Module-III  Suppliers
Basic Technical Writing Skills  Associate or organizations
About Business Correspondence:
Today we talk of globalization where the entire world has come
closer. Various countries of the world have developed business
relations with one-another. We have business relations with those
who are separated by distance. It is not always possible for us to
meet and talk with our fellow business partners, employees or
customers or clients or suppliers who belong to distant places.
Therefore, we adopt some sort of oral or written modes of
communication.
In business people often use written mode of communication as it
is the most effective and time-saving method of communication.
Moreover, it provides a permanent written record of what was
said; to whom and on what topic? Effective letters,
Memorandums and Reports are written to facilitate the smooth
running of business relations.
Among all modes of business correspondences, professional letter
is the cheapest source of conveying message. It helps in bringing
people closer all over the globe.
In spite of the modern scientific and technological advancement,
the role of letter writing cannot be minimized.
A letter writer must make all necessary efforts in order to obtain
effective writing skills. It should not be written haphazardly. The
writer, therefore should make sure – what he wants to say; to
whom he is going to write and also why the letter is being written?
A letter is a short composition and you must make the most
effective use of every sentence and every word. Careful planning
can help you write a good letter. Moreover, it should be:
 Frank
 Intimate
 Lively
 Interesting
You have to write dozens of letters when you enter a profession.
Many of these will be written to persons you have never met and
perhaps you can never hope to meet. You will be writing letters
to:
 Firms
 Companies
 Customers
 Government officers
 Credit agencies
 Employees
Planning a letter:
 Careful planning is the basis of success in most tasks.
Thinking, reasoning and planning before writing a letter
has many advantages.
 It gives you time to set you mind and emotions like anger
which can spoil the communication if it is reflected in the
letter.
 It helps to make sure that all information and ideas are
included and are correct.
 It enables you to compose the letter in a logical order and in
the style most suited to the needs of the reader.
 It is a good method to separate the two elements of
communication: Planning the content and choosing the
language/style for presentation.
Planning the Subject Matter:
 This involves thinking about why you want to
communicate (the purpose)
 To whom the message is to be sent (the receiver)
 What is to be achieved by the communication (the desired
receiver-response)
 Decide on the content and write it down in the form of
notes.
 Make sure that all information is included and number the
points in the logical order in which you want to use them.
Note: A letter is a short composition and it is easy to arrange the
collected notes in the structure of a letter.
Features of a good business letter:
 Clarity
 Coherence
 Simplicity
 Correctness
 Completeness
  Conciseness
 E-mail address
 Convincing
 Courtesy
 Originality Sample Heading
 Appearance
HIMALAYA PUBLISHING HOUSE
Many letters can be written on a framework of four points:
1. Opening/ Introduction Educational Publishers “Ramdoot”, Dr. Bhalerao Mrg, Santacruz ,
2. Giving the required information Mumbai-400004,Fax:002-45542156,Mobile:09985642562;E-
3. Action/Response from the writer or the recipient mail:hph@edu
4. Closing
Date:
Structure of a Business Letter: Every official document must be dated. The date provides an
To be effective, a business must be written in a proper form and important point of reference in further correspondence and in
style. At the stage of composing, give attention to the: following up the issues dealt with in the letter. The date is placed two
 The language and style line spaces below the heading i.e. on the right. The method which the
 The recipient and how much the recipient knows date should be put are:
 The relationship between the sender and the recipient
 What is the recipient’s attitude to the issue being discussed  English Style: DD/MM/YY (23 January, 2014)
in the letter  American Style: MM/DD/YY (January 23, 2014)
Essential parts of a Letter: The practice of writing date like: 23-01-2014; 23.01.2014;
 Heading 23/01/2014 should be avoided anywhere in formal or informal letter
 Date writing.
 Inside Name and Address
 Reference Reference Number:
 Salutation A reference number is also sometimes given in a letter. The word
 Subject ‘Reference Number’ or ‘Ref’, with blank space for writing, is
sometimes printed in a letter paper in the middle just after the printed
 Body/Text of the letter
heading. In the blank space is written the number of the letter. When
 Complementary Close
the addressee writes a reply to it, he/she sometimes begins the letter
 Signature as follows: “With reference to your letter no. ”. So that the
 Enclosure recipient can at one find out which letter has brought this reply. This
Heading: reference is very useful in a big firm, handling a large volume of
Most of the firms use printed letter heads these days. The letter correspondence where previous correspondence cannot be easily
head contains: found out without reference number.
 The name of the sender A reference number must appear left side after the ‘Heading’ of the
 The address of the sender letter.
 The nature of the business of the sender(i.e. exporters, Inside Address:
manufactures, travel agents etc) This part of the letter shows: The name and address of the person or
 The name of the department writing the letter party to whom the letter has been addressed. If the letter has been
addressed to an individual, courtesy titles should be fixed before the
 The landline telephone or the mobile number
person’s name like: Mr., Mrs., Miss., Ms., Shri., Shrimati., Kumari.,
etc.
Inside address is written on the left-hand side of the page just after Subject Line: The purpose of the subject line is to let the reader know
the Reference No. (leaving one-line space). immediately what the message is about. It saves time of the reader in
reading the entire letter if, the letter is unnecessary lengthy. It also helps
Sample Inside Address: in getting the work done quickly by the officials of the concerned
department.
 The Secretary Usual practice is to place ‘Subject’ after ‘Inside Address’ but,
North India Machinery sometimes, it is also placed after the ‘Salutation’ by the left margin
Limited Jawahar Lal Nehru of the page.
Marg Chennai-600002 It is introduced by the word ‘Subject’ or ‘Sub.’

 The General Manager For example:

The Union Bank of India Mr. Romesh Plywood
Baroda House 15, Gold Lane, South City
Mumbai-400001 Delhi-110021

 The Chief Accounts Officer Subject: Supply of Typewriters

Bharat Airways Limited
Ashoka Marg Dear Sir,
New Delhi-110001
If a letter addressed to an officer by name write ‘Sri’ (abbreviated Salutation:
form of Sriman) before his name. If the officer is an unmarried A salutation is a way of greeting to the addressee.
woman add ‘Kum’ (abbreviated form of Kumari) and if married The salutation begins at the left margin, two line spaces below the
‘Smt’ (shortened form of Srimati) before her name. In case of a inside address. It is followed by a comma. In American practice, it is
married woman, Smt., is followed by her name and the husband’s followed by a colon(:). The salutation matches the first line of the
surname, e.g. inside address. If the letter is addressed to an organization, the
salutation is plural: ‘Gentlemen’ or ‘Dear Sirs’ or ‘Sirs’. If the letter
(1) Sri R.P. Asthana is addressed to a particular official mentioned only by designation,
(2) Kum. Shella Asthana e.g., “The Sales Manager” the salutation is singular: ‘Sir’ or ‘Dear
(3) Smt. Mridula Asthana Sir’. If the official is a lady, the salutation is ‘Madam’ or Dear
If a person has a special title, it is written before his/her name Madam’. It is quite common practice now to address business letters
instead of the usual Sri, Kum., Smt. In the case of women, you to an official by name and designation, e.g., Mr. A.P.Shah, Sales
may add Kum. or Smt., within brackets after the special titles. Manager or Ms A.S. Samantha, Finance Manager. In this case, the
The latest trend which is catching out attention is to write “Ms” for salutation is ‘Dear Mr. Shah or ‘Dear Ms Samantha or Ms Samantha
married and unmarried women. For example: (if you don’t know whether the lady is married).
 Dr. Mukesh Kumar
Body or Text of letter:
 Dr (Kum.) Pratibha Singh This is the most important part of the letter and most difficult to write.
 Dr (Smt.) Nirupama Dixit This part is divided into several paragraphs, the first being known as
 Professor D.S. Srivastava ‘Introductory paragraph’, and the last as ‘Concluding
 Professor (Smt.) Sunita Singh
 Professor (Ms) Sarita Rawat
paragraph’ and middle one makes the main body and contain the
main information about the letter.
The main purpose of a letter is to convey a message and the main
purpose is to produce a suitable response in the reader. This is
done mainly through the body of the letter. It is, therefore,
important to organize and arrange the material very carefully.
The ‘Introductory Paragraph’ should be carefully written. It
should begin with such good-natured and friendly expressions as
“We are happy to hear that…”, “We are glad to tell you that…” or
“We are sorry to tell you…”. ‘Sales Letter’ should open with
polite or courteous tone (showing good relationship with the
customer and the supplier). For example: “We are glad to inform
you that we have just now launched in the market a ‘ Sewing
Machine’ which is cheaper and more durable than other
machines”. If it is a ‘Reply Letter’, it should open with the
previously made reference by the customer. For example: “We are
pleased to receive your letter no. 291, dated October 21, 2014”.
The next paragraph or paragraphs should deal with the main
subject matter of the letter. Proper paragraphs should be made to
deal with the whole matter systematically.
The concluding paragraph should be written in good spirit and
should be forceful and polite.
Complimentary Close:
The complimentary close is written two line spaces below the last
line of the text of the letter. It is placed on the right side of the
letter and is followed by a comma mark (,). In case of Full Block
Style letter format, the complimentary close is written on left hand
side because all the other part of a letter is also left aligned.
It refers to the regards or respect which the writer wants to convey
to the reader. It must agree with the salutation. The common form
of salutation is ‘Dear Sir’ or ‘Gentleman’, with which ‘Yours
Faithfully’ should be used. When the salutation is ‘Dear Mr…’
etc., ‘Yours Truly’ is usually written. ‘Yours Sincerely’ may be
used for this when personal relations are intimate. ‘Yours
Sincerely’ and ‘Your Affectionately’ are not used in ‘Business
Letters’. In ‘Letters of Application’ ‘Yours Respectfully’
should be used if the post applied for is ‘Junior’ when you have used
‘Sir’ in the salutation line. But if the post is ‘Senior’ then ‘Yours
Faithfully’ is used and ‘Dear Sir’ is written in the salutation line.
‘Yours Obediently’ should be used by the students when writing to
their teachers or head of any institution.
Signature Block:
The signature is written in hand writing below the complimentary
close. As the signatures are mostly illegible, it is important to type
the name of the signatory below his signature. The signature must be
accompanied with : (a) the name of the concern for whom the letter
is being written and (b) the designation of the person signing the
letter.
The rules regarding signatures are as follows:
 If a letter is written by an individual, he should sign himself.
 If the letter is written by a partnership firm, any partner is
entitled to sign in the name of the firm in his own handwriting
as
Ram Bihari Shyam Bihari
Partner
 An employee of the firm e.g., Manager, cannot sign the
name of the firm himself unless he is authorized to do so. In
case he is legally authorized, by power of attorney, to sign for
or on behalf of the firm, he should sign as follows:
Per Pro. Shyam Bihari Ram Bihari,
K.C. Gupta,
Manager
Enclosures (Encl):
Very often a letter carries along with it some important papers such
as:
 Date of Birth
 Copies of Certificates/Testimonials
 Price List
 Invoice/Bills
 Receipts
 Cheque/Draft
 Cash Memo
 Photo Identity Proof
 Address Proof
  Salary Slip
In such a case the fact that some documents are enclosed with (1) Block Format: The Block Format style is a popular letter
the letter should be indicated on the left hand bottom corner of the format as it is very simple and easy to use. In this style all parts of
letter paper by writing the work ‘Enclosures’, ‘Encls’, ‘Encl’ a letter that is:
and giving after the number of enclosures. The writer is well  Date line
advised to make mention of these papers at the bottom left  Inside address
margin of the letter paper as shown below:  Salutation
Encl: (1)  Body
(2)  Signature Block
(3)  Enclosure
is written on the left hand margin of the letter page. The paragraphs
Layout of the Business Letter: are not indented. It is better not to justify line endings for better
The layout of the business letters should be impressive. Its readability.
physical appearance, that includes:
 Quality of the paper (2) Modified Block Format: The modified Block Style is a
 The arrangement of the typed/printed matter modified version of the Block style. In this style, the date and the
 The it is folded and kept in the envelope signature block is written on the right hand side. The paragraphs are
 The envelope itself with the addressee’s name and not indented.
address October 21,2014
 Stamping etc.
Mr D K Paul
It therefore, cannot be taken casually. As is well said, “A letter’s Personnel Manager
appearance is a part of its message”. That is why most reputed Alpha Petrochemical Limited
companies choose the best quality stationery and send out 621, Ahuja Chambers, Nariman Point
carefully written letters. Mumbai-400021
Many companies choose their own lay-out. But the differences in
lay-out are not as many as their similarities. Their differences Subject: Acceptance Letter
occur due to the typing/printing conventions, indenting, spacing Dear Mr Paul
etc. It is with pleasure that I accept your offer of an Executive Trainee
position at the production division of your company. I assure you that
Business Letter Formats: I will put all my skills and experience to work for APL.
As desired, I can join you by the end of October, 2012. I am grateful
There are four popular styles of business letter formatting, that is: to you for giving me this opportunity to work with you. I look
forward to meeting you in October.
 Block Format Regards,
 Modifies Block Format Yours
 Semi-Block Format Sincerely
, Ravi Kapoor
Semi-Modified Format: The Semi-Block style is similar to 4. Politeness: Polite words leaves a very great impact upon a
Modified Block format except that each paragraph is indented that person. Be it in speaking or writing. If a business letter is written
means first line of each paragraph starts after leaving five word with courteous language, business relationship can be developed
spaces from the left hand margin. quickly. Words like- ‘I am sorry’; ‘Sorry for the inconvenience’; ‘I
am pleased to state’; ‘With warm regards’; ‘Thanking you in
Sample Letter: anticipation’; ‘I shall be highly obliged’ etc. are those phrases or
October 21, 2014 words of courtesy that can build very good and long lasting
Mr. D.K .Paul business relations.
Personnel Manager
Alpha Petrochemical Limited 5. Consideration: Consideration in business letters means using a
621, Ahuja Chambers, Nariman Point language which is convenient for your reader. If a reader of business
Mumbai-400021 letter feels uneasiness in understanding the information, it is a waste
Subject: Acceptance Letter of time for both the writer and the reader. So, be careful in drafting a
business in a language which is well known to the reader too.
Dear Mr Paul
6. Use of Jargons: Jargons are ‘Technical Words’ that are used in
It is with pleasure that I accept your offer of an Executive specific field. For example: Medicine, Millitary, Computers,
Trainee position at the production division of your company. I Engineering etc. In drafting a business letter, the writer should be
assure you that I will put all my skills and experience to work for careful in the use of jargons. The writer should either explain the
APL. meaning of the used jargon or should not use it. If jargons are used
As desired, I can join you by the end of October,2012. I in business letter without their explanations, they can create
am grateful to you for giving me this opportunity to work with confusion in the readers and this way the entire motive of writing
you. I look forward to meeting you in October. the letter shall be a waste.

Regards, Sales Letters: Sales letters are persuasive messages that persuade
Yours Sincerely, the readers to believe what the sender wants them to believe.
Ravi Kapoor Although expensive and time-consuming, sales letters are very
effective as result-oriented business publicity. Writing of sales letter
Principles of a Business Letter: requires careful analysis of:
1. Brevity: A business letter may sometimes be lengthy but most  Customers
of the time it should be framed concised and precised. It should  Market
be to the point and should not have exaggerations or wordiness.  Product Demand
 Utility of the product
2. Clarity: Clarity in business letter can be brought through  Cost efficiency
correct – Tenses, Punctuation marks, Correct Sentence Structures,
Sales Letters are used for promoting the sales of products such:
Correct Spellings and Use of exact word for a particular meaning.
 Bicycles
3. Accuracy: Accuracy in business letters can be brought
through factual information. The information provided in a
business letter in reference with Testimonials or
Authenticity of a product should be carefully presented
before the customers.
  Toothpastes Questions
 Hair oils  Anecdotes etc.
 Pens The purpose of every Sales Letter is to convert the reader into a
 Bulbs etc. customer.
Manufactures generally prefer to advertise on:
 Radio Writing a Sales Letter
 Television  Introductory Paragraph: The letter should open with an
 Films attention catching statement. It must arrest the reader’s
 Popular newspapers attention and immediately appeal to his:
 Magazines etc. (a) feeling
(b) interests
Although the basic objective of every sales letter is to promote
(c) social sense
sales, they serve many purposes. They are written to:
 Make new customers The lines that follow it should sustain his interest and invite him to
 Promote a business idea go through it. In fact, how you write the first few lines will largely
 Introduce new products in the market determine whether your entire letter will be read or thrown into the
 Generate new demand for a old product waste-basket.
 Promote goodwill relation with the existing customers There are several ways of starting a Sales Letter; let us look at
 Increase and expand customer network some of them:
 Launch a marketing campaign aimed at a target
Making a striking statement:
audience  If you are above forty, read the enclosed literature.
So, writing a Sales Letter may involve a careful analysis of the
 For the last five years we have been working to produce the
product, service, or idea that needs to be promoted through the
product you want.
letter. The ‘central selling points’ must be identified to make the
 To suit your budget we have specially designed a new
letter innovative, fresh and persuasive.
savings scheme. Give us your precious five minutes in going
though the enclosed literature.
The key elements in sales letter are:
 You need not feel nervous when asked to make a speech.
 Gaining the reader’s attention
 Shirts that are a breath of fresh air. Literally!
 Building the reader’s interest in the product, service or
 We care for your money at ICICI bank, a team of qualified
idea
investment advisors are waiting to guide and fulfill your
 Convincing the reader that the product or service is the
investment needs.
best
 Motivating him/her to act Special Offers:
The reader’s attention is caught by the:  Samsung bring to you a special celebratory offer. Now you
 Layout can get a Samsung 74 cm Pure Flat TV, a DVD Player and an
 Colour scheme 80 Liter Refrigerator just for Rs 39,990/-. Hurry! To your
 Illustrations nearest dealer to avail of this exclusive offer.
 Catchy phrases  Most cars give you a free audio system. We will give your car
 Striking statements audio system installed free of cost with 10 packs of latest mp3
player CD’s. Absolutely Free!
  Buy any LG product. Win prizes worth Rs 10,000. Hurry!
Offer closes October 30.2012
 We offer absolutely free with every copy of our new
dictionary a calendar and a copy of Quotable Quotes.
Special Appeals:
 Be a proud owner of a Hitachi air conditioner designed for
your room on your budget.
 A great Gold and Diamond collection for the greatest
moments of our life.
Relating an Anecdote, a Joke or a Story:
 Have you heard a story of a kind who turned into gold
everything he touched? You can make our Sonalika
Tractors perform the same magic. They plough deeply
though the hardest soil and prepare it so richly that
whatever you sow, you will reap Gold.
 Shree KamalNath is every inch a successful man. The
pages of the enclosed pamphlet story of his success. We
invite you to go through it.
Asking a Question:
 Do you want to invest your money with high rate of
interest with us on short duration?
 Are you nervous when asked to make a speech?
 Are you able to cook your breakfast in time?
 Do you throw away you pen when the ink is finished?
Body of Sales Letter:
The body of a Sales Letter should contain information that builds
the interest of the reader/customer in the product/service and
convinces him/her that the product is very important for buying.
Key features of the product may be included and selling points
should be focused. Therefore, all necessary statements must be
written with the help of:
 Facts
 Figures
 Testimonials
 Guarantee
 Free samples
 Trial offers
(a) Facts:
 Our photocopying machine produces copies one and a half
times faster than the best available in the market and produces
no noise at all. Visit us for believing in us.
(b) Testimonials: Opinions of customers after using a product:
 Mrs. Neena Sharma from Lucknow: “Earlier I had enough
pain in my joints due to which I could not do my household
work. Sometimes, I used to have unbearable pain and I
could not even walk for a distance. But, after using ‘Sandhi
Sudha’, I have got so relaxed in the joint pain that now I can
go for a walk outside and enjoy with my household work.”
 Mr Naresh from Mumbai: “Earlier, I could not tolerate the
sensation in my teeth whenever, I had something hot or cold.
But, this toothpaste ‘Sensodyne’ has given back my strength
of eating freely without any sensitivity. Thanks to
‘Sensodyne’.”
(c) Guarantee:
 On every purchase of ‘Timex’ watches, we give you a
guarantee of 2 years for any wear and tear in the product. We
assure a new replacement for the purchased product from us.
(d) Free Trials:
 Come! Experience the adventure of new ‘Mahindra Scorpio-
Gearless’ free test drive.
 Ours is a new opening in ‘Body Shaper Gym’. Try 15 days
free trial. If you do not experience any change in your body
shape, we allow you a months trial on free basis.”
(e) Free Samples:
 We are sending you two sachets of newly launched
shampoo from our company ‘Silk&Smooth’. Experience it
and let us know the results on the given address:
Silk &Smooth Pvt.Ltd., 24/A, Four
Lane Square, Mumbai-400021
Closing of Sales Letter: This is the most important part of the sales
letter because it motivates the reader to act. It should tell the reader
what he should do, giving specific instructions and providing
some special inducements to get a quick response. Any one of the
following examples may be appropriate:
Incentives for early entries:
 The first 200 subscribers will get three special gifts.
 There is a rebate of 25 percent for the first 100
customers.
Limited Offers:
 This is a limited offer for professionals like you.
 The offer is valid till stocks last.
Deadline:
 The offer closes on October 21, 2014
Dear Customer,
Opening: The letter should open with an attention catching
statement that could be a special offer, a unique product feature,
a stimulating questing, a startling statement, a fact, a prize
announcement a promise, a remarkable
quotation/proverb, or a persuasive suggestion. Its purpose is to get
the reader devote a few moments of attention to the letter.
Body: Related information that builds the interest of the reader in
the product and convinces him/her that the product is worth
buying should be given. The selling points should be focused with
the help of: Testimonials, Test Trial Schemes, Early Gifts, Limited
Offers, Guarantee etc.
Closing: The reader should be motivated to act and add special
inducements to get a quick response. The letter should be closed
with a goodwill expression.
Thank you,
(Company’s Name)
Sample Sales Letter
SUNRISE ELECTRONICS(INDIA) LTD.
541/DARYA GANJ, NEW DELHI-100021
FAX;0511-2254612;MOBILE;09985462156;E-MAIL:
sunrise.ele@gmail.com
November 2, 2014
Dear Customer,
With summer approaching, you may be thinking of how to
keep your house cool so that you can have sound and healthy sleep
and can get ready for another days work with more energy and
enthusiasm. To meet your needs, LG India; largest consumer
electronics and home appliance company offers the widest choice in
‘Split-Air Conditioners’ and ‘Window Air Conditioners’. The
detailed information is given in the enclosed brochure attached with
this letter.
We, the authorized dealer of LG in the region, guarantee for
three years against all manufacturing defects and repairs, or
replace any part that might cause trouble at our cost.
With the brochure, you will find a card. Please fill it in and mail
to our mentioned address in the brochure. We shall send our
technician to your house to assess your fitting requirements and to
advice you about the location of air conditioner.
There is offer of special discount of 10% if, the order is placed
on or before November 30,2012. All installation charges will be
borne by us.
Thank you,
Yours Faithfully,
MohanLal
(SalesExecutive)
Encl: Brochure
Purchase Letter:
Purchase letter is also known as Purchase order which allows the
buyers to clearly and explicitly communicate their intentions to
sellers. They also help a purchasing agent to manage incoming
orders and pending orders.
The objective of a purchase order to make the seller know that his
product has been liked and approved for purchase. The letter is a
confirmation to the seller that his order has been approved by the
buyer.
Writing Tips for Purchase Order:
1. At the opening of the letter, the writer should express his
business details in short.
2. Thereafter, he should make the seller remind of the Inquire
letter where the buyer had enquired about the price (per unit) of the
consignment through Reference Number and Date of Inquiry.
3. Now the buyer should show interest in the product and should
immediately place order.
4. The order should include: (a) S.No. (b) Description of Item (c)
Qty of Product (d) Price (per Unit) (e) Total Cost (in INS)
5. The buyer should now write about the terms & conditions (as
agreed during the reply of the Letter of Inquiry through the seller)
and the mode of payment.
6. The buyer should make a reference of address of shipping to
the seller.
7. He should thank the seller in advance for giving a
consideration in the product of the buyer.
8. The letter should close by thanking the seller, putting the
signature and writing Name and Designation of the buyer.
Sample Purchase Order:
Faber Castel Stationers Pvt Ltd.
Near Uthratia Over Bridge, Lucknow (Uttar Pradesh)-226025
Mob: +91-790210000; E-mail: fabercastel@gmail.com;
www.fabercastel.com
Date; April 19, 2019
To,
Mr. Charanjeet,
Sales Manager,
Green Leaf Stationery Products Pvt. Ltd.,
New Delhi.
Subject: Purchase Order of 150 Copies of ‘Professional
English’ Text Books
Dear Sir,
We are running business of selling Stationery items and
Education books of various schools and colleges in Lucknow and
adjoining areas of the city for the last 10 years. We have commitment
with various Engineering colleges for the supply of 150 copies of
‘Professional English’ text books in the coming week.
We would like to remind you that a letter of Inquiry had been
placed to your firm on Date: April 10, 2019 vide letter no. Ref:
Inquiry letter/Professional English/150/2019 where the price per unit
of this book had been put for enquiry. We are glad in informing you
that we had received a very prompt reply from your end through an
invoice bill stating the price of the book.
We feel highly pleased in placing the order to you according
to our dialogue over it. The description of the same is as below:
 Notice Writing
S.No. Descri Author’ Publis Qty Price Total Notices are a means of formal communication targetted at a particular
ption s Name h er (per (per Cost person or a group of persons. It is like a news item informing such
of Item unit) unit) (in person or persons of some important event. This can be an invitation
INS) to a meeting, an announcement of any event, to issue certain
instructions, make appeals etc.
1. Text Aruna Tata 150 139 Rs Rs It is generally written and then displayed at a public place, where it
book: Kuneru Mc copies 20,850 is accessible to all. They can be pasted on notice boards. If it is meant
Profess Graw /- for a wider audience it can even be published in a newspaper. The
ional Hill government when it issues notices must publish it in national and
Englis local papers.
h Format
Since notices are a formal document it should follow a structure or a
Kindly deliver the consignment at the address mentioned in the
format. Keep in mind there is no one correct rigid format. Different
letter head latest by April 21, 2019 as we have already made
formats used by different people/organizations can show some
commitment to the colleges that their consignment would be
variations. But it is ideal to follow a somewhat similar format for ease
placed latest by April 24, 2019.
of understanding and uniformity. Let us look at the most used format
We have hereby attached a Demand Draft of Rs 20, 850/- along of notices.
with this purchase order for a quick delivery from your end.
1. Name of Issuing Organization/Authority: Right at the very
We hope to maintain a long lasting business relations with you in top, you print the name of the person or company that is
future too. issuing the said notices. This will help the reader identify the
notices as important or unimportant to him.
Thanking you in advance !
2. Title: When writing notices we mention a title “NOTICE” at
Truly Yours, the top. This helps draw attention to the document. Notices are
Jaswant Kher generally posted at a public place or published in newspapers.
(Purchase Manager)
It is important that they do not get lost in a sea of information.
So a bold title clearly mentioned helps draw the attention.
3. Date: After the tile to the left-hand side we print the date on
which the notices have been published. Since this is a formal
document a date is an important aspect of it since these
documents stay on record.
 4. Heading: Then we move on to an appropriate heading to
the notices. This heading should make abundantly clear the
purpose of the notices.
5. Body: After the heading, we write the brief and to the
point body of the notice. The main content of the notice
features in the body.
6. Writer’s Name: At the end of the notices we write the name
and designation of the notice-writer. The notices have to
also be signed by the same person to lend it authority and
validity.
Content
Notices should cover some important points that are to be
communicated to the readers. Let us summarize the five points
that the content of the notice will cover, the five W’s
1. What: What is the notice about? The notice should be clear
about what is going to happen (event), or what has already
happened (occasion). This is the crux of the message and
should be written clearly. There should not be any
ambiguity.
2. Where: If the notice is about an event, then the location of
such an event must be written clearly. The venue or the
location are important details, so make sure to include this
in the notice.
3. When: This is the time and the date of the event or
meeting. If possible the duration of the event should also
be mentioned to people can schedule their time
accordingly.
4. Who: This will be who the notice is addressed to. Who all
are suppose to adhere to the notice should be clearly
mentioned to avoid confusion.
5. Whom: And final detail should be whom to contact or get in
touch with. This mentions who the appropriate authority is to
contact.
Tips to Remember regarding Notice Writing
 Be precise and to the point. The ideal length of notice is 50
words, so precise language is appreciated.
 It is a formal form of communication so the language used
should be formal as well. No flowery text.
 Keep the sentences short and use simple words. Since
notices are fairly brief it is best to keep it simple.
 Use passive voice as far as possible.
 Present your notices in a proper format in a box. The
presentation should be neat and thus be appealing to the eye.
 Repetition of words should be avoided.
 Always the notice in a box. Make sure you draw the box with a
pencil.
 Highlight the word ‘Notice’ and ‘Title’. It can be either BOLD
or Underlined.
 The Title should be captivating and eye catching.
 Do not use hypothetical information.
 Make sure you do not include your personal information.
 Make use of all available information in the question.
 Your answer shall include answers to all the 5 W’s – What,
Why, When, Where and Who.
  The purpose for which it being written should be stated
clearly. Interested students may contact the undersigned latest by
April 10, 2019. Date, Time and Venue of the event is as follows:
 Focus on presentation and clarity.
Date: April 20, 2019 Time:
Topics for Notice writing could be as follows:
10:00 a.m. onwards Venue:
1. A Competition
Auditorium
2. An Excursion Trip.
Ruchi/Rahul
3. A Lost and Found Notice Head Girl/Head Boy

4. An Inauguration to take place.

5. An Exhibition
6. A Blood Donation Camp
Solved Example for You
Q: You are Ruchi/Rahul, Head boy/Head girl of ABC Convent
School. Your school is going to organize an Inter-school Singing
Competition. Write a notice for your school ‘notice board’ inviting
names for all interested students to take part.
Sample:
Sample:
Q. Water supply will be suspended for 8 hours (10 am to 6 pm) on 6 th
March for cleaning of the water tank. Write a notice in about 50 words
advising the residents to store water for a day. You are karan Kumar/
Karuna Bajaj, Secretary, Janta Group Housing Society, Palam Vihar,
New Delhi
Janta Group Housing Society, Palam Vihar, New Delhi
NOTICE
Date: April 09, 2019

ABC Convent School Attention!!!

NOTICE
April 09, 2019 This notice is to inform all the residents regarding the
suspension of water supply for 8 hrs. It is being done to clean the
Inter-School Singing Competition water tank.

Our School is organizing an Inter-School Singing The date and time of suspension of the water supply is as
Competition in the school auditorium. More than 20 school from under:
over the city will participate.
Date: April 16, 2019
Time: 10:00 a.m. to 6:00 p.m.
Thus, we request you to store the sufficient amount of water
beforehand to minimize the difficulty. 1. Agenda Item # 1:

Kindly excuse us for the inconvenience! (a) Discussion:

Karan Kumar
(Secretary) (b) Decision:
Water Works Department

Sample Question Format: (c) Action Item:

Q. While walking in a park in your neighborhood, you found a
small plastic bag containing some documents and some cash.
Next Meeting Plan:
Write a notice in about 50 words to be put on the park notice board
asking the owner to identify and collect it from you. You are
Amar/ Amrita. Adjournment:

Agenda Writing
An agenda, also called a docket or a schedule, is a list of activities
in the order they are to be taken up, from the beginning till the
adjournment. An agenda helps in preparing for a meeting by
providing a list of items and a clear set of topics, objectives, and
time frames that are needed to be discussed upon.
Format of an Agenda:
Date:
According to the above given format, one can increase the Agenda
Items like: Agenda Item #2; Agenda Item #3 and so on.
So, an agenda is a document of planned activities or topics to be
discussed or done one after another. There are different kinds of
agenda like: Sales Agenda, Trip Agenda, Board Meeting Agenda,
Training Agenda, Project Meeting Agenda, Leadership Meeting
Agenda, Operations Meeting Agenda etc.
These provide an effective instrument for a fruitful and coordinated
meeting or process.

Time: Minutes of Meeting

Also known as protocol or note, minutes are the live written record of a
meeting. They include the list of attendees, issues raised, related
Place:
responses, and final decisions taken to address the issues. Their
purpose is to record what actions have been assigned to whom, along
Members Present: with the achievements and the deadlines.

Absentees:
Sample Meeting Minutes

MINUTES OF MEETING

Dr. P.K. Singh, Head - Humanities and Applied Sciences, presided a meeting of faculty
members of HAS Deptt. on Tuesday 05th, 2015 at conference hall (Saraswati Block) around
03:00 pm.

Members present at the meeting: List Enclosed.

Agenda of the Meeting :

1. Leave Application
2. Submission of Exams Copy
3. Exam Duties
4. Behavior of Faculties
5. Dress Code
6. Use of Proper Channel for Information

Taking into consideration the above agenda, following points were taken into account:
i. In case of leave required by any faculty of the department, must be brought to the notice
of the HOD/Coordinator prior from the day of its implementation.
ii. In case of personal or family emergency conditions, faculty should inform the
HOD/Coordinator telephonically stating the cause of his/her absence that day.
iii. If the days of leave availed by any faculty, exceeds, it should also be immediately
brought to the notice of the HOD/Coordinator.
iv. During the conduction of regular classes, if any leave is availed by any faculty, he/she
should ensure a prior arrangement of the classes with proper intimation to the concerned
HOD/Coordinator.
v. During the sessional exams/ end semester exams, if the faculty is assigned any
invigilation duty or duty related to the exam, then it should be timely intimated to the
HOD/Coordinator and should be seen (at the end of the faculty) that a suitable
arrangement of faculty or staff is ensured.
vi. The faculty members are also requested to busy themselves in doing concrete and
constructive activities instead of wasting their time and of others too by gossiping and
sitting into other faculty member’s cabin during the college hours.
vii. In a semester, if the number of LWP’s exceeds six, the faculty may have to undergo the
process of rejoining; if allowed by the authorities.
viii. There should be no discrepancy in the time at which the bio-metric thumb impression
is made with that of the time entered into the attendance register at the time of arrival
at the campus in the morning.
 ix. It has been observed that a few faculty members flock around the bio-metric device a
few minutes prior to their scheduled departure in the evening; which is a waste of time.
It is therefore requested from them to reach the thumb impression area in time.
x. Faculty members are required to stick to the time duration given to them for the
evaluation and submission of the internal examination copies. They must ensure the
submission of the copies in or within the stipulated time.
xi. The evaluation of the internal exam copies should be seriously done as it bears the
future of the students. Non-serious evaluation by any faculty member shall lead to
serious consequences at the end of the authorities.
xii. Faculty members are also required to maintain the decorum of the internal/external
exam duties i.e. they are requested not to talk among themselves or even on their mobile
phones at the corridor area of the invigilation rooms or even next to next invigilation
rooms.
xiii. Reporting time at the exam cell and invigilation room should be seriously taken into
account.
xiv. In case of problem in carrying the answer copies because of bulk, it is advised to get
the problem solved by doing it on shared basis.
xv. In case of sickness/illness of any faculty whose duty has been assigned for invigilation,
he/she is suppose to give proper arrangement as his/her compensation.
xvi. Faculty members should ensure correct behavior at the place of invigilation and must
also expect the same from the students too.
xvii. Faculty members should ensure formal dress code, as guided by respective circulars,
throughout the session, both for males and females.
xviii. Faculty members coming by riding bikes must have worn their helmets.
xix. If any co-curricular or extra duties are assigned to any faculty member, that has to
brought into the notice of the HOD/Coordinator with immediate effect.
xx. Faculty members must exchange their mobile numbers among themselves so as to get
quick availability of them at their immediate requirement and also to have get official
work accomplished without delay.
xxi. Owing the sense of responsibility towards the college, faculty members are required to
contribute their efforts in bringing admissions, voluntarily. Their suggestions in this
context are highly appreciable.

The meeting concluded @ 4:15 PM with a note of oath that each one should bear some
responsibility towards the college and should be committed in doing that.

Copy to:
1. Director Sir SMS-IT, for information please.
2. Dean Academics, for his kind perusal and further action.
3. All faculty members, in soft copy.