Professional Writing: Correspondence: Enquiry Letters, Placing Orders, Complaint letters, Report Writing, Memos, Circulars, Press Release, Inspection Notes, Corrigendum writing, Application for Job, Tips for Note-taking. Drawing inferences. Unit: III. ENGLISH AND COMMUNICATION SKILL.

Correspondence – Business and Official. Enquiry letters, placing orders, complaint letters

Correspondences in business are through letters. Letters are of two types: personal letters and business letters. Business letters include official letters to business firms, government or semi-government offices, editors of newspapers, etc. These are formal. There are mainly three forms of letters.

1. The Indented Form- It is the oldest form. Each line of an item (like the address) starts a little to the right of the line above it.

2. The Fully-Blocked Forms- All the lines start from the left-hand margin. All parts of the letter are in separate blocks. The paragraph is gapped by the space.

3. The Semi-Blocked Forms- It is a combination of the indented and fully-blocked forms. The body of the letter is indented while the heading, address, salutation, etc. are blocked.

The Various Parts of the Fully-Blocked Form Letter

1. The Heading- Writer’s address and the date. The address is at the left-hand corner of the page and the date is just below it.

2. Recipient’s Address- Written just below the date. A line space between the both.

3. The Salutation- It is the greeting for the recipient. written below the date and on the left-hand side of the page.

4. The Body of the Letter- The main part of the letter is written in simple and direct language. It is in paragraphs. The first paragraph states the purpose of the letter. The second paragraph states the action required from the recipient.

5. The Subscription- Written below the last line of the body of the letter near the left-hand margin.

6. The Signature- It is below the subscription.

Forms of Salutation and Subscription

1. For Blood Relations:

Salutation: My dear Father, Mother, Brother, etc OR Dear Brother, Sister.

Subscription: Yours affectionately OR Your loving son, brother, etc.

2. Friends:

Salutation: My dear Akash OR Dear Vikash

Subscription: Yours sincerely OR yours

3. Acquaintances

Salutation: Dear Mr.Gupta, My dear sir

Subscription: Yours truly OR Yours sincerely

4. A Trader

5. Salutation: Dear Sir, Dear Ms ABC PDR

6. Subscription: Yours faithfully OR Yours sincerely

7. Editors of news:

Salutation: Sir or Dear Sir

Subscription: Yours truly

8. Teachers or Principal

Salutation: Respected Sir/Madam

Subscription: Yours faithfully

Do Not use professional titles like Dr, Adv. etc.

FORMAT OF A COMPLETE BLOCK STYLE

Ref. No.

Sender’s Address

Date

Address (name, title, company, Full address Postal code of recipient)

Subject:

Salutation

Body of the letter

…………………………………………………………………………………………

……………………………………………………………………………………

(One-line space between paragraphs)

…………………………………………………………………………………………

……………………………………………………………………………………

Signature

Name of sender

Sender’s designation

Different kinds of business letters:

1. Sales letters

2. Business inquiry letter

3. Quotation letter

4. Order letter

5. Complaint letter

6. Recovery letter

7. Bank and Insurance Correspondence

8. Correspondence with media and government offices.

Enquiry letter

An inquiry letter is written to know about something.

Example of Enquiry letters.

Write a letter to the university registrar for admission details in B. Sc after completion of the Diploma.

Your Name Your Address Your Phone Number (Optional) Your Email Address (Optional)

Admissions Officer

K U University

Kurukshetra

Subject: Enquiry about B.Sc. Admission for Diploma Holders

Dear Admissions Officer,

I am writing to inquire about admission to a Bachelor of Science (B.Sc.) degree program at your university after completing my diploma.

I am currently a final year student at [Your Diploma College Name], a diploma in [Your Diploma Specialization]. I am expected to complete my diploma in [Month, Year]. I am highly interested in my education in [Specific B.Sc... ].

I am interested to know more about the following:

• · Eligibility criteria for B.Sc.  admission for diploma holders.

• · The application process and deadlines for admission.

• · The curriculum for the B.Sc. program in [Specific B.Sc. Major].

• · Financial aid options available for students admitted with bachelor's degrees.

I would be grateful if you could provide me with application materials related to the B.Sc. program for diploma holders.

Thank you for your time and consideration. I look forward to hearing from you soon. I can be reached at [Your Phone Number] or [Your Email Address] if you require any further information.

Sincerely,

[Your Signature (if sending a physical letter)]

[Your Name]

Example of placing orders

Write a letter placing an order for books.

Ahooja Brothers

Stationers and booksellers

Ambala

Pin Code:

April 24, 2024

M/S Pandit Publishers

324 Model Town

Jalandhar, Punjab

Pin Code:

Subject: Order for Books

Dear Sir

We understand that you are on the approved list of book dealers for educational institutions. Please arrange to send the following books at the above address at the earliest.

1. Ist Semester …..(Name of Subjects) 100 copies

2. IInd Semester…..(Name of Subjects) 100 copies

3. IIIrd Semester…..(Name of Subjects) 100 copies

Please ensure that the books arrive within 10 days. The damaged or torn-out material will be sent back at your cost.

Yours sincerely

(Your Name)

Example of complaint letters

Write a letter to the Municipal Commissioner regarding sanitation conditions in your locality.

Ashok Bansal

Sector 22, Panchkula.

Pin Code:

July 12, 2018

The Municipal Commissioner

Municipal Corporation

Panchkula

Pin Code:

Subject: About Insanitary Condition of Sector 22 Panchkula

Sir

I bring to your kind notice the unsanitary condition of our locality. Our locality is very dirty and the streets are full of pits. It emits a foul smell. It isn't easy to move there. The sweeper is generally very careless and comes once or twice a month.

We have brought the matter to the notice of the Sanitary Inspector also. But he has not paid any heed to it. So, I request you to look into the matter personally.

Hoping for a favorable consideration,

Thank you

Yours sincerely

(Write your name and address)

Report Writing

Basics of Report Writing

A report is defined as an orderly and systematic presentation of factual information that supports problem-solving and decision-making processes. The following are five essentials of a perfect report.

1. Factual Accuracy: A report writer should be extra careful because the information is used for making crucial decisions.

2. Precision and Objectivity: The report should be free from the writer’s personal opinions. A professional report writer can turn a report into a valuable research paper.

3. Relevance: A report writer must always include relevant facts. Accurate data and relevant facts are a must for an impressive research report.

4. Clarity The language of the report should be simple and clear. Do not use long sentences and complicated terms. The language should be formal and academic.

5. Perfect Format Report should follow a standard format which includes an abstract, introduction, research or analysis, results/findings, conclusion, and references.

Importance of a Good Report

1. Improves communication skills, writing skills analytical skills, reputation, chance of promotion, etc of the writer.

2. Improve efficiency in work, decision-making, problem identification, problem-solving, etc.

3. Contribute to the organization to create plans, objectives, evaluation, company’s reputation, research and development, increasing production, etc.

3.3 Memos

MEMOS: Memorandum (pl) of Memoranda

Memos are brief written communications. It means “a note to assist memory.” Memos provide a written record and history of decisions. They are used for conveying information. A memo is sent to a subordinate to give instructions about a job, to communicate policy changes, to convey decisions, to make announcements, to seek explanations, etc. The flow of communication across an organization occurs through memos.

Example 2: An office memorandum warning an employee against the habit of excessively long lunch hours.

LBR Works, Panchkula.

Inter-office Memo

Memo No DateDate: June 20, 2018

To

Guljar Garg

Clerk, Accounts Division

From:

Ashok Sharma

Manager Personnel

Subject: Violation of Lunch Hour Regulation

You have been warned informally against your excessively long lunch hours. Your supervisor has informed me that your pattern of lunch breaks exceeded one hour. This memo is a written notice to you to obey company policy on lunch hours. I trust that this final reminder will help you recognize this serious problem.

Rahul Raman.

Example-3: A memo to an employee granting permission to pursue further studies

Name of the firm and address

Inter-office Memo

Memo No. Date:

To:

Ravinder Sethi,

Manager Sales

From: Rohit Bansal, M.D.

Subject: Regarding Permission to Join Law Classes.

The company doesn't have any objection to your joining evening classes in the degree course in law. However, please note that you will not be entitled to any special leave to prepare for the examinations. Assure this course does not interfere with your work.

Rohit Bansal, M.D.

3.4 Circulars

The same information conveyed to a large group of people in an organization is called office circulars. It is a brief piece of professional communication to everyone in an organization. The circular is circulated among the staff through a peon. All the staff members note and sign the circulars. The circulars can be about office conduct, matters related to employees such as the rules that apply to employees, their welfare facilities, etc.

Example Circular depicting the change of timings

Haryana State Board of Technical Education Panchkula

Circular No.781 Date: April 20, 2024

Subject: Change in Office Timings

As per the guidelines from the Haryana Government vide its notification no. 2312, dated April 18, 2024, the polytechnic timings will be 9.30 A.M. to 5.00 P.M. from April 22, 2024, till further orders considering weather conditions.

Students will strictly adhere to these working hours.

Gulab Singh

Administration Officer

Example: Circulars stating Ban on Polybags

Haryana State Board of Technical Education Panchkula

Circular No.781 Date: April 20, 2024

Subject: Ban on Polybags

As per the guidelines from the Haryana Government vide its notification no. 2312, dated April 18, 2024, No polybags shall be allowed in the polytechnic campus. All staff and students will not bring polybags in any form inside the polytechnic campus. They will strictly adhere to Government orders to ban Polybags.

Gulab Singh

Administration Officer

Press Release

The press release is an official statement written by a company/organization/office to announce newsworthy to the media. Press releases should have points such as the purpose of the press release, target audience, content, and distribution.

FOR IMMEDIATE RELEASE

LBR Institution

Ground-breaking innovation

Ambala, April 24, 2024- LBR Institution, a leading quality education provider today announced the launch of a nursing course that will benefit the students. Nursing

LBR Institute provides quality education in Pharmacy and MLT programs and passed-out students are well-placed to serve society.

MD

LBR Management

Inspection Notes

An inspection note is a record created during or after the examination of something. It includes observations and issues related to the matter/items examined. The inspection report maintains a clear picture of the inspected items/matters. It serves as reference point for further action. Inspection notes include the following

1. Date of Inspection

2. Inspector’s Name

3. Location of Inspection

4. Items being inspected

5. Observation

6. Recommendation

Example of Inspection report

Inspection Note

Date April 24, 2024.

Location: LBR Campus

Equipment: Refrigerator (Model Whirlpool ABC 1213.)

Observation

1. The refrigerator is functioning properly

2. No leaks detected

3. Minor dent on the left side wall

4. The light bulb inside the refrigerator needs to be changed

Recommendation

1. Schedule a follow-up inspection in 6n month

2. Replace light bulb

3. Monitor the area around the ice maker.

Corrigendum writing (Plural Corrigenda)

A corrigendum is a formal document issued to acknowledge and rectify errors found in published work. It is an error correction notice. It maintains the accuracy of information. A corrigendum includes purpose, target audience, content, style, and placement (publication in same journal/publication). It is also made available online through the publishers’ website.

Example 1: Corrigendum in scientific journals

Corrigendum: "Original Article Title" (Original Article Reference)

Authors: [List all authors here]

Affiliation: [List all affiliations here]

Published: [Original publication date]

DOI: [Original article DOI number]     (DOI stands for Digital Object Identifier)

Error:

This corrigendum addresses an error in the originally published article titled "[Original Article Title]" ([Original Article Reference]).

· Briefly describe the error here. Be specific about the mistake and where it appears in the article (e.g., page number, figure number, equation).

Correction:

The correct information/data/formula should be as follows:

· Provide the corrected information here. You can include the revised text, a corrected table or figure, or the amended formula.

Impact:

· Briefly explain the impact of the error. Does it affect the overall conclusions of the study?

We apologize for any inconvenience this error may have caused.

Contact:

[Corresponding author's email address (optional)]

Note:

• · Replace the bracketed information with specifics from the original article.

• · Keep the tone concise and professional.

• · For minor typographical errors, a corrigendum might not be necessary. Authors can contact the journal directly for such corrections.

Application for Job

Application for Laboratory Technician Position

Your Name Your Contact Information (Phone Number & Email Address)

Date

Hiring Manager Name (if available) Title Pathology Lab Name Lab Address

Dear [Hiring Manager name] (if known) or Dear Hiring Manager,

I am writing to express my interest in the Laboratory Technician position currently advertised at [Pathology Lab Name]. With my [Number] years of experience in laboratory settings and strong foundation in [Mention relevant field - e.g., Medical Laboratory Technology, Biology], I am confident I possess the necessary skills and qualifications to excel in this role and contribute significantly to your team.

In my previous role as a Laboratory Technician at [Previous Employer Name], I was responsible for a variety of tasks, including:

• · Performing a wide range of laboratory tests (List specific tests you are familiar with).

• · Collecting, processing, and analyzing patient specimens with accuracy & efficiency.

• · Maintaining laboratory records and ensuring accurate data entry.

• · Calibrating and performing routine maintenance on laboratory equipment.

• · Adhering to strict quality control measures to ensure the accuracy of test results.

• · Working collaboratively with other laboratory personnel and healthcare providers.

In addition to my technical skills, I possess the following qualities that make me a strong candidate for this position:

• · Excellent attention to detail and a commitment to accuracy.

• · Strong organizational skills and the ability to do tasks effectively in a fast-paced.

• · Excellent communication and interpersonal skills,.

• · A strong work ethic and a dedication to continuous learning and professional development.

I am skillful in using laboratory equipment such as automated analyzers, microscopes, centrifuges, etc. I am also a quick learner and can adapt to new technologies and procedures readily.

I have attached my resume for your review, Thank you for your time and consideration.

Sincerely,

Your Name

Tips for Note-taking

Mastering the Craft: Tips for Effective Note-Taking

The tips help to capture key information efficiently and effectively:

Before You Begin:

• · Choose your weapon: Decide whether pen and paper or a digital note-taking app works best for you.

• · Be prepared: Keep the chosen note-taking tool ready beforehand. If using paper, come prepared with a dedicated notebook and pens.

Active Listening and Recording:

• · Focus on key points:: Don't try to write down every word. Listen for main ideas.

• · Record important details: Note down dates, names, numbers, technical terms, or anything the speaker emphasizes.

• · Use abbreviations and symbols: Create a shortcut to save time. Common examples include "w/" for "with" or "+" for "and."

Structuring Your Notes:

• · Develop a clear format: Use headings, subheadings, bullet points, and indentation to organize your notes visually..

• · Leave space for additional information: You might want to add notes, questions, or clarifications during review. So don't overcrowd your notes.

• · Include visuals: Sketch diagrams, or charts to represent complex concepts or processes.

Engaging with the Material:

• · Don't just copy: Rephrase information in your own words to solidify understanding.

• · Ask questions: If something is unclear, ask a question to clarify it later.

• · Summarize key points: Briefly summarize the main ideas of each section at the end of your notes.

Maximizing Retention:

• · Review your notes regularly: Revisit your notes to fill in any gaps and solidify your understanding just after a lecture or meeting,.

• · Rewrite or condense your notes: Consider rewriting your notes in a cleaner format for better recall.

• · Connect your notes: Look for connections between different topics or concepts you've learned.

DRAWING INFERENCES.

Unveiling the Unseen: The Art of Drawing Inferences

Drawing an inference is the process of using known information to conclude something unknown.

How do we become better at drawing inferences?

• · Active observation: Pay close attention to details, not just the main points. It collects information even if it's not clearly stated.

• · Prior knowledge: The more knowledge about a subject, the easier it is to draw reasonable inferences. Build a knowledge base through reading, experience, and discussions.

• · Critical thinking: Don't jump to conclusions. Analyze the available evidence and consider different possibilities before forming an inference.

• · Questioning: Ask yourself questions about the information presented. What does this mean? Why is this happening? The more you question, the deeper you'll delve into the underlying message.