CHAPTER 7

LETTER WRITING
7.1 About Letter Writing
A letter is a written message that can be handwritten or printed on paper. It is usually
sent to the recipient via mail or post in an envelope, although this is not a requirement as
such. Any such message that is transferred via post is a letter, a written conversation between
two parties.
Now that E-mails (Advantages and disadvantages) and texts and other such forms
have become the norm for communication, the art of letter writing has taken a backseat.
However, even today a lot of our communication, especially the formal kind, is done via
letters. Whether it is a cover letter for a job, or the bank sending you a reminder or a college
acceptance letter, letters are still an important mode of communication. Which is why it is
important that we know the intricacies of letter writing.
TYPES OF LETTERS :
Let us first understand that there are broadly two types of letter, namely Formal Letters, and
Informal Letters. But then there are also a few types of letters based on their contents,
formalities, the purpose of letter writing etc. Let us have a look at the few types of letters.
1. Formal Letter: These letters follow a certain pattern and formality. They are strictly
kept professional in nature, and directly address the issues concerned. Any type of
business letter or letter to authorities falls within this given category.
2. Informal Letter: These are personal letters. They need not follow any set pattern or
adhere to any formalities. They contain personal information or are a written
conversation. Informal letters are generally written to friends, acquaintances, relatives
etc.
3. Business Letter: This letter is written among business correspondents, generally
contains commercial information such as quotations, orders, complaints, claims,
letters for collections etc. Such letters are always strictly formal and follow a structure
and pattern of formalities.
4. Official Letter: This type of letter is written to inform offices, branches, subordinates
of official information. It usually relays official information like rules, regulations,
procedures, events, or any other such information. Official letters are also formal in
nature and follow certain structure and decorum.
5. Social Letter: A personal letter written on the occasion of a special event is known as
a social letter. Congratulatory letter, condolence letter, invitation letter etc are all
social letters.
6. Circular Letter: A letter that announces information to a large number of people is a
circular letter. The same letter is circulated to a large group of people to correspond
some important information like a change of address, change in management, the
retirement of a partner etc.
 7. Employment Letters: Any letters with respect to the employment process, like joining
letter, promotion letter, application letter etc.

7.2 Outline your letter

Frank & CO. LTD

Jl. Krakatau Barat A No.2 Phone. (0221)
1548378
Cilegon
West Java

Cilegon, Oktober 16th, 2020

Ms. Jesicca
Pure Metal
West Java

Dear Sir or Madam,

Subject : Request for Catalogue

Good Morning Sir or Madam,

We saw your advertisement in the “Precious Metal” a few days a go and interested in your
steel products.

Please let us have the details of your product together with the sample, terms of payment and
the price list. If the quality is satisfactory and the terms are reasonable, we will place a large
order soon. Could you guve us details of discount and the fastest delivery please.
We hope to receive you reply soon.
Sincerely,
The Head Manager of Frank&CO. LTD
Nikita J.S

CHAPTER 8
PRACTICE – PREPARE AND DESIGN PRESENTATION SLIDE
8.1 What you should do to have good presentation slide
Presentation Skills are Important for Stress Reduction :
Effective presentation skills reduce miscommunication, which is likely the biggest
cause of work-related stress. Better presentation skills also the stress on presenters which
means they will be more willing to present and more effective with their communication.
Good presentations are memorable. They contain graphics, images, and facts in such a
way that they're easy to remember. A week later, your audience can remember much of what
you said. Great presentations are motivating.

THE IMPORTANCE OF PRESENTATION SKILLS :

 YOUR ENGLISH SPEAKING SKILLS WILL EXCEL

Presentations are a fantastic way to contribute to your english language learning experience.
They enable you to practice all language areas (such as vocabulary, phonology and grammar)
and skills (speaking, reading, writing and listening). But most of all, they build your
confidence in public speaking.

 YOU WILL GAIN SELF CONFIDENCE TO HAVE YOUR SAY

Unsurprisingly, public speaking classes may make you feel nervous! Statistic brain found a
whopping 74% of people feel nervous speaking in front of others.

Speaking in front of a class, in a language which is not your first native level, can be difficult.
Yet, do not fret; we are here to give you the practice and support you need. You can try our
public speaking classes out in a safe and encouraging environment during our time to shine

 YOU WILL LEARN TO COMMUNICATE BETTER IN ALL AREAS OF LIFE

Presentation skills are an impressive and powerful tool that will take you so much further
than just speaking in the classroom. With our communication skills training, you’ll become a
good presenter all round, structuring and expressing your ideas clearly.
Knowing how to make a good presentation will help you in job interviews, to make new
friends, to sell a product and make business deals successfully.

Your body language, hand gestures and eye contact will improve too. This helps captivate
your audience. Your ability to plan and prepare materials, to convince your audience of what
you have to say, will excel too.

 YOU WILL BE LESS STRESSED

If you have effective presentation skills, this means you are good at communicating. By
speaking clearly, and getting your ideas and message across to people well, there will be less
miscommunication in your life. This means less stress and happier relationships.

 YOUR TIME MANAGEMENT WILL IMPROVE

With only a certain amount of time to give your presentation, you will learn how to
communicate your message quickly, clearly and successfully in a limited amount of time. A
good presentation is easy to understand, memorable and not so long that your audience loses
interest.

 YOU WILL BE LESS STRESSED

If you have effective presentation skills, this means you are good at communicating. By
speaking clearly, and getting your ideas and message across to people well, there will be less
miscommunication in your life. This means less stress and happier relationships!

 YOUR TIME MANAGEMENT WILL IMPROVE

With only a certain amount of time to give your presentation, you will learn how to
communicate your message quickly, clearly and successfully in a limited amount of time. A
good presentation is easy to understand, memorable and not so long that your audience loses
interest.

HOW TO PREPARE FOR A PRESENTATION :

 GIVE THE AUDIENCE WHAT THEY WANT

Good presentation skills involve asking yourself; ‘What do my audience want to know? What
will they find interesting about my topic?’ Brainstorm ideas and write them down to create a
really interesting presentation.

 FOCUS ON YOUR KEY MESSAGE

Keep your presentation simple by focusing on 3 important points you want to communicate.
Keep your message focused and stick to what you want to say. If you have information which
isn’t relevant to your message.
HOW TO MAKE A PRESENTATION FANTASTIC :
 START STRONG

How you start your presentation is critical! An audience is going to decide if they are going
to listen to you by how you begin. To engage the audience immediately, tell an interesting
story, show an intriguing picture or do something entertaining. By using one of these public
speaking techniques, your audience will be hooked.

 CREATE VARIETY

One way to master the art of public speaking is to create variety in your presentation. It will
keep your audience interested! Use video. Use eye catching images. Involve your audience as
much as possible! Ask them questions to keep them alert. Not talking all of the time, and
using different ways to communicate your idea definitely helps.

 SPEAK CLEARLY

Good public speakers make a presentation even better by speaking clearly. You want your
audience to hear what you are saying, so make sure you speak at a good volume. If the
student at the back of the room can hear you, then your volume is great!

We understand this can be difficult when you are nervous. Try to look forward to project
your voice, make eye contact with the audience and following our techniques above if you’re
feeling nervous!

Emphasise words you want your audience to hear. Add suspense and intrigue by speaking
more softly. Use body language as well as your voice volume to increase excitement!

Practice makes perfect here. Joining us at Summer Boarding Courses will show you how to
improve your interpersonal communication skills and decrease your public speaking anxiety.
Find out more about practicing your presentation skills with us during our Time to Shine
projects.

 TRY YOUR BEST TO BE CONFIDENT

If our calming techniques do not work, it is still possible that people cannot see just how
nervous you actually are! Even if you do not feel confident, acting confident helps.

 SPEAK AT A GOOD PACE

Speaking at a pace where the audience can understand you is so important when you deliver a
presentation. Keeping an optimal pace provides time for the listeners to understand the
content, take notes, and ask questions.
A good presenter should learn not to speak too quickly, because they need to give time for the
audience to understand what is being said. At the same time, the pace should not be so slow
that the presenter runs out of time to complete the presentation (and the audience becomes
bored!).

 HAVE A PLAN B

If your presentation is on a computer or hard drive, make sure you have a backup! Having
your notes in paper format and some images which do not rely on technology will help you if
worst comes to worst!

CHAPTER 9
PRACTICE – HOW TO MAKE CELEBRATION AMAZING
Celebrating the people and occasions we all love are the highlights of the year.
Whether you’re planning a party for little kids or big kids (a.k.a. adults), we’ve created a fun
collection of party ideas to inspire any celebration you want to have.
Like many party planners, you may be worried about cost or just being able to cut a
straight line through a piece of crepe paper. Don’t be. From birthday party themes and
holiday celebrations, to anniversaries, baby showers, and graduation parties, we give you
unique decoration how-tos and craft ideas that are easy to pull off while being budget friendly
at the same time.
Plus, you’ll also find free printables and tutorials, along with time-saving features and
helpful tips, which means you get more time back in your day to focus on what matters most
creating and celebrating meaningful connections.

CHAPTER 10
PRACTICE – WRITING A REMINDER EMAIL
6 Situations That Require a Reminder Email
Here are just some of the instances when you may need to send an email reminder :
1. Late Payment - No one wants to wait to be paid. If someone owes you money and it's
late, you need to find out when you can expect payment.
2. Late Work - Teamwork is a common scenario in business or school situations. If you
work on a team and someone hasn't done their part, it can affect the whole project.
You need to tactfully let them know they're behind.
3. Follow Up on a Job Application - If you are job hunting, you'll want to follow up on
interviews and applications. At the same time, you don't want to alienate your contact
at a potential employer.
4. Late Shipment - When you've ordered something and it hasn't arrived. You need to let
the vendor know that their shipment is late. If the item is out of stock or unavailable,
you need to request a refund.
5. Inaction on the Part of the Recipient - Any time someone promises to do something
for you and fails to follow through in a timely fashion, you want to encourage them to
act. A friendly reminder email can help.
6. An Important Milestone is Near - Sometimes you want to remind your contact not to
miss an upcoming event. Sending a gentle reminder before a required meeting or
important deadline might be helpful.
7. The key to writing an effective reminder email is to remain professional and friendly.
This is particularly true for a first reminder, since your contact's lack of action may be
the result of an oversight. You don't want to damage your relationship with that
person.