Etiquettes to Attend the Online Classes

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Ensure a smooth online class experience by following these guidelines: join on time, unmute for interaction, and turn on your camera during presentations. Respectful participation enhances everyone's learning environment.

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Etiquettes to Attend the Online Classes 1. Join class on time. 2. Unmute mic. Phone only to interact with the instructor. 3. Turn on camera while you are presenting. 4. Do not present on your own. 5. Do not form small groups among yourself for discussion.

Communicative English Course Code: HSS-S101 Deepti Agarwal Instructor

Business Letters To write business letters effectively, let us look at these two features: 1. Layout 2.Content

Layout Block Layout 1. Text is left aligned. 2. Do not leave indents 3. Use open punctuation. It means not to put full stops, comma or colons in the address, after the salutation and abbreviations.

Elements in a letter Sender s address Date Recipient s address Subject Salutation Body Complimentary closing Enclosures

Addressee notation It appears double space above the inside address. It written in all capital letters: PERSONAL CONFIDENTIAL THROUGH PROPER CHANNEL PLEASE FORWARD Purpose: It informs that the letter is to be handled in a special way or has a restricted readership

Attention It is used when the inside address doesn t include the name of an individual. An attention line refers to the person or the department in charge of the situation covered in order to draw quick and prompt response to the letter. The word Attention is followed by the name of the individual or the department. It is placed below inside address. Do not abbreviate the word Attention: Mr XYZ Attention: PERSONNEL MANAGER

Copy Notation It follows after enclosure notation. Left justify The notation is cc: Full Name or initials or designations of people who are to get the copy of letter

Postscript It is included two spaces below the last text on the page. It is written as P.S. and then a short sentence. Avoid writing some new information here.

Mr. XYZ 202, MG Road Kochi Mb: ; Email Id: June 29, 2009/ 29 June 2009 The Macmillan Co. of India Ltd. 21, Patullo Road Madras-2 Sub: Placing order for books Dear Sir/ Madam I shall be obliged if you will send me the following books by VPP at your earliest convenience: 1. The Morning of the World, by Graham Cooper 2. In Search of Peace, by Neil Richards 3. The Ape and You, by Brian Darwin

Salutation Dear Principal (This style is preferred when you know the designation of the person you are writing to.) Dear Sir / Dear Madam / Dear Sir or Madam (This is used when you do not know the name or designation of the person you are writing to.) Dear Ms. Hopkins (Use Ms. for women if you do not know whether she is married or not. If you are certain that she is married, use Mrs. If you are certain that she is unmarried, you may use Miss.) Dear Dr. Dear Mathews (Use this if the person you are writing to is a close business contact.)

Aspects of writing Business Letters Convincing Cordiality Clarity Completeness Conciseness Concreteness Consideration

Observe the tone in the following sentences: a. I am suitable for this post. b. I know I am the most suitable candidate for this post. c. I am the best choice for this post. d. I am interested in applying for the post of junior engineer as I fulfil the eligibility criteria. I read in the newspaper about the job opening of Junior Engineer in your esteemed company. I am interested in applying for the post of junior engineer because I fulfil the eligibility criteria. With reference to the advertisement no. ..

Observe the tone while complaining a. You have served cold pizza. b. You have sent damaged goods so you better replace them. c. You told that I will receive my order within twenty four hours but I haven t received yet. d. The goods received are damaged so kindly/ please replace them.

Tips for Formal writing 1. Avoid contractions. All verb forms must be written in full. Inappropriate: This isn t what we d expect from a professional service. Correct: This is not what we would expect from a professional service. World Health Organization (WHO) 2. Do not use abbreviations. Abbreviations like BBC and RADAR are perfectly acceptable, but avoid using informal abbreviations. For example, do not write info for information; do not write ads for advertisement.

3. Limit the use of active verbs with the first person singular pronoun. Inappropriate: I will send you all the relevant information asap. Appropriate: We will send you all the relevant information as soon as possible / All the relevant information will be forwarded to you as soon as possible.

Body of the Letter Avoid using cliches or overused phrases in letters: a. I beg you respectfully that I want to take leave on .. b. I humbly like to inform you c. This is to inform you Standard phrases: a. With reference to your letter dated January 3, 2021, I would like to . . . b. With reference to the advertisement in the Times of India dated 12th December, 2011,. c. As per our telephonic conversation, I . . . d. I am interested . . . e. According to f. Reference count s letter no. aXXX23, dated 1 February 2022, .

State the Reason for writing letter clearly You have now explained the reason for writing your letter. The next step is to state the specific purpose - what you want to achieve by writing - of your letter. Standard phrases are: I would be grateful if you could --- Could you possibly ---

Use Words Economically I am writing this letter to inquire about --- I want to make an inquiry . . . I am writing this letter to inform you that --- I want to inform you that . . . I am writing this letter to apologize for --- I owe an apology for . . . I am writing this letter to confirm that --- I am happy to confirm . . . I am writing this letter to apply for--- I am interested in applying for .

From subordinate position writing to higher authority: Avoid I beg you respectfully that I want to take leave on .. b. I humbly like to inform you c. This is to inform you Suggested: I am directed to I am assigned to As my duty requires to draw your attention

Examples are given below a. I am writing to inquire about the job vacancy advertised in the Hindustan Times of January 5th, 2021. Revised: With reference to the advertisement no. xxyz in Hindustan Times of January 5th, 2021 for the post of junior engineer, I would like to apply . . . b. I am writing this letter to apologize for the delay in shipping of your order placed on December 19th, 2011. Revised: We are sorry that your order hasn t been shipped yet. We are sorry for the delay in shipping of your order dated December 19th, 2011.

Call for future action We look forward to hearing from you soon. We look forward to seeing you next week.

Closing Statements Thank you for taking the time to read my letter. Thanks for your time. Thank you for your consideration. Please write to us if you have any questions. Please contact us for any query. we would be happy to help.