Answer to Question:1

From Waldies Compound Ltd Dated:26th,March,2020

To: All Employees of ‘ALPHAPLUS PROJECT’

Sub: Important Update regarding ‘ALPHAPLUS PROJECT’

We would like to inform you that as a part of the ongoing effort, the company
always puts its time and investment on the new products to judge its
potentiality for strong sales and higher profit level. For that purpose, the
management team reviews the costing analysis and sales projection for every
R/D Project once in a year. Conducting these reviews in every year we collect
the data and facts which reveal that in the current circumstances a particular
project is no longer matching with the financial assumption we made when
that particular project was launched.
In the case of AlphaProject, on the cost side of the equation, we are observing
some major increase in the cost of main raw material Lead and other
Chemicals. We can accommodate a marginal increase in their cost by raising
our list prices, but there is only so far, we can raise prices before sales start
to drop.
As far as sales projection is concerned, our forecast still looks good for every
new project except for the AlphaPlus project. Lead Stone recently introduced
a product that will compete directly with Alpha and it has both higher
performance and lower price. Accordingly, we had have to reduce the sales
forecast by 50%.
Unfortunately, the increase in material costs and decrease in projected sales
volume makes Alpha a non-viable project. We believe the company has better
opportunities for investing our development capital and the time and energy
of our talented engineering staff. Accordingly, we have decided to cancel
AlphaPlus project effectively immediately.

But, we can rest assure you that this will not affect staffing levels. We have
plenty of other projects that can easily absorb the staff of AlphaPlus .

In the light of the above facts, we would like to give thanks to all the project
member of Alphaplus for their dedicated service and devotion that have been
shown during the project work. We know they are very much disappointed
due to this decision but we hope that they will bear this for the bright prospect
of the company as well as themselves in future.

With Thanks and regards

For Waldies Compound ltd

S.K.Barat
(Assistant Vice-president(Production)

A Buffer is a neutral statement that establishes common ground with the

reader without revealing the main idea. It expresses the consideration of the
writer about the needs and apprehension of the readers.

There are eight types of Buffer .They are : 1)Agreement 2)Appreciation

3)Cooperation 4)Fairness 5)Good News 6)Praise 7)Release 8)Understanding

Following are the four example of Buffer that are used in the above-mentioned
e-mail :
Buffer Example

1)Aggrement We would like to inform you that as a part of the

ongoing effort, the company always puts its time
and investment on the new products to judge its
potentiality for strong sales and higher profit
level.

2) Fairness In the case of AlphaProject, on the cost side of the

equation, we are observing some major increase
in the cost of main raw material Lead and other
Chemicals. We can accommodate a marginal
increase in their cost by raising our list prices, but
there is only so far, we can raise prices before
sales start to drop.

3)Praise In the light of the above facts, we would like to

give thanks to all the project member of Alphaplus
for their dedicated service and devotion that have
been shown during the project work.

4)Cooperation We know they are very much disappointed due to

this decision but we hope that they will bear this
for the bright prospect of the company as well as
themselves in future.

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Answer to Question No 2 :

a)Your smart TV cannot be authorized by us to repair since the warranty

period has been allowed by you to expire.

Here the Passive Voice is more appropriate because the sentence conveys
some negative news which should be indirect, polite and depersonalization of
doer .

b)The cash refund for item cannot be given to you that were purchased by
you over 60 days ago.

Here the Passive Voice is more appropriate because the sentence conveys
some negative news which should be indirect, polite and depersonalization of
doer .

c)Patients are not accepted by Hinduja Hospital who are not being members.

Here the Passive Voice is more appropriate because the sentence conveys
some negative news which should be indirect, polite and depersonalization of
doer .

d)All reports must be submitted by you by tomorrow.

Here active voice is more appropriate because the sentence convey some
advice which should express directly .
e)2 columns are being subtracted instead of added them by you, thus the
incorrect total is being produced.
Here the Passive Voice is more appropriate because the sentence conveys
some negative news which should be indirect, polite and depersonalization of
doer .

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Answer to Question NO:3 (a) :

Proofreading is the quality inspection stage of our documents, the last chance
to make the document error free and ready to communicate to the target
reader.
We can use the following technique to make sure that our document is error
free:

1)Make multiple passes: Go through the documents several times, focusing

on a different aspect each time. For instance, look for content errors the first
time and layout error second time.
2)use perceptual tricks: There may be a chance that after reading the
documents several times, still there is an error in the documents. We can miss
the error to find out. This happened because our brain has developed a
wonderful skill of subconsciously supplying missing pieces and correcting
mistake when it knows what is supposed to be on the page. To keep our brain
from tricking us, we need to trick it by changing the way to process the visual
information like i) reading each page backward, from the bottom to the
top,ii)placing your finger under each word and reading it silently,iii)making a
slit in a sheet of paper that reveals one line of type at a time ,and iv)reading
the document aloud and pronouncing each word carefully.
3)Double-check high priority items. Double check the spelling of names
and the accuracy of dates, addresses, and any number that could cause grief
if incorrect.
4) Give some distance: We should not proofread immediately after finishing
a documents; let our mind wander off to new topics and then come back fresh
later.
5)Be vigilant: Avoid reading large amounts of material in one sitting and try
not to proofread when somebody tried
6)Stay focused: we need to concentrate on what we are doing and need to
block out distractions. We should focus as completely as possible on
proofreading task.
7)Review complex digital documents on paper: Some people have
trouble proofreading webpages, online report and other digital documents on
screen. They should take a print out of the documents and review them on
paper.
8)Take time: Quick proofreading is not careful proofreading.
Answer to question no 3(b)
By applying the following four techniques, I would make the proposal
readable:

1)Varying sentence length: Varying the length of the sentence is a creative

way to make your messages interesting and readable. By choosing words and
sentence structure with care, we can create a rhythm that emphasizes
important points, enlivens our writing style, and makes information more
appealing to your reader. For example, a short sentence that high lights a
conclusion at the end of a substantial paragraph of evidence makes our key
message stand out.
2)Keeping Paragraph Short: Large block of text can be visually daunting,
particularly on screen and even more so on small mobile devices, so the
optimum paragraph length is short to medium in most cases. Unless we break
up our thoughts somehow, we shall create lengthy paragraph and that will
create problem for the most dedicated reader. Short paragraphs, generally
100 words or fewer are easier than long ones and they turn our writing look
interesting. Emphasis on short and forceful paragraph is the key to the good
readability of proposal.

3)Using Lists to clarify and Emphasize: An effective alternative to using

conventional sentence is to set off important ideas in a list-a series of words,
names, or other items. List can show the sequence of your ideas, heighten
their visual impact and increase the likelihood that a reader will find key
points. In addition, lists help simplify complex subjects, highlight main points,
visually break up a page or screen, ease the skimming process for busy
readers, and give reader a breather.
We can separate list items with numbers, letters, or bullets. Bullets are
generally preferred over numbers, unless the list is in some logical sequence
or ranking or we need to refer to specific list items elsewhere in the
documents.

4)Adding Heading and Subheadings: A heading is a brief title that tells

readers about the content of the section that follows. Subheadings are
subordinate to headings, indicating subsections within a major section.
Heading and Subheadings serve these important function:
a) organization: Heading how the reader at a glance how the document is
organized.
b) Attention: Informative and attractive headings grab the reader attention
more easily, make the test easier to read.
c)Connection: Using headings and subheading together helps reader see the
relationship between main ideas and subordinate ones so that we can
understand our message more easily.
Readability Indices is a useful reference point to judge the readability of a
proposal.
Two readability indices are as follows:
1) Flesch-Kincaid Grade Level
2) Flesh Reading Ease

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END