Letter writing

Introduction.

 Most ancient form of communication.

 Plays a very vital role in the social and business world.
 Helps to stay in touch with the other world.
 With the emergence of new technology and increasing use of e-mail and
SMS it has been assumed that letter writing has become outdated but
that is not of the case at all, on the contrary in the matters of high
importance letter writing continues to be a preferred tool. Business
letters create an impression about the organization and hence it is
necessary to learn the art of letter writing.

DEFININTION OF A BUSINESS LETTER.

A business letter is a formal written document through which company tries to
correspond with their customers, shareholders, bankers, suppliers etc. It is also
called as a “snail-mail”.

IMPORTANCE.
 Helps in corresponding with people.
 Written for various purposes: Informing, motivating, congratulating,
complaints, inquiring, job applications etc.
 Helps in conveying confidential and complex information.
 Helps company reach people related to the business which are
geographically out of reach/ at distinct places.
 Helps company know about their problems; Feedback form, grievances
letter etc.
 Helps in filling gaps by mutual sharing of information.
 Helps in smooth functioning of the organization and contributes to its
growth.
 Helps in future storage of information.
 It is a legal document with more authencity to e-mails as mails get
hacked and are very unsafe.

Elements of Structure:

They are form of formal writing and written in a distinct format

  Standard Elements.
Letter head and date- It contains the address of the sender, the e-mail,
address etc.
Inside Address- The address of the person to whom the letter is written
Salutation-How you are writing the letter depending upon the relation you
have w t the person
The Body.
Complimentary Close.
Signature block.

2.Adiitional elements.(These are parallel to the THANKING YOU and on the

right hand side of the letter.)
 Addressee notation
 Attention line-when you highlight something in the main body, a
tag line
 Subject line
 Reference initials
 Enclosure notification
 Mailing notification- to who all you are emailing the letter
 Copy notation- to who all are you also sending the copy of the
letter

Without the Letterhead.

Address line 1(DAV Public School)
Area, State. (……., New Delhi.)

Designation (Director, Teacher, Principal etc.) Letter head-

Address line 2 (XYZ College) pad is only
Area, State. (Sector 128, Noida.) provided to
people who
DATE-__/___/_____ OR Month Date, Year have a
Dear Sir position
SUBJECT (The Subject will only be in phrases) vested with
Body of the letter (1st power. A
para------------------------------------------------------------------------------- letter head-
------------------------------------------------------------------------------------- pad is
-------.) usually an
(2nd A4 size
para------------------------------------------------------------------------------- sheet where
------------------------------------------------------------------------------------- you are
------------------------------------------------------.) required to
(3rd fill in all the
para------------------------------------------------------------------------------- details
-------------------------------------------------------------------------------------
-----------------------------------------------------------------------------.) A phrase
conveys
Thanking You incomplete
Yours sincerely/obediently/faithfully etc. meaning in
a sentence,
but a clause
completes
the meaning
in a
sentence.

Everything
should be
aligned to
the left-
hand side of
the page.
Do not leave lines while changing paragraph’s instead leave the rest of the line
where the paragraph has ended and then continue from the very left margin of
the next line to show the change in the paragraph.

With the letter head-pad (Do not write the sender’s address)

Designation (The Director, Teacher, Principal etc.)

Address line 2 (XYZ College)
Area, State. (Sector 128, Noida.)

DATE-__/___/_____ (20/Nov,2020) OR Month Date, Year (Nov 20,2020)

Dear Sir
SUBJECT (The Subject will only be in phrases)
Body of the letter (1st
para--------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------.)(In a formal
letter, you shall not usually write more than two paragraph’s(maximum
three )and it should not be more than 3-4 lines.)
(2nd
para--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------
----------------------------.)
(3rd
para--------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------
---------------------------------------------------.)

Thanking You ATTACHMENT/ENCLOUSRE(IF ANY)

Yours sincerely/obediently/faithfully etc.

Elements of style
 Do not talk like a machine because you are writing it as a person , it's a
communication between 2 individuals it has to have elements of warmth
human touch that makes it especially interesting and reflective of the
writers’ persona and personality.
  Display a” you“ approach an imprant strategy is to write the letter from
the point of view of the reader at times letters failed to communicate
the message because the writers writing them CRC nurses with the idea
of highlighting their priorities their choices and their predilections no
don't do that it's a smart approach it says it harms the prospect of the
business communication so the best ways to follow a reader oriented
approach you be using words” like you will be glad to know that your vcd
player has been sent shortly” or “thank you very much for your enquiry
or your request” or your order or “kindly let us know “
 Be courteous and considerate it is expected with the writer to be
courteous and consideration towards the reader and it should appeal
the other person to be in a cordial relation with you.
 Don’t blame the reader there you will be people grumbling, complaining
about the letter so as a Golden rule you should not write letter when you
are furious or agitated.
 Avoid being negative-do not use negative or pessimist word, your
mindset should be positive, replace negative verbal structure with
positive or neutral structure. `example-“we did not receive your
response” instead use “we are yet to receive your response”
 Be natural and precise- stick to the point and avoid being negative,
avoid ambiguous language an understand that professional deal with
large reading assignment so you should write a short and precise letter.
 Be simple and specific- your language need not be high flown or very
flowery but the grammar should be correct
 Carefully between “I” and “we”- personal pronouns are important in
business letters. Specific care should be taken while using such words.
We should refer ourselves as “I” in the business letters.
 Correct usage of Active and Passive Voice- When you have to achieve a
clear style the active voice should be used as passive voice becomes
overly informal where as active voice takes away the bluntness of the
sentence. Therefore, yet is suggested that more of ACTIVE VOICE should
be used as in comparison to PASSIVE VOICE.
 Uses of cliché- Specialised terms or words makes the letter sound dull
and routine. Using something like a cliché ( terms/ phrases which are
frequently used or assumptions or terms that are implicit and obvious)is

TYPES OF BUSINESS LETTERS

( These are legal documents and hence we should have a copy of these
letters) not required.
ACKNOWLEDGEMENT LETTER.

Is a type of letter which is written when you want to acknowledge someone for
his or her help and support when you are in trouble or you require that
person’s help be it monetary help of any Other sort of guidance for the
completion of some task.

Example: People were going to be participating in the conference so you

are going to actually what should I say delegate your workload to other
people in the organization and you will form a committee maybe you look
after the catering party look after the research party look after the
dignitaries party look after the gas parting like that after the work is done
by people have supported you because you been convener of the
conference you need to acknowledge the efforts that these people had put
in so acknowledgement is not appreciation because we will be getting into
the appreciation letter also quite number of state confused when we are
writing letters the first step that we venture into and somebody is done
something for us to acknowledge those services acknowledging means this
person has been of great help to me appreciating the efforts the second
step that's a different ball game altogether

Acknowledgements are always given after the permission of the people

acknowledged if going beyond the framework of your authority and
organization.

Same format for the formal letter.

LOR

this could be for a job offer say for example you come to know that for a
particular organization is a job vacancy and you find one of your name one
of your friends quite good in the same field and matches is education
qualification and professional qualifications and accordingly when you get
into recommendation you get into recommending someone or proposing
somebody's name and putting it forward and saying that this person could
be the most suitable and the most viable option for you to be putting it into
the professional horizon that's a letter of recommendation internally this
got a different meaning internally letter of recommendation could be for a
promotion could be for a change of Department it could be a
recommendation for an award recommendation for a price money
recommendation for your personal growth professionally in terms of
promotion anything and externally recommendation letter is when you
recommend somebody is name are you putting somebody's name in a very
very positive frame of work and remember whenever you writing a letter of
recommendation there is no scope for any negativity it has to be totally
positive so that positive element has to be highlighted because you're
recommending somebody how can you talk about the negatives you not
criticizing you are recommending second in command is the letter of
recommendation again I repeat the structure will

Same format as the formal letter.

APPRECIATION LETTER.

A letter given when everybody feels good. It acts as a moral booster(main

body first acknowledged the efforts and the appreciate his /her
efforts)Satisfactorily or not whether it has met your requirement or not you
appreciating that person . You help me out , you actually did a great job for
me, and you can appreciate ,you can give a letter of appreciation. normally
people associate appreciation letters coming from seniors to juniors but in
in the corporate sector even when you're working as a flat organization
where everybody is treated at par and appreciation letter can come from
contemporary to contemporary even I you can appreciate a friend of yours I
can appreciate a colleague of mine will not just have a legal binding because
we are at par and we are on a professional ground where we are working
together but on different stretchers particularly if I belong to a different
Department and somebody else belongs to different Department and if I
am actually working and giving a letter of appreciation this could hold some
meaning it may not be considered to be legally meaning for better to be
holding the meaning that one Department is written appreciation letter to
 the other Department though we are at par with one another externally to
people who are working beyond your organization for some good work that
they have .

ACCEPTANCE LETTER.

In today’s market corporate firms issue and acceptance letters for their
recruitment purposes. They can even sue people when they go against the
terms of the acceptance letter.
First thank your recruiter for finding you the most suitable candidate. Look
forward to joining them or being a part of the prestigious institution and tell
them from when can you join (should be our second line) Never lie. You
should also write that you’ll be happy to work under that profile because
it’s your core area.

APOLOGY LETTER.

When we commit an error, which affects the working of an organization.

We usually write an apology letter. It is written for failure in meeting the
targets, something gets inflicted on somebody due to your negligence etc.
there can be many types of errors.

It should be a genuine letter which you mean it. Explain the situation and be
honest while writing the letter. this letter also should be worded properly
should not be at the cost of yourself self-respect.

This can also act as a record in your profile.

COMPLAINT LETTER.

Such letters are usually written When you do not fall up to the mark of
expectation of somebody, internally a complete letter can be written against
you when actually you have done something wrong you might have been hard
to that person or there was an interdepartmental deadline which you couldn't
meet saying that you have not worked as per the mark right also beyond your
organization complaint can be anywhere complete letters are letters which are
written to be outside agencies this could be complaint about a good that is
delivered. Record of such letters are required to be kept as they can be used as
a legal document and thus these letters must be put on record.

Body of a complaint letter what do you write you need to maintain a poised
and calm mind. It should not be aggressive and insulting. You should have a
broad horizon of mind. Suggest a solution rectifying the problem give and in
the complaint letter.

ADJUSTMENT LETTER.

It is followed after the complaint letter it is a letter that deals with the
complaint and claim letter is termed as an adjustment letter

Have empathy and consideration on the part of the person who made a
mistake so you should be empathetic and understanding while writing the
letter. Do not be rude but be firm in composing the letter. Be sympathetic.

INQUIRY LETTER.

A letter inquiring about a particular part of information for a product or a

service. It can be about the type of good, mode of payment, time and venue
etc. It has to be very precise.

PERMISSION LETTER.

They are widely written to seek grant from some authority for doing
something. Messages for request or seeking permission to do something. It is
widely used to send and receive messages of request hour to see call grant
permission for utilising certain resources certain facilities or certain services
saying the business world you may be requesting the management to grant
you the authority to do something or take decisions on authorities behalf the
amount of details you need to provide in a permission letter will depend upon
what you are speaking and from whom you are speaking it depending upon the
need depending upon the hierarchy depending upon the relationship the tone
the length of the language employed permission letter will differ so for
example if I am asking colleagues for permission to share an article the later
maybe very short and informal however if I am requesting for loan facilities for
conducting experiments for seeking permission from some other for using his
or her copyrighted material later will have to be written more elaborately and
in a tonne which explains the reason for asking that specific favour so some of
the expressions while writing such a letter would be like could you possibly
help me I would be grateful “if you could kindly help us organise this”,” it
would be helpful help us a long way” etc.

INVITATION LETTER.

It could be invitation could be formal or personal so if it's your individual event

it is actually going to be an informal invitation and personal invitation letter is
usually designed to invite someone to a social event such as a birthday party or
engagement ceremony or a wedding party or anniversary dinner etcetera on
the other hand formal invitation it is usually designed to fulfil some
organizational or official interest

Normally official invitation letters go with a letter head pad.

REJECTION LETTER.

Usually when you turn down the application of candidates ,or rejecting a
formal invitation . it avoid follow up enquires with anxious candidates, saves
from wasteful interactions. It’s for declining a request or a favour or a donation
or a candidate’s job application. It’s not to demoralize someone.

ORDER LETTER.

It is a legal document to show the transaction between the customer and

vendor while ordering by sending an order letter accuracy and clarity needs to
be ensured an order letter needs to include the following points what are
those calling points and accurate in full description of the goods required
number one number 2 quantities of goods required number 3 prices already
agreed upon between the customer and supplier specifications of the goods
ordered details regarding delivery requirements place date mode of transport
details regarding terms of payment already agreed upon and concluding
sentence urging the supplies send material urgently well in time.
APPLICATION AND COVER LETTERS.

A misconception that both that both the letters are the same but both are different.
A Letter of application is just like a sales letter in which you market your  skills, abilities and
knowledge.
A Cover Letter is primarily a document of transmittal as it identifies that an item is being
sent.example-the person to whom it is sent or the reason why it is being send.
A Cover Letter is a permanent record of the transmittal for both the writer and the reader.

Both these should be written with the following in mind:-

Catch the reader’s attention, convince the reader that you are qualified for the job, make a
request for the interview.

In a cover letter write though there’s no vacancy in your organization yet you would like to
extend your services (unsolicited job). Application letter is for solicited job. Write that you
saw the invitation for applications at so and so place. You market your skills and knowledge.
Cover letter primarily identifies that an item is being sent. Both the letters are different.

SALES LETTER

Create a desire it should carry appreciation if you carry conviction it should can also help
you in inducing immediate action. Websites are a kind of sales letter. It should be Able
create a desire and catch the attention. You’re actually showcasing your skills.

RESUME

Types of resumes:
Chronological 
Functional
Hybrid/Combination
Paper Copy/Traditional Print
Electronic /Scannable 
Non-Traditional 
Video
Visual
 So resume and CV are v close to another in fact they are now overlapping terms and in the
job market is considered to be one time but is the basic difference resume 23rd November
2020 20 whereas your see we may not include professional expertise can only be limited to
the curriculum aspect of your own learning and understanding .

A good resume can get a shortlisted it can also lead us to rejection to claims to a position so
preparing a good resume or curriculum vitae requires good imagination it requires good
creativity ingenuity consistent efforts and what are the crucial element that you require in a
resume

chronological resume gives you work history in chronological order that is the sequence of a
occurrence. Nowadays a reverse chronological skills are being followed As they get to know
what you're doing now and where and where have you worked in different organizations
remember this will be only applicable to your work experience and your personal skills.
CV will be for non-professional purposes a resume is supposed to be professional.

CURIRCULUM VITAE:
(All the colons should be aligned in a single line)

PHOTO(STAMO/VI
SA/PASSPORT SIZE)
NAME : Yashwardhan Sharma.
AGE :
DATE OF BIRTH : 23/NOV/2020 OR NOV 23, 2020, OR 23/09/2020.
HEIGHT :
WEIGHT :
BLOOD GROUP :
MOTHER’S NAME :
FATHER’S NAME :
MOTHER’S OCCUPATION :
FATHER’S OCCUPATION :
SIBLIONGS (optional) :
CONTACT ADDRESS :( First the local address then the permanent address )
LOCAL ADDRESS :
PERMANENT ADDRESS. :
CONTACT NUMBER :(First the landline number if you have then the personal1)
LANDLINE NUMBER (if). :
MOBILE NUMBER :
E-MAIL ID :
DETAILS OF EDUCATIONAL QUALIFICATIONS

SERIAL NAM NAME OF THE YEAR OF PERCENTAGE(%)/ AWARDS

NUMBER E OF BOARD/UNIVERSIT PASSIN C.G.P.A.S SCORE AND
 THE Y G HONOURS
EXAM
1. CLASS ……………………….. ………… ………………… ………..
X

2. CLASS ………………………. ………. ……………. …………..

XII
3. ……… …………….. ……… ……………….. ………….

4. ……….. …………………… ………… ………………… …………..

DETAILS OF PROFESSIONAL SKILLS:

SERIAL NUMBER NAME OF THE DURATION OF THE AWARDS/

PROFESSIONAL PROFESSIONAL HONOURS/
SKILL SKILL STIPEND
1. ……………… …………… …………….
2. ……………… ………….. ……………
3. …………. ………….. ………..
4. …………. ……………. …………

DETAILS OF EXTRA CURRICULAR OD CO-CURRICUALR ACHEIVEMNTS:

SERIAL NUMBER NAME OF THE DURATION/ AWARDS/

EVENT/EXTRA/CO TIME OF CONDUCT HONOURS.
COURRICULAR
ACTIVITIES
1. …………….. ……….. …………..
2. …………… ………. …………..

HOBBIES :
AIMS :
LIST OF REFERENCES : GIVE ATLEAST TWO REFERENCES.
NAME : REFERENCE NUMBER 1.
DESIGNATION :
ADDRESS :
E-MAIL ID :
CONTACT NUMBER :
NAME : REFRENECE NUMBER 2.
DESIGNATION :
ADDRESS :
E-MAIL ID :
CONTACT NUMBER :
 THE ABOVE FURNISHED INFORMATION IS TREU TO MY KNOWLEDGE AND BELIEF.

__________________
(SIGNATURE)

REPORT WRITING:

Generating and analysing reports is a routine task in every professional’s day to day activity.
Reports are written to analyse a situation, to offer an alternative method of operation, to study the
growth rate of a company, to observe the trends in socio-political-psychological changes happening
around us in all walks of life.
The word Report comes from the Latin word ’Reportare’
Etymologically' Report’ means ‘to carry back’.
Definition-’A business Report is a formal Communication written for a specific purpose, conveying
authentic information to a well –defined audience in a completely impartial and objective manner.
Written in a conventional  or usable form, it describes the procedures followed in the collection and
examination of  data, analyses of the facts collected, derives conclusions from them and gives
recommendations ,if necessary.
Significance-It helps professionals to plan, acquire, execute,  organize ,coordinate, manage and
evaluate business activities in an effective way.
They facilitate the flow of communication to ensure smooth execution of tasks to meet challenges
successfully.
They serve as a record of facts. As a repository of information.
Reports enable the authorities to take timely decisions.
They can be used for further analysis,

 A Formal piece of writing.

What is the formal piece of writing everybody knows its not
an informal records in a professional organizations it's got
to be formal it is not document where one expresses his or
her ideas and feelings freely the way they come to him or A
report is essentially written in accordance with certain rules
and norms the facts and ideas are recorded analysed and
sequenced in a particular way.

A Factual Account.
It is an account of something that has already happened
or something latest an account of any new information any
plan for a course of action fact should always be accurate
they should be complete and arranged in a way to project
clear meaning.
Written with a Specific Purpose.
The desire of purpose either to inform or analyse these are
always return to the intended reader to keep track of
information or to take important decisions or actions
Written in an Organized manner.
since reports are based on facts they've organised structure
generally reports follow conventional or usable form hence
were writing a report a proper planning presentation of data
is quite important
Written for a Specific Audience.
Written for a specific audience to keep abreast of the
current information authorities need data or information
demanded relevant information from a person who has
information under this person generates a report is aware of
his primary audience is going to be the one who's going to
read it since the subject matter is related to the reader top
rated as per his or her awareness and future use it has the
authority to take a sound decision to find solutions to
existing problems

Written in an objective manner.

its written in an objective manner objective manner
collection of facts is to be communicated not many shades
of meaning maybe bistort to the reports in cities written in
an impartial objective style data is analysed in relation to
the problem facts presented the way they are no scope is
left for personal evaluation

Includes only relevant information.

it includes only relevant information report includes only
essential information therefore didn't information is not
generally part of structure it consist of the information that
helps readers to save your time and make them understand
what exactly they required to understand in other words you
can say report give readers exactly what they want neither
an item or nor an item less.