(CS) Unit-3

Composition
Types of Business Management: -
1) Positive Business Messages: -
Private business messages are messages that convey good news or work to establish good will.
Eg: Congratulatory messages, thank you notes, and messages of appreciation.

2) Negative Business Messages: -

These business messages convey unfavourable, disappointing, or harmful information. These
messages are meant to reduce conflict between the sender and the receiver, decrease the impact of
bad news, or reinforce a negative consequence.
Eg: Rejections, negative evaluation, announcement of policy change that do not benefit the reader.

3) Routine Business Messages: -

These business messages focus on routine business matters and are conducted in every form of
communication medium available. They serve to document the “who, what, where, why, and how” of
daily operations.
Eg: Emails, business letters, memos, faxes, text messages, online chats, social networking.

4) Persuasive Business Messages: -

These business messages aim to convince the recipient to take a specific action or adapt a particular
viewpoint. The central message of persuasive business messages intrigues, informs, convinces, or
calls to an action.
The goal of persuasive business messages is to try your product and take advantage of your offer.

Approaches of Business Messages: -

1) Direct Approach: -
It is when the message is conveyed with brevity to save time and help understanding. Message is
delivered in the bluntest manner.

Direct approach is used when: -

 The audience values brevity.
 The message needs to be concise.
 The message is very complex and might not be understood easily.
 The message is related to a known issue or problem (and bad news will not be a surprise).
 We are terminating a business relationship.

2) Indirect Approach: -
The goal of indirect message is to use the opening paragraph and some of the body area to ease the
reader towards an unwanted or upsetting message. Thus, the indirect approach will first provide an
explanation or justification before delivering the main idea.

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 Indirect approach is used when: -
 The audience is likely to respond unfavourably to the message.
 Message is likely to provoke a hostile reaction.
 The message is unexpected.
 Message is based on a controversial decision.
 The message will seriously threaten the relationship.

Stages of Business Messages: -

1) Planning: The planning stage of business messages is an essential step in the writing process. It is
where you analyse and organize your thoughts before composing the message.
2) Organising: It involves outlining and organizing your message before you start writing it.
3) Drafting: It involves writing the message based on the outline created in the organizing stage .
4) Revising: It involves refining and improving your message to make it more effective.
5) Editing: It involves refining and polishing your message to make it more effective.
6) Proofreading: It involves reviewing your message to ensure that it is free of errors and ready to be
sent.

Types of letters: -

Formal Informal (grapevine)

 Inquiry letter
 Offer letter
 Promotion letter
 Notice
 Termination letter
 Cover letter

Basics of letter writing: -

 Structure of a letter: A letter consists of the following parts:

 Heading: Includes the sender’s address and date.

 Salutation: The greeting at the beginning of the letter.
 Body: The main content of the letter.
 Closing: The ending of the letter.
 Signature: The sender’s name and signature.

 Tips for writing a letter: Here are some tips to keep in mind while writing a letter:

 Identify the type of letter you are writing.

 Use a clear and concise language.
 Keep the tone of the letter professional.
 Use proper grammar and punctuation.
 Proofread the letter before sending it.

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Format of a formal letter: -
Your Name
Your Address
City, State ZIP Code (Pin no.)

Date

Recipient Name
Recipient Job Title
Company Name
Address (Pin no.)

Dear Mr./Ms./Dr. [Last Name],

Body of the letter

Sincerely,

Your Signature
Your Name
Your Job Title

Essay writing: -
Here are some tips for writing an essay:
1. Understand the assignment: Before you start writing, make sure you understand the assignment
requirements. Identify the type of essay you are writing and the topic you need to cover.
2. Plan your essay: Create an outline to organize your thoughts and ideas. Decide on the main points
you want to cover and the order in which you will present them.
3. Write a strong introduction: The introduction should grab the reader’s attention and provide some
background information on the topic. It should also include a clear thesis statement that outlines the
main argument of your essay.
4. Develop your argument: The body of your essay should develop your argument and provide
evidence to support your thesis statement. Use clear and concise language, and make sure each
paragraph focuses on a single idea.
5. Write a conclusion: The conclusion should summarize your main points and restate your thesis
statement. It should also provide some final thoughts on the topic.
6. Revise and edit: Once you have written your essay, take some time to revise and edit it. Check for
grammar and spelling errors, and make sure your essay flows well and is easy to read.

Format of essay writing: -

HEADING
Introduction
 Hook
 Background information
 Thesis statement

Body

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  Topic sentence
 Supporting evidence
 Analysis
 Transition

Conclusion
 Restate thesis
 Summary of main points
 Final thoughts

Email writing: -
Here are some tips for writing an email:
1. Understand the purpose: Before you start writing, make sure you understand the purpose of the
email. Identify the type of email you are writing and the topic you need to cover.
2. Use a clear and concise subject line: The subject line should be brief and descriptive. It should give
the recipient an idea of what the email is about.
3. Start with a greeting: Use a formal greeting to address the recipient, such as “Dear Mr./Ms./Dr.
[Last Name]”
4. Keep it brief and to the point: The body of your email should be concise and focused. Use clear
and simple language, and make sure each paragraph focuses on a single idea.
5. Use proper grammar and punctuation: Check your email for spelling and grammar errors before
sending it.
6. End with a closing: End the email with a formal closing, such as “Sincerely” or “Best regards.”
7. Include a signature: Include your name, job title, and contact information in your email signature.

Format of an Email: -
Subject: [Subject of the email]

Dear Mr./Ms./Dr. [Last Name],

[Body of the email]

Sincerely,

[Your Name]
[Your Job Title]
[Your Contact Information]

Precis / Summary writing: -

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A precis is a concise summary of a longer text or speech that includes only the most important points. It is often used
to provide an overview of a complex topic or to summarize a lengthy document. A precis should be brief, clear, and
easy to understand. It should also be written in your own words and avoid any unnecessary details.
Here are some tips for writing a precis:
1. Understand the passage: Before you start writing, make sure you understand the passage you are
summarizing. Identify the main idea and the key points.
2. Keep it concise: A precis is a summary of a longer passage. Keep your summary concise and to the
point.
3. Use your own words: Write the precis in your own words, using simple and clear language.
4. Include all the important points: Make sure you include all the important points from the original
passage.
5. Check for accuracy: Check your precis for accuracy and make sure you have not left out any
important information.

Format of precis writing: -

HEADING
1. Author and title: Begin with the author’s name and the title of the original work.
2. Main argument: Identify the main argument or thesis statement of the original work.
3. Evidence: Summarize the evidence or supporting points used by the author to support their
argument.
4. Purpose: Identify the author’s purpose or intended audience.

In "Title of the Article," “Author's Name” argues that [Main Argument]. The author supports this argument
by [Evidence Presented by the Author]. The author's purpose is to [What the Author Wants to Achieve] in
order to [The Text's Intended Effect on Readers].

Official Notes
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.

Types of Letters
Let us first understand that there are broadly two types of letters, 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.
 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.
 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.
 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.
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  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.
 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.
 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.
 Employment Letters: Any letters with respect to the employment process, like joining letter, promotion
letter, application letter etc

Letter Writing Tips

Now that we have learned the basics of communicating via letters and the types of letters as well, let us focus on
some tips for the actual letter writing.

1] Identify the type of letter

This obviously is the first step of the letter writing process. You must be able to identify the type of letter you
are to be writing. This will be dictated by the person the letter is addressed to and the information that will be
conveyed through the letter. Suppose you were writing to the principal of your college to ask for leave, this
would be a formal letter.
2] Make sure you open and close the letter correctly
Opening a letter in the correct manner is of utmost importance. Formal letters open with a particular structure
and greeting that is formal in nature.
3] Establish the main intent of the letter
Once you start writing, make sure to get to the point as soon as possible. Especially in formal letters, it is
important to immediately make clear the purpose of the letter.
4] Be careful of the language
A letter is always supposed to be polite and considerate. Even if it is a complaint letter, the point must be made
in a careful and courteous manner. So it is necessary to use polite expressions and civil language in all types of
letters.
5] Length of the letter
And the other important factor to be considered is the length of the letter you are writing. It should be kept in
mind that formal letters are generally to the point, precise and short. Lengthy formal letters tend to not have the
desired effect on the reader. The length of an informal letter is determined by the message in the letter and the
relation to the recipient.

Writing a Formal Letter – Parts of a Formal Letter

When writing a formal letter, always be respectful and conscious of your language, no matter what the
subject of the letter might be. To write a formal letter, there are some points to be remembered.
1. Always start with the sender’s address
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 2. This is followed by the date.
3. The receiver’s address comes next. The receiver can be the name of the firm or the one who
represents the firm.
4. The subject of the letter is very important. It is a statement of the purpose of the letter. It should be
written in a single line.
5. The salutation can be Dear Sir/Ma’am. If it is a person you know well, you can address them by
their name, ‘Dear Shrinath’.
6. The body of the letter can be written in 3 paragraphs.
 The first paragraph should be aimed at introducing yourself and stating the purpose of your
letter.
 The second paragraph should furnish all the information about the matter.
 The third paragraph can be a concluding paragraph where you lay out your expectations
regarding the matter.
7. To close the letter, you can use a complimentary closing like ‘Yours faithfully’, ‘Yours sincerely’
etc.
8. Unlike informal letters, the signature should include your name (in block letters) and designation
below your signature.

Appointment Letter Samples

When writing an appointment letter, it is important to mention all the important details regarding the job
profile, roles and responsibilities, job location, salary, benefits, etc. Here are a few samples for your
reference.

Appointment Letter for Employees

Date: 03/01/2022

Name: Ashish Suresh

Address: 8/33, Navy Nagar

Meera Estate

Coimbatore – 641028

Email: name.mail@email.com

Phone: 012345

Dear Ashish Suresh,

On behalf of TCL Technologies, we are pleased to offer you the position of SOFTWARE DEVELOPER.
Attached are the terms and conditions of our offer; kindly read these important details carefully, including
your compensation and benefits.

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Date of Appointment: Your appointment will be effective on your date of joining, which shall be as soon as
possible but no later than 20th January, 2022. Please contact us immediately if you require an alternative
joining date. In the event of you failing to join us on or before 1st February, 2022, this offer for appointment
will stand automatically withdrawn/cancelled without any further obligation from our side.

Designation: Software Developer

Job Location: Bangalore

Working Hours: Your working hours will be from 10 am to 7 pm, 5 days a week (Monday to Friday).

Emoluments: Your per month cost to the company will be INR 35000/-. Your individual remuneration is
purely between yourself and the company. We expect you to preserve all the information and any changes
made from time to time as personal and confidential.

Posting and Probation: Your service is transferable to any other place or branch of the company, whether
now existing or still to be formed, whether in India or abroad. You may also be deputed to any of our
customer’s locations. You will be on a probation period of 3 to 6 months, and the company reserves the
discretion to extend your period of probation.

We welcome you to our company and wish you a long and successful career with us.

Best Wishes

Yours sincerely,

Signature

PRIYA DHARSHINI

HR Manager

Email Writing:
Email, also known as electronic mail, is a medium of written communication used to send and receive
information over the Internet. It has been in use since the beginning of the Internet era. Initially, people used
it for informal communication before social media apps were introduced into our lives. Later, social media
took the spotlight, and now emails are used mostly for professional communication in schools, colleges,
offices, banks, etc.
Types of Emails
Emails are basically classified into two types: formal and informal. Language, tone, words, expressions, etc.
differentiate a formal email from an informal one.
Formal Email: A Formal email is written to send or receive any information pertaining to official work.
Emails that you receive from your college or school authorities, banks, offices, etc are formal emails. They
must be well-composed and sound formal in nature. Words used in formal emails should be more
professional than personal. For example, phrases like To whom it may concern, Thanks and Regards, Early
action is intimidated, etc. are used in formal emails.
Informal Email: An informal email is mostly used as a medium of regular conversation with friends,
relatives, or any personal individual. It is written to inform your loved ones about your day, about your life,
and hear the same from them. Such emails do not have to follow any pattern but must stick to the format.

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They are informal in their language and tone. Phrases such as, I’m glad, nice to hear from you, yours, by the
way, etc are used in an informal email.
What is Email Writing?
The process of writing an email is known as email writing. Email writing deals with finding an objective for
communication, writing down the message, and sending it to the concerned person through email. Emails
must be short, concise, and to the point. It should consist of all the important and relevant information.
Email writing can be an easy task if you get the hang of it. Informal email writing is easier since the body
consists of whatever the person feels like sharing and uses a personal tone and language while
communicating. On the other hand, formal email writing can be a tedious task because it must be written in
a formal tone using formal phrases and words. This has to be observed and learned by students.
Email Writing Format
Emails have to be written in the standard format, be it formal or informal. In reality, when you are sending
an email, you just have to type the content, the format is already present in your medium of communication.
But for exam purposes, students must know the format for writing an email.
Date- Enter the date on which the mail is to be sent
From Sender’s email address- Enter your email address.
To Recipient’s email address- Enter the correct mail address of the recipient
Subject- Write down the objective of writing the mail
Salutation- Start the mail by greeting the recipient
Body- Write down all important points in a maximum of two to three paragraphs. Do not exceed the limit
mentioned in the question paper.
Sign Off- Bid goodbye to the recipient at the end
Tips for Email Writing
Emails have to be drafted correctly and written nicely. Some tips to make you an expert at writing emails are
mentioned below. Please consider them before writing emails.
 Enter the correct email address
 Keep it short and concise
 Include only important and relevant information
 Use language and tone as per the requirement
 Make sure the message to be sent is clear and understandable
 Keep an interesting subject
 Proofread your emails before sending it


What are CC and BCC in emails?

If you have ever sent an email, you have come across two fields right next to the “To” field: CC and BCC. Simply
put, CC and BCC are two ways you can include more people as recipients in an email.

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What does CC mean?

In email sending, CC is the abbreviation for “carbon copy.” Back in the days before internet and email, in order to
create a copy of the letter you were writing, you had to place carbon paper between the one you were writing on and
the paper that was going to be your copy.

Just like the physical carbon copy above, CC is an easy way to send copies of an email to other people.

If you have ever received a CCed email, you have probably noticed that it will be addressed to you and a list of other
people who have also been CCed.

What does BCC mean?

BCC stands for “blind carbon copy.” Just like CC, BCC is a way of sending copies of an email to other people. The
difference between the two is that, while you can see a list of recipients when CC is used, that’s not the case with
BCC. It’s called blind carbon copy because the other recipients won’t be able to see that someone else has been sent a
copy of the email.
What is Precis writing?
‘Precis’ (pronounced ‘Preisi’) is an old French word meaning ‘Cut short’. Precis is a concise summary or a
miniature version of a passage, which includes all the essential points, mood, and tone of the author, and
the main idea or gist of the passage. In short, Precis is a condensed version of a bigger passage.
Why is Precis Writing Helpful?
Writing a precis trains the writer to read passages carefully with concentration. It also helps you develop the
skill to distinguish essential and non-essential parts of passages and forces you to pay close attention to what
you’re reading.
Precis writing also improves one’s overall writing skills, like the construction of sentences in a logical order,
and helps in expressing thoughts concisely, effectively, and clearly, by choosing words carefully.
Steps to Write a Precis
Step 1: Read the given passage carefully. Underline or highlight the important points and keywords or make
a note of them (whichever is convenient). If you’re making a note of the important points, note them down
in the same order as given in the original passage.
Step 2: After reading, make a note of the central theme/main idea/gist and the tone of the author of the
passage.
Step 3: Re-read the article and compare it with your notes or check if you have missed underlining any
crucial point.
Step 4: Provide your precis with an appropriate title (you can also do this after you finish writing your
precis).
Step 5: Draft a precis based on the notes you have taken down or points you have underlined. Keep the
following points in mind while writing your precis:
 A Precis isn’t simply the abstract of the passage, nor is it a mere selection of important sentences of
the passage. A Precis needs to convey the main idea of the original passage, including all the
important points, the author’s facts, opinions, ideas, and thoughts, with absolute clarity, in the precis
writer’s own words.

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  The main idea of the passage needs to be conveyed as accurately and as briefly as possible in the
precis. Do not add long sentences or garrulous thoughts in your precis.
 The precis should be written in the precis writer’s own words (no copy-pasting) and should include
all the essential points and the gist of the original passage, so that, the reader will be able to
understand the idea behind the original passage without having to go through it.
 The language used to write precis should be clear, crisp & concise.
 Include a statement that explains why the research was conducted (in case it’s research) or why the
piece of writing was written (in case of an article)
 Discard the non-essential parts of the original passage and do not include them in your precis.
 Precis is always written in the third person and in a reported speech. Any history-related fact in a
precis is to be written in the past tense.
 A precis needs to be objective. It doesn’t offer evaluations or critical analysis. Hence, refrain from
including your opinions, subjective interpretations, personal reactions, wishes, remarks, or criticisms
in your precis.
 Do not include abbreviations or contractions in your precis.
 A Precis should make logical sense and follow the chronology of events in the same way as the
original passage.
 Officials mentioned in the precis need to be provided with designations instead of names or titles. In
case the designation is missing, you can use their personal name.
 There are no rigid rules to how lengthy your precis can be, but as a general rule, your precis should
be no more than one-third of the total number of words in the original passage.
 The precis needs to make logical sense and have the exact same logical structure, chronology,
proportions, order, ideas, facts, and thoughts as that of the original passage.
 The precis needs to read smoothly. Precis is a connected whole. The precis reader needs to be able to
sift from one point to another in a smooth manner.
Step 6: Review your precis. It’s important to review your precis to confirm that you have included all the
essential points, supporting evidence, and the gist from the original passage and to ensure coherence, and
correctness with respect to grammar and spelling, and clarity. Post-review, count the number of words of the
precis and put them down in a bracket at the end.
The Length of a Precis:
1. A precis must always be much shorter than the original passage. An ideal precis would not contain more
than one-third of the number of words in the original text.
2. Generally, the number of words is given at the end of the paragraph. All you need to do is divide the
number by three.
3. Be sure to count all the words in the paragraph. Some guides do not include the articles and prepositions
in the count, while most do.
4. It is time-consuming to count the words in the time given for all segments in the descriptive paper in the
exams, so an approximation would be okay until the summary is less than one-third of the original text.
A Good Précis Format
 Is Clear, Concise, Coherent, and Precise

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  Is written in the précis writer’s own words
 Contains all the essential points, the author’s tone, facts, opinions, thoughts, and the main idea of the
original passage
 Is well-knit and makes logical sense and follows a logical order
 Won’t contain details not found in the original passage
 Is well-structured has no language errors and makes a meaningful passage

Essay Writing
Essay writing is a form of expression that allows individuals to convey their thoughts, arguments, or ideas
on a particular subject in a structured and coherent manner. Essays are a common assignment in academic
settings, but they can also be found in various forms in professional, journalistic, and creative contexts. The
goal of an essay is to communicate a clear and well-organized perspective on a given topic.

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