Exercise 1

Directions: Choose the right option in the following questions:

1. A Sales letter is meant to
(a) convert the reader into a
customer.
(b) rouse the reader's desire to purchase a product.

(c) promote the sale of the product.

(d) all the above.

2 A Letter of Quotation means
(a) letter of reference.

(b) letter of illustration.

(c) letter of statement.

letter of rate/price list of items for sale B.Tech 2008-2009

(d)
3 A Letter of Claim is

(a) a letter of complaint.

(b) a credit letter

(c) a letter of authority
introduction
(d) a letter of
communication means
4 Letter of order in technical
 (c) letter of statement.
(d) letter of rate/price list of items for sale.
B.Tech. 2008-2009
3 A Letter of Claim is
a) a letter of complaint.
(b) a credit letter.
(c) a letter of authority.
(d) a letter of introduction.
4 Letter of order in technical communication means:

(a) Command
(b) Instructions
(c) Notice
(d) Order for the purchase of desired items. IM.C.A. 2008-2009]
5 A letter of claim is:

(a) Letter of one's rights

(b) Letter of complaint for damages
(c) Letter of derire

(d) Letter of shares (MC.A.. 2008-2009]

 Exercise2

Directions: Fill in the blanks:

1.
1 The business letters can be written with . .. purposes.

2 The main purpose of the sales letter is to promote ...

3. A credit letter is a request for ... ..
4 A letter of quotation can be written both for. ...
quotation and.
quotation.
5 The main purpose oí letter of complaint is to mistake.
Exercise3

Directions: State whether the following statement is true or false:

1 A business letter is a personal letter.
2 The tem credit' in the business world means to make an agreement with some
business establishments to pay later for something one buys.
3 A letter of order is meant to maintain discipline.
4 All business letters like other letters must have an opening, main body and closing.
5 A reference letter is a letter of recommendation.
66 An acknowledgment letter is a letter of thanks or indebtedness.
A Letter of Adjustment can be called letter of regret or letter of apology
0. An acknowledgment leter Is a letter of thanks or indebtedness.
A Letter of Adjustment can be called letter of
regret or letter of apology.
Claim letter is a business letter for personal
promotion.
(B.Tech. 2010-11, MTU, Noida)
Letter of Enquiry is considered as a profile problem in the business world.
(B.Tech. 2010-11, MTU, Noida)
10 Letter of Quotation is letter of sayings/statements by great persons.
(B.Tech. 2010-11, MTU, Noida)

Answers
Exercise1

Multiple Choice Questions

1. (d) 2. (d) 3. (a) 4. (d) 5. (b)
Exercise 2

Fill in the Blank(s)

1. various 2. sale 3. credit 4. asking: 5. rectify
giving
 Exercise 33
Trve False

1 False 2. True 3. False 4. True 5

True 7. True 8. False 9 False 10 False

Things to Remember

Principles of Written Business Communication

Importance of Writen Business Communication
Writen Business Communication is an effective means of remaining in touch with
thcse who are separated by distance.
Gereral principles of Written Business Communication.
Written communication becomes indispensable since we want to keep written

records of what we said. to whom and on what topic. A writer must folow the

iolowing steps while writing a business letter

Planning Writing. Revising and Editing

Important Features of an Effective Business letter

 Important Features of an Effective
Business Letter
Business letters are important part of
any professional' s job.
important features of a good business
letter Following are some

Brevity. Clarity, Accuracy, Politeness and

Consideration of the Addressee
Basic Letter Formats or Forms of Business Letter
An effective business letter can be formatted in one of the three ways
Block Format: In this format, all the elements such
as date,
address, salutation,
paragraph and the lose, all start from the left hand margin.
Modified Block Format: This format is a mixture of Block and
Indented format. It
is actually the same as the Full Block
Format except that date line and
closing
signature are here placed on the right- hand side of the page.
Simplified Format: It is generally used when the identity of the recipient is not
known hence no salutation and no complimentary close are included.
Structure of a Business Letter or Ramification of a Business Letter :
All business letters must have the following elements
() Heading: The sender's address and the address of the recipient, return address in full
(i) Date

(uü) Inside Address

 tion
on Skills I1
skils 11
Salutation Dear i/Dear Malam.

vSubjest I ne

vlBoly of sulntanne ol the letler

(vi) Sutbsciption or Complnenlary elosing and siqnature

(vii) Superseription : Adress on the envelop

(ix) Optional Line

Types of Business Letters

Sales Letters: They written in order to promote the sale of
are
goods as they
convince the reader and convert him into a buyer.

Parts of a Sale Letter: (i) Introduction (ii) Main Body (ii) Closing
Credit Letters: Letters for credit facilitate economic
growth.
Types of Credit Letters
i) Request for Credit (i) Enquiries about Status
(ii) Response to Status Enquiries (iv) Letters Granting Credits
(v) Letters Refusing Credits
Letters of Inquiry: Letters of inquiry request information from another company.
Types of Credit letters
() Request for Credit (ii) Enquiries about Matus
(it) Response to Status Enquiries (iv) Letters Granting
Credits
(v) Letters Refusing Credits
Letters of Inquiry: Letters of inquiry request inforrmation frorn
another comna,
may be of two types
Sollcited Inqulry : which means an inquiry which is made in response
advertisement of the seller. to t
Unsolicited Inquiry: which means an inquiry made the
by buyer at his un initiative
Letters of Quotation: They are also letters of
inquiry - inquiry
about the pnce. estrmav
and other terms and conditions of business
and related rnatters.
Letters of Claim or Complaint: Letters
written to bring various sorts of mistaxe
committed in the consignment of an order, to
the notice of those who must own te
responsibility for them are called letters of claim
complaint
or
Letters of Adjustment: Letters
written in response to the complaint of a buyer are te
letters of adjustment.
They can be called letters of regret or letters ot apology
Some other types of Business
letters
Reference Letters
hashcited Inquiry which means an n q u y made by the buyer at his o
Own initiative
Lecners oQuoration: Ihev are also etters ot inquiry- inquiry about the pric
and otheT erms aund confitons ot busIness and relaxed matters
price estimate

Letters Cluim or Complatnt: Letters wutten to bring various sorts of mistaik.

akes
Com et in the consignment of an order, to the notice of those who
must own the
th

responsbiiiry tor them are called le ttersof claim or complaint.

Leeters of Adjustment: Lerters written in response to the complaint of a buyer are the
lerters oi adusttment hey can be called letters of regret or letters of apology.

Seme other types of Business letters

Rererence Leters
Acknewledgement Letters
Resgnancn Letes

Main Parts of a Letter af Claim or Complaint

nening
Wain y
 Objective Type Questions
Direction: Choose the corect/most appropriate answer for each of the

following questions.

Pre meeting plarning incdudes

a Preparation of a notice (b) Preparation of an agerda

Prepaiation
c of a notice as well as an agenda d All the above

Meetings may be
a) Informative (b) Consultative
c) Executive (d) All the above

Main elements of a meeting are

(a) Chairperson (b) Participants

(c) Both-chairperson and (d) None of the abovwe

participants
A participant should be
(b) Very silent
(a
a) Very talkative
(c) A good listener (d) All the above
c)
Main post-meeting activity is
(b) Writing notice
(a) Writing minutes
(d) None of the above
(c) Writing agenda
 (a) Very takative
(b) Very silent
c A good listener
(d) All the above
Main post-meeting activity is
aa Writing minutes
(b) Writing notice
(c) Writing agenda
(d) None of the above
Direction: Fill in the blank(s)
6. In informative meetings, there can bea
7. There need
. group of
participants.
is no
of writing.. . .
for the informal meetings.
The . Prepares agenda.
9 meetings lead to analysis and problem solving.
10. Minutes should be written in . ... Speech.
11 Good minutes follow the sequence
of topics as mentioned in the..
Direction: State whether the
following statements are true or false
12 Agenda is the middle
portion of a notice.
13 Annual General Meetings are informal meetings.
14 Minutes are written also for the informal meetings.
15. Minutes writing requires the skill of
note-taking.
 Answers

Multiple Choice Questions

1. C 2. d) 3

Fill in the Blank(s)

6. arge 1 minutes 8. team leader 9

10. repormed 11 agenda

True or False

12. Faise 13 False 14. Fais 15