Oral Communication

• Listening
• Speaking
• Class participation
• One lecture on how to deliver effective presentations.
• Individual and mandatory oral presentation in the 15th week.

Written • Topic was to be selected during winter vacations.

• Submission of topic in the next week along with the

Communication following details?

• Why did you select this topic?
• Which aspects of this topic are important in your view and
need to be talked about? Tentative outline.

Written Communication
• Reading
• Writing
 • Academic Assignments
• Writing
• Writing Effectively
• Summary Writing
• Sentences • Science Project Reports

What next? • Effective Sentences

• Effective Paragraphs
• Mechanical Details or Formatting
Guidelines
• The total Composition
• Writing Letters
• Types of Writing
• The Tools of Writing
• Professional
• Grammar • Personal
• Punctuation • Writing Effective Resume’ and Cover
• Capitalization Letters
• Spelling and Vocabulary
• Frequently Misspelled Words
• Misuse of the Word
 • Writing Letters
• Activity
• Types of Correspondence
• Business and Official Letters
• Parts
• Formats
This Lecture • Gender Appropriateness
• Communicating Ideas in a Letter
• The response desired
• The You-Attitude
• Expression Skill
• Expressions to watch for, and to
avoid.
Types of Correspondence
Letters that must be written
One should not avoid writing letters.
Letter writing is an important skill that can and
must be learnt.
Three types of correspondence
Business and Official Letters- impersonal, written
to strangers, about a query, purchase,
correction, or complaint etc.
Personal letters include formal and informal
correspondence to friends and acquaintances.
Working or job-related letters apply to obtaining,
holding, and terminating employment
 Heading or return address- the writer’s address – engraved, printed or typewritten at the top
of the sheet. Some organization use sheets with pre-printed letter heads.

Dateline – all letters must be dated. Date appears below the heading. Spell out the month in
date line e.g., January 14, 2022. Never use January 14th, 2022 or 14/1/2022

Parts of a Business /
Inside address – name and address of the recipient, placed a few lines below the date line.
Official Letter
Salutation - Greetings such as Dear Sir or Madam etc. In Business letters salutation is always
followed by a colon. In personal letters usually by a comma.
• There are seven basic parts of
letter, all of which are usually Body – The part of the letter which carries the message.
required in business and official
letters. Complimentary Close – signals the conclusion of the letter, e.g. Sincerely yours etc. It is
• Heading or return address. followed by a comma.
• Date line.
• Inside address Signature – All letters must be signed by the writer. Usually it is followed by the writer’s full
• Salutation name, title and designation (if the writer is writing on behalf of an organization)
• Body
• Complimentary close
• Signature
 Other parts of a letter
A reference line
• Most offices use a
reference line that carry a
file, order, or policy
number.
• Some place it on the date
line, some place it below
the date line.
Notation of Delivery Service Attention line Subject line After the signature
• If letter is to be sent by • Names an individual in a • Typed in all capitals, three • Executive/secretary/typist
something other than letter addressed to an lines below the inside initials, enclosure
standard postal service, a organization. Typed two address. notation, and carbon copy
notation of delivery spaces below the inside notation.
service is typed in capital address and two spaces
letters a line or two above above the salutation.
the inside address.
• If the letter is to be
designated as personal or
confidential, it is done in
the same area. The same
must be marked on the
envelope.
 Block format

• All parts of the letter are left aligned with

appropriate spacing between each part.
• The paragraphs are not indented.

Letter Modified block format

format • Heading or return address may be centred

or placed in the upper right corner of the
type area.
• Paragraphs are indented.
• The complimentary close and signature
touch the right margin.
Gender appropriateness
If the recipient’s gender is
unknown
• Dear Sir or Madam
• Ladies and Gentlemen
Use the title of the recipient
• Dear Registrar, Dear
Provost, Dear Principle,
Honourable Prime
Minister
• Dear Saeed Book Bank,
Dear Rehman Medical
Institute, Dear Cherat
Cement Factory.
If it is known that the
addressee is a woman and
her preference of titles is
also known then
• Miss Iram Naz, Mrs.
Sultana Zaheer, Ms.
Munira Bano
• If the preference of titles
is unknown then
incorporate her title in
the salutation e.g., Dear
Professor Safina Naz, Dear
Director Sheherbano etc.
 A successful letter is one that wins a
favourable response.
• When you write a thank-you letter, you seek a specific
response.
• I want my father to realize how much I appreciate
the new laptop that he just bought for me.
Communicating • When you write a business letter you also seek a
specific response.
ideas in a letter • I want my bearings’ supplier at NHK that the 2%
discount he is offering is not sufficient, he must offer
a minimum of 5% discount as his competitors are
offering me 10% discount on their products.

The success of a letter is judged by the

response it generates.
 The first principle of effective letter
writing is
• Let the response you desire be your guide
The throughout the letter.

Before you begin to write a letter,

response answer the following questions:
desired • Why am I writing this letter?
• How do I want my reader to feel when he
or she finishes this letter?
• How do I want my reader respond to this
letter?
 The second principle of effective letter writing is
• Let your reader’s interests be your guide in the selection and
phrasing of ideas.

Once the desired response is determined, consider it

from the reader’s point of view.
The You- • Imagine yourself as the reader and then accordingly select a plan
for your letter – a set of ideas, a tone of approach and a phrasing

Attitude that would move you to the response desired.

• Letter that focuses on the selfish interests of the writer is dull and
ineffective.
• Readers respond best when their own interests are being
considered.
• A job applicant should tell how his training and experience will
benefit the reader.
• Writer of a collection letter should highlight how the reader
would benefit from a prompt payment, and how he is
concerned about the reader’s debts and liabilities.
 Expression Skill
The third principle
of effective letter
writing is
Let your ideas and feelings
find expression in language
that is clear, persuasive,
natural, thoughtful and
interesting.
• While reading good writing notice
• How logical and constructive is the thought behind
it?
• How the writer phrases his/her ideas precisely?
• How easily or naturally the writer expresses ideas?
Barring formal Improve your • When you practice writing
correspondence, expression skills by • Concentrate on the ideas and feelings that you
letters are best reading good writing
want your writing to convey, rather than on
written in a natural and practicing as
techniques and style.
conversational tone. much writing as
possible. • Think hard until you have an idea worthy of
Avoid stilted language,
expression.
artificiality, and phrases • Make yourself feel the mood you want to convey –
designed to impress cheeriness, sympathy, friendliness etc.
others.
• Concentrate on that idea and feeling until the right
phrasing comes to you.
• As you gain experience the right words will come
more readily.
Watch out for these expressions
• Accept, except
• Affect, effect
• Busy – in personal letters never write I would have
answered sooner but I was too busy or any similarly
rude expression.
• Beside, besides
• Due to – do not use due to instead of because of or
owing to.
• Favour – do not refer to a letter as a favour.
• Thanking you – avoid such expressions as thanking
you for your interest followed by a complimentary
close.
• Good, well – do not use good as an
adverb. This program works well (not
good).
• Hoping – avoid such letter endings as
hoping to hear from you.
• I am, I remain – avoid these old
fashioned phrases in your letter closings.
• Its, it’s – do not confuse the two.
• Said – avoid such expressions as the said
program or the said matter.
Watch out for these expressions
• About – He’ll arrive at about 9 o’clock, is not
correct. Use either at or about but not both.
• Acquaint – use tell or inform, it’s dated.
Advise can also be replaced by tell or
inform.
• All, all of – say all the people not all of the
people.
• Alternative- don’t say the only other
alternative, say the alternative
• Anxious- anxious is appropriately only if
anxiety exists. Do you really mean eager?
• Appreciate your informing me – use instead
please tell me or please write me
• Apt- don’t use this word when you mean
likely. Apt suggests a predisposition as in “A
tactless person is apt to write a blunt letter.”
Likely suggests the idea of possibility as in
“Delay replies are likely (not apt) to damage
your chances.”
• At all times – say always
• This time – say now
• The present time – say now
• An early date – say soon
• Your earliest convenience – do you mean it?
A convenient time may never come.
• The earliest possible moment – say soon or
immediately.
Watch out for these expressions
• Between, among- between refers to two
only, among refers to more than two
• Biannual- same as semi-annual, both
mean twice a year.
• Biennial- means every two years.
• Furnish- use give as it is shorter and more
direct
• Principal, principle
• This is to inform you- you can omit this
phrase
• Wish to apologize – simply say we
apologize.
• Few, less- few is for numbers and less is for
quantities. Write fewer letters and say less.
• Farther, further – farther indicates distance,
further denotes quantity or degree. You go
farther away; you hear nothing further.
• Quite, quiet.
• Effectuate – a word mothered by
bureaucrats, nourished by journalists, and
beloved by all who cherish hollow
pomposity. Effect means exactly the same
thing and is shorter.
• Utilization – an inflated word for use.
 • Anticipating • Trusting that this is
satisfactory
Avoid these
• As per, as regards
• At your earliest convenience • Valued
expressions
• Awaiting, we await
• We are, we remain

• Beg • We trust

• Duly noted • We wish to

• With due regard
• Enclosed please find
• Esteemed • With reference to the
matter
• Recent date
• yours
Avoid roundabout verbiage
• In regard to • In the event of • In
• About, concerning • If • In the amount of
• With regard to • In order to • For
• About, concerning, on • To • For the purpose of
• In relation to • On behalf of • For
• Toward, to • For • In the majority of instances
• In connection with • In accordance with • Usually
• About, of, in, on
• With, by • In a number of cases
• On the part of
• By means of • Some
• For, among
• With, by • On a few occasions
• With reference to
• On, about, concerning • In the case of • Occasionally
• If, in • In the time of
• In view of
• Because, since • In the matter of • During
Sample letters
– exhibit one
Sample letters
– exhibit two
Sample letters
– exhibit three
Sample Letter
• Writing Letters
• Activity
• Types of Correspondence
• Business and Official Letters
• Parts
• Formats
• Gender Appropriateness
• Communicating Ideas in a Letter
• The response desired
• The You-Attitude
• Expression Skill
• Expressions to watch for, and to
avoid.
• Sample Letters
• Writing Tasks
Writing Tasks
• Write a letter to the Chairman to apply for a “W” grade in a course.
• Refer to the undergraduate prospectus available online on the University’s website in
order to know about the “W” grade, who can apply for it, when and why?
• Write a letter to the Chairman to apply for an “I” grade in a course.
• Refer to the undergraduate prospectus available online on the University’s website in
order to know about the “I” grade, who can apply for it, when and why?
• Write a letter to the Chairman and make a request for freezing your studies.
• Write a letter to the Principals of different schools inviting them to
participate in Youth Robotec ’22 and impressing upon them how it would
help their pupils.
 Dateline – all letters must be dated. Date appears below the heading. Spell out the month in
date line e.g., January 14, 2022. Never use January 14th, 2022 or 14/1/2022

Inside address – name and address of the recipient, placed a few lines below the date line.
Parts of Letter /
Application to the Subject line – below the inside address, typed in all capitals, should briefly state the purpose
of the letter.
Chairman
Salutation - Greetings such as Dear Sir or Madam etc. In Business letters salutation is always
followed by a colon. In personal letters usually by a comma.
• There is no such thing as an
application. You can think of it as Body – The part of the letter which carries the message.
an official letter. The usual parts
of which are Complimentary Close – signals the conclusion of the letter, e.g. Sincerely yours etc. It is
• Date line. followed by a comma.
• Inside address
• Subject line Signature – All letters must be signed by the writer. Usually it is followed by the writer’s full
name, title and designation (if the writer is writing on behalf of an organization)
• Salutation
• Body Enclosed – Should appear below the signature, left aligned, should provide a numbered list of
• Complimentary close any documents enclosed with the letter.
• Signature
• Enclosed
Letters Related to Work
Cover letters
Follow up letters
Letters of Resignation
Letters related to Work

Thank you letters Resignation

Cover letter Follow-up letters
to your referees letters
• Never send your • Follow-up • People who • When it’s time
resume’ to a letters after an help you obtain to move on, put
potential interview can be employment or your resignation
employer very useful admission into into writing.
without a graduate
focused but program should
brief cover be thanked
letter
Writing intriguing
cover letters
• A good cover letter
• Should capture the Employer’s attention
• Show why you’re writing
• Indicate why and how your employment will
benefit the company
• Ask for an interview
• It must be typed.
• The specific information should be written
individually.
Writing Intriguing
cover letters
• Salutation
• Cover letter should be addressed by
name to the person you want to talk
to.
• Not a random person but someone
who can hire you and possibly may
supervise you once you start to work.
• Don’t write directly to the CEO.
• Contact the company to get the right
name (including spelling) and
designation of the person you need to
write to.
Writing Intriguing cover letters
• Opening
• Opening should be appealing to the reader
• Cover letters are just like sales letters, you make sales only when you have the
reader’s attention
• You can capture reader’s attention by talking about the company, not yourself.
• Mention projects under development
• Recent awards
• Favourable comments recently published about the company
• If you’re answering an ad, mention it
• If someone suggested that you write, use their name with permission.
 Body

• Give a brief description of your qualification

• Refer to your resume’ to continue selling yourself

Write Closing

intriguing • You can’t have what you don’t ask for.

• Request an interview at the end
cover letters • Suggest a time and state that you will confirm the
appointment
• Use a standard complimentary closing
• Sincerely yours
• Leave three or four lines for your signature
• Type your name, phone number, and email address
• Or provide this information at some place visible.
Sample
Cover
letter
Sample
Cover
letter
 • Resignation letter should contain
• The effective date of
resignation
• Resignations should be
The Letter of written.
• A reason for leaving
• Does not need to be
your primary reason.
Resignation • It may be prepared after
verbally conveying your • It should be
acceptable, e.g.,
intentions to leave the
career advancement,
job. change in career
• You may carry it with you direction, resuming
before talking to the studies, family needs,
person. health issues etc.
• Praise something about the
• Do not risk your supervisor company or working
finding it from someone else. environment.
• Leave on a pleasant
• Prepare the letter yourself, note.
possibly away from the office • It is not a time to
to preserve confidentiality. praise yourself
• An angry or spiteful
letter will do you no
good.