Semester VI: Writing for Technical Purposes (PCM 302)

Module 1: Letters Structure and Lay out of a Letter Letters introducing self and the company Introducing Products and Services Request and Reminders Writing about the routine and the pleasant Writing about the unpleasant Writing to persuade

Module 2: Writing for Employment Resume Job Application/Covering Letter

Executive SummaryModule 3: Official Writing:

Writing Effective Memos Writing a Proposal Report Writing

Module 4: Report Writing Framework of a Report Getting Information Collating and Presenting Information Weekly Progress Report Interim Report Final Report

Module 5: Visuals and Data Management Managing data and using Graphics Review of Writing Skills

Module 6: Reading Comprehension:

Chapter 2 – Stereotyping and Discrimination from the book

New Directions: An Integrated Approach to Reading, Writing, and Critical Thinking by Peter S. Gardner. Cambridge University Press.

Reference Books

New Directions: An Integrated Approach to Reading, Writing, and Critical Thinking by Peter S. Gardner. Cambridge University Press.

Business Communication, ICFAI University Press Technical Communication: Principles and Practices by Meenakshi Raman and

Sangeeta Sharma, Oxford Univ. Press, 2007. New Delhi. Developing Communication Skills by Krishna Mohan, Meera Banerjee:

MacMillan India Ltd. Delhi.

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Module 1: Letters Structure and Lay out of a Letter Letters introducing self and the company Introducing Products and Services Request and Reminders Writing about the routine and the pleasant Writing about the unpleasant Writing to persuade

Structure & Layout of Letters

1. Punctuation style

2. Formats

3. Standard Letter Parts

4. Special letter parts

Appearance of a letter makes the first impression

Do extra efforts to make your letter look neat and attractive.

Paper quality—good bond paper that does not yellow fast

Personalization – Business letters are usually written on a page that has letter head

Letterheads should be distinctive

Appearance—Proper sp

acing, correct punctuation Mars

Use correct abbreviation e.g. Mr. R.K.Sharma

Company or organization’s name is not abbreviated. e.g. IBM, WHO etc.

Appropriate margin

Punctuation styles

Letters should have proper punctuation styles

Open style or mixed style of punctuation

Mixed form of Punctuation is traditional style.

Mixed form—comma after salutation, and after the complementary close.

Open punctuation does not use comma either after salutation or complementary close.

Formats

Three formats are usually used.

The Block format, The Modified Block and the Simplified Block

Block Format

All lines begin at the left side, and usually open style of punctuation is used.

Modified block

A traditional letter format

Date line, complimentary close and signature block begin at the right side

Mixed form of punctuation is used.

Simplified Block

An efficient letter format

All lines begin at the left margin,

salutation and complimentary close are omitted

subject line is placed below the inside address.

Standard letter Format

1. Heading and address

2. Inside Address

3. Salutation

4. Body

5. Complimentary close

6. Signature Block

7. Reference Initials

R K Mission

Alipore Zoo Road

Calcutta-16

February 27, 2010

Mr Rahul Kashyap

197, Central Avenue

Bandra, Mumbai

Dear Mr Kashyap

This letter is about your article in the newspaper regarding ‘Bird watching’. Your article has attracted the attention of all bird lovers in the city.

There are many bird watcher’s association in the various parts of this city. Members of these associations feel that

there should be a greater awareness among the people about birds and their conservation.

We are planning an awareness campaign in the city regarding how to protect birds in our surroundings.

We would like to invite you to the program, and we are waiting for your confirmation. The details of the programme is attached herewith.

Sincerely,

Lalita Mishra

Tw

Asst Co-ordinator

The most important person in the letter is the receiver. Put yourself in the shoes of the receiver. Write your letter carefully. An effective letter is that which conveys the subject to the intended

audience in such a way that the writer’s response is achieved.

There is no foolproof method for writing an effective letter.

Plan your letter

Knowledge of the subject

Knowledge of the audience

Response

Cultivate a ‘you’ attitude.

Address the receiver’s concern.

Information should be truthful and ethical.

Be fair and logical.

Express your ideas clearly and concisely.

Understanding your audience

Age, Economic level, Educational level, Occupational background

Culture, Rapport,

Empathy-- Needs and concern of the receiver.

Understand your audience and develop a sense of empathy.

Ask yourself how you would react if you were in other person’s position.

Claim Letter

Fashion Flash Clothes & Accessories, 12, Connaught Circus,

New Delhi 100006 Telephone 2352421

12 Nov 2010

Mr S.K. Dasgupta Head, Purchase Department Arvind Mills Ahmadabad

Sub : Low Quality Fabric

Dear sir,

We have been dealing with your company for the last five years. Your firm has been supplying us with the bulk of our raw material.

However, the last consignment (order no. 345), which we received last week, contained very poor quality of fabric. Our customers were very dissatisfied with your products, as the quality did not meet their expectations. Since this is the festive season, the customers do not want to compromise on quality.

We would like you to look into this matter with utmost priority. We would also request a compensation for the loss of goodwill and the trust and confidence of our customer.

We are expecting an early reply.

Yours truly,

Lokesh Jain

MD, Fashion Flash

Letters Introducing Self and the company

10 Jan 2011

Mr Ashok Goyal

73, Gama II Greater Noida

Sub : Introducing self and the company

Dear Sir.

This is to inform you that a new outlet of Samsung has been opened in your locality recently. The outlet has started working since 15th of the last month. We have a range of all the Samsung products with us. We exclusively deal in TV, Refrigerators, Electronic ovens, Laptops etc.

We also provide finance services for your purchase. There are many attractive schemes available for the benefit of the customers.

I have recently joined as the senior manager in the customer service department. We shall be happy to help you in your purchase, and after sales service.

We request you to visit our new outlet in your area, and have a look of the items displayed in the store.

We assure of our high quality service.

Sincerely,

Atul Waswani

Sales Manager

Plan your letter

Identify your purpose

Analyze your audience

Research your material

Organize the content

Support it with solid evidence

Well organized messages

Promote a more positive attitude

Write a request letter

Routine requests asking information about price, people, product etc.

Routine reminders

Pleasant letters

Giving good news

Request letter

April 21, 2011-09-06

Mr G.S.Karnik

Chief manager

PNB, Greater Noida

Dear Sir,

I am writing to inform you that I have lost my cheque book number 233601. Please issue me a new cheque book, and also, stop any payment against my cheque bearing the number 233601-233650.

I have signed the cheque requisition slip and handed over the same to my office peon. I am sending him to collect the cheque book. I shall remain obliged if you could give him the cheque book.

Thank you,.

Sincerely,

Dr H K Jha

Department of English

Sharda University

Writing about the unpleasant

Saying ‘no’ to an adjustment request

Saying ‘no’ to a credit request

Saying ‘no’ to an order for merchandise

Saying ‘no’ to a request for a favour

Problems in writing about the unpleasant

23 April 2011

Mrs R.S. Verma

Banjara Hills

Hyderabad

Dear Mrs Verma

We received your order for 400 incandescent light bulbs. However, we are not in a position to supply you immediately the bulbs

We have another product that is appropriate for your purpose. The details are given at the end of the letter.

If you want kindly write me back

S.K Shreshtha

Sales manager.

ICICI Lombard

Rajendra Plalace

New Delhi

29 Dec 2011

John Stallion

4249, DLF Phase I

Gurgaon

Dear Mr Stallion

Thank you for letting us provide you and your family with insurance for the last 10 years.

We have appreciated your trust in us.

However, according to our records, you have filed three claims in the past three years :

1. Damage to your basement due to the failure of a water pump.2. Flooring damage due to a broken water seal in your bathroom.3. Repair coverage for a no fault automobile accident.

Our policy stipulates that no more than two claims may be filed by a client within a three –year period. Therefore, we must cancel your policy as of January 15, 2012.

If you have any questions about this cancellation, please call our 24 hour assistance line (913-482-0000) our transition team can help you find new coverage.

Thank you for your patronage and understanding.

Sincerely,

Jayraj Awasthi

Barney Allis Stores

49, Main Street

Banglore

Nov 15, 2011

Fashion Pace

112, 4th Street,

DLF Phase II

Gurgaon

Dear Mr Pace

Thank you for the information about your personal shopping service. I am interested in Fashion Pace and would like to receive the following information :

1. Sales figure2. Customer Servie3. Requirements and costs to start service

I would appreciate your response by Dec 29, 2012. Because I will be attending a meeting of the board on 31 of this month. Your early response will allow me to present your service at this time.

Sincerely,

Amit Goyal

Manager