NEEMA BALAN

Lecturer ( Humanities)
1

ESSAY-WRITING
The word essay is defined in The Concise Oxford Dictionary
as a literary composition (usually prose e short) on any subject!
"ccordin#ly$ it is a written composition #i%in# expression to one!s own
personal ideas or opinions on some topic$ an e%ent a situation$ an
object or a problem &t is a presentation leased on ones experience
and perceptions 'ere more than the ori#inality of an idea$ the
approach of the writer is %alued (ssay is written in a personal style
Characteristics o a Goo! Essa" #-
$NITY# - "n essay must ha%e unity$ ie de%elopin# on them with a
definite purpose
%R&ER# - The essay should follow a certain ordered line of thou#ht e
come to a definite conclusion &t should not consist of hapha)ard
reflections put down any how These should not only the unity of
subject but also unity of treatment
BRE'ITY# - (ssays should not the exceptional lon# The limit should
be maintained &t should be a brief exercise$ concisely expressed
STYLE# - The style of an essay should be di#nified e literary " lon#$
collo*uial terms$ and free a easy instruction should be a%oided "lso
it is mista+e to attempt any fli#hts of fine writin# The lan#ua#e a
sentence construction should be simple$ directs natural
(ERS%NAL T%$CH#- "n essay should se%eral the personal feelin#s
of the writer &t should ha%e the indi%iduality of the writer
(ssay is written in a personal style with the reader in mind &f a
reader does not enjoy readin# it$ then the purpose in defeated
(ssays are #enerally classified into the followin# fi%e types,
(i) Narrati)e Essa"# - incidents or happenin#s are narrated
chronolo#ically in a narrati%e essay -e try to #i%e a
se*uential account of the happenin#s -e adept the
approach as style of a narrator or story letter$ tryin# to
#radually mo%e towards the main e%ents or climax .arrati%e
essay may deal with
(a)'istorical stories or le#end (the rei#n of "+bar)
2
(*)/io#raphies (life of /abar)
(c)&ncidents (a street *uarrel)
(!)"n accident or natural disaster (flood$ fire)
(e)" journey 0 %oya#e
() " story (real1ima#inary)
(ii)&escri+ti)e Essa"# - 'ere the writes describes an object$ a
place$ an e%ent or a natural phenomenon One tries to
create %isual ima#es and wor+s on the subject li+e a painter
(# Or#anic life$ 2y fa%orite film star
(iii) E,+ositor"-Re.ecti)e Essa"# - it contains the
thou#hts of its author on some subject3 an idea arisin# in
the mind &t consists of reflections or thou#hts on a
particular topic$ which is #enerally of an abstract nature for
e#
(a)'abits$ *ualities (thrift$ cowardice$ heroism)
(*)4ocial$ political 0 domestic topics (riches 0 po%erty$
#o%ernment)
(c)5hilosophical subjects (reality$ consciousness)
(!)6eli#ious 0 theolo#ical topics
(i)) Ar/umentati)e Essa"#- &t deals with subject on which
people hold conflictin# %iews and opinion They are written
on topics which can be debated and on which people can
ad%ance heated ar#uments for a#ainst the %iew e#
(a)4hould ban+s be pri%ati)ed7
(*) 4hould &ndia #o .uclear7
()) Ima/inati)e Essa"#- here we ima#ine oursel%es in a
situation or ta+e up a hypothetical position One can indul#e
in fli#hts of fancy 0 #i%e expression to ones faculty of
ima#ination
(# (a) The autobio#raphy of a horse
(*) &f & were a multi3millionaire
3

STR$CT$RE %0 ESSAY
"n essay should ha%e an appropriate structure &f ideas are
presented loosely$ they will not carry con%iction 'ence it is
necessary to arran#e ideas systematically 0 ensure the essay #ets
unity 'ence we should follow the three tier structure in essay,
(i) &ntroduction1/e#innin#
(ii)2iddle12ain /ody
(iii) (nd1Conclusion
Intro!uction#- 4hould inform the reader of the topic " #ood
be#innin# is %ery necessary 4ome ways of be#innin# are,
(a)Define the topic This introduction is effecti%e in reflecti%e
essays
(*)5ose a *uestion to arouse the interest of the reader /ut
later in the essay$ you ha%e to supply an answer to the
*uestion raised This be#innin# in effecti%e in reflecti%e 0
ar#umentati%e essays
(c)/e#un an essay with a *uotation rele%ant is the topic
(!)4tart wit ha personal anecdote or experience
(e)/e#in by describin# a scene or a situation

&ntroduction is followed by the
Main *o!"#- &t contains ones description of an object$ scene$
e%ents$ natural phenomenon or ones! %iews on any problem
The ideas collected are presented in the section The ideas are
arran#ed in a lo#ical order 0 presented in different para#raphs One
para#raph should ha%e one main idea or theme "ll the para#raphs
should be connected3 one leadin# to another This #i%es unity to the
essay The ideas should be discussed properly 0 supported with
examples illustration
Discussion is the main body leads to conc.usion1 &t must
emer#e naturally The conclusion can tie a brief summary$ a
restatement of ones %iewpoint or emphasis upon the solution to a
problem &t can also be a brief reminder of the main e%ents
(LANNING THE ESSAY
8irst understand the topic$ 0 decide whether one has sufficient
ideas on the topics Determine the line of thou#ht one wishes follow
.ext #et down the ideas as they occur The ideas that ha%e been
4
jotted fall into a certain cate#ory try to arran#e the ideas into different
cate#ories Than arran#e these ideas 0 prepare an outline The
arran#ement should be lo#ical The essay must ha%e an impression
that it is a well inte#rated pattern of thou#ht
Thin+ of an attracti%e be#innin# &t should be fresh$ ori#inal 0
arrestin# 9i%e the different aspects of the topic$ one idea in one
para#raph Decide on the examples 0 illustration :our thou#ht
should show lo#ical de%elopment 0 must not the jumbled The
conclusion must be stated clearly 0 firmly &t should not be %a#ue 0
shabby
.e%er be irrele%ant ;a#ue #enerali)ations$ %iolent statement
etc should be carefully a%oided Do not o%erload an essay with
statistics <astly use simple lan#ua#e$ a%oid difficult 0 unfamiliar
words The sentences should be short 0 simple "%oid all repetitions$
be concise 0 to the point The lan#ua#e should be free from
#rammatical 0 spellin# mista+es Complex sentence structure should
be a%oided
To conducts$ essay is a %ery sensiti%e form of self expression &t
is harmonious blendin# of thou#ht 0 expression!
(R2CIS WRITING
The word pr=cis! is deri%ed from 8rench$ meanin# exact! or
terse! &t is pronounced 5ray > see! " pr=cis may be defined as a
restatement in shortened form of the main idea and points in a piece
of writin#! There are no fixed rules about the len#th of a pr=cis but
ordinarily it should contain one third of the number of words in the
ori#inal passa#e 5r=cis is not puttin# in different words$ neither is it a
paraphrase$ nor a list of the main points &t is a piece of continuous
writin# 0 to be effecti%e &t should ha%e proper or#ani)ation of ideas$
lo#ical se*uencin# of points 0 the use of simple lan#ua#e /ut at the
same time precise is not creati%e writin# &t is merely a condensed
reproduction of the ori#inal writes ideas$ %iews etc
5r=cis writin# is an exercise in compression &t is a #ist of the
passa#e$ expressed in one!s own lan#ua#e &t should be lucid$
succinct 0 full ie includin# all essential points
3ua.ities o a Goo! (r4cis
(i) Com+.eteness# - " pr=cis should co%er the essential contents
of the #i%en passa#e &t should not omit any important facts or
ideas
5
(ii)C.arit"#- &t should express the meanin# of the ori#inal passa#e
clarity 0 be free from all ambi#uities -ithout readin# the
ori#inal one should be able to #et the main messa#e throu#h
the pr=cis
(iii) Conciseness# 3 " pr=cis must be brief 0 concise &t should
be a coherent piece of writin#$ presentin# the ar#uments
lo#ically " smaller %ersion of the ori#inal by mere omission of
words$ phrases1 clauses #i%es a poor show
TEN STE(S T% (RECIS WRITING
(I) To understand the passa#e$ read it easefully 5ut down
the main theme in a phrase or sentence Thin+ of a suitable
title
(II) 6ead throu#h the passa#e a#ain$ this time underline the
+ey words$ phrases$ clauses and sentences
(III) 4elect the essential points$ #ot them down$ 0 reject the rest
(I') 5repare your first draft on the basis of underlined +ey words$
5hrase etc
(') Compose your draft with the ori#inal for any omissions$
&rrele%ancies etc
('I) Chec+ the len#th of the pr=cis &f it is mo%e them the
se*uential limit$ #o throu#h the draft a#ain and delete
unnecessary details Cut it down to the re*uired len#th
('II) 6ead the re%ised draft payin# attention to punctuations$
spellin#s$ and #rammar
('III) 5repare the final draft neatly
(I5) -rite in brac+ets$ in the ri#ht hand corner the number of
words used
(5) -rite rou#h! on the tope of your first draft and cross them
out
&%6S 0%R (RECIS WRITING
(I) ?se your own lan#ua#e as for as possible
(II) @eeps the same se*uence of e%ents$ ideas$
ar#uments etc$ as the ori#inal passa#e$ chan#e only for the
la+e of clarity
6
(III) Drop fi#ures of speech$ examples and illustrations &n a
passa#e de%oted entirely to illustrations$ use the same in a
compressed form
(I') 9i%e maximum information within the re*uired limit
(') ?se indirect speech and third person
&%N6TS 0%R (RECIS WRITING
(I) "%oid copyin# from the ori#inal
(II) Do not #i%e any title unless specifically re*uired
(III) Do not di%ide your pr=cis into para#raphs unless the ori#inal
passa#e is %ery lon#
(I') Do not chan#e any facts
(') Do not ma+e any comments
LETTER WRITING
NEE& %0 A B$SINESS LETTER#-
Correspondence is one of the chief means of +eepin# oneself in
contact -ith those separated by distance (%ery business$ bi# or
small$ has to maintain contact with the external world includin# other
businessmen$ customers and #o%ernment departments Of course
there exists other means of communication$ li+e telephone$ telex$
tele#raph etc but they can ma+e only a temporary impression on the
recei%ers! mind 0 they are *uite expensi%e too 'ence despite the
a%ailability of modern means of *uic+ 0 con%enient ways of
transmittin# humans sound$ letters are as important a#o
" letter is really$ a piece of con%ersation by post 'ence
con%ersin# with friends1relations by post$ are called +ersona. .etters
<etters written to other firms and companies$ customers$
suppliers$ #o%t offices etc are called *usiness .etters Their aim is
to achie%e a definite purpose$ such as sellin# a product$ ma+in# an
en*uiry$ see+in# information or ad%ice$ creatin# #ood will etc
" business letters must therefore appeal to the reader!s interest
0 induce in him the proper mood The ability to adapt oneself to the
readers! point of %iew is the basic re*uirement of a #ood letters
7
(RINCI(LES#
Courtes" 7 consi!eration#- One most obser%e the basic principle of
social relationship 0 re#ard for others fallin#s They should
ha%e necessary tact 0 courtesy Courtesy softens the stin# of
an unpleasant piece of information$ creates #ood will and
produce a fa%orable response 9ood will is a #reat asset for an
or#ani)ation and courtesy in correspondence is one of the most
natural 0 economical means of buildin# it
Consideration for the reader!s interests$ needs 0 desires is
+nown as the "ou-attitu!e This does not mean that the writer
should completely suppress his own interests 4incerity 0
truthfulness con%ince the most
&irectness 7 Conciseness# Transmission of maximum information
by usin# minimum words should be one!s aim in letters writin#
&f clear and concise are is able to arrest the attention of the
reader
(a)A)oi! 'er*osit"#- a study re%eals that there is lot of
deadwood 0 %erbosity in business correspondence One
should a%oid these 0 try to be direct 0 simple
(*)(ositi)e 7 &irect Statement#- &t is more polite to directly
state the information one needs or the action re*uired$
that to su##est it by a ne#ati%e statement
C.arit" 7 (recision# " simple expression 0 a clear thin+in# are the
two most important %irtues of effecti%e writin#
(rom+tness# 6espond to the letters the day it is recei%ed or else
ac+nowled#e the letter
Accurac"8 Com+.eteness 7 C.arit"# "ll fact$ fi#ures$ statement$ etc
must be accurately mentioned &t is a #ood practice to %erify
them before includin# it in the letters
Sa.esmanshi+# (%ery letters one sends should be an ambassador of
ones firm &t must carry a messa#e 0 enhance ones reputation
The lan#ua#e of a business letters should be familiar$ a%oid
usin# formal style
8

0$NCTI%N %0 A B$SINESS LETTER
(I) " business letter ser%es as a record for future reference
(II) &t lea%es a more lastin# impression on the recei%er!s mind than
an oral messa#e
(III) 4ince it can reach anywhere$ it is used to widen the
area of operations
(I') &t is used as a le#al document
(') &t is used to build #ood will
9IN&S %0 LETTER
/roadly spea+in# letters can be classified as personal and non3
personal 5ersonal letters are informal$ written to exchan#e news or
to see+3fa%or They are written to friends1relations etc in a friendly$
informal style /usiness letters are non3personal letters
/usiness letters can be classified as official letters$ demi3
official (DO) letters$ internal letters or memos$ form letters etc
Official letters are written to #o%t or semi3#o%ernment bodies
Demi3official or DO letters are official in purpose but are
addressed to a person by name DO letters may be written if
(i) The matter re*uire personal attention of the addressee$
(ii) The matter is of confidential natures
(iii) the matter is ur#ent and re*uires immediate disposal
&nternal letters or memos are used both in #o%t offices 0
business houses for internal communication
8orm letters are used for correspondence of recurrin# or routine
nature They are used in case of ac+nowled#ements$ reminders
inter%iews$ notices$ appointments etc they ha%e a standard form with
some blan+s left in them which are filled in and sent to the
addressees 8orm letters lac+ personal touch$ but same lot of time 0
labor
9
STR$CT$RE 7 LAY-%$T
8irst as apparel off proclaims the man$ the appearance of a letters
often re%eals the characters of the writer 0 the or#ani)ation
E.ements o Structure#-
The followin# elements usually constitute the structure of a business
letters
(i) 'eadin#
(ii) Date
(iii) 6eference
(i)) &nside address
()) "ttention line
()i) 4alutation
()ii) 4ubject
()iii) /ody
(i,) Complimentary close
(,)4i#nature
(,i) &dentification mar+s
(,ii) (nclosure
(i) Hea!in/#- 2ost business or#ani)ations use printed letter
heads for correspondence &t contains the name$ address$
the telephone no$ tele#raphic address etc
(ii) &ate#- 4ome letters heads contains a printed line indicatin#
where the date should be typed The date$ month 0 year is
indicated e# : march8 ;<<=- March :8 ;<<=1
/oth methods are acceptable
(iii) Reerences#- &t is the number assi#ned to a letter The
purpose of reference is to enable replies to be lin+ed with the
pre%ious correspondence 0 also to send replies to these
letters to the proper office or department 4tatin# the
reference helps *uic+ 0 easy future reference e#
10
C'"?@4( O&< 2&<<4
9o+hale 2ar+et$ /ombay 6oad
"+ola 3 AAABBC
:our 6ef,3
Our 6ef,3
(i)) Insi!e a!!ress#- The full address of the person or
or#ani)ation addressin# to should be written two spaces
below the date The names of persons$ firms$ streets$ roads
etc should be written These details should not be
abbre%iated "nd special attention should be #i%en to
spellin#s of names$ for if you misspell a name$ it #i%es an
impression that you ha%e little respect for the person
Mo!e o a!!ress#
(a)2r or 4hri for men both married1unmarried
2iss for unmarried women
2iss1 4hrimati for married women
2s 8or married1unmarried women
2essrs plural of 2r
2isses plural of 2rs
e# 4hri 9C 'onolli
Commerce Colle#e
9ada#
(*)titles of ran+ are used as under,
(i) Dr D @ 8rani
(ii) Col / 4hetti (2" 5hD)
Some tit.es use! are# 4ir$ 6e%erend$ Doctor$
5rofessor$ Colonel$ 6ao /ahadur$ 5adma 4hri$ etc
()) Attention Line#- To ensure prompt attention$ sometimes a
letters which is addressed to a firm1company is mar+ed is a
particular officer This is done by writin# an attention line two
spaces below the inside address 0 tow spaces abo%e
salutation e#
Attention# The sa.es Mana/er
()i) Sa.utation#- &t is an essential in#redient in a letter$ its li+e
#reetin# a person when one meets another &t is placed two
spaces below attention line or if not below inside address
The choice of salutation depends upon the personal
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relationship between the writer 0 the reader 4ometimes
sales 0 circular letters are addressed as Dear Customers!$
Dear 2ember!$ Dear 6eader!$ Dear 4ubscriber!$ etc
()ii) Su*>ect#- The purpose of subject line is to let the reader
+now immediately what the messa#e is about
()iii) Bo!"#- The main purpose of a letter is to con%ey a messa#e
0 the main purpose of the messa#e is to produce a suitable
response in the reader This is done throu#h the body of a
letters Therefore$ it is important to or#ani)e 0 arran#e the
material %ery carefully
&n the first para#raph reference$ to any correspondence
should be #i%en 0 in the second the main messa#e should
be stated The pares that follow should contain further
details$ if any The closin# para#raph should indicate your
expectation$ wishes or intentions
(i,) Com+.imentar" C.ose#- &t is a courteous lea%e ta+in# > a
polite way of endin# a letter The close must a#ree with the
salutation e#
4alutation Complimentary Close
(i) 4ir :ours faithfully$
:ours obediently
(ii) Dear sir$
Dear 2adams12adam$
:ours faithfully$
(or)
yours truly$
(iii) Dear 4ri14mt1@um E:E$
2y dear 4ri14mt1@um E:E$
:ours sincerely$
(i%) Dear E:F$
2y dear E:F$
:ours sincerely$
(or)
:ours e%er$
(%) Dear member1Customer1
6eader14ubscriber
:ours sincerely$
12
(,) Si/nature#- &t is the si#ned name of the writes &t is below
the complimentary close
(,i) I!entiication Mar?s#- These mar+s are put in the left
mar#in to identify the typist of the letter The initials of the
offices who dictated the letters are put first e# &f the letter
has been dictated by 4hri < . 9oswami 0 typed by 2s
'oney 4hah$ then the identification mar+s will be as follows,
<.91'& (or) <.9,'& Or '&1hi
The last two initial slow only the typists initials
(,ii) Enc.osure#- &f anythin# is attached to the letters$ it must be
indicated a#ainst the enclosure line$ e#$
(ncl, C 2ar+ sheets of /(
G 6esume
" pent from this some other thin#s are to be +ept in
mind while writin# a letter 8or ma+in# a fa%orable initial
impression$ it is necessary to choose a #ood *uality paper
The standard si)e of paper used is H I by CC inches
4econdly most business letters are typed co) typin# sa%es
time 0 #i%e a tidy appearance to the letter
2ar#ins in a letter add to its attracti%eness 9enerally$
a one inch mar#in is left on the sides 0 C I inches on the
top 0 bottom <astly the modern tendency is to omit
unnecessary commas 0 full stops 0 to use %+en
punctuation 'ere punctuation mar+s are used only in the
body of the letter Mi,e! punctuation is that where a coma is
put after date$ house no$ salutation and complimentary
close 0 a full stop follows the last line of the inside address
The third style is C.ose punctuation$ which is con%entional
where the main parts of the letter are punctuated The most
commonly used style by business houses is the mixed
punctuation
(n%elopes used should be of a suitable si)e 0
minimum folds must be there in a letter
STYLE %0 (RESENTATI%N
There are se%eral styles for writin# business letters They are,3
13
(C)&ndented style1
(G) /loc+ style
(J) Complete3/loc+ style
(A) 4emi3/loc+ style
(K) 'an#in#3&ndented style
(@)In!ente! St".e#- Oldest form of business letter (ach new
element is indented (space from mar#in) G or A spaces Closed
punctuation is used

/hauderi
Tradin# Co <td
AJA$ 2athura 6oad$
.ew Delhi3CCBBBC

October JB$GBBA
The ?nited Commercial /an+ <td$
CCJJ$ 2ahatma 9andhi 6oad$
.ew Delhi 3 CCBBBC
Dear sir$
5lease refer to 333 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333 3 33 33 3 3
33 3 3 3 3 3 3 33 33 33
-e are #rateful 333 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333
3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 333 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333
3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333
333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3
3333 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3
3 33 333333 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333 3 3 3 3 3 3 3 33 3 3 3
3 3 3 3 3 33 333333 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333 3 3 3 3 3 3 3
33 3 3 3 3 3 3 3 3 33 333333 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333 3 3 3
3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333
:ours
faithfully

E:F
14

4ecretary
"4/1C#
(;)B.oc? St".e#- 'ere the date line$ complimentary close 0
si#nature are ali#ned$ with ri#ht mar#in$ all other elements
excepts head are set flush left Di%isions between elements 0
pares of body of letter are indicated by double spacin# 2ixed
punctuation is used
/harat "luminum Corporation
JBJ$ Dahan#ir 6oad
"hmeda
bad 3JHBBBJ
CB 4eptember GBBA$
:our 6ef, AJ35"1BA
Our 6ef, 5OC3JBu
The 9eneral 2ana#er
4hahi Cements
4aran#pura
9ha)iabad > GBCBBC
Dear sir$
& re#ret 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3 3 3 3 3 3 3
33 3 3 3 3 3 3 3 3 33
dama#ed condition 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3
3 3 3 3 3 3 33 3 3 3
& shall be 333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333 3 3 3 3 3
3 3 3 3 333 3 3 3 3
15
333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3
3 33 333333 333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3 3 3 3 3
3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333
333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3 3 3 3 3 3 3 33 3 3 3 3
3 3 3 3 33 333333 333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 33333
:ours 8aithfully
E:F
5urchase Officer
(:)Com+.ete B.oc?#- "ll parts$ except the printed letters head are
ali#ned with the left mar#in <etter sa%es more time$ Co)
indentation is not re*uired /ut some don!t li+e it for it appear
imbalanced 0 hea%y on left side Open punctuation used
16
(=) Semi-B.oc?#- This is li+e the bloc+ style except that the
para#raphs of the letter are indented 2ixed punctuation used
Socia. Corres+on!ence
<etters are written to fulfill social obli#ations or to meet personal
need which may not be directly related to our official or professional
acti%ities 4ome letters are li+e$ letters of con#ratulations$ in%itations$
introductions$ recommendations$ condolences$ letters con%eyin#
acceptances 0 re#rets$ etc
The format 0 style of these letters is same as the business
letters$ but thy ha%e an air of ease 0 intimacy$ casualness
5romptness is the +ey to success in social correspondence
17
The followin# se%en parts usually constitute the structure of a
social letters, senders address$ date$ salutation$ body$ complimentary
close$ si#nature$ 0 recei%ers address e#
4enders "ddress
Date
4alutation
( /ody)
333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3 3 3 3 3 3 3 33 3 3 3 3
3 3333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3 3 3 3 3 3 3 33 3 3
3 3 3 3333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3 3 3 3 3 3 3 33
3 3 3 3 3 3333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3 3 3 3 3 3 3
33 3 3 3 3 3 3333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3 3 3 3 3
3 3 33 3 3 3 3 3 3333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3 3 3
3 3 3 3 33 3 3 3 3 3 3333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333 333333333333 3
3 3 3 3 3 3 33 3 3 3 3 3 3333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33 333333
333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3 3 3 33
333333 333333333333 3 3 3 3 3 3 3 33 3 3 3 3 3 3
(%)Complimentary close
(i)

4i#nature
6ecei%er!s "ddress
TESTIM%NIAL#- &t is a recommendation made for a person in
#eneral terms ?sually it is a statement about the experience$ abilities
and *ualities of a person &t may be written by an officer for an
employee &t is a certificate testifyin# the character 0 *ualifications of
the person1applicant &t can be referred to as a letters of
recommendation from a reliable 0 respectable third party
18
B$SINESS 7 TECHNICAL RE(%RT
Characteristics#-
The word report! is deri%ed from the <atin reportare which means to
carry lac+ Re L bac+ M portare L to carry " report is a !escri+tion
o an e)ent carrie! *ac? to someone Aho Aas not +resent on the
scene1 Thus broadly spea+in# many memos$ letters and news items
are reports 2any ha%e tried to define report,
" report is a communication from
someone who has information to
someone who wants to use that
information
- C " /rown
The essential points are,
" report is a formal statement of facts or information or an
account of somethin#
&t is presented in a con%entional form
&t is written for a specific audience
&ncludes information about procedure of collectin# data 0
si#nificance of such data
&t contains conclusion of the writer
Often includes recommendations
" report differs from other composition$ it is a con%entional
form written to meet some specific need or re*uirement
Im+ortance#-
" report is a basic mana#ement tool used in decision3ma+in#!
" lar#e no of important decision in business$ industry or #o%t are
ta+en on the basic of information presented or recommendations
made in reports " commission or committee$ a study #roup or a
panel is re*uired to present its findin#s1recommendations in the form
of a report
&t has ri#htly been said that for runnin# an industry or business
efficiently the s+ill of report writin# is as necessary as #ood
e*uipment 0 *uality raw materials
19
6eport writin# de%elops the power of discrimination$
or#ani)ation$ jud#ment 0 communication 0 decision ma+in#
TY(ES %0 RE(%RT
6eports may be oral or written "n oral report is a piece of face3
to3face communication &t is simple 0 easy to present &t may be about
somethin# seen or absorbed /ut a written report is always preferred
&t is relati%ely more accurate 0 permanent &t enjoys se%eral
ad%anta#es o%er oral reports,
@1 "n oral report can be denied at any time /ut a written report
is a permanent record The reporter cannot demy what he
has reported first
;1 Oral report tends is be %a#ue &n written report$ the write tries
to be accurate 0 precise
:1 " written report can chan#e hands without any dan#er of
distortion durin# transmission
=1 " written report can be referred to a#ain 0 a#ain
T"+es o Business Re+ort#-
-e can classify business reports into3
(@) On the basis of le#al formalities we can ha%eN 8ormal 0 &nformal
reports,
0orma. re+orts# it is prepared in a prescribed form 0 is
presented accordin# to an established procedure to a
prescribed authority 8ormal reports can be statutory
(presented accordin# to the form 0 produce laid down by low)
or non3statutory (not re*uired under any low)
Inorma. re+orts# &t is usually in the form of a person3to3person
communication it may ran#e from a sheet$ fra#mentary
statement of facts on a sin#le pa#e$ to se%eral pa#es of
detailed information They may be in the form of a letter$ memo
etc
(;) On the basis of the fre*uency of issue,
(erio!ic-Routine re+orts# They are prepared 0 presented at
re#ular$ prescribed inter%als They may be submitted annually$
semi3annually$ monthly$ fortni#htly$ wea+ly or daily 4uch
reports contain a mere statement of fact without any
recommendation
20
S+ecia. re+orts# They are related to a sin#le
occasion1situation They deal with non3recurrent problems
(:) On the basis of function, &f a report merely presents facts pertinent
to an issue or situation$ it is
Inormati)e# on the other hand$ if it analyses the facts$ draws
conclusions$ 0 ma+es recommendations$ it may be described
as "nalytical1interpretati%e or in%esti#ati%e report
"n informational report contains only the data collected or the
facts obser%ed in an or#ani)ed form -hereas an interpretati%e
report contains facts$ but it also includes an
e%aluation1interpretation or analysis of data 0 the reporters
conclusion &t may ha%e recommendations for action 4uch a
report is also called recommendation or recommendatory
report
(=)On the basis of the nature of the subject draft with$ we ha%e
problem determinin# report$ fact3findin# report$ performance
report$ technical report
(B)On the basis of the number of persons entrusted with the
draftin# of reports$ we ha%e reports by indi%iduals and reports
by committees1sub3committees
T"+es o Routine Re+ort#-
(ro/ress Re+ort#- &n any lon# term project wor+$ the administration
+eeps itself informed throu#h pro#ress reports The project
may be construction of brid#es$ buildin#s$ lay3out of a
residential colony or installation of an e*uipment in a factory
La*orator" Re+ort#- &s the experiment carried out in a laboratory to
last a theory$ %erify the modifications or to examine the
%alidity of the research findin#s " lab report is an account of
the %arious steps$ findin#s 0 conclusions$ put to#ether in a
lo#ical order The followin# elements #enerally constitute a
lab report,
(i) 'eadin# (ii) (xperiment .o (iii) Date (&;) Object (%)
"pparatus used (%i) 2ethod15rocedure (%ii) Obser%ations
(%iii) Conclusion (ix) 4i#nature
Ins+ection Re+ort#- They are of G types,
21
(i) &nspection done on a piece of e*uipment to find out
whether it is functionin# properly or re*uires some
repairs1replacement
(ii)6eport which indicates the result of inspection of a
product as a part of *uality control
In)entor" Re+ort#- &t is customary to ta+e stoc+ of e*uipment$
furniture$ stationary etc at re#ular inter%als
Annua. Coni!entia. Re+ort#- 5eriodic e%aluation of the
performance 0 #eneral conduct of the employees are made
at appropriate times for rewards such as increments$
promotions$ transfer etc
&t is done to determine whether a person is efficient or not

ELEMENTS %0 STR$CT$RE
6eports are mainly di%ided into, front matter$ main body$ bac+
matter
0ront Matter#-
@1 Co%er
;1 8rontispiece
:1 <ittle 5a#e
=1 Copy 6i#ht .otice
B1 8orwardin# <etters
C1 5reface
D1 "c+nowled#ements
E1 Table of Contents
F1 <ist of &llustrations
@<1 "bstract 0 4ummary
Main Bo!"#-
@1 &ntroduction
;1 Discussion1Description
:1 Conclusions
=1 6ecommendation
22
Bac? Matter#-
@1 "ppendices
;1 <ist of 6eferences
:1 /iblio#raphy
=1 9lossary
B1 &ndex
8rom the abo%e elements$ the title pa#e$ introduction 0
discussion1description are obli#atory These elements are #enerally
applicable to formal writin#s such as articles$ research papers$
memo3#raphs$ boo+s etc
0R%NT MATTER
Co)er#- &t is usually made of write or some soft$ neutral3colored card
&t protects the manuscript from dama#e 0 #i%es the report a
heat appearance The co%er usually contain the title of the
report$ number (if any)$ date$ classification (secret$ top secret)
etc The co%er is the first impression$ hence we should not
crowd it with information The inside of the front co%er 0 both
the insides 0 outside of the bac+ co%er are usually left blan+
0rontis+iece#3 &t #enerally appears in bound reports meant for wide
insulation &t is a window display which i#nites the curiosity of
the reader The form most of ten used are map$ photo#raphs$
articles$ drawin# etc
Tit.e (a/e#3 &t is usually the first ri#ht hand pa#e of the report &t
contains all information #i%en on the co%er$ and also$ the sub3
title$ author!s name$ job no etc
Co+"ri/ht Notice#3 &t is #i%en in the inside of the title pa#e as,
@ 1999, The McGraw-Hill companies$
4ometimes the followin# note is added,
All rights reserved. No part of this report ma !e reprod"ced in an form
or ! an means witho"t permission in writing from the p"!lisher..
0orAar!in/ Letters#- They are of G types, Co%erin# 0 &ntroductory
/oth are written for the primary recipient of the report$ the first
23
type ser%es simply as a record of transmission 0 is not bound
with the report The introductory letters helps to establish a
report with the reader 'ere besides mentionin# the title$ we
tell the scope$ contents 0 purpose of the report briefly
(reace#- &t introduces the report$ not the subject3matters The
preface should not be confused with the foreword -hile the
former is written by the author himself$ the letter is usually
written by an authority or expert in the field
Ac?noA.e!/ments#- 'ere we mention dili#ently$ the momes of
persons 0 or#ani)ations who ha%e helped in the production of
the report
Ta*.e o Contents#- &t #i%es the reader an o%erall %iew of the report$
0 help him locate a particular topic or sub3topic easily 'ere
pa#e nose are carefully chec+ed a#ainst each topic 0 sub3
topic
List o I..ustrations#- &f there are lar#e no of table 0 fi#ures a
separate listin# is done soon after the table of contents &t
#i%es the information about the no$ title 0 pa#e no of each
illustration
A*stract 7 Summar"#- 2ost reports contain a synopsis (also called
abstract$ epitome$ precise$ di#est) which is a report in
miniature There are a few differences between abstract 0
summary accordin# to different writes The main difference is
that of function "n abstract tells in concentrated form what
the report is about$ and a summary #i%es the substance of the
report " summary presents the report in a nuts hell$ without
any illustration 0 explanations /y it nature an abstract is
shorter than a summary &t is howe%er #enerally a#reed that
the len#th of an abstract should be about G3KO of the ori#inal$
whereas that of the summary between K3CBO
" reader interested in +nowin# the extent of co%era#e will be
satisfied with the abstract$ whereas if he wants to +now the
method of analysis$ si#nificant findin#s$ important conclusion
0 recommendations made$ then he needs a summary
24
MAIN B%&Y
Intro!uction#- This presents a betters startin# point to the reader
The major function here is to tell what the report is about$ what
wor+ has already been done on the subject 0 what new
#rounds ha%e been co%ered 'ere
'istorical1Technical bac+#round
4cope1<imitation 0 problem 0 purpose
Ori#in14ource 0 method of collectin# data
Deference of special terms14ymbols etc
"re included
&iscussion or &escri+tion#- The information collected is presented
0 related to the problem it discusses or describes the main
business of the report The main function of this part is to
present data in an or#ani)ed form$ discuss this si#nificance
and analysis 0 the result that flows there from Thus is not set
procedure for writin# this 4ome writes follow the bac+ward
order ie$ first statin# the result P then describin# how they
arri%ed at it
Conc.usion#- &t is the remar+s at the end of a piece of writin# &ts
function is to brin# the discussion1description to an end &t
refer to the lo#ical inferences drown 0 the jud#ments formed
on the basis of analysis
Recommen!ation#- &n some reports the conclusions 0
recommendations are combined as they are closely
associated The function of recommendation is to su##est the
future course of action
BAC9 MATTER
A++en!ices#- "n appendix contains material$ needed to support the
main body of the report but is too detailed or %oluminous to be
included in the text &t is such that the reader can safely omit it
without any loss of understandin# the contents of the report
25
9enerally the +inds of material included in the appendix are
*uestionnaires$ statistical data$ detailed calculations$
deri%ations$ sample documents$ specimen$ definition etc
List o Reerences#- &t is essential to #i%e credit to wor+s
published1unpublished$ which we ha%e used1*uoted in our
report This is done by citin# such wor+s in the text 0 listin#
them in se*uential order &f they are small in no they can be
mentioned in the footnotes$ at the bottom of the pa#e 'ere the
attention is drawn by puttin# a printers mar+ #a star$asteris%.&
e# 'arner Alan, A (hort G"ide to )nglish (tle, *+ford ,niversit
-ress, .ondon, )./( )ditor 1901, pp 12-13
Bi*.io/ra+h"#- &t is a serially numbered list of published1unpublished
wor+s which are consulted before1durin# the preparation of a
report &t is distinct from references,
@1 /iblio#raphy lists the wor+s which the author has read$ to which
he is indebted for idea1information$ whereas list of references
point to out specific location of an idea or piece of information
;1 /iblio#raphy contains wor+s recommended for further study$
whereas reference do not perform any such function
:1 (ntries in biblio#raphy are in alphabetical order$ whereas$ in
references it is se*uential$ in the order a suited
=1 /iblio#raphy is often prepared before writin# the report$ the list
of references is prepared while writin# the reports e#
Mohan, 4rishna 5 N.-. (ingh. 19996. (pea%ing )nglish )fficientl. New
7elhi. Macmillan 8ndian .imited.
G.ossar"# - 9lossary is a list of technical words used in the report 0
their explanation &f the no of words is small$ they are #enerally
explained in the footnotes
In!e,#- it ser%es as a *uic+ #uide to the material in the report &t helps
the reader to locate any topic$ sub3topic or important aspects
(ntries here are made in alphabetical order 0 all pa#e nos on
which the information of entries is a%ailable is mentioned
a#ainst it
26
A((LICATI%N LETTER
Im+ortance 7 0unction#
"pplication letters are written when someone needs a job
There is always stiff competition for any job$ 0 a prospecti%e
employer will form his first impression about your from your
application These letters are personal letters incorporatin# a few
features of business letters
" letter of application is written to sell one!s ser%ices &t should$
ha%e all the *ualities that are re*uired in the sale of any tan#ible
product
The first objecti%e of an application letter is to obtain an
inter%iew 4o the letter must be distin#uished enou#h to attract
immediate attention and to arouse interest &t must con%ince the
employer that he can profit from the talents 0 ser%ices that the writer
offers
-hile writin# an application we must +eep the employer!s point
of %iew in mind &n presentin# the achie%ements we should hi#hli#ht
the tracts the employer is loo+in# for -e should be honest 0 sincere
and say only what is true 0 what can be supported by documents
There are two types of letters of application &n the first$ all the
information about *ualifications$ experience 0 personal details is
#i%en in one letters &n the second these are two parts 5art one is
short co%erin# letter$ containin# reference to the ad%ertisement in
response to which you are applyin# 0 featurin# your most si#nificant
*ualifications for the post 5art two consist of a 6esume3 a sheet
which lists details about you a your *ualifications &t #enerally
includes,
@1 5ersonal details, a#e$ fitness$ marital status
;1 (ducational *ualifications
:1 4peciali)ed trainin#
=1 (xperience 0 achie%ements
B1 4pecial honors 0 distinction
C1 5ersonal *ualities
D1 6eferences, name1address of person who can %ouch for
your achie%ements
27
The second type of application is more effecti%e$ the applicant
#ets a chance to re%eal his personality 0 display his most precious
merchandise
&ratin/ the A++.ication#-
The letter of application is a special co%erin# letterN it must be
somethin# more than a note forwardin# an enclosure &t should
possess the *ualities of effecti%e sales letter &t should be informati%e$
to the point 0 short &ts tone should be friendly but not familiar
@1 The introductory para#raph should attract the employer!s
attention besides sayin# whether you are applyin# in
response to an ad%ertisement or at somebody!s
su##estion or on your own initiati%e
;1 &f an effecti%e openin# para#raph has been written$ we
ha%e excited the employers! interest .ow we ha%e to
show with e%idence how we are a person he is loo+in#
for This re*uires emphasi)in# Those aspects of our
*ualities 0 achie%ements which the post re*uires &f any
outstandin# contribution has been made$ one should
mention it 0 for details refer the employer to the resume 0
prompt him to #o throu#h it
:1 &n the end we should try to moti%ate the employer to
respond fa%orably One!s immediate aim should be to
respond fa%orably
E.ements o Structure#-
The structure of the application letters contain the followin#
parts,
(i) "ddress of the applicant 0 date
(ii) (mployer!s name 0 "ddress
(iii) 4alutation
(i)) /ody
()) Complimentary dose
()i) 4i#nature
()ii) (nclosures
(Details of each element is already discussed in letter3writin#)
28
(RE(ARING THE RES$ME
The resume or the personal data sheet is an in%entory of the
applications personal details$ educational *ualifications$ speciali)ed
trainin#$ experience$ references and any other rele%ant information!s
Reerences#-
" refers is a person who is ready to %ouch for another The
last1inter%iew conducted enables the employer to select a candidate
but before the appointment order is sent &t is necessary for the
employer to obtain information about the selected candidates
inte#rity$ honestly$ ability for the post and any other facts 'ence the
applicant is #enerally re*uested to name$ in their application$ persons
who are willin# to be a reliable source of information about them The
name of those person with whom the applicant has been associated
are #i%en 9enerally the name of the head of the institution where the
applicant last studied and the name of the employers order whom he
wor+ed$ are cited The prospecti%e employer writes to those person
for their confidential remar+s about the applicants characters$ conduct
0 job suitability These remar+s are considered more suitable1reliable
than the open testimonial$ which do not usually s+etch the character
0 competence of the applicant
&t is necessary to obtain the prior consent of the person you
wish to cite as your references
%+enin/#-
wish to apply for the post of ad%ertised by you in Q Q Q Q Q Q
Q Q Q Q Q Q Q Q
of .o% J$ GBBA
5lease refer to your ad%ertisement no AB1RG in the 'T of CG
sept$ GBBA for
a Q Q Q Q Q Q Q Q & wish to be considered for this post
& should be #rateful if you would +indly consider me for the
post of a Q Q Q Q Q ad%t by you in TBC$ dated Q Q Q Q Q Q Q
Q Q
2y *ualification 0 H year!s experience as a Q Q Q Q Q Q Q Q Q
of Q Q Q Q Q Q co$ ma+es me confident that & can do the job
29
of a Q Q Q Q Q Q Q Q Q Q ad%t by you in 'T of dated Q Q Q Q Q
Q Q QQ Q Q
C.osin/#-
& loo+ forward to hea%in# from you soon
& hope that my *ualification will merit your consideration
& would appreciate an opportunity of attendin# an inter%iew
& trust you will fa%or me with an inter%iew
30
N%TICE8 AGEN&A8 MIN$TES %0 MEETINGS1
N%TICES#-
The rules of procedure of e%ery or#ani)ation clearly states the
notice period re*uired for callin# a meetin# > both 9eneral body
meetin# 0 meetin#s of smaller #roups such as #o%ernin# body$
executi%e committee$ finance committee etc The notice is usually
circulated$ a wee+ prior to the meetin#$ to all the members The
notice should reach the members within a reasonable time before the
meetin#s The day$ date$ time 0 place of meetin# 0 the business to
be transacted (a#enda)$ is mentioned in the notice The items of
business is mentioned in the notice it Q Q if their number is small$
otherwise$ they are attached in a separate sheet alon# with the
notice
AGEN&A#-
"#enda is a document that outlines the contents of a forth
comin# meetin# &t is usually sent alon# with the notice of the
meetin# &t is an official list of thin#s to be done or dealt with at a
particular meetin# &t is drown up by the secretary in consultation with
the chairman "t the meetin# the business is normally transacted in
the order in which it is listed in the a#enda &f the a#enda is circulated
as an annexure$ the followin# elements are included,
(i) .ame of or#ani)ation1date of circulation
(ii)Day$ date$ time 0 place of meetin#
(iii) 5ro#ram of business to be transacted
(i)) /ac+#round papers or information
())4i#nature of the secretary
9enerally the first item on e%ery a#enda is confirmation of the
minutes of the pre%ious meetin# and the last item any other matter
with the permission of the chairman Other items are arran#ed in their
order of importance (ach item is numbered some or#ani)ations also
indicate the time when each item will be ta+en up at a meetin# This
helps the #roup to +eep to the schedule 0 cut down meanin#less 0
irrele%ant discussions
MIN$TES#-
2inutes are the official record of the proceedin#s of a meetin#
They are #enerally written by the secretary of the or#ani)ational unit
31
@eepin# minutes of the meetin#s of the board of directors$
committees of directors$ 0 #eneral body of joint stoc+ company is a
le#al re*uirement
2inutes usually contain the main points of discussion$ the
conclusion reached$ the recommendations made P the lasts assi#ned
to indi%idual members 0 #roups 2inutes must be precise 0 they are
not a %erbatim record of the proceedin#s " clear$ concise$ accurate
0 well3or#ani)ed summary of the business liras acted is all that is
re*uired
T"+es o Minutes#- 2inutes are of two types3
(i) 2inutes of 6esolution,3 'ere only the resolutions passed at a
meetin# are recorded and no reference is made to any
discussion precedin# to the resolution
(ii)2inutes of .arration,3 &t is somewhat similar to a report &n
addition to the resolutions passed$ a brief account of the
discussion 0 %otin# pattern is also included
2inutes may be recorded either in a tabular1bloc+ form or in the
form of continuous para#raphs
The followin# items are listed in minutes,
a) .ame of or#ani)ational unit
*) Date$ time 0 place of meetin#
c) .umber of meetin#
!) .ame of chairman of the meetin#
e) .ame of members present
) 6ecord of transactions
/) 4i#nature of the secretary 0 the chairman
(ARAGRA(HING
" para#raph is a #roup of sentences related to one core idea
and arran#ed in a lo#ical order The core idea is #enerally expressed
in a sentences called the topic sentence1theme statement "ll other
sentences clarify the idea$ compare 0 contrast it with other similar
ideas$ #i%e supportin# facts$ details 0 proof$ illustrates or pro%ide
additional information 4ometimes howe%er the core idea is not
expressed in one sentence$ one may ha%e to declare it firm the
para#raph$ as a whole One thin# is essential ha%e$ the para#raph
must ha%e unity of theme 0 cohesion 2ere #ropin# of sentences
does not constitute a para#raph
32
The topic sentence may be located in to be#innin#$ end 0
occasionally in the middle The topic sentence occurrin# in the end
usually summaries the contents of the para#raph
The sentence in a para#raph should be semantically lin+ed
'owe%er to ma+e a written material attracti%e$ it is ad%isable to %ery
the len#th of sentences as well as para#raphs
" para#raph is a number of sentences
#rouped to#ether and relatin# to one topicN or$ a
#roup of related sentences that de%elop a sin#le
point
There is no rule as to the len#th of a para#raph &t can be short
or lon# accordin# to the necessity of the case
The essential of #ood para#raph construction are3
a) ?nity
b) " #ood topical sentence
c) <o#ical se*uence of thou#ht
d) ;ariety$ and
e) " full 0 rounded final sentence in conclusion
33
EN3$IRY8 3$%TATI%N8 %R&ERS8 TEN&ERS
EN3$IRY#-
-hen a buyer wishes to #et some information about the
*uantity$ price$ a%ailability etc of #oods to be purchased$ or about the
terms of sale etc he writes a letter or en*uiry to the seller
4ome ways of openin#,
a) -e would be #rateful to #et details of your prices Q Q Q Q Q Q
Q Q Q Q
b) -e should appreciate details of Q Q Q Q Q Q Q Q Q Q
c) -e should be pleased to #et information about the prices to
terms on which you could supply Q Q Q Q Q Q Q Q
Hints or !ratin/ an GEnHuir"6
4tate the purpose of your letter$ whether you needs #oods$
ser%ices or information
6e*uest for price3list$ catalo#ue etc
"s+ for sample1demonstration etc
Tell the seller +now you #ot his name
4tate the details of your business
"s+ for terms relatin# to discount credit$ mode of deli%ery$
pac+in# etc
9i%e an idea of the *uantity you re*uire$ so as to *uote the
best possible prices
&f you are as+in# for concession$ #i%e reasons3 lar#e 0
continuous order$ ability to promote sales in your area etc
C.osin/ Sentence#-
a) -e would really appreciate an early response
b) 4hould your terms be fa%orable$ we would be pleased to
send our first order immediately
c) 4ince our stoc+s are exhausted 5leases treat this en*uiry
as ur#ent
d) 4ince we plan to #i%e you re#ular business$ please *uote
your most fa%orable terms
34
3$%TATI%N#-
&t is a specific offer for sale$ made in response to an en*uiry
from a particular person or business house " *uotation includes
details about prices of specific #oods$ terms of payment$ conditions of
deli%ery etc
&t is customary for a business or#ani)ation to in%ite *uotations
from se%eral sellers before placin# an order The purpose is to find
out the cheapest 0 the best source of supply of #oods re*uired
Draftin# such a letter needs #reat core so as to #et information we
wish to collect$ and also locate the ri#ht seller 8or this,
a) Describe your needs clearly 0 precisely$ #i%in# details
specification re#ardin# shape$ si)e$ colour$ *uality$ ma+e etc
b) 6e*uest for the seller prices 0 terms of payment
c) "s+ for a sample
d) 9i%e an idea of *uantity re*uired
e) "s+ for #uarantee period
f) "s+ for accessories 0 parts if any
Sen!in/ a 3uotation#-
9i%e a prompt reply to a letter in%itin# *uotations Don!t for#et
to mention,
a) 2ode 0 terms of payment
b) 5lace 0 time of deli%ery
c) 2ethod of transport
d) Char#es on account of sales tax$ Q Q Q QQ$ frei#ht$ Q Q QQ
e) 5ac+in# 0 forwardin# char#es
(.acin/ %r!ers#-
"fter acceptin# a *uotation$ next step is to place order Do not
for#et to
a) 5lace a clear 0 firm order
b) Don!t hesitate to repeat details as si)e$ color$ *uality ma+e 0
description of item 2a+e reference to catalo#ue or
identification number$ if any
c) 4pecify the *uantity statin# the price per unit of each item
d) &ndicate the mode 0 terms of payment
e) 2ention mode of transport
f) 8all the time3period by which you expect the #oods to arri%e
35
#) 4tate the full address 0 place where you want the #oods
deli%ered
h) 9i%e details if you wish any extra +ind of pac+in# 0 be
prepared to pay extra
i) 9ood would be Q Q Q Q Q $ if specifically instructed
In)itin/ Ten!ers#-
-hile *uotations are sou#ht from a few selected sellers$ notices
re#ardin# tenders are ad%ertised in newspapers$ ma#a)ines$ in%itin#
prospecti%e sellers of ser%ices 0 #oods to *uote their rates for doin#
a job or supplyin# #oods specified in the notice -hen a tender is
accepted the successful tender has to si#n a contract$ to do what he
has promised
Tenders are in%ited for jobs$ whose execution is spread o%er a
period of time$ or needs ade*uate prior preparation &t maybe
construction of roads$ buildin#s$ brid#e or bul+ supply of #oods or
renderin# of ser%ice
%+enin/ Sentences#-
Tenders are hereby in%ited for, Q Q Q Q Q Q Q Q Q Q Q Q
estimated cost 6s Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q QQ QQ Q Q Q
4ealed tenders in duplicate are in%ited from Q Q Q Q Q Q Q Q Q Q
Q Q Q Q Q Q
4ealed tender on wor+ order basis or throu#h rate system are
in%ited from the Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q Q
4ealed a separate O rate tenders are in%ited by the
undersi#ned by date, Q Q Q Q Q Q Q Q Q up to time, Q Q Q Q Q Q
Q Q Q Q 0 shall be opened on the same day at time, Q Q Q Q Q
Q Q Q Q Q Q Q Q
36