1. What is a tender? Distinguish between a tender and a quotation.

(10,08,06,05 old) The notice which is served through newspaper for wide circulation among the interested parties and includes the information i.e. type of suppliers, date and time of receiving and opening the object, description of goods etc and offered by government and semi-govt. offices, autonomous and semi-autonomous offices and other different types of organizations is called a tender. Distinguish between a tender and a quotation is given below: Tender Quotation 1. Tenders are for larger amount of money and for a big 1. A quotation is made for smaller amount of money and volume of goods or services. for a smaller volume of goods. 2. A tender is made in response to an advertisement inviting 2. A quotation is made in response to an inquiry. applications for supplying certain goods or for the execution of a work. 3. Tenders require the earnest money. 3. A quotation does not need it. 4. Tender often is made to supply goods or execute the 4. A quotation mark does not need so. work within a limitation. 5. A tender is supplied with specific forms to quote tender 5. A quotation mark does not need so. on them. 2. What are the punctuation styles of business letters? Write briefly about them? (10,08,05) Punctuation marks are most important in business letters. There are three punctuation styles used in business letters. They are: (1) Standard Punctuation (2) Open Punctuation (3) Closed Punctuation (1) Standard Punctuation: A colon is used after salutation and a comma after the complimentary closing in this system. This is also called mixed punctuation style and used so of the business letters throughout the world. (2) Open Punctuation: No punctuation marks are used at the end of every display line of all parts of the letter except in the body and in the middle of each display line in this system. (3) Closed Punctuation: All necessary punctuation marks are used at the end of each and every display line of other parts of the letter in this system. We should bear in mind that the punctuation styles have nothing to do in the body or message of the letter. 3. Write down the names of arrangement styles of business letters. Which is the faster and easier style? (10,08,06) The names of arrangement styles of business letters are given below: 1. Blocked style 2. Semi-blocked style 3. Full-blocked style 4. Indented style 5. Hanging indented style 6. Simplified style 7. Square-blocked style Full Blocked style is easier and faster style of business letters. Because (a) It does not require tab setting (b) All parts or each and every line of each para begin from the left margin and (c) Open punctuation mark is used in this style. 4. What is personal data sheet? What are the technique are to be applied at the time of drafting personal data sheet?(10,07) A personal data sheet is the applicant`s back ground designed to stimulate the employer to grant an interview for the job prayed for. It is a compact listing of all significant element of the applicant`s background. The techniques that are to be applied at the time of drafting personal data sheet are given below: 1. It is a snapshot of applicant`s. So he has to give a structured summary of his educational and employment background. 2. It should be neat, simple, accurate and honest. 3. It should be written with yours interests of mind. 4. It should be professional appearance. 5. It should contain the basic stats such as work experience, relevant skills, activities and achievements etc. 5. What are the characteristics of a good business letter? Discuss them briefly. (10,08,06,05 old) A good business letter should have the following characteristics: 1. Its appearance should be attractive. 2. A letter should be written in brief, thoughtfully and carefully. 3. Its expression should be correct, concise, simple, and pleasing. 4. Its tone should be friendly. 5. Its attitude should be faithful, sincere and helpful. 6. A letter must have an effect on the reader. 7. It should perform a specific job. 8. A good business letter should be direct and clearly related to the main purpose.

6. What are the main parts of a business letter? (10,09,05,04 old) Show the parts through a diagram in the Semiblocked letter style. (10,09) The name of main eight parts of a business letter is given below: 1. Letter Head 2. Date Line 3. Inside Address 4. Salutation 5. Subject Line 6 Message 7 Complimentary Closing 8 Writers Identification The main parts of a business letter in the semi blocked style are shown below in a diagram: 12 spaces . . Head Line . Date Line 5 spaces . . Inside address . 2 . 2 . Salutation .... .... .... 2 spaces complimentary Closing 4-5 spaces Writer`s Signature Writer`s Indent 7. What is an advertisement? (07,04 old) What are the features of a good advertisement? (09, 07,05) Advertisement is an art of making the same of the brand and trade mark known to the public along with the qualities of good. The features of a good advertisement are given below: 1. The appearance should be attractive. 2. Attractive headlines, attractive colour, attractive picture, reply coupon and artistic letters/calligraphy may be used.

3. The language should be suggestive and convincing so that even a reader who is unwilling to buy a product may decide to buy it at least once only to test it. 4. It should always be in precise manner. 5. It may constantly be repeated so that it always hangs on the mind of the people. 6. Promise to return money, if the product fails to satisfy the customer, may sometimes be effective. 7. Social and religious sentiments of the people must be taken care of. 8. What is stationery? Write down the names and sizes of paper used in writing business letters? (09, 07) In ordinary sense by stationeries we here mean papers used in writing mailable letters. In its wider sense stationeries mean not only papers but also other related materials like stencil papers, carbon papers, files, pins etc used in writing mailable letters. Papers are of different sizes and colours. The names and sizes of paper used in writing business letters are given below: Name of Paper Size of Papers (inches) Envelope Number Size of Envelope (inches) Standard 8.5`` 11 `` 6 or 10 6 `` 3 Half sheet / Baronial Monarch / Executive Official 8.5`` 5.5`` 7.5`` 10.5`` 8`` 10`` 6 5 7 9 `` 4 5 `` 3

7 `` 3

9. What is business communication? (09, 08, 07,06,05,04 old) Why the business letter is called the best medium of business communication?/ ``Business letter is called the best medium of business communication`` discuss./What are the advantages of business letter?(09) Business communication is the medium of exchange made up all forums of correspondence written for the business purpose up to the completion of business transaction. In the wider sense business communication includes letter writing, telephoning, telegraphing and other means of exchanging thoughts, ideas and expression between person and person, organization and organization. The business letter is called the best medium of business communication for the following reasons: 1. Business letter plays an important role in the business world. It brings men of far distance into communication range and maintains a close relationship among the business men. 2. It is economical in comparison to other media of business communication. 3. It acts as a proof document. 4. It may be private and confidential. 5. It can be written and read at the convenient time. 6. It creates good will for the firms. 7. It acts as a reference for future correspondence. 8. It is the easiest, safest and the most convenient means of all business communication. 10.What is report? (09) What are the basic parts of a large formal report? (09,05 old) Report means the fact of reproducing an ascertained fact generally by a competent and authenticated person having followed certain formalities. A large formal report contains the following basic parts: 1. Cover 2. Title page or Heading 3. Inside address 4. Table of contents 5. Introduction 6. Summary 7. Body of the report 8. Conclusion and recommendation 9. Signature 10. Appendices 11. Reference and Biography 11. What is an order letter? What are the points that we should mention in a formal order letter? (09) Order letter is related with purchase. It is written to place order for supplying or delivering any merchandise or commodity to be purchased. It is written to a store, shop, company or supplier. The points that we should follow in a formal order letter are given below: 1. Goods to be ordered should be specific and clear. 2. List of the goods must be specific with detail description. 3. Unit price and total cost to be stated clearly. 4. The conditions of payment should be clearly stated. 5. Time of delivery and mode of carriage should be stated. 6. Special instructions like insurance, payment of custom duty, carrying and packing charge to be stated in details. 12.What are the important media of business communication? (08,06,04 old) There are many media of business communication in the modern business world. The most important media of business communication are given below: 1. Letter writing is the first and foremost medium 2. Telephoning

3. Telegraphing 4. Advertisement through radio, television, cinema slides in the cinema hall and newspapers. 5. Postering in fair and exhibitions 6. Hand bills and bulletins 7. Telex and fax 8. Teleprompters and cabling, magazines outdoor and indoor display, window display, journal, Eid cards, diary, calendar, valuable pen stand etc. 9. Canvassing by sending representative. 13. `` Collection letter is a series of letters`` - discuss. (08) Or, What steps should you take to collect a long over due amount? (06,05 old) The following three steps should be taken to collect a long overdue amount. (a) Firstly the debtor (seller) should politely remind the creditor (buyer) about the due amount having enclosed a statement. (b) If the creditor (buyer) does not respond to the first letter, the seller will write a discussion letter and its tone should be firm with a mixture of appeal and threat. (c) Despite the two previous letters, if the buyer remains silent to remit the due amount, the seller will write the third letter known as the ultimatum letter. The final date is fixed. In case of his failure to remit the due amount, legal steps will be taken to realize the amount after the fixed date is over. So collection letter is a series of letters. 14. What is inquiry letter? What are the points to be considered at the time of writing inquiry letter? (07) An inquiry letter is written to collect information for the purchase of some goods or service. The points to be considered at the time of writing inquiry letter are given below: 1. To define what is exactly necessary. 2. The request for sample must be reasonable. 3. The letter must be simple and in courteous language. 4. It is better to enclose a self addressed and stamped returned envelope. 5. If more than one item are used those should arrange serially with numbers. 6. If the letter is written in response to an advertisement the particulars of advertisement to be stated. 15. Show the differences between the simplified and full blocked letter style. (07) Full blocked style and simplified style are similar in some cases but they differ in the following points. Full Blocked Style Simplified Style 1. Its another name is extreme blocked style. 1. Its another name is NOMA. 2. Salutation and complimentary closing are used in full 2. Salutation and complimentary closing are omitted in blocked style. simplified style. 3. Subject line is optional in this style. 3. Subject line is compulsory and capitalized in this style. 4. Open punctuation is used in this style. 4. Standard punctuation is used in this style. 16.What are the advantages of business letters over other various means of business communication? (07,05,04 old) The advantages of business letter over other media of communication are given below: 1. It is more economical. But other forms of business communication are too expensive. 2. It may be private and confidential. 3. A letter writing saves time and energy. 4. A business letter acts as a proof document and valid contract. 5. It may be preserved as a permanent record. 6. It is the easiest, the most convenient and the safest means of business communication. 7. It creates personal appeal and a friendly relationship is developed. 8. It helps to crate goodwill. 17. Describe different colors of stationeries used in the writing of business letter. (06) White colour is generally used. But most of the companies and indenting firms use particular colour for particular copy. For example, original copy is typed on high blue, duplicates on a grey and triplicate or office copy on a light tan paper. This is done preferably for attracting the customers and finally to locate them in the file easily. The above colour distribution may vary according to the kind of business letters and tastes of the executives. The cosmetics manufacturers use pink fined stationery to attract the woman customers and so on. 18.Show the parts through a diagram in the square blocked style. (05) The main parts of a business letter in the square blocked style are shown below in a diagram:

 12 spaces ................................... ................................... Head Line Inside Address . Date Line 2 Salutation 2 Subject Line Reference Initials Complimentary Closing Spaces 4-5 Writer`s Indent 19. What are the points to be considered at the time of writing business letter? (05) The following points are to be considered at the time of writing business letter: 1. The message should be direct and clearly related to the main purpose.

4-5 Spaces Enclosure Notation

2. Be friendly conversational. 3. The reader should be in your mind. 4. The tone of the letter should be formal and courteous. 5. Using simple words in the letter. 6. Be correct in spelling, grammar and punctuation. 7. Be precise and say exactly what you mean. 8. Expression should be correct. 9. Reread the letter before signing. 20. What is the function of the heading of a business letter? (05) A business letter is mainly divided into four sections such as the heading, the opening, the message and the closing. In all business letters, the heading consists of a printed letter head and a type written date line. In some offices or business firms there is no printed letter head. In that case the letter head is also typed along with date line. In case of application for a job, the heading consists of address of the applicant and the date line. Generally, the business firm uses stationery with a printed letter head. The letter head includes the firm`s name, address, telephone number, monogram, company`s slogans etc. the date line should contain the month, day and year. 21.`` A good business letter should always express a `` your view point`` - explain. (05 old) Writing of business letter is not an easy task. It is somewhat difficult. A good business letter may increase business, good will and public relation. But a bad business letter may have reverse action. By ``your view point`` we mean that the business letter should be written giving due importance to the addressee. In other words it should be written what the customer wants and feels. So the letter should be friendly, conversational and inviting. Negative attitude, dissatisfaction, harsh words, unfair attitude etc should not be expressed in the business letter. In other words, the business letter must be designed to please the customer or the addressee. Main target of the letter should be to convince the reader, to rouse his interest, to motivate to act etc. so by `` your view point`` we mean the importance of customer, reader, addressee etc, is the main objective of a business letter. 22. Name the letter arrangement styles and write down three special features of ``Simplified Style. `` (05 old) The following are the arrangement styles of business letters used throughout the world: 1. Full blocked style = Extreme blocked = Extreme lined. 2. Blocked style = Modified blocked with blocked paragraph = The British business style. 3. Semi-blocked style = Modified blocked with indented paragraph = Cordial letter style. 4. Indented style = The conservative letter style. 5. Simplified style = NOMA (National office Management Association) 6. Square blocked style = Well balanced style. 7. Hanging indented style = Over hanging paragraph style. Three special features of ``Simplified Style`` are given below: 1. The salutation is omitted but the addressee be addressed by name or last name or his/her official designation. 2. The complimentary closing is always omitted. 3. The subject line is compulsory and typed in all capital letters. 23. Distinguish between official and demi official letter. (04 old) Official letter Demi official letter 1. An official letter is a formal letter. 1. Demi official letter is not a formal letter. 2. It is written on official matters. 2. It is written on confidential matters. 3. It is written in third person. 3. It is written in first person. 4. It does not require any salutation. 4. It needs necessary salutation. 5. Carbon copies are made for it. 5. But it does not include this. 6. All formalities are followed by it. 6. It does not follow such formalities. 24. Mention the different arrangement or placement styles of business letter and briefly described semi blocked style. (04 old) The following are the arrangement styles of business letters used throughout the world: 1. Full blocked style = Extreme blocked = Extreme lined. 2. Blocked style = Modified blocked with blocked paragraph = The British business style. 3. Semi-blocked style = Modified blocked with indented paragraph = Cordial letter style. 4. Indented style = The conservative letter style. 5. Simplified style = NOMA (National office Management Association) 6. Square blocked style = Well balanced style. 7. Hanging indented style = Over hanging paragraph style.

Semi Blocked Style: it is in the third of seven letter arrangement styles of business letters used throughout the world. It is also known as modified blocked with indented paragraph or the cordial business style. Characteristics of Semi Blocked Style are given below: 1. In this style parts of heading and parts of closing begin from centre to the right. 2. Inside address, salutation and subject line begin from left margin to the right. 3. In the message or text five spaces is indented in each first line of each paragraph. 25. Show them with the help of a diagram in full blocked style. (04 old) 26.Mention the techniques of an advertisement? (04 old)