the approval or acceptance of what one wants to do.

Q. Explain Solicited and Unsolicited letter.

Ans. There are two types of Letters of inquiry. We write a solicited letter when a

business or agency advertises its products or services. For example, if a software

manufacturer advertises some new package it has developed and you cant

inspect it locally, write a solicited letter to that manufacturer asking specific

questions. letter of inquiry is unsolicited if the recipient has done nothing toprompt your inquiry. For example, if you read an article by an expert, you may

have further questions or want more information. You seek help from these

people in a slightly different form of inquiry letter. You must construct the

unsolicited .type more carefully, because recipients of unsolicited letters of

inquiry are not ordinarily prepared to handle such inquiries.

Q. What is fog index?

Ans. The Fog Index is a proven method of analyzing written material to see how

easy it is to read and understand. The steps you can use to calculate the Fog Index

are outlined below. The numbers in the right column are based on this paragraph.

When using these steps to analyze your writing, choose a sample that contains at

least one hundred words. The ideal Fog Index level is 7 or 8. A level above 12

indicates the writing sample is too hard for most people to read.

Suppose the sample material of 6 sentences having 88 numbers.

1. Count the number of words in the sample 882. Count the number of sentences 6

3. Count the number of big words (3 or more syllables) 6

4. Calculate the average sentence length. Divide the number of sentences into the

number of words 88/6 14

5. Calculate the percentage of big words Divide the number of words into the

number of big words 6/88 = 7%


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6. Add the average sentence length to the % of big words 7 + 14 = 21

7. Multiply the result by .4 21 x .4 =

Fog Index 8.4

Q. Salutation.

Ans. Salutation is a greeting, in particular a formal greeting used in a letter. This is

placed below the inside address. It is usually followed by a comma (,). Various

forms of salutation are:

Sir/Madam: For official and formal correspondence

Dear Sir/Madam: For addressing an individual

Dear Sirs/Dear Madam: For addressing a firm or company.

Q. Index

Ans. In a long report an index may be required. The index refers to cross-

references

key items of information that the reader may want to find.

Q Importance of clarity and Brevity.

Ans. Clarity in the text implies ideas in a logical order will facilitate the same kind

of thinking. Make each sentence follows from the previous one, building an

argument piece by piece. Group related sentences into paragraphs, and group

paragraphs into

the sections. Create a a flow from beginning to end. Clarity makes the task of the

readers comprehension easy. Brevity is to condense your thoughts, get straight

to the point and deliver a memorable message. We should have right choice of

words. Words unnecessary should be avoided. The text should be brief but not atthe cost of clarity.

Brevity implies to avoid superfluous words, phrases. Write short sentences as

short

sentences bring clarity.


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Q. Appendix and how it adds value to the report.

Ans. Appendices are not required in every thesis but may be included if required

to provide supplemental material. The appendices may be separated from the

precedingmaterial by a cover sheet with a heading APPENDICES (or APPENDIX if there is

only one). Each appendix must begin on a new page, with the heading

APPENDIX (or APPENDIX A, APPENDIX B, etc.).

Appendix provides a convenient means of relieving the text of digressions. It

contains material which is not of interest of every reader. So it provides smooth

flow of thought to the main body.

Q. Courtesy in Business Correspondence

Ans. Courtesy wins the heart of the reader. It is token of strength in business

writing. Courtesy makes friends and in business too friendship is necessity.

Courtesy creates an ideal atmosphere for a good relationship. Writing in

conversational tone, emphasizing the readers viewpoint will generate courtesy.

In business letters, courtesy can be shown/ expressed by using words like please,

thank you, etc.

Q. What is cliches ? Why should it be avoided in a report?

Ans. Cliches are routine or stereotypical forms that are found in many areas of

life. e.g. art, thought, behaviour, visual images or urban architecture. It is a group

of words that have lost their effectiveness because of overuse. In language, the

use of fixed expressions is often criticized under the term of cliche by those who

write about good English, who claim that people do not think when they use

expressions like acid test, leave no stone unturned etc.

Cliches are often used unconsciously in casual speech.They usually suggest mental laziness or the lack of original thought.

They should be avoided in writing.

Cliches circulate in the spoken language very readily, because they save people

having to think.


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Cliches present a temptation, because they often seem to be just what is required

to make an effect. They do the trick. They hit the nail on the head. They are just

what the doctor ordered.

A vogue word is very close to the cliche. This is an item of vocabulary whose

meaning is becoming blurred, distorted, or inflated [that is, emptied] throughover-use.

The term vogue implies that the word is currently fashionable.

Thats a fantastic dress! *very nice+

Were in a war situation. *at war+

Its a brilliant novel. *interesting]

Shell get paranoid about it. *become worried+

What a fabulous car! *remarkable+

Other Examples of clich are :Deader than a doornail

Flat as a pancake

Up a creek without a paddle

Tall, dark and handsome

They are not appropriate for effective style because report writing is always

formal.

We cannot use colloquial language and cliches in formal style.

Q. What is Informational report?

Ans. Informational report finds out the truth of the matter on which there are

different opinions. For example, there are holes in the ozone layers of the earths

atmosphere. The holes in ozone cover may lead to entrance of harmful cosmic

rays on the earth. There are Scientists who are continuously keeping watch on the

ozone cover of the earth and are mapping it throughout the year. So time to time

they publish informational reports on this area of cosmic physics.

Q. What is formal language?

Ans. When writing or speaking, we choose the words which seem most suitable

to the purpose and audience. In academic writing we use formal language

signaled by complex, complete sentences, impersonality, and a consistent


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preference for learned words, often derived from Latin, avoiding the use of

slang and colloquial language.

Official or serious situations are often signaled by the use of formal language.

Formal language, even when spoken, is often associated with the conventions

expected of written Standard English.

Q. Difference between Abstract and executive summary.

Ans. An Abstract is an abbreviated summary of a research article, thesis, review,

conference proceeding or any in-depth analysis of a particular subject or

discipline, and is often used to help the reader quickly ascertain the papers

purpose. When used, an abstract always appears at the beginning of a

manuscript, acting as the point-of-entry for any given scientific paper or patentapplication.

An Executive Summary is, basically, anything but a product presentation, and

nothing but a persuasive sales pitch. Far more than an abstract merely presenting

the rest of the document, its your unique opportunity to convince the reader that

your proposal provides the best value proposition: the best benefit at the lowest

cost.

The more technical your proposal, the more critical the executive summary is

likely to be, because, unlike the abstract, the executive summary forbids

technicalities to instead concentrate on substantiating the benefits for thecustomer.

Q. Ten approaches followed in business writing.

Ans. Ten approaches are appropriateness, courtesy, tact, persuasion, brevity,

clarity,

promptness, positive attitude, preciseness, and conciseness.

Q. What is the importance of Business correspondence?

Ans. Now-a-days business operations are not restricted to any locality, state or

nation. Today production takes place in one area but consumption takes place

everywhere. Since the businessmen as well as customers live in far off places they


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dont have sufficient time to contact each other personally. Thus, there arises the

need for writing letters. In the past the situation was not so. Business letters were

not essential in olden days. But now the importance of letters has increased

because of vast expansion of business, increase in demand as well as supply of

goods.

Let us learn about the importance of business letters.

(i) Help in maintaining proper relationship : Now-a-days business activities are

not confined to any one area or locality. The businessmen as well as customers

are scattered throughout the country. Thus, there is a need to maintain proper

relationship among them by using appropriate means of communication. Here

business letters play an important role. The customers can write letters to the

businessman seeking information about products and businessmen also supplyvarious information to customers. This helps them to carry on business on

national and international basis.

(ii) Inexpensive and convenient mode Though there are other modes of

communication like telephone, telex, fax, etc. but business information can be

provided and obtained economically and conveniently through letters.

(iii) Create and maintain goodwill :Sometimes business letters are written to

create and enhance goodwill. Businessmen at times send letters to enquire aboutcomplaints and suggestions of their customers. They also send letters to inform

the customers about the availability of a new product, clearance sale etc. All this

results in cordial relations with the customers, which enhances the goodwill of

the business.

(iv) Serves as evidence: We cannot expect a trader to memorzie all facts and

figures in a conversation that normally takes place among businessmen. Through

letters, he can keep a record of all facts. Thus, letters can serve as evidence in

case of dispute between two parties.

(v) Help in expansion of business : Business requires information regarding

competing products, prevailing prices, promotion, market activities, etc. If the

trader has to run from place to place to get information, he will end up doing

nothing. It will simply result in loss of time. But through business letters, he can


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make all enquiries about the products and the markets. He can also receive

orders from different countries and, thus enhance sales.

Q. What are the essential qualities of a good business letter?

Ans. A letter should serve the purpose for which it is written, If a businessman

writes a letter to the supplier for purchase of goods, the letter should contain all

the relevant information relating to the product, mode of payment, packaging,

transportation of goods, etc. clearly and specifically. Otherwise, there will be

confusion that may cause delay in getting the goods. Again the quality of paper

used in the letter, its size, colour etc. also need special attention, because it creats

a positive impression in the mind of the receiver.

We may classify the qualities of a good business letter as:

(a) Inner Qualities

(b) Outer Qualities

(a) Inner Qualities - The inner qualities of a good business letter refer to the

quality of language, its presentation, etc. These facilitate quick processing of the

request and that leads to prompt action. Let us discuss the various inner qualities

of a good business letter.

Simplicity - Simple and easy language should be used for writing businessletters. Difficult words should be strictly avoided, as one cannot expect the reader

to refer to the dictionary every time while reading letter.

Clarity - The language should be clear, so that the receiver will understand the

message immediately, easily and correctly. Ambiguous language creates

confusion. The letter will serve the purpose if the receiver understands it in the

same manner in which it is intended by the sender.

Accuracy - The statements written in the letter should be accurate to, the best

of the senders knowledge. Accuracy demands that there are no errors in the

usage of language - in grammar, spellings, punctuations etc. An accurate letter isalways appreciated.

Completeness - A complete letter is one that provides all necessary information

to the users. For example, while sending an order we should mention the

desirable features of the goods, i.e., their quality, shape, colour, design, quantity,

date of delivery, mode of transportation, etc.


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Relevance - The letter should contain only essential information. Irrelevant

information should not be mentioned while sending any business

correspondence.

Courtesy - Courtesy wins the heart of the reader. In business letters, courtesy

can be expressed by using words like please, thank you, etc. Neatness - A neat letter is always impressive. A letter either handwritten or

typed should be neat and attractive in appearance. Overwriting and cuttings

should be avoided.

(b) Outer Qualities - The outer qualities of a good business letter refers to the

appearance of the letter. It includes the quality of paper used, colour of the

paper, size of the paper etc. Good quality paper gives a favourable impression in

the mind of the reader. It also helps in documenting the letters properly. Let us

discuss the various outer qualities of a good business letter.

Quality of paper - The paper used should be in accordance with the economic

status of the firm. Now-a-days the cost of the paper is very high. Therefore, good

paper should be used for original copy and ordinary paper may be used for

duplicate copy.

Colour of the Paper - It is better to use different colours for different types of

letters, so that the receiver will identify the letters quickly and prompt action can

be taken.

Size of the paper - Standard size paper (A4) should be used while writing businessletters. The size of the paper should be in accordance with the envelopes

available

in the market.

Envelope - The size and quality of the envelope also need special attention. The

size of the letter should fit the size of the letters. The business firms use different

types of envelopes i.e., ordinary envelope, window envelope, laminated envelope

etc. In window envelope there is no need to write the address of the receiver

separately on the envelope. It is clearly visible through the transparent part on

the face of the envelope, which may be called as window. In laminated envelopea thin plastic sheet or cloth is pasted on the inner side that gives extra protection

to letters from being damaged during transit.

Q. What are the main elements of a business letter ?


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Ans. Business letters have the following elements : -,

Heading

The heading is also the return address to which the recipient will referwhen sending a response.

The writers name is not included in the heading, as it is appears in thecomplimentary close at the end of the letter.

It should include only the street, city, state and zip code of the letter writer.The state name can be either spelled out or abbreviated in upper case

letters according to U.S. Postal Service guidelines.

Date The date is normally written on the right hand side corner after theheading as the day, month and years. Some examples are 28th Feb., 2003

or Feb. 28, 2003.

Reference- It indicates letter number and the department from where the letter

is being sent and the year. It helps in future reference. This reference number is

given on the left hand corner after the heading. For example, we can write

reference number as AB/ FADept./ 2003/27.

Inside address - This includes the name and full address of the person or the firm

to whom the letter is to be sent. This is written on the left hand side of the sheet

below the reference number. Letters should be addressed to the responsible

head e.g., the

Secretary, the Principal, the Chairman, the Manager etc.

Example:

The Chief Manager,

State Bank of India

Utkal University Campus

Bhubaneswar,

Orissa- 751007

Subject - It is a statement in brief, that indicates the matter to which the letter

relates. It attracts the attention of the receiver immediately and helps him to

know quickly what the letter is about. For example,

Subject: Your order No. C317/8 dated 12th March 2008.


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Subject:Enquiry about Samsung television

Subject Fire Insurance policy

Salutation - This is placed below the inside address. It is usually followed by a

comma (,).

Various forms of salutation are:

Sir/Madam: For official and formal correspondence

Dear Sir/Madam: For addressing an individual

Dear Sirs/Dear Madam: For addressing a firm or company.

Body of the letter- This comes after salutation. This is the main part of the letter

and it contains the actual message of the sender.

It is divided into three parts.

(a) Opening part - It is the introductory part of the letter. In this part, attention ofthe reader should be drawn to the previous correspondence, if any. For example-

with reference to your letter no. 326 dated. 12th March 2008, I would like to

draw your attention towards the new brand of television.

(b) Main part - This part usually contains the subject matter of the letter. It should

be precise and written in clear words.

(c) Concluding Part - It contains a statement the ofsenders intentions, hopes or

expectations concerning the next step to be taken. Further, the sender shouldalways look forward to getting a positive response. At the end, terms like

Thanking you, With regards, With warm regards may be used.

Complimentary close - It is merely a polite way of ending a letter. It must be in

accordance with the salutation.

For example:

Salutation Complementary close

Dear Sir! Dear Madam Yours faithfully

Dear Mr. Raj Yours sincerelySignature- Below the compliment close,, write your full name. The signature

should be legible. The name of the writer should be typed immediately below the

signature. The designation is given below the typed name. Where no letterhead is

in use, the name of the company too could be included below the designation of

the writer For


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example:

Yours faithfully

For MIS Acron Electricals

(Signature)SUNIL KUMAR

Partner

Enclosures - This is required when some documents like cheque, draft, bills,

receipts,

lists, invoices etc. are attached with the letter. These enclosures are listed one by

one in serial numbers.

For example

End : (i) The list of goods received.Copy circulation - This is required when copies of the letter are also sent to

persons apart of the addressee.

It is denoted as C.C. For example, C.C. i. The Chairman, Electric Supply Corporation

ii. The Director, Electric Supply Corporation

iii. The Secretary, Electric Supply Corporation

b.c.c. blind carbon copies is written on the copies when you dont want the

named recipient to know that other people have received copies.

Per prof p.p.-.Secretaries sometimes use p.p. when signing letters on behalf oftheir

bosses. When signing on behalf of your company, it is useful to write your

position in the firm in the signature

Post script - This is required when the writer wants to add something, which is

not included in the body of. the letter. It is expressed as P.S. For example,

P.S. - In our offer, we provide two years warranty.

Q. Proposal writing is a form of Persuasive Communication. It tries to

persuade the audience to agree to a particular course of action. Discuss.

Ans.Of the modes of persuasion furnished by the spoken word there are three

kinds. The first kind depends on the personal character of the speaker; the second

on putting the audience into a certain frame of mind; the third on the proof,


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provided by the words of the speech itself. A Rephrasing of Aristotles

Rhetoric

A proposal is a persuasive document that attempts to convince the reader to

adopt or purchase a service or product. A proposal is a form of persuasive writing

with a very specific goal to inspire the reader to take action by making amonetary donation.

For example, the sales and marketing staff might write formal proposals to sell

products or services to customers. The training staff might write a proposal to

adopt a training program for employees. Technicians might write to purchase a

new piece of equipment.

There are four basic fundamentals to keep in mind when preparing a proposal:

solid research, knowledge of your key messages, a compelling ask and good

writing.Other Fundamentals are:

understanding the needs and Interests of the receiver: The communicator must

confirm that the course of action which he is going to suggest to the receiver is in

favour of him. The receiver should not feel that the suggested alternative is based

on the selfish motives of the communicator.

Preparing the Receiver to be Open-minded: The close-minded and headstrong

persons are very difficult to be persuaded because they are either deeply

prejudiced or self-opinionated persons. It is essential to make tactful appeal tothem so that they develop adaptability and open-mindedness. If your ideas run

contrary to the views and beliefs of the receiver, it is better to start with the

points which are agreeable to the receiver. When the receiver is prepared to open

his mind and accept some of your ideas, you can gradually convince him the other

points.

Presenting the Proposal : The proposal of persuasion is likely to be effective and

successful if the ideas are put forth step by step in a forceful and courteous

manner.The choice of words :is one of the key components of persuasive communication.

In marketing, advertising, grant- or project proposal writing, or in most other

interactions, we attempt to influence someones mind about an idea or a product.


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A proposal is no different than any other piece of writing. It must be crisp, clear

and tothe point. The writing must be active, jargon-free and compelling.

Motivating the receiver to Act:

The communicator is successful in persuading the receiver when the latter is

convinced that the proposed suggestions bring him gains and no losses. Therewards, gains, security and fulfillment of primary and secondary needs are the

motivating factors for prompting the receiver of the message to act.

Q. 23. What is Testimonial?

Ans. Testimonial is a statement in support of a particular truth, fact, or claim or it

is a written affirmation of anothers character or worth; a personal

recommendation.Testimonials are often used to certify the value of a particular product in its

advertising.

Testimonials provide credibility.

Today testimonials and endorsements appear most commonly in television

advertising, particularly in infomercials

For example, a smiling upper-middle class mother may demonstrate her

excitement about laundry soap and describe the benefits that she receives from

using it Marketers feel that the use of testimonials adds a personal touch to theirappeal and also portrays a populist image

The value of testimonials

Testimonials appeal via the emotions rather than directly to logic. Testimonials

provide in general very weak justifications for purchasing or for taking some

action. Even if the writers of testimonials genuinely and spontaneously advocate a

product or a service, their statements may mislead.

Q. 24. Will hard copy letters diminish in importance as email continues to grow

? Become obsolete ? Vanish? Discussreasons for e-mails phenomena growth?

Ans.


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Email is a system of sending and receiving messages electronically. It is amode of communication in which a computer user can compose a message

at one terminal and would be received by the recipient when they check

their account.

The message can be in the form of the text entered from the keyboard orthe electronic files, which have been stored on the storage media. In

todays electronic world, email is critical to any business being

competitive.

In most cases it now forms the backbone of most organizations day-to-dayactivities, and its use will continue to grow because

Sending an email is more efficient than writing and sending a normalphysical letter, for its fast and inexpensive.

Email is preferred over the physical letter written on the paper becauseEmail provides enhanced features; such as file attachments, Rich TextFormat, and delivery confirmation etc., which is otherwise not possible

when sending a normal letter.

It is time-saving and more efficient. Email can be sent to more than oneperson at a time, and can be received as an information, that has been

mailed to more than one person.

Email has lots of advantages but it has disadvantages too. Since its so easy to use, people seriously over-use it, generating tons of

crap message that do nothing but waste time and resources.

Unfortunately, email is abused by people who spread viruses throughattachments and send unsolicited messages, commonly known as spam;

these are the two biggest problems we face with email today. Email

publishing and hoaxes are another drawbacks.

Publishing is the practice of using email to convince people that themessage is legitimate and to disclose personal information. Often official

company logos are added to the message to persuade people into

following an embedded link, which seems to be pointing to a legitimate

site for the company. Once there, a webpage, again looking very

legitimate, usually asks for the person to update their account and creditcard information.

Though e-mail continues to grow, but importance of hard copy letters willnot

diminish.


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It is important to remember the virtues that traditional writtencommunication has to offer: the opportunity to shape a piece of writing

into something worth saving and the chance to move a reader by the

careful arrangement of words for their cumulative effect.

A formal occasion like an important business communication, a jobapplication, or a serious personal letter has its own special writing

requirements, whether you send it as a hard copy in the mail or as a series

of blips over a cable. The informal

chatter we like so much is not really suitable for every message we mightsend by E mail. Everything has its limits. E-mail is no exception.

Q. 25. Discuss the comment:

Long involved sentences tend to be difficult to understand. Therefore, the

shorter the sentence, the better

Ans.

Long sentences are the most common problem when writing plain English. Simply by using shorter sentences, writing becomes easier to understand

and more direct. If sentences are too long theres a danger of losing the

intended meaning and losing your audience.

Extending sentences by using the word also, including long lists ofbuzzwords, and using needless sub-clauses all create long-winded

sentences.

Sentences should be kept short and simple and should not contain morethan one idea. Dont put several ideas into one sentence when you can

break it up. Reduce adjectives and adverbs in your writing.

I was happy.I was very happy.

The very in the second sentence doesnt addanything. It doesnt give anynew information.


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If you want to demonstrate that you were more than just happy use theword ecstatic, enthusiastic, or gushing. Sentences are getting shorter.

Average shrinkage of sentences in English prose from Elizabethan times to1900 was from one- half to two-thirds. The trend continues, although

more slowly. The length of a sentence affects the pace of the writing. So a series of six-word sentences will come across as very fast and too

jumpy. But writing that has extremely long sentences will have the

opposite effect. It will seem slow.

Sentences must vary in length to avoid boring your reader. But the averagelength should be short. Shorter sentences are easier to understand. .

Sentences are getting shorter. Average shrinkage of sentences in Englishprose from Elizabethan times to 1900 was from one-half to two-thirds. The

trend continues, although more slowly.

Short sentences are not enough by themselves. Long sentences are not thechief cause of foggy writing. Fuzzy words block clarity.

Trim the fat from your writing. Fuzzy words, along with unnecessary ones,make your writing difficult to read and understand.

Control sentence length by noticing the number of lines in each sentence. Atypewritten line, or a line in average handwriting, averages 10 to 12 words.

Q. 26. State the qualities of a good report. What is included in terminal part?What is an annexure? What material is included in it?

Ans. A good report should contain the following qualities:

A report is a formal account; hence avoid informal expressions (colloquialisms,

contractions and interjections) in a report.

A report is functional. It gives information and suggestions to those who can

take decision on the matter. Hence it should not have digressions of personal

letters or essays.

A good report should be arranged in such a way that a reader can pick outquickly the facts he/she needs.

A good report should be brief, concise and precise. It should give its findings

without ambiguity.

Objective of the report should be clearly formulated vis-a vis the terms of

reference of the report.


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A good report should be limited to the terms of reference which implies the

instructions received from the appointing authority for the commission which is

going to investigate a particular problem and then submit its report.

The presentation of the report should be logical.

The terminal part of the report includes summary, if report has simply gathereddata; conclusion if advice has been sought; some reports contain

recommendations. Along with it, the terminal part should contain appendices,

references and index according to the requirement.

An annexure should be used where information (which would normally make

sense in the main body of the document) is placed at the end of the document for

reasons of clarity.

Q. 27. What is difference between abstract and summary?

Ans.

A summary is a report, proposal, or portfolio, etc in miniature (usually onepage or shorter). That is, the summary contains enough information for

the readers to become acquainted with the full document without reading

it.

Usually, it contains a statement of the problem, some backgroundinformation, a description of any alternatives, and the major conclusions.

Someone reading a summary should get a good idea of main points of thedocument without becoming bogged down with details.

A summary differs from an abstract in that an abstract is usually only aboutsix to eight lines long. Its purpose is to inform the reader of the points to

be covered in the report without any attempt to tell what is said about

them.

Covering no more than a page in length, the executive summary is longerand is a highly condensed version of the most important information the

full document contains. Both the summary and the abstract are independent elements rather than

a part of the body of the document. Both are placed at the beginning of

the document

Since the summary is a condensation, when creating it, you omit anypreliminaries, details, and illustrative examples.


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You do include the main ideas, the facts, and the necessary background tounderstand the problem, the alternatives, and the major conclusions.

Brevity and conciseness are the keys to a well-written summary. Do nottake a few sentences from key sections of the document and string them

together. Rather, go over the entire document and make notes of the elements you

consider important.

Finally, ensure that your summary is accurate and representative of yourfull document. It should not be misleading, but it should give readers the

same impression as if they had read the entire report.

Q. 28. Write a brief note on the characteristic features of technical proposal?

Ans.

A proposal is a persuasive document that attempts to convince the readerto adopt or purchase a service or product.

For example, the sales and marketing staff might write formal proposals tosell products or services to customers.

The training staff might write a proposal to adopt a training programme foremployees. Technicians might write proposal to purchase a new piece of

equipment.

Proposal varies in size and length, usually becoming longer and moreformal as the cost of the product or service increases.

The decision-maker could be a committee or someone in uppermanagement. The writer must take care to define technical terms and

describe technical concepts.

Proposals can be:

External (written to other companies), such as when proposing to sell your

service or product to another company.

Internal (written within your own company), such as when proposing a new

service or product for your department to your manager.

Unsolicited (sent without being requested), such as when your company wants

to develop new customers.


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Solicited (requested by a department or company), such as when responding to

customer inquiries, grants, or requests for proposals.

Q. 29. Discuss in detail the various formal or business letters?

Ans. Broadly letters are divided into two types 1) informal letters and 2) formal

letters. All the personal letters are informal and the rest of the types are formal

letters.

FORMAL OR BUSINESS LETTERS

Sales letters

These are very selective form of advertising. They aim to sell a companys goods

or services, or they persuade readers to take up special offers. Sales letters must:

arouse interest

create a desire

encourage action

Sound convincing

Example 1

A sales letter offerV.S. TEXTILES

62, Sahadra Market

New Delhi

May 10,2008

Mr. M. Swami,

20, Model Town,

Mall Road,

Mumbai-13.

Dear M.Swami,

Here is splendid opportuniy for you to purchase V.S;Textiles at

exclusive prices. Every man dreams to look different and smart. Our textiles are

made for those special persons who have desire to look handsome and elegant.

V.S;Textiles are made of fine material. We have launched different textiles made

from fine velvet material. As you are our regular customer, we would like to tell


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you about our new materials with amazingly low prices. They are really a splendid

value for your money.

The stock of velvet textile is limited. We are offering them only to our regular

customers and giving a special discount of fifteen percent for you until 22 feb. So

dont delay and place your order today

Yours faithfully,

S.K.Verma

Sales Manager

V.S.Textiles

Example 2:

Saffola Oil Industries Ltd.

Sadar Bazaar

Mumbai

9th May,2008

Mrs. Geeta Sharma,

18, Mahavir Marg,

Calcutta-22.

Dear Madam,

You must be aware that these days cholesterol is increasing in human beings. It is

due to the cooking oils which contain this constituent. Many diseases related to

heart are caused by cholesterol You can switch to Saffola refined Oil, the oil that

gives you both good taste and good health. Saffola is made from fresh, nutritious

sunflower seeds. It has low saturated fats and is light. It controls and reduces

cholesterol too!

Use Sunflower because it is healthy oil and is for healthy people.

Yours faithfully,

Ram Sharnam

Sales Manager

Saffola Oil Industries Ltd.


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2. Business Inquiry Letter

Among the types of letters most frequently received in business is the letter of

inquiry. Sometimes prospective buyers want to know the details of the goodswhich they want to buy, like quality, quantity, price of certain product, mode of

delivery and payment, etc. They may also ask for a sample. The letter written to

sellers with one or more of the above purposes is known as Inquiry letter.

Specimen of Business Enquiry Letter

Shipra Travel Agency

Connaught Place

New Delhi14 jan 20

Shivam Manufacturing Co.

5, Narmada Point

Mumbai

Dear Sir,

Before the end of the financial year we want to buy an electric typewriter. Kindly

let us know about thedifferent models which you manufacture. Also provide usthetechnical details like which types it has, how many words can be stored in its

memory etc. Also let us know about the net prices of each model and time you

would take to deliver it. We would also like to know about your warranty and

maintenance servie.

We hope you inform us soon.

Sincerely yours,

Ram lal (office in charge)Khaitan Electrical Appliances

Civil Complex

Hyderabad Industrial Estate

Hyderabad - 500032

E-mail: [email protected]


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Tel. 508632-35

Fax. 508600

Ref.- PR/F/2002/27Messer Acron Electricals

22/c, Main Road

Daira Ganj, New Delhi-2

Subject: Enquiry about prices of electrical appliances.

Dear Sir,

We are dealing in retail trade of electrical appliances. We would be interested in

selling your product, Khaitan Appliances through our retail showroom. Could you,therefore, send us your quotations and let us know the terms and conditions of

payment.

Thanking you,

Yours faithfully,

For Messers Acron Electricals

Sd/-(Arun Singh) Partner.

Inquiry letters are of two types depending upon whether the writer takesthe initiative in making the inquiry, without any suggestion from the

person or firm to whom he writes, or whether the initiative comes from

advertising and similar sources suggesting that he write for more detailed

information.

The Solicited Letter of inquiry is in response to an advertisement invitingthe reader to write in for further information to a certain department or

division. It should be very brief, and should state definitely what is wanted.

For Example:

M/s Bharat Fans

Bharat Complex



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Hyderabad - 500032

E-mail: [email protected]

Tel. 508632-35

Sample 2

Dated: August 10,2002MFS Electric Company

Regent Park

New Delhi

Gentlemen,

Kindly send me information about the various models and prices of Electric Water

Coolers and about your 1 year gurantee and service protection agreement which

you advertised in the Sunday Tribune dated 18 May, 2008.

Sincerely Yours

Mr. Ram Singla

The Manager

The Unsolicited Letter of inquiry is that in which the writer takes initiativein asking for information. It is more complex and much more detailed.

Since the writer is asking a favour, he should strive beyond all else to makehis inquiry easy to answer.

This can be done by making the question as direct and specific as possible,or if the inquiry is lengthy, by tabulating the questions or by an

arrangement in which they may be answered by yes or no.

No writer of an unsolicited letter should expect complete stranger to spendseveral hours answering questions of a general nature. The well planned

unsolicited letter of inquiry usually contains:

A clear statement of the information desired or of the problem involved. This

should include:

(a) What is wanted

(b) Who wants it V


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(c) Why it is wanted

A tabulation, of questions or a reference to an enclosed questionnaire.

An expression of appreciation.

Points to be kept in mind while writing letters of enquiry

1. Letters of enquiry should clearly state the information required, which may be

asking for a price list or a sample.

2. Write specifically about the design, size, quantity, quality, etc. about the

product or service in which the buyer is interested.

3. The period or the date, till which information is required, may also be

mentioned.

3. Quotation Letter

After receiving the letter of enquiry from a prospective buyer, the sellers supply

the relevant information by writing a letter that is called quotation letter. These

letters are written keeping in view the information asked for like price list, mode

of payment,

Dear Sir,

Thank you for your letter of enquiry. We would be glad to meet your

requirements of selling our fan in your retail showroom.Our quotations are given in the price list enclosed. We offer 10% discount on

order above Rs.50,000. Besides, we allow a grace period of 45 days for payment

of dues to our regular customers.

We are confident that you will find our prices competitive and our terms and

conditions reasonable. We look forward to meeting your requirements.

Thanking you,

Yours faithfully,

For M/s Bharat FansSd/-(Des Gupta)

Sales Manager

End: Price List & Terms and Conditions


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Discount to be allowed etc. Businessman should reply to the inquiries carefully

and promptly. We can say that Letter written in response to business enquiry

letter is called Quotation letter.

Specimen of Quotation Letter

M/s Bharat Fans

Bharat Complex

Hyderabad Industrial Estate Hyderabad - 500032

E-mail:[email protected]. 508632-35

Fax. 508600

Ref.-SL/F/2002/12

Dated: August 10,2002

M/ s Acron Electricals22/c, Main Road

Darya Ganj, New Delhi-2

Subject: Your letter No. PR/F/2002/27 dated July 27, 2002

4. Order Letter]

The prospective buyer after receiving the reply to his enquiry letter(quotation)

may decide to place on order with that business house which offers goods at

minimum price and at favourable terms and conditions. Letters written by a buyerto the seller giving the order to purchase the goods is called order letter.

Specimen of Order Letter

Example: Sample 1

Sheela Emporium

2-Model Town Market

HoshiarpurElegant Furniture,

Ambika Road, -

Kartarpur.
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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Dear Sir,

From your catalogue we selected item no.8, model no. 050 for purchase. We need

20 chairs of wood, whose specification are given in your catalogue as 050 model.

The total cost of the chairs after deducting 2% discount will be Rs. 49000/-I would like the chairs to be transported at the address given above with

applicable

sales tax and handling cost.

The total amount will be given to your delivery man. Please issue a receipt for the

amount.

Sincerely yours

Nita Walia

(office incharge)Dated:l2th feb. 20....

Sample 2

M/s Acron Electricals

22/c, Main Road


Tel. 3241053 V Fax. 3244155

E-mail:[email protected]. PR/F/ 2002/ 32 Dated: August 22,2002

M/s Bharat Fans

Bharat Complex


Hyderabad-500032

Subject: Your letter of quotation No. SL/F/2002/12 dated August 10, 2002

Dear Sir,Many thanks for your prompt reply to our enquiry letter of July 27, 2002. As we

find your prices and terms quite reasonable, we wish to place a trial order as per

the list enclosed. As pointed out in our enquiry letter, quality is important. Should

the good meet our expectations, substantial orders will follow. Payment will be

made within the time limit prescribed in your quotation letter.
https://docs.google.com/a/loremate.com/document/pub?id=1XSK6YT3vwnTbSjlFvzYqcSghHZfxVDd3F3QBfs2-CgQhttps://docs.google.com/a/loremate.com/document/pub?id=1XSK6YT3vwnTbSjlFvzYqcSghHZfxVDd3F3QBfs2-CgQhttps://docs.google.com/a/loremate.com/document/pub?id=1XSK6YT3vwnTbSjlFvzYqcSghHZfxVDd3F3QBfs2-CgQhttps://docs.google.com/a/loremate.com/document/pub?id=1XSK6YT3vwnTbSjlFvzYqcSghHZfxVDd3F3QBfs2-CgQ


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Thanking You,

Yours faithfully,

For M/ s Acron Electrical

Sd/-(A.B.Kumar)

End: Order List. Partner

5. Complaint Letter

A complaint letter is written when the purchaser does not find the goodsup to his satisfaction.

It is normally written by the purchaser when he receives wrong, defectiveor damaged goods or receives incorrect quantity of goods.

It can also be written directly to the transit authority when the goods aredamaged in transit.

Thus, we may define a letter of complaint as the letter that draws theattention of the supplier or any other party on account of supply of

defective or damaged goods

Specimen of Complaint Letter


22/c, Main Road


Website: http://www.acronelc.com

Tel. 0183- 3241053

Fax. 3244155

Ref. PR/F/2002/27 Dated: September 5, 2002

M/s Bharat Fans

Bharat ComplexHyderabad Industrial Estate

Hyderabad 500032

Subject: Complaint regarding fans

Dear Sir,


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I would like to draw your attention to the fact that some fans are found missing in

the parcel, dispatched by you, which I received today. It appears that the

following

items were not included. Bharat fan super quality 3 (Three) Bharat fan standard 2

(Two) We will appreciate if the above fans are sent to us or the amount creditedto our

account.

Yours faithfully

For M/s Acron Electrical

Sd/-(A.13.Kumar)

Partner

6. Recovery Letter

The letter written by the seller for collection of money for the goodssupplied to the buyer is called recovery letter.

The aim of recovery letter is to collect money without annoying thecustomers. The letter should include information regarding the amount of

arrears, argument for payment, and last date for payment.

The language of recovery letter should be polite, so that the customer isnot offended and future transactions with him are not adversely affected.

Specimen of Recovery letter

M/s Bharat Fans

Bharat Complex


Hyderabad - 500032E-mail: [email protected]

Tel. 508632-35

Fax. 508600

Ref.-SL/ F/ 2002/12 Dated: December 10,2002


22/c, Main Road


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Subject: Recovery of dues

Dear Sir,We believe that the payment of our bill No. 1713 dated September 2,2002 must

have escaped your attention. As the payment is due since long, we would

appreciate if you send us your cheque immediately. Please let us know whether

payment is being withheld for some special reasons.

Thanking you,

Yours faithfully,

For M/s Bharat Fans Sd/-(Des Gupta)

Sales Manager

7. Letters of Goodwill

The letters with a goodwill touch should be brief and to the point.

Businessman always take the opportunity to build goodwill by sendingletters of congratulations, thanks, appreciation, greetings on festive

occasions like Diwali, Christmas etc.

The writer wants to build a good personl relationship or to mark success ina particular field.

Features

1. It is a you-attitude letter. The receiver is the most important person or entity

for the writer.

2. It is generally direct in its approach, short and sincere.

3. It should be free from ulterior sales motive. The goodwill-building part comes

first.

However hope for future business may be expressed but indirectly.


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Example

Solvi Restaurant

Mall Road

Chandigarh

Dear MS. Singh,

We are obliged to you for patronizing and encouraging us. We have read your

comments and noted the contents. We hope that on your next visit we can satisfy

and please you better. We hope you will continue to patronize us and keep

providing your

invaluable comments which are needed by us to help you serve better all the

time.

We have added Chinese, sea foods, Muglai delicacies.

Yours Sincerely

V.V. Sinha

Manager

34/2,B-Block,

17-Sector

Chandigarh

Q. 30. What are the different layouts of business letters?

Ans. There are several styles which are used for writing business letters, But these

days tendency is to adopt a friendly style. In busIness world, a proper layout is set

by the particular organization in order to avoid inconvenience, confusion, wastage

of time.

Moreover it also gives the letter a clarity and fOrmal look. The styles used bybusiness organizations include the following:

1. Block Format

It is known as Modified Block Format in U.S.A. In this, except date, complimentary

close and signature sections which are placed at the right hand margin; all other


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parts begin at the left margin. It employs open punctuation i.e. a complete

absence of

punctuation marks through out the letter.

For Example:

Stars Electronics

9-Connaught Place

New Delhi-110001

Compaq India Feb 4, 2008

Yeshwantpur

Bangalore-560022

Sir,

Sub: Order for ten Computers

Star Electronics is a seventy year old company dealing with computers since 1997.

Now we have the reputation of being one of the largest outlets of computers in

North India.

We have gone through various brochures concerning your products sent by you.

We would kike to be a dealer of your Quality computers with 56.6 kbps modem,

38cms Colour Monitor.

Initially, we would like to have true input unit and credit period not extending 50

days.

Yours Faithfully

Purchase Manager

2. Complete Block or Full Block Format

In this Format all parts of the letter, except the letter head, are aligned with the

left margin. There are no indentations involved in any part. So it saves time. Itemploys open punctuation.

For Example

Mrs. Clara Winters


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12187 S. Polo Dr.

Fairfax, VA 22030

May 9,2008

The Tiny Tots Toy Company

15 Pyramid WayCollege Park, New Delhi

Dear Customer Service Representative

I recently purchased one of your Tiny Tents (Model # 47485) for my three-year

old. Unfortunately, after viewing the components that came with the product, I

discovered that four of the parts were missing. Also, the instructions that came

with the tent are incomplete. Both of these situations have resulted in the tent

remaining unassembled and unacceptable as a toy for my daughter.

I am writing to request replacements for the missing parts, and a copy of the fullset of assembly directions for the model I purchased. If reasonable arrangements

are not made within ten business days, I will return the tent to the store I

purchased it from and expect a full refund. To assist you in processing my request,

I am including a copy of my sales receipt and a list of the missing parts.

I have purchased other toys manufactured by your company in the past, and have

always been impressed with the quality and selection Tiny Tots has made

available to

its customers. I sincerely hope this is a one-time incident, and that any future

purchasesI make will live up to the standard my family has come to expect from your

company.

Sincerely,

Mrs. Clara Winters

3 Semi Block Format

In this format, mixed punctuation i.e. a comma after the salutation andcomplimentary close is used. This is similar to block format except that the

paragraphs of the letter are indented. Thus each paragraph looks distinct and is

clear to read.

For Example:


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Sons and Brothers

Model Town

Chandigarh

Shiv Ram Furnitures March 2, 2008

Sadar BazarAmbala Cantt.

Dear Sir,

Sub: Regarding the complaint of defected furniture

With reference to our order no. 43 dated Feb 1, 2008, we regret to say that we

have rechecked twenty chairs and fifteen tables out of fifty tables and chairs in

damaged condition. They cannot be used in our restaurant.

I shall be grateful if you will kindly look into the matter and make necessary

adjustments in the bill or provide us with replacement.

Yours Faithfully,

Ram Lal

Sons and Brothers

Chandigarh

4 Indented Format

This is the oldest form of a business letter It is usually prevalent in personal letters

In this each new element is indented two or four spaces Dateline is aligned along

the right hand margin. The complimentary close and signature section are typed

towards the right hand margin. Close punctuation is involved on this format i.e.a

free use of commas after salutation and complimentary close and after the name

and address

For Example:

1400 Main Street

Springfield, Kansas-22465

Ms. Anna Brown, Feb 2, 2008

Department of Linguistics,

Oxford University,


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1415 University Drive,

England.

Dear Ms. Brown,

I want you to know you have an exceptional employee, Dorry Richards, in yoursupport division. Her calm, patient manner was a great help to me when my

frustration was at an all-time high. Her knowledge of the software and her

remarkable problem- solving abilities are rare indeed. If the quality of a firms

employees is an indication of future success, then Richards Corporation has a very

bright future.

Sincerely,

John Richards

Advisor.

5. Hanging Indented Format

This style is like block style except that the first line of each paragraph is aligned

with the left margin whereas all other lines in each paragraph are indented four

or five spaces. Mixed punctuation is involved in this style. It consumes lot of time

and looks awkward. Therefore this style was never popular in the business world.

For example:Ramji Lal and Sons

Model Town

Chandigarh

The Purchase Officer Jan.l, 2008

Raj Exporters

48- Shastri Market

Jalandhar

Dear Sir,We hope by now you have gone through our catalogue of toys we sent you on 28

dec.,2007. As you have seen number of new toys which are being made for this

year in our catalogue. These are meant not only to delight but also to instruct

children by demanding the use of a high degree of intelligence even while the


37/45

pla. We specially draw you are attention to the items on pages 2 a nd 4. These are

likely to become popular in the countries to which you have been exporting.

Kindly order us the items which you require. We shall send them to you on last

years terms and conditions.

Yours Faithfully,

Ram Singh

Manager(Marketing)

6. AMS(Administrative Management Society)Simplified Format The Normal

Simplified Format or Style

It resembles the full block style except that the salutation and complimentaryclose are omitted. The term subject is omitted, the subject line is written in

capitals and is typed where the salutation is placed. The senders printed or type

written name below his/her signatures at the closing is in capitals. Though this

style is gaining popularity, yet some people avoid its usage on account of its

being mechanical and impersonal.

For Example:

Raman Electronics

Connaught Place

New DelhiFeb 6,2008

Pritam and Sons

Shastri Nagar

Jalandhar

REFUSAL TO EXTEND CREDIT

We are pleased to receive your order of Jan 30,2008 for a further supply of

electronic goods.

However, owing to the current difficult conditions we have had to try and ensurethat our many customers keep their accounts within reasonable limits. Only in

this way we can meet our own commitments.

At present the balance of your account stands at over Rs. 20000. We ensure that

you will be able to nil the balance before we grant credit for further supplies.


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We should be grateful to you if you will send us the cheque and could arrange to

supply the goods now requested.

Sawan Malhotra

SAWAN MALHOTRATHE MANAGER

The structure, layout and form of a business letter reflects the character ofan organization.

Each element of structure performs a specific function and its presentationand layout are determined by years of use.

One should follow what is in vogue in the world of business.

Full Block Format is most common these days and it is advisable to use thisformat for writing business letters.

Q. 31. Define memorandum? Describe the format of memorandum?

Ans. Business memos are a piece of interoffice correspondence sent between

employees in the company to transmit ideas, decisions, requests or

announcements. It is an efficient and effective way to convey information within

an organization, including members of department, upper management,

employees at another company location, etc. They are more private and more

formal than e-mails but less formal than letters.

They can also be compared to reports. Each memo should be about a single idea

or subject.

Format

A memorandum is written using a specific format accepted by the office. The

usualstructure for a memorandum includes:


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MEMORANDUM

To: The person receiving the memorandum.

From: The person writing the memorandum.

Date: A formal manner of writing the date, e.g. April 20th, 2008Subject: A short title descriptive of the topic in discussion in the memorandum.

Introduction: explaining why the memo has been written and what topic is to be

discussed.

Body: discussing the topic in detail.

Conclusion : Explaining what will happen or should happen next, when the follow-

up will occur and why the date is important.

Use an objective writing style: Memos are formal pieces of writing in which you

should never include statements that are based purely on your own opinion. You

should avoid writing I believe, I think, or I feel in your arguments and

remain as objective and unemotional as possible. Consider the following:

Subjective: I have looked at the three options of the training programs, and I feel

that the employees would like the first one the most.

Objective: A careful examination of the three training programs shows that the

first would be the most beneficial and effective for employees.

Example of Memo

Memo requesting for Information

To: Faculty, Business Education Department

From: Mr. S.K. Sharma, Chairman, Business Education Department

Date: May 5, 2008,

Subject: Film Catalogs for Faculty Use

In order to reduce the time it takes to screen and select appropriate films we are

putting together a catalogs of those films which have been used effectively in

Business


40/45

Education classes. Please submit to the office the following information:

1. Film title and approximate length.

2. One-paragraph description of the main points made in the film.

3. one-paragraph description of how the film relates to the course in which it wasused.

Please provide this information by May 25,2008. Shortly, thereafter you will

receive your copy of the completed catalogs. Through the cooperation of all

faculty members in this project, all of us will benefit.

Example 2

TO: All representatives

FROM: Sue Button, Sales RepresentativeDATE: 18 November, 1997

SUBJECT: Ordering recycled paper from Browns

All representatives should be using recycled paper by now. It is available through

the usual ordering system, but must be filled out on special order forms (sample

attached). Be careful when filling in the form to complete the following

information:

Indicate the number of pages, rather than the number of packets.

Discounts apply if you order one month in advance.

Postage and freight must be added to every order.All representatives can choose the colours of the paper they want to use. Once

you choose your colours, please stick with your choice.

Q. 32. What is the difference between Memo and Letter or A memo is in the

nature of letter and yet not a letter. Explain.

Ans. Memos and letters are the two most common types of business

communication. Memos resemble letters in that they communicate informationand are commonly used in the world of business writing. However, memos differ

from letters in several important ways:

Memos are almost always used within an organization, including members of

your department, upper management, employees at another branch of your

company in another city, etc.

Memos are usually unceremonious in style


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Memos are normally used for non-sensitive communication (communication to

which the reader will not have an emotional reaction)

Memos are short and to-the-point

Memos have a direct style

Memos do not have a salutation Memos do not have a complimentary closing

Memos have a specific format that is very different from a business letter

Q. 33. You are Public Relations officer of Eve Formulations Pvt. Limited. You

have been asked to draft a memorandum to the office staff about the

companys annual business conference. Include relevant Information.

Ans.

Eve Formulations Pvt. Ltd.

New Delhi

Ref. No. DKB/56/08

To: Staff Members of company

From: R.K.Gupta, Public Relations officer

Date: 5th May, 2008

Subject: Information regarding Annual Business ConferenceThis is for the information of all the staff members that our company is organizing

annual business conference on May 182008 at Conference Hall. Staff members of

various departments are requested to complete their files and prepare annual

reports regarding production, sales and profits earned by the company. Mr.

Shyam Banerjee, G.M. will read the annual report of the company and will give us

instructions for the further development of the company. Staff members are

requested to occupy their seats at 2.30p.m. sharp on that day

R.K.GuptaPublic Relations officer.

Q. 34. Define Notice. What is to be included in Agenda?


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Ans.Notice is the formal invitation to shareholders, directors, and other

members entitled to attend the meeting. It specifies the date, time, place and

purpose of the meeting. Notice should be circulated to all the members within

reasonable time before the start of the meeting. A notice must mention the items

of the business to be conducted at the meeting.

The company secretary should look to the following points regarding the notice:

It should specify the nature of the meeting whether it is annual meeting, board

meeting etc.

It should clearly state the day, time and place of the meeting.

It should be sent within time through post to all the persons entitled to attend the

meeting.

It must be absolute and unconditional.

AGENDA

The programme of business to be dealt with at a meeting, usually in the form of

a numbered list of items.

The agenda is a statement of business to be discussed and transacted at a

meeting.

It consists of a list of things to be done or a summary of points and questions to

be discussed or considered at a meeting.

It is prepared by the Secretary in consultation with the Chairman. At the meeting,

the business is normally conducted in the order in which it is listed in the agenda.It may be drafted on a loose sheet of paper and can be given as n annexure to a

notice or circulated separately.

Elements of an Agenda

Following are the elements of an Agenda:

1. Name of the organization/group and the date of circulation

2. The day, date, time and place of meeting

3. The name of meeting, indicating its purpose.4. To read agreed minutes of the previous meeting.

5. Matters arising from other minutes.

6. Items in the main part of the meeting.

7. The venue, date and time of the meeting.

8. Signature of the Secretary.


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It is a bare statement enumerating the items and headings of business to be done

at the meeting. e.g.

1. Approval of minutes

2. Cash position of company3. Confirmation Of cheque drawn

4. To fill up casual vacancy

5. Companys investments

6. Transfers,etc.

Q 35 Write a notice with a detailed agenda for the meeting of staff members of

the college regarding the preparation for the Annual Function.

Ans.

DAVIET, Jalandhar

Febl5,2008

Notice

Notice is hereby given that the meeting of cultural committee along with the

Cultural Head will be held in Conference hail on Feb18, 2008 at 1.30 p.m.

Following agenda has been approved by the Principal for circulation among the

members of the cultural meeting.

Agenda

1. Confirmation of the minutes of the previous meeting.

2. Formation of in-charges of different cultural items.

3. Allocation of duties.

4. Chalking out of rehearsal schedule.

5. Fixing of final date of Function.

J.S.Singh

To All the Members of Cultural Committee Secretary

Q. 36. Define Minutes. What are the different types of Minutes?

Ans.The official record of the proceeding and decision of a meeting


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Minutes are essentially records of decisions of meetings set out in the form of

resolutions. Usually, it is the Secretary who takes the minutes during the meeting

of what is said and decided. If there is no secretary, the Chairman must assign the

task to one of the participants, preferably a volunteer.

In order to allow for the minutes-taker to pay the best attention possible, he or

she should not be a participant in the meeting their sole responsibility should

be that of taking the minutes.

The minutes-taker should sit as close as possible to the Chairperson. It will make

easier for that person to clarify any points that might have been made.

The minutes-taker should have a list of all attendees .at the meeting and a copy

of the Agenda.

For the record, it should be noted if any of the attendees arrives late or leaves

earlyMinutes become final only when they have been read at the next meeting,

approved by the members and signed by the Chairman. These are circulated

among all members who attended the meeting, to members who should have

been there but were not, so that they should know what happened and what was

decided at the meeting.

Types of minutes:

(a) Verbatim minutes These are used primarily in court reporting where

everything needs to be recorded word for word.

(b) Minutes of Narration these include concise summary of all the discussions

that took place and important details. This style of minutes is considered a

legal document.

(c) Minutes of Resolution The main conclusions which are reached at the

meeting are recorded. These are usually used for minutes of AGMs and other

statutory

meetings. It is important to note the exact wording of any resolutions passed.

Q. 37. At the second meeting of Staff members of Cultural Committee of

DAVIET, Jalandhar. The following business was transacted : Minutes of last

meeting, Special Classes for training students for cultural activities, formation of

special stage for students, providing refreshment to students. Assume that you


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are Secretary of Committee, write the minutes of last meeting and invent the

necessary details.

Ans.

DAVIET, JalandharMinutes of the second meeting of the staff Cultural Committee held at 1.30 p.m

on

Saturday, Feb 9,2008.

impt mc- study material

Documents