Letter writing

Objectives

1. Understanding the difference between personal and business letters and discuss the letter
writing process.
2. Knowing the form and structure of business letter.
3. Learning to use appropriate style and tone in a business letters.
4. Identifying five characteristics of good letters.
5. Knowing how to inquiry letters requesting information or seeking clarifications and writer
replies to inquiry letters.
6. Knowing how to write letters placing orders.
7. Knowing how to write instruction letters.
8. Knowing how to write letter urging action
9. Knowing how to write complaint and adjustment letters.

Importance of letter writing

Business correspondence is instrument of decision making in the business world. Its
significance has increased with growing changes in modern life .In fact, a letters is an
important channel of communication used to send information outside an organization .As it
helps to reinforce professional and business relations, it is a positive instrument of
professional exchange of ideas, Opinions and information .Everyday business dealings and
the ordinary activities of business would not be possible without letters. These days, emails
have replaced letters in many areas; however, letters still have their own significance.
In order to succeed in today’s competitive environment, we need effective letter
writing skills because we may have to write different kinds of business letters, such as a
letters to request for services or information, give information, request for action, give
instructions or guidelines, express an opinion, reinforce business relations, maintain good
public relation or motivate and perused people.

Types of letter

A personal letter is an information letter in the form of a private dialogue, where the
writer wants to say something and expects a response to the message. It may follow the
norms of private conversation but it normally does not follow any set pattern of writing and
the writer is free to choose any style and pattern that suites his/her mood and content. Thus,
personal letters are varied in their language, style, tone, presentation and content. Read the
letters of Nehru, Ambedkar and Ghalib on the internet, and you will notice a personal touch
in each of them, which make them different form each other.
 A business letter, on the other hand, is a formal written message, written in a
conventional form for a specific audience to meet a specific need. It is also a form of
dialogue, where the writer wants to say something and expects a response to the message.
However, it is more structure as it follows a set pattern in form and style.

Process of letter writing

It is easier to write an effective while following a systematic writing plan. Letter writing
is a typical composition process that involves pre-writing and post-writing.

Pre-writing

Pre-writing involves audience, analysis, purpose identification, scope determination, and

an analysis of the action desired. The writer should bear in mind the keyboard APSA i.e. Audience,
purpose, scope, and action. The process should begin with the write asking himself/herself the
following question.

1. Who is/are my reader/s? (audience analysis)

2. Why am I writing? (purpose identification )
3. How much should I write? ( scope determination )
4. What do I want the readers to do? (An analyses of the action desired)

Post- writing
Once the first draft has been written, it should be revised, edited and evaluated. Revising
is the process of improving the content, the sentence structure of the letter while editing
involves correcting its grammar, spelling, punctuation, format, and structure. Evaluation,
on the other hand, refers to the process of critically examining the letter to ensure that it
can achieve its purpose.

From and structure

While a writing a business letter, attention must be paid to both the parts of a business
letter and to the choice of format ,As a letter with a poor and loose structure cannot get
the attention that it may be seek, correct format and standard writing conventions should
be followed while designing the letter.

Parts of business letter

A business letter includes ten elements namely sender’s address, date, reference, inside
address, subject ,salutation ,body, complimentary, close, signature and enclosures fig
21.1 shows the structure of a business letter.

Dateline
Sender address
Reference optional
Inside address
Subject optional
Salutation

Body
Complimentary close
Signature
Enclosures optional

1. Sender address

The writer’s address should be put in the top right hand corner. The street address, city
and pin code, telephone, fax and e-mail address should be mentioned. The writer should
not include his/her name or title as it is included in the letter’s closing.
If a printed letterhead is used the address should not be written again.

Example-
205 Barrack pore Trunk Road
Kolkata-7000108

2. Date

The date line is used to include the letter was written. The month, day, and year should
be written two include from the top of the page.
Example
May 4, 2016
 3. Reference

This is an optional element and may be placed below the dateline. The writer’s
reference number as well as the reference number of the recipient should be mentioned
(Your Reference/Our Reference)

Example
Reference: AVS/SP/0

4. inside address

The inside address is the receiver’s address. Include a personal title such as Ms, Mrs. Mr.
or Dr. The inside address begins one inch below the date. It should be left justified, no matter which
format is used.

Example-

Mr. Nicholas parker

Managing director

Nicholas parker UK Ltd

Royal Mint, Tower Bridge

London EC3N 4HJ,Uk

5. Subject

This is also an optional element. It may be placed either before below the salutation. The
topic of the letter should be written in phrase form.

Example-

SUBJECT: Phrase of sixty scanners

Dear Mr. Chopra,

6. Salutation

As salutation is a greeting used to address the receiver of the letter, it should be the same as
that used in the inside address, including the personal title. Use the personal title and the surname
should be followed by either a comma or a colon. Formal phrases such as “Dear sir/ Dear
Madam/Dear customer “may also be used if the name of the recipient is not known.

Example-

Mr. Nicholas parker

Managing director

Nicholas parker UK Ltd

Royal Mint, Tower Bridge

London EC3N 4HJ,Uk

Dear Mr. Parker:

7. Body

The body of a letter contains an opening stating the main idea, a main with details, and an action
closing.
 Enquiry Letter
_________________________________________________
As a librarian write a letter of enquiry to Bharat Publications, 14, L.B.S. Marg, Girgao, Mumbai-03
for the reference books in the subjects of communication skills, Applied Science and Engineering
Mathematics. Specify the name of author.

Nutan College of Engineering and Research

Vishnupuri, talegaon dabhade

Fax no. 2030543421 date: 30th of july 2008

To,

Bharat Publications,

14, L.B.S Marg,

Girgaon, Mumbai-03

Subject: Enquiry about the availability of the books

Dear sir/Madam

I, the librarian of the college, would like to enquire about the availability of the below listed books.

Sr. no Title of the book Name of the author

1 Communication skills Prof. Bhattacharya Jyoti
2 Engineering mathematics Dr. Chavan Jyoti
3 Applied science Prof. Gole R.S.
4 Engineering Mechanics Dr. Thurbar T.S.
5
I need to know the availability of the mentioned books and send me the other specifications about
the payment and discount. So need the details as early as possible because our college session
started in the last week.

Thanking you, yours faithfully

XYZ

(Librarian)
 Order Letter
__________________________________________________
Write an order letter to the manager, digital computer plazo, of the 100 computers for your college
as principal of the college; provide all the specifications about the computers.

Nutan College Of Engineering and Research

Vishnupuri, Talegaon Dabhade

Ref: date: 15/11/2018

To,

The Manager,

Digital Computer Plzzo,

Pune-022

Sub- Order for 100 computers for our college.

Ref: our enquiry letter no._______

Respected sir,

With reference to above mentioned, I am so thankful to you for providing the quotation regarding
computer with given specifications. On the basis of this I would like to give an order for 100
computers for our college. The relevant details are given as below.

Sr.No Items Details

1 Monitor 17”
2 Intel Mother Board Original 31 DG
3 Micro Processor Core to duo
4 Hard Disk 80 GB
5 DVD writer LG
th
I attached demand draft no. 23451 dated 25 February 2018, state bank of India in favor of your
store for 50,000/- the remaining amount will be paid after delivery of all the computers. As matter
of fact we need to deliver within a week. If you provide a good service then we will increase the
quantity of computers for next time.

Thanking you,

Yours faithfully

Enclosed: Demand draft sd/

 Complaint letter
_________________________________________________________________

Nutan College Of Engineering and Research

Vishnupuri, Talegaon Dabhade

Fax No 2030543421 Date: 30 th of July 2008

To,
Bharat publication
14, L.B.S.Marg
Giraon, mumbai-03

Subject: Complaint about the replacement of the damaged books while consignment.

Reference: Our order No 124/JIT/14/07/2008.

Dear Sir,

With reference to above mentioned subject, I hereby regret you that we ordered the
books as per other. But we did not get all books in proper condition. Some books are
damaged while delivery. As per our phone taking and specification.. You are supposed to
provide replacement of damaged books.

So I am sending the details about the damaged books and provide the replacement as
early as possible. Hope for your kind cooperation.

Tanking you,

Yours faithfully,
A.B.C.
(Librarian)
 Adjustment letter
_________________________________________________
The sandalwoods,
3, place Street, Kolhapur.

Out No.: SW/09/105

14TH October 2018

To,
The proprietor,
23/4, East side plots
Mahatma Gandhi Street, B
Bangalore

Subject: A letter of adjustment for the shortage in the quantity.

Dear Sir,

We were distressed that you should have been put to such inconvenience by an
error on the part of our packing department. Our checking system is usually efficient but
something a human error does creep in. Thanks you for pointing it out to us. We shall be
more careful in future lest our negligence be misunderstood by less generous customers.
We greatly appreciated your re-expression of confidence in us in the form of a
further order. We have sent the sandalwood articles mentioned in your Order No.975
along with the seven sandalwood caskets.

Tanking you
Yours faithfully,

The sandalwoods
 Famous book depot
7, Mahapalika Marg, Mumbai-400 001

Out No: FBD/09/102

15th October, 2018

To,
Prof K.M.Kulkarani
7H, Shivsagar Road,
Nagpur.400 216

Subject: Reply on your letter of complaint of damaged books.

Dear professor,

You are quite right. We certainly don’t expect you to pay for the unwanted and
damaged copies immediately upon receipt of your letter we made the most searching
inquiries. We are indeed fortunate that the error of mixing up labels has taken a generous
view of error.
Our Nagpur representative will call on you and collect the unwanted copies and as
usual you can send us your cheque for the remaining books. To make part reparation for
the inconvenience we have instructed our Nagpur representative to present you with two
of latest publication on the ‘History of Criticism’.

Thanking you
Yours faithfully,
M.M.Shah
Manager
 Notice
__________________________________________________________________________________________

INSTITUTE OF TECHNOLGY

L.T.Road Pune -09

14 th January 2018

NOTICE

All the students of first year Engineering are hereby informed that an industrial visit
is arranged for them on 21 January; 2019.The visit is arranged as it is prescribed in the First Year
curriculum. The visit to supernova Industries, Mumbai will help the student to observe and various
industrial functions.

It is one-day visit on 21 January.2019. The fees for the visit are 500/- per person.
Buses for the visit will leave from the college at 6.00 AM. All the First Year Engineering student
are informed to register their willingness before 18 January, 2019.

XYZ

Principal, LOT,

L.T. Road, Pune

Copy to:

(1) Coordinator, First Year Diploma Engineering.

(2) Notice board.
 Notice 2
__________________________________________________________________________________________

Olympic sports club

27/9, Ramnagar, Satara-05

Date: 10 march, 2012

Notice

All the members of the Olympic sports Club, Satara are hereby informed that the annual
body meeting will be held on 21 March, 2012 at 4.00 pm at the Club House .So all the members
should attend the meeting.

Agenda

For the annual body meeting of the members of Olympic Sports Club to be held on 21
March, 2012.

1. Confirmation of the minutes of the last meeting.

2. Establishment of a new gymnasium at the Shivnagar, Satara.
3. Enquiry and purchasing of the equipment’s and material required for new gymnasium,
4. Advertisement for the appointment of the an instructor.
5. Replacement of some equipment’s, cricket kits etc.
6. Arranging a summer camp for promotion of sports.
7. Any other business with the consent of the chair.
8. Vote of thanks.

Secretary,
Olympic sports club, Satara
 Memo
_________________________________________________________________________________________

Institute of technology

Maharashtra colony, pune

Out no: IOT/FY/Memo/

Memo

To: First Year Diploma Engineering Students

From: In charge First year.

Purpose: To warn about the minimum attendance requirement of 75%

It has been observed that the students of First Year Diploma Engineering are turning
unpunctual and inattentive, Most of the First Year student remain absent during lecture and
practical’s as well .This will result in poor attendance and may require to take strict action. They are
hereby given a memo to warn that their attendance shouldn’t be below 75% in lecture as well as
practical’s. Otherwise they will not be allowed to appear for exam. To avoid any disciplinary action
the First Year Student are warned to improve their percentage of attendance in lecture and
practical’s. Take note of this.

IN charge

First Year,

LOT, Pune.
 MEMO
________________________________________________________________________________________

Kalyani Automobiles Private Limited

12/5,MIDC Area, Pune

Ph. No .: 020-28406857

Out No: KAPL/ Memo/ 12/26 date : 12/01/2012

Memo

To: all the workers of workshop

From: workshop supervisor

Subject: Employees staying out late during tea- break

It has been observed that the workers of the workshop are staying out late during tea-
break. It affects the production target and company has to bear the loss to the great extent, It also
creates the indiscipline among the workers.

Hence all the workers are herby warned that if they stay late during the tea break, some
stern action will be taken against them , all the workers should take note of above instruction and
act accordingly.

Workshop supervisor

Kalyani Automobiles Private Limited

 Job Application letter
___________________________________________________________________________

Mr. A.B.C Railway station road,

Mulund (E),

Mumbai -81

Date: 26/11/2012

To,

Box No. PQR -440,

The times of India,

Mumbai -400 001

Subject: Application for the post of a Computer Engineer.

Reference: Your advertisement in Times of India, dated 24 November,2012.

Respected sir,

I wish to apply for the aforesaid post in response to your advertisement published in the
‘Times of India,’ date 02 January, 2012.

I have completed B.E. in Electronic and Telecommunication Engineering form the University
of Mumbai in first class. I have experience of working as a Telecom Engineer in Air phone
communication Co’ Indore.

I think my qualification, experience makes me a suitable candidate you have advertised for
Since BSNL is the largest network, I wish to use, often my skills and expertise in its growth .I hope
to receive a favorable call from you.

Tanking You.

Yours faithfully,

A.B.C

Ecnl: Bio-data

Bio-data
Name : A.B.C

Address : 11, Snehsadan society,

Tilak nagar, Aurangabad-07

Date of birth: 28November 19:

Marital status: single

Nationality: Indian

Language known : English, Marathi, Hindi

Sr Exam passed Board Percentage Year of passing

no /University
1. S.S.C Pune 89% 2003
2. H.S.C Pune 87% 2005
3. B.E (E , TC) Mumbai 74% 2009

Other qualification: successfully completed Diploma in Web Designing form Web world, Mumbai

Work experience: worked as a Telecom Engineer in Airphone commutation co-.., Indore for two
year

Hobbies: Reading, Travelling , music and sports.

Response: 1. Mr. S.H Chauhan,

CEO Air phone communication co. Indore,

2. prof Mrs. A.H. Devadhr

Principle .Indian Institute of Engineering and

Sciences, Mumbai- 03

Date: 05 January .2012

Place: Aurangabad

Signature
 2. Job application letter

__________________________________________________________________________

B1 -104, Rose parade

sinhagad road,

pune –n0400 022

date : 19/12/2007

To,

General Manager,

Precision Automobile Industry,

Koregaon Park, Pune -01

Subject: Application for the post of junior Engineer,

Reference: With the reference in Daily ‘times of Indian dated 22/11/2007

Respected sir,

I would like to offer my candidate for the post Junior Engineer in your reputed company.

I have a distinction in Automobile Engineering and completed diploma course in Tools and
Designing .I have two year work experiences as a Junior Engineering in Hero Auto Private Limited
Mumbai.

So I believe that I am suitable candidate for the above post as my qualification and Experience
would be just to the completed the requirement of your company.

Thanking you

Yours faithfully
XYZ
Resume:
 Report writing
1. Understanding the natural and importance of reports.

2. Knowing the different types of reports

3. Being able to identify for report formats

4. Knowing the components of formal reports

5. Being able to chalk out various strategies of writing a report

INTRODUCATION

Reports are important because in most organization executive decision-making is based almost
entirely on them.

A report is a factual and systematic account of a specific business or professional activity.

Reports normally in move in an upward direction and are used to communication to the senior
levels in an organization.

As a common type of communication used during work, reports reinforce, prompt, motivate and
persuade the readers to act. Reports normally move in an upward direction and are used to
communicate to the senior levels in organization.

Importance of reports

Reports help in the analysis of a condition situation or a problem for an effective solution.

Reports serve several purposes, which may include:

1. Presenting data
2. Describing problems and suggestion solutions
3. Discussing and analysing data
4. Recording events and happenings
5. Analysis a situation or a condition
6. Giving feedback, suggestions, or recommendations.

Types of Reports
Criteria Types Description Example

Function objective presentation of conference reports,

informational data
seminar reports,
Without analysis or

Interpretation trip reports

Analytical presentation of data with project reports,

, market research

Analysis and reports

interpretation
Feasibility reports

Periodicity Routine presentation of routine daily production

Information reports monthly sales

Reports, annual reports Special presentation of specific
inquiry reports, reasear-

Information related to a ch reports, thesis,

Single condition, situation, dissertation

Problem or occasion

Communicative oral face-to –face presentation accident reports, sales

Form of information joining reports,

Conference reports

Written presentation of information project reports, progress

In written form reports, research reports

Natural formal long reports with elaborate annual reports, thesis reports

, Scope and description and discussion technical reports.

Length

Non formal short reports laboratory reports, daily

Production reports ,trip

reports

Tour report

Report on participation in professional conference

Office order No.14789/2015 dated 04-01-2015

Name of the officer: Kumar Abhishek

Designation: senior marketing manager

Address. : Regional office, Syndicate consultancy

Services pvt.Ltd.

Nayadeep, Andheri (w), Mumbai-53

Name of the conference. Emerging concepts in sales and marketing

Name of the organiser: .Indian

Place of conference:

Report writing
 ____________________________________________________________________________

Write a report on sudden fall in production of cold –drink in your city. Give the reasons and
necessary suggestions.

The Manager ,
Production dept.,
Sundaram cold-drinks,
Pune,
Date: 22/11/2018

To,
The General Manager,
Sundaram cold-drinks,
Pune.

Subject: The report on sudden decrease in the production.

Dear sir,
I regret to inform you that since last six months we have not been able to
achieve the target of production of cold drinks in our company. The percentage of the decrease
the production is 25/%. The various reasons for this decrease are as given below.
1. In this duration there is regular load shading.
2. Some workers were on strike for ten days in the last month.
3. Sufficient raw material was not available in the store.
4. The need to replace the old machineries and the keen competition in the market.

I would like to suggest the following measures to increase the level of production .
1. It is very necessary to install our own power generator.
2. The demand of workers should always be handled with utmost priority.
3. A large quantity of raw material should always be kept in the cold store.
4. Quality control officer should be appointed to improve the product.

In my opinion if the above suggestions are followed immediately the production would be increased.

Thanking you.

Yours faithfully
 Report writing
Draft a report on the accident in the workshop.

X.Y.Z.

In-charge workshop,

NCER, Talegaon Tabhde,

20/NOV/2018

To,
The principal
Talegaon dabhade

Subject: A report on the accident in the workshop.

Respected sir,

I hereby submit you a report on the accident occurred in the workshop in our
college at 02.00pm during workshop practical on 20th NOV 2018. A student from first year
Mechanical Engineering class was badly hurt in the accident. The details of the student are given
below.

1. Reasons: it was the student inattentiveness; there was only one instructor to handle all
the students. The students did not pay any need to the instructors warning.
2. Suggestions: the accident occurred due to students negligence of inattentiveness. One
more instructor should be appointed to guide and monitor the activities of the students.
3. It helps you to avoid any such accident in future.

Yours faithfully

XYZ
In charge, Workshop,
NCER
 Essay writing

 Essay writing on social, cultural and education activities.

Essay on Education
Introduction

Education is an important medium of acquiring essential knowledge and skills. It is more than just
learning from books. It is an effort of the older generation to transfer their life wisdom to their
offspring. Our world is constantly changing and developing so it is very important to teach and
bring up intelligent people who could understand the problems of modern society and solve them in
a proper way.

Main body

Education plays a vital role in shaping successful people. It gives us the opportunity to become a
productive member of a civilized society by acquiring all the necessary skills. We learn how to
meet challenges and overcome obstacles. We learn how to become an integrated personality and
maintain the perpetuation of our culture. People learn basic norms, rules, regulations, and values of
society through education. Moreover, high quality education enables us to lead a successful life,
enhances our intelligence, skills, knowledge, and brings positive changes in our life.

Education lays the foundation stone for our future. An illiterate person can find it very difficult to
cope with some aspects of life. Education expands our vision and creates awareness. It helps us
develop a disciplined life and provides us with better earning opportunities. It enables us to know
the world beyond our own surroundings. Education is also a prerequisite of the prosperity and
modernization of any country.

Modern education is liberal, open, and exoteric. It is the premise of progress, in every family and in
every society. It teaches people to reason. It is based on the humanism, freedom, equality,
democracy, and human rights. The content of education keeps pace with the needs of modern
society and is a mirror of its goals, values, and priorities. The present industrial society has opened
up a plenty of occupations which require people with specialized skills and knowledge. So,
education is a necessary means of eradicating the unemployment problem. It is able to reduce
poverty in a number of ways. But we have to remember that there is a great need for the growth of
the vocational education so that every person could pursue a fulfilling career that ensures a satisfied
life.

Conclusion
Education is definitely important in one`s life. A gift of knowledge can bring us to the top of our
dreams. It leads us to the right path and gives us a chance to have a wonderful life. Education makes
people capable of doing new interesting things that can go a long way to improving human living
conditions and standards. Our whole life is the process of learning and gaining new useful
knowledge. We should always remember that getting a good education is imperative in today`s
society as it is a foundation of our successful future. Our education is really worth investment.
Only if you believe and work hard you can achieve anything.

___________________END_________________________
Important Questions
 As the workshop in-charge write a notice asking all the students to enter the work shop only
after putting on overalls.
 Draft a notice as a librarian of the college informs all the students about the change in
working hours of the library.
 Draft a notice inviting the members of directors to attend the meeting at the registrar’s office
at the company.
 As the first year in-charge devise a memorandum for the students on the following points.
 Devise a memo for the first year computer engineering students for not wearing their aprons
for the chemistry practical sessions.
 Write a letter of application along with your suitable resume to century rayon –(A Division
Of Textiles And Industries Limited) Murbad road, Shahad -421103,
 Dist. - Thane for the post of sr. superintendent.

 write an application for the post of Jr. Engineer in BSNL, Mumbai give your BIO –DATA.
 write a letter of application along with a resume to precision automobile industry,
Koregaon Park, pune -01 for the post of Junior Engineer.
 Draft a resume to be sent as an enclose for the post of trainee engineer.
 Draft a report on accident in glass factory, suggest measurers
and remedies.
 Write a report/essay on, ‘Global Warming’.
 As a works manager write a progress report on your company product.
 Write a report on the sudden decrease in the production of a chocolate factory, give
suggestions.
.