EFFECTIVE TECHNICAL COMMUNICATION

UNIT-2
TECHNICAL WRITING-I (Official Correspondence)
1.E-mail:
1. Electronic mail
(email or e-mail) is a method of exchanging messages ('mail")
between people using electronic devices. Invented
by Ray Tomlinson,E-mail is a
message that may contain text, files, images, or other attachments sent
network to a through a
specified individual or group of individuals.
E-MAIL WRITING:
1. The To field is where you type the e-mail address of the
person who is the recipient
of your message.
2. The FROM field should contain your e-mail address.
3. If you are replying to a message the To: and From: fields are
4. If it's
automatically filled out.
a new message, youll need to
specify the recipients in the To: field, either by
selecting them from your contact list, or manually typing the full email
addresses.
5. If you are manually specify more than one recipient (as in a group
e-mail), the
addresses should be separated by a comma and a
space, or by pressing the Tab key.
6. The Subject should consist of a few words describing the e-mail's
contents. The
subject lets the recipient see what the e-mail is about, without
opening and reading
the full e-mail. This field is optional.
7. The Cc "Carbon Copy") field allows you to specify recipients who are not direct
addressees (listed in the "To" field). For instance,
you can address an e-mail to
Mr.Jeff and CC Ms.Linda and Mr.Steven, Although the email is
addressed to Jeff,
Linda and Steven will also receive a copy of the
message, and their addresses will
be visible to Jeff, and to each other. This field
is optional.
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8. The BCC ("'blind carbon copy") field is similar to CC, except the recipients are

secret. Each BCC recipient will receive the e-mail, but will not see who else recelved

a copy. The addressees (anyone listed in the To" field) remain visible to all

recipients. This field is optional.

9. Finally, the Message Body is the location you type your main message. It often

contains your signature at the bottom; similar to a handwritten letter.

Sample of an e-mail

Photography Studio Grand Opening! X

To Olenna Mason X Julia Fillory X Henri Rousseau X

Cc Bcc

Photography Studio Grand Opening!

Hi Everyone,

I have exciting news for you! This Saturday will the the grand opening of my
new studio, EC Photography! It will be from 10:00 to 4:00. There will be
entertainment and lots of food, so come out and enjoy the festivities!

Hope to see you there!

Elena

Sans Serif T B I UA E EE E

Send A0 c $ Saved

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w.wwwRNN Nwwwwww

Advantages of e-mail:
1. There are many
advantages of e-mail and the usage of e-mail versus
Some of the main postal mail.
advantages are listed below.
2. Free delivery- Sending an e-mail is
There is
virtually free, outside the cost of Internet service.
no need to buy a
postage stamp to send a letter.
3.
Global delivery- E-mail can be sent to nearly
country. anywhere around the world, to any

4.
Instant delivery -

An e-mail can be instantly sent and

received by the recipient over
the InternetEmail usualy breaches its destination in a
span of minutes or seconds.
5. Multiple Recipient: lt is easy to send messages to more
than one recipient
simultaneously by just typing in several e-mail address.
6. File attachment- An e-mail can include one or more file
person to send documents, attachments, allowing a
pictures, video clips, drawings or other files with ane
mail.

7. Long-term storage- E-mails are stored electronically, which allows for

archival over long period of time. storage and

8.
Environmentally friendly- Sending an e-mail does not require paper
cardboard, or packing tape, conserving paper resources. (paperless),

9. In addition to text messages being sent over

e-mail, it is also
possible
to attach a file or other data in an e-mail. For
example, an attachment could be
a picture, PDF, word processor document, movie,
program, or any file stored on your
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computer.

10.Convenient time for reading the received messages

>Limitations ofe-mail
1. E-mail is editable. Therefore, it might not be a secure source.

Email is anonymous. The identity of the sender is completely masked.

3. E-mail cannot be retracted. Once send button is pressed, there is no bringing

back.

4. We can receive too much or unwanted E-mails (spam messages.)

5. E-mail can give some people the opportunity of phishing.

E-MAIL ETIQUETTE
1.UseProfessional E-Mail Address:
You should always have an email address that conveys your name so that the recipient
knows exactly who is sending the email. Never use email addresses (perhaps remnants
ofyour grade-school days) that are not appropriate for use in the workplace, suchas
prince@.. or "superstar@..

2. Include clear subiect line:

People often decide whether to open an email based on the subject line. Choose one

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that lets readers know you are addressing their concems or business issues.
Examples ofa good subject line include
Meeting date change
.Quick question about your presentation

.Suggestions for the proposal

3.Reply to your emails.
4.Proofread every message.
Do not rely on spell-check. Read and reread your email a few times, preferably aloud,
before sending it of

5.Add the email address last,

You do not want to send an email
accidentally before you have finished writing and
proofing the message. Even when you are replying to a message, it's a
to delete the recipient's address and insert it good precaution
only when you are sure the message is
ready to be sent.

6.Double-check that you have selected the correct recipient.

Pay careful attention when typing a name from your address book
on the email's
line. "It's easy to select the wrong name, which can be "To
person who receives the email by mistake.
embarrassing to you and to the

7. Do reply to all emails.

Give a timely and polite reply to each
legitimate email addressed to you. Even if you do
not have an answer now, take a second to
write a response
received their email. letting the sender know you
8.Do keep private material confidential:
It is far too easy to share emails, even
inadvertently.
If you have to share
or confidential
information, do so in person or over the phone. Ask highly personal
posting sensitive material either in the body of the email or in an permission before
attachment.
11.Usetemplates for frequently used sentences
12.Donot usehigh priority option for every simple message unless
Frequently using high priority option will loose lts significance when it demands.
it. you really need
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13.Don't leave message thread .Click on reply button instead of compose A thread less
message will not give us enough information to find out the reason of ailing.

12.Don'tWritein All CAPITALS

Writing in all capitals can convey that you are shOuting /screaming whlle writing the
mail.

13.EmailSender Fields:USE BCC FIELD OR MAIL MERGE

Every email has three main sender options for including an email address: To, CC, and
BCC.
TO:
CC:
BCC:
To This field is simple. Ie's simplywhereweplacetheemaladdress ofwhowe'retrying
to contact.
CC: If we'dlike to include someone else on the message, but not necessarily indicate
that this is message is being sent specifically "to" them, we can CC-or carbon copy-
them. Sometimes this lets a CC'd recipient know they're not obligated to respond.
BCC:ABCC-or blind carbon copy
However, BCC's cannot be seen by anyone in the "To" or "CC" field.
Sometimes a BCC is used to protect someone's email from
being exposed to others.
For example, if you are emailing a of
group people about an upcoming event, you may
opt to BCC all emails so you are not exposing emails without
permission.
14. No more than two attachments, and provide a logical name.
Unless it has been specifically requested, refrain from
than two attachments. Also, give the attached
sending a message with more
file(s) a logical name so the recipient
knows at a glance the subject and the sender.
15. Neither send hoax (fraud, prank) messages nor reply to them.
16. Do not send any messages that contain offensive,
lewd messages or racist remarks.
17.Includea signature block.
Provide your reader with some infomation
this would state your full about you, Pachter suggests. "Generally,
name, title, the company name, and your contact
information, including a phone number

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Tips for writing effective E-mail

1. E-mail messages must be kept brief
.(ideally 200 words.)
2. Write a meaningful subject line.
3. Keep the message focused and readable.
4. Use attachments
sparingly (carefully).
5. ldentify yourself clearly.
6. Proofread your message before sending.
7. Respond promptly.
8. Always take care about tone, style,grammarand spellings of the
mail.( ungrammatical messages can question the writer's
competence{here:
capability ))
9. Do not overuse REPLY al.
10.Use proper structure and layout.
11.Be concise and to the point.
12.Avoid lengthy sentences ,use active voice instead of
13. Keep your language
passive voice.
gender neutral.
14.Show respect and restraint. (here: being disciplined)
15.Be kind and do not write with aggressive attitude.

Samples of e-mail
Sample1:Imagine yourself to be the instructor of a course in which 75 students
have registered.Draft an email to be
sent to all these students asking them to
select the topic of their choice and prepare for a
minutes duration.
professional presentation of 10

Send

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EFFECTIVE TECHNICAL COMMUNICATION
From: [email protected]

To: [email protected]

CC:

BCC: [email protected]

Subject: Prepare for a professional presentation Attach files

Dear students,

This is to inform all the students who have

registered in the course" perscnality
development "that from 10 February 2020 to 14 February 2020 there will be a
professional presentation training week

All the students are instructed to prepare a presentation of their choice. It is

students to attend the training week as they the mandatory for
presentations carry grade points.
Moreover, Youll learn how to structure a presentation, to include
insights and learn some
design principles for effective visuals and slides. You'll also
gain skills for
client-facing communication.

The students are further

requested to take a note of the following.
1. Duration of the presentation: 10 minutes,Please maintain the time strictly.
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2. All the oral speakers SHOULD come to "Speaker Ready Room
(Room 5)" at least 1
hour before their presentations to upload and check their
ppt (or equivalent) files.
3. Itis not allowed to use thelr own
computer.

Kindly contact Mr. ABC (97781xoxox) for any further queries.

Thank you
XXX.

Send

Cancel

SAMPLE2: Business email written by a manager to a team at work

Send
Send
Cancel

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From: [email protected]

To: [email protected]

CC:

BCC: [email protected]

Subject: Departmental Changes Attach files

Dear Team,

Good morning. There are some important changes coming to our

department that Iwant
to inform everyone.

As everyone are aware that our company ABC Inc. has successfully taken over
XYZ Company, in regard to the above fact,our executive management has decided to
restructure our department so that our transition
through this merger can be
as flawless as possible.

The company has

decide to hire ten new sales representatives which will both relieve our
current understaffing situation and prepare us for the sharp sales.

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I am scheduling a staff meeting for tomorrow from 12
pm to 1 pm where lI will outline the
steps of this important change; lunch will be provided. Please feel free to reach out to
me at
time during the next few weeks with
any questions or concerns.

ThaHRoabc [email protected]
[email protected]
CC:

BCC:

Subject: Extension on Report Deadline

Attach files
Dear Sir,

am writing this to request you for an extension on the XYZ project

report which is due
on 27-01-20My mother has fallen ill unexpectedly, and I must leave for home tonight.
ISend
I'mafraid it will take-me aweekbeforelcan return to the office and
complete the report.
Send
Cancel
Kindly grant me an extension till2-02-20 for the same. I promise to deliver the
project
report by then.

Thank you
XXx.

SAMPLE 3: Request to extend the Project Report date

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From: [email protected]

To: xyz [email protected]

CC
BCC:

Subject: Enquiry about Conference Centre Timings Attach files

Dear Sir,

lam writing to enquire about the timings for the conference centre at Hi-Tech
city.
Our company is hosting a
delegation from 10-02-20 to 15-02-20 and is interested
in booking the centre for an important çorporate event. I checked your website but
could not find the information I require.

If you could kindly send the timings when the conference centre
is available,
we design schedule at the earliest and share it with you to initiate
can an

thebooking procedure.
Thank you
XXX.

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 2. Inter Office Memorandum(1OM)
"Memorandum," or a memo is a
type of document used to communicate with
others in the same organization. Memos
(or memoranda) are typically used for short
messages of one page or less. Its main purpose is to serve as a
some instructions. They enable the
reminder or to give
flow of information from all direction.(vertical
horizontal and diagonal)

Usually, we write a memo is written for following reasons:

As areminder.
 EFFECTIVE TECHNICAL COMMUNICATION

To suggest solutions to business problems.

Highlight an event or circumstance.

Keep an official record of anything.

To pass information or instructions like policy changes, price hike...

They are very simple to write and understand.

Memos tend to be brief and to the point. They also reach a lot of people. So
they are very time-saving as wel.

Play an important role in decision making .

Persuade the reader to take an action.

Help in bridging the gap among various sections of any

organization.

Guidelines For Writing Memos:

First step in writing a memo is
thinking
how to say it clearly and briefly. carefully about what you want to say and

This brainstorming can be

write a memo that can
surprisingly time-consuming, but is necessary to
be read quickly and easily.
Use standard format .include necessary segments. Maintain
the relationship with the positive tone, keep
recipient in mind to choose the degree of formality.
The first draft will
probably not be clear and concise. Revise the draft before
sending.

Memos inform the reader of new

information and often instruct them on how to
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act based on that information. In this context, you need to be specific and
detailed without including unnecessary (i.e. time-wasting or confusing9
information.

Structure and layout /Parts ofa Memo

Heading : The heading for every memo follows the same basic format:
DATE: Day, month, and year, spelt out
TO:[Reader's name and jobtitlej
FROM: TYour name and job titlel
SUBJECT: [Topic of the memo) subject line should be brief, no more than
a few words. but explicit. so that there is no chance for misunderstandina.

Opening: The opening sentences or paragraphs of a memo tell readers

the context of the issue, the suggested assignment or task, and the
purpose of the mem0
The context you describe is the event, situation, or
background of the
problem or issue you are addressing.
Your task or assignment statement describes what
you are doing to solve
the problem, issue, or situation.
Your purpose statement explains
why you are writing the memo

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Closingg
Use acourteous closing that describes the actions
you want them to
take, and point out how those actions will benefit everyone.
Signaturee
Necessary Attachments:

Provide whatever documentation or additional information

your
readers will need to come to their own
understanding of the event,
 EFFECTIVE TECHNICAL COMMUNICATION

MEMOS

Documentary Congratulatory Disciplinary

Documentary Memos:
Mainly used for conveying information such as memos written to a sub-
ordinate to remind ,to announce to give instruction ,to
explain a policyor
procedure,
To a superior to make a request ,update ,to give
report or routine
recommendation

Congratulatory Memos:
Used to give credit to employees of an organization
for the outstanding work
they have accomplished.
Disciplinary Memos:
When employees violate the rules or breach (break) of code of conduct in an
organization, they will be served either with a severe warning or any other
punishment as decided bythe management.

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Memorandum
TO: GTS Sales Staff

FROM: Karen Moore

CC Mr. John Sakazaki

DATE: April 18, 2008

SUBJECT Customer Presentation

The JSKL Marketing presentation you prepared last week to showcase our new
product line was exceptional!

Your enthusiasm, sales strategy, and product knowledge were impressive and
certainly sealed the deal with Mr. Lockhart
Thank you for your outstanding work and dedication. Bonus checks will be
distributed next week.
My sincere congratulations to all of you!

Memorandum
To: All Staff

From: Tanya Smith, CEO

Date: July 18, 2018

Subject: NewTech Software lssues

It has come to my attention that many

employees are having trouble using the recently
acquired NewTech sales management software .Complaints have been received that t
iscreating duplicate client entries.
Staff is instructed to wait for further orders.

Signature
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Memorandum
To: Mr.ABC

From: Tanya Smith, CEO

Date: January 29, 2020

Subject: Poor Performance

This letter serves a written warning to you for not meeting your objectives as
outlined in your Job Description.This letter confirms our discussion held on 5-01-20
regarding your below-par performance

As intimated bythe management, we are putting you on a Corrective Action Plan

commencing from 01-02-20 to 29-02-20. This plan is being introduced to bring you
performance up to an acceptable standard, considering your capabilities and
requirements of your job role.

Each member in our company is expected to contribute to the best of their abilities
and meet the objectives laid out in their job role. Hence, we would like you to
immediately improve your performance and meet expectations of your supervisor
and company management.

We believe that you have the potential to be a meaningful contributor and to work
commitment and resolve.

Signature

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Business Letters
There are many standard types of business letters, and each of them has a specific
focus.
******** wwwwwww

Business letters

| There are many standard types of business letters, and each of them has a specific
focus.
Sales Letters. ...(to sell a product or
service)
Enquiry Letters. ..(to ask details regarding product or service)
Order Letters. ...(to place an order)
Complaint Letters...to complain about something)
Adjustment Letters. ...(to inform how the complaint would be dealt)

Structure of a business letter:

Xxxx
House no 2-87/8/9/1
Road no 12 Sender's Address
Xyz colony
Himayathnagar
Hyderabad -500024
6/02/2019 Date

The Manager
 EFFECTIVE TECHNICAL COMMUNICATION

Xyz enterprises
Road no 12 Receiver's Address
ABC Nagar
Nampally
Hyderabad-500024

Sir Salutation

Sub: Subject line

Finpara

Scc d Para

Thank you in advance.

losing line
Sincerely Yours
Signature block
Name
Encl:.1. Copy of_
2. Copy of

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 EFFECTIVE TECHNICAL COMMUNICATION

Format of a businessletter (layout):

1. Complete block layout 2. Semi block layout (Indented)

Date
Date
Inside address
Inside address
Salutation
Salutation
SUB:
Body of the letter SUB:
Body of the letter

Complimentary
close
signature Complimentary
Enclosure close
signature
Enclosure:

3. Modified block layout

4. Hanging indention style

Date
Inside address Date
Inside address
Salutation
Salutation
SUB:
Body of the letter SUB:
Body of the letter

Complimentary
Complimentary
 EFFECTIVE TECHNICAL COMMUNICATION

Elements of a good businessletter:

A business letter is an important form oftechnical communication. It is different
from the usual letters we write in a sense that it appeals to reason rather than
emotion. It is written objectively, not subjectively. Moreover, it is highly standardised.

A business letter is not meant to entertain its reader. It is written primarilyto state a
specific purpose or message and eventually, get a reaction or an answer from its
receiver
The 7C's of a Good Business Letter
1. CONCISE: It should directly state the purpose of the sender in as few words as
possible.the message should be clear and specific.

2. CORDIALITY: a warm and friendly business letter produces better results than a
pretentious, arrogant or aggressive one.have a positive approach.

3. CONVINCING: Conviction is essential in order to make the recipient of the letter

believe that the sender is willing and sincere in his desire to do business with the
writer.

4. CLARITY: writie for a specifie purpose. State it in simple and familiar words. Do
not use highly technical or pompous words. Start
your letter by stating your
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objective for writing.

5. CORRECTNESS: correctness in writing business letters should be emphasised.

Spelling, grammar, punctuation and form should always be checked and double-
checked before belng sent.
6. COURTESY: courtesy in message implies the message should showthe sender's
expression as well as should respect the receiver. The sender of the message
should be sincerely polite, judicious, reflective and enthusiastic.

7. COMPLETENESS: it refers to accurate information or thoroughness in giving all

theinformation.
Sales letters:
A sales letter is a form of sale correspondence. It is a letter that tries to sell a
product. Sales letters are an effective way to communicate with clients.

Asales letter aims at reaching the reader to purchase the product.

Introduction and marketing of new products and services to the customer or

client

T o reach potential customers.

Expansion ofthe market in terms of finanicial profit.

Sample Sales Letter to Customers:

Greenclean Inc.
KV Marg, Subhash. Road
Nachram Hyderabad-500004.
[email protected]
Mr. Vineet Mishra
5-5-52/3 Lake View Apartments
Flat no 304
3Td floor
SR Nagar

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 EFFECTIVE TECHNICAL COMMUNICATION
Hyderabad-500002.

Sir

Sub: One stop for cleaning solution.

For aslittle as Rs. 150/- you can have
your entire home clean and sparkling, without
enduring the nasty odor of chemical cleaners. We care about the environment and use
only state-of-the-art green cleaning methods to ensure that and
you your famlly are not
exposed to any harmful or allergy-causing
cleaning
because we believe in customer satisfaction and products.
You will love what we do
our products give complete
contentment.

We proudly say that:

All our cleaning products are completely non-toxic-safe for children and
petsl
.We leave surfaces clean, sparkling, and
hygienic.
Our staff are
bonded and fully insured.
We offer many discounts to those
aged 65 and over.

Call us at 987xxooox or email us at

[email protected] for a free estimate. Get
your house cleaned and do your part to help the environment!

Sincerely,
James Hardy

Greenclean Inc.

P.S:We are offering a 10% discount for first-time users of our service until the end of
the year.

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Hyderabad-500002.

sir

Sub: One stop for cleaning solutlon.

For as little as Rs. 150/- you can have
your entire home clean and sparkling, without
enduring the nasty odor of chemical cleaners. We care about the environment and use
only state-of-the-art green cleaning methods to ensure that you and your family are not
exposed to any harmful or allergy-causing cleaning products. You will love what we do
because we believe in customer satisfaction and our
contentment.
products give complete

We proudly say that

All our cleaning products are completely non-toxic-safe for children and pets!
We leave surfaces clean,
sparkling, and hygienic.
Our staff are bonded and
fully insured.
.We offer many discounts
to those aged 65 and over.

Call us at 987xx ox or email us at

your house cleaned and do your part to [email protected]
the
for a free estimate. Get
help environment!

Sincerely,
James Hardy

Greenclean Inc.

P.S:We are offering a 10%

the year. discount for first-time users of our service until the end of

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SAMPLE#2
Summit Electric Company, Inc.
327 Park Avenue
KV Marg, Subhash.Road
Nachram Hyderabad -500003.
[email protected]
Mr. Vineet Mishra
Global Trading co.
Flat no 304
3T floor
SR Nagar
Hyderabad-500002.

sir,
Sub:

With summer approaching, you must be thinking of how to keep your office cool, so that
you and your colleagues can continue to work efficiently. Realizing your needs, we have
manufactured room-coolers for different capacities. We have given detailed
specifications in the enclosed pamphlet. You would be happy to know that we are giving
a guarantee for five years against all
manufacturing defects and repair, or replace any
part that causes trouble, at our own cost.

At the endof the pamphlet you wil find a card, please fill it and mail
it and we shall send
our technician to inspect your office, examine
your requirements, and suggest you
about the appropriate location of coolers so that your entire office
may maintained at
the proper temperature throughout summer.

Ifyou place the order before 30 March, we shall give youa special discount of 5%. Our
representative will transport the coolers to your office and install them whenever you
want. Moreover, this extra service is totally free.

t is our belief that you would like to avalil

yourself of this special offer.

Sincerely
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James Hardy.
Summit Electric Company, Inc.

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Enguiry letters:
Enquiry letters are written by the customers or clients seeking information about a
job, product, course or service.
Example: It could be written with respect to an item that a person is
interested in buying, a course that a person wants to study, a vacation trip
that a person wants to go on.
The letter should have clarity. It should also be
the product, its quality,
complete. All details regarding
price, the quantity that can be supplied, the mode of
despatch its cost etc., should be enquired into.
Sample Enquiry Letter 1:
XYZ
9-71-2/1/2/3 Dreamland Apartments
Flat No 507 5t Floor
Malakpet
Hyderabad-500002.

02-02-20

The Manager

Sparkle Kitchen Appliances

Himayathnagar
Hyderabad-500002

Sir
Sub: Enquiry about latest kitchen installation products and
applainaces-Reg
We have a newly constructed house and
want to install some latest
and cabinets in our kitchen. cooking devices
Therefore, IWould feel obliged if you send
your latest
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Enquiry letters:
Enquiry letters are written by the customers or clients seeking information about a
job, product, course or service.
Example: It could be written with respect to an item that a personis
interested in buying, a course that a person wants to study, a vacation trip
that a person wants to on.
go
The letter should have
the product, its
clarity. It should also be complete. All details regarding
quality, price, the quantity that can be supplied, the mode of
despatch ts cost etc., should be enquired into.
Sample Enquiry Letter 1:
XYZ
9-71-2/1/2/3 Dreamland Apartments
Flat No 507 5th Floor
Malakpet
Hyderabad-500002.

02-02-20

The Manager

Sparkle Kitchen Appliances

Himayathnagar
Hyderabad-500002.

Sir
Sub: Enquiry about latest kitchen installation products and
applainaces-Reg
We have a newly constructed house and want to install
some latest
and cabinets in our kitchen. Therefore, IWould feel cooking devices
obliged if you send your latest
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 EFFECTIVE TECHNICAL COMMUNICATION
flustrated catalogue and
pricelist about kitchen cabinets and installations.

Moreover, I would like you to send your consultant to

installation to suit our help us in planning the
latest In design with
place and taste. I am interested in kttchen equipment which Is
after the order.
practical innovation. I also want prompt delivery and installation

Ilookforward to your immediate response.

Faithfully yours
XX.

Response to Enquiry letter 1:

Sparkle Kitchen Appliance

Himayathnagar
Hyderabad-500002
20-02-20

XYZ
9-71-2/1/2/3 Dreamland Apartments
Flat No 507 5h Floor
Malakpet
Hyderabad-500002
Sir,
Sub: Response regarding kitchen
Ref:
installation-Reg.
enquiry letter dated 02-02-20
Thank you for your letter of dated 02-02-20
showing your keen interest in our
installations. As desired we are enclosing an illustrated
and instalations. brochure about kitchen kitchen
cabinets
You would be happy seeing the
brochure it possess
equipment and cabinets to suit each and everyastaste widest range of
and budget. kitchen
These items are based
. Page 31
 EFFECTIVE TECHNICAL COMMUNICATION
on latest talian technology, research and development and moreover are so reasonably
priced.

we shall
design and make a prospective drawing to suit
your plan and taste at no extra
cOst. We do not
charge for consultation. Our consultant Mr. XXXX will call on you next
week after fixing an
appointment on phone to discuss the plan and installation in
detall
We look forward to serve
you at the earliest
opportunity.
Faithfully Yours
Vishal Singh

Senior Marketing Manager.

Sample Enquiry letter #2:

ABC Public School
2-87/8/9/1 Road no 12
XYZ colony
Himayathnagar
Hyderabad-500024

11/02/2020

Manager
Hari travels limited
Lane 25
ooty-585
Sir
Sub: Enquiry of details about the Ooty tour

We happened to go through your travel website and we are quite

impressed with the wide
range of travel and tourism services which your company is offering.

ABC Public School, Hyderabad is

planning a tour to Ooty in the third week of March 2020. We
will be a group of approximately one
hundred and sixty students, 10 teachers, and 7 technical
staff.We expect to a three star standard facilties in almost
everything. Kindly furnish the
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 EFFECTIVE TECHNICAL COMMUNICATION

following details regarding the charges and facilties of the following:

1.2. Your plan to accommodate students.

Number of rooms and thelr charges.
3. Arrangement of meals and thelr charges per head.
4 Six airconditioned luxury buses and the charges for each bus.
Itinerary.
6. Any other relevant information pertaining to the trip.
mention also what
Kindly provide us with the above mentioned details at the earliest. Do
IScount you give to schools on such tours consisting of a large number of tourists. Prompt
response will be appreciated.

Thank you

Faithfully Yours
Signature
Name

Response to Enquiry letter 2:

ABC travels limited
Lane 25
ooty-585

11/02/2020

ABC Public School

2-87/8/9/1 Road no 12
XYZ colony
Himayathnagar
Hyderabad-500024
Sir

Sub: Response to Enquiry of Ooty Tour Package-Reg

Ref: Letter no 00000123/2/45/2019 Dated 11 /2/2020.

l am pleased you selected ABC travels limited Travel Agency for your upcoming vacation in
0oty. Our company offers the best packages for hassle-free (comforatble) vacations at the
most reasonable prices. We are a reputed travel agency offering a wide range of travel related
services for the last 10 years in the industry. All our services aim to meet all kinds of travel
needs of our clients that range from tickets to accommódation reservations.
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 EFFECTIVE TECHNICAL COMMUNICATION

Please find the brochure of all our services enclosed with the letter which also contains
complete information on the travel packages offered by us and their prices for domestic and
international traveling. Our servicesalso include delvery of tlckets at your doorstep without any
extra payment.
hope you will find the information I have provided useful. 1 would be happy to have one of our
account managers contact you with a view to establishing an account with us, or if you have any
Turther questions about our services, you may call me directly on 2255 4423 ext 001.

We hope to serve you with our travel services soon.

Thank you
Flathfylly Yours
Signature
Name

Sample Enquiry letter # 3:

Xxxx
House no 2-87/8/9/1
Road no 12
Xyz colony
Himayathnagar
Hyderabad-500024
11/02/2019

The Manager
ABC coachng center
Lane 25
New Delhi-585

Sir
Sub: Enquiry of GATE coaching classes-Reg
This is with reference to your adversitement in the Indian
Express for GATE coaching classes.
I have appeared for my final year examinations of B.E
I am awaiting the result.l am interested top
(branch) from Osmania University and
2019.
join your coaching classes for appearing in GATE-

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 EFFECTIVE TECHNICAL COMMUNICATION

the
and also the date of tesSt
me know the procedure of applying
for screening test week.Informaton

Kindly let know the duration of the coaching classes and frequency per
Would like to if would be apprecafted.
about fee structure and mode of paynebt given

look forward to hear from you

Thank you
Faithfully Yours
Signature
Name

Response letter for Sample Enquiry letter #3

ABC coachng center
Lane 25
New Delhi -585

11/02/2020

XXXX
House no 2-87/8/9/1
Road no 12
Xyz colony
Himayathnagar
Hyderabad-500024

Sir

Sub: Response to Enquiry of GATE coaching classes-Reg

00000123/2/45/2019 Dated 11/2/2019.
Ref Letter no
for GATE 2019. The application is available
Thank you for your interest in taking coaching may download the form from the mentioned
online on our website www.gatecoaching.com .you

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 EFFECTIVE TECHNICAL COMMUNICATION

send it along with a scanned

website. You are requested to fillin the form online and
date of entrance examination
is tentatively
Photograph and B.E 1,23, 4 Year Marks Memo .The and fee payable Is 15000
20" march. The duration of the programme is seven weeks
A copy of our prospectus is enclosed along with the letter.
Ilook forward to hear from you

Thank you

Faithfully Yours
Signature

Page 36
 EFFECTIVE TECHNICAL COMMUNICATION cseiiieaitatui.

Sample Letter Of Placing An Order

Write a letterto the Sales Manager, MMS Books Corner, Ashok Nagar, Ablds, placing order for
five books that you need for educational purpose. You are Sanjeev from XXXX ENGINEERING
COLLEGE 12/CA, Model Town, Kukatpally.
XXXX ENGINEERING CoLLEGE
12/CA Model Town
Kukatpally
Hyderabad-500002

02-02-20
The Sales Manager
MMS Books Corner
Ashok Nagar Abids
Hyderabad-500002.
Sir,
Sub:Placing Order-Reg
Ref: Enquiry letter dated 56B/2020

Thank you for your prompt reply to our previous letter of enquiry dated 20 January 2020
with reference number 56B/2020. A panel of our fimm has studied your brochure and
price list and feels satisfied to place an order for the same. The following chart
describes the products we intend to buy along with the author, quantity, etc.

Title Author Quantity Year

Modern Economics Dr. Singh 35 2015

Business Communiaction Mathur MN 40 2016

Discrete Mathematics Dr. Yash B 55 2013

Indian tradition Ruchi Dubey 66 2015

As per ourearlier communication, we have requested to send only books without

binding. Also, make sure that every single book is devoid of any kind of printing-binding-
packing defect. The total amount of RS 20,000/-will be pald at the time of delivery.

Yours truly
Mr. Sanjeev
Librarian

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 EFFECTIVE TECHNICAL COMMUNICATION

Sample Letter Of Placing An Order

Ablds, placing order for
tothe Sales Manager, MMS Books Corner, Ashok Nagar,from
tterthat XXXX ENGINEERING
five books you need for educational purpose. You are Sanjeev
cOLLEGE 12/CA, Model Town, Kukatpally.
XXXX ENGINEERING CoLLEGE
12/CA Model Town
Kukatpally
Hyderabad-500002

02-02-20
The Sales Manager
MMS Books Corner
Ashok Nagar Abids
Hyderabad-500002.
Sir,
Sub:Placing Order-Reg
Ref: Enquiry letter dated 568/2020

Thank you for your prompt reply to our previous letter of enquiry dated 20 January 2020
with reference number 56B/2020. A panel of our firm has studied your brochure and
price list and feels satisfied to place an order for the same. The following chart
describes the products we intend to buy along with the author, quantity, etc.

Title Author Quantity Year

Modern Economics Dr. Singh 35 2015
Business Communiaction Mathur MN 40 2016

Discrete Mathematics Dr. Yash B 55 2013

Indiantradition Ruchi Dubey 66 2015

As per our earlier communication, we have requested to send only books without
binding. Also, make sure that every single book is devoid of any kind of printing-binding-
packing defect. The total amount of RS 20,000/-will be paid at the time of delivery.

Yours truly
Mr. Sanjeev
Librarian

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 EFFECTIVE TECHNICAL COMMUNICATION

Sample Letter Of Placing An Order # 2

Modern Public School
Gachibowli
Hyderabad-500002.
02-02-20
Chawla Sports
Abids Hyderabad -500002.

sif,
Sub: Purchase of sports goods
Iwish to place a bulk order for the supply of sports goods and equipment for the school
for the academic session 2020-2021. The particulars of the goods/equipment and their
quantity to be supplied are given below:

Particulars
.no
Quantity
Batting pads 25 pairs

2. Wicket keeping pads 25 pairs

Practice leather balls 200 balls

Batting gloves 20 pairs

Helmet,elbow guard 25 pieces

Stumps 20pieces
Practice nets 3 pieces

Kindly give us maximum discount. Do send us the sports

fresh lot. The payment of these goods/equipment from the
goods/equipment
e date by which you wll deliver these
will be digitally made. Do let us know
from you.
goods/equlpment. Looking forward to hearing
Yours truly,

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 EFFECTIVE TECHNICAL COMMUNICATION
wwwnid

COMPLAINT LETTER:
A complaint Letter is a type of letter written to address any type of wrong-doing, offence,
grievance, resentment arising out of a product, service, etc. t is used to raise your
concern about unfair things and seek a fruitful outcome.
When writing a complaint letter you should:

Describe your problem and the outcome you want

Include key dates, such as when you purchased the goods or services and when
the problem occurred
ldentify what action youve alreadytaken to fix the problem and what you will do
if you and the seller cannot resolve the problem
Ask for a response within a reasonable time
Attach a copy of any supporting relevant documetation such as a receipt or
invoice.

Adjustment Letters:
Adjustmet letter is a reply letter to the buyer's complaint or claim. This letter informs
the customer either acceptance or rejection of their complaints and claims. It plays a
vital role in enhancing the goodwill of a company and maintaining relationships with the
customers.

Contents of Adjustment Letter:

1. Acknowledging the claim letter.
2. Regret for mistakes.
3. Immediate reply.
4. Granting immediate promise.
5. Assuring preventive measures.
6. Offering further cooperation and assuring no inconvenience.
7. Convincing customer.

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 EFFECTIVE TECHNICAL COMMUNICATION
8. Courteous and friendly language

Sample Complaint_Letter 1:
XYZ
9-71-2/1/2/3 Dreamland Apartments
Flat No 5075 Floor
Malakpet
Hyderabad-500002.
4-02-2020
The proprietor
Cabinet World
7-45-98/2/1/A Subhash Marg
Furniture Market
Daryagunj Hyderabad -500003
Sir,
Sub:Complaint about faulty television cabinet purchased at Cabinet
December 2020-Reg. World on 15

I am unhappy with the quality of a television

December 2020 and I am writing to seek a cabinet I bought at cabinet world on 15
The cabinet is not of replacement.
acceptable quality
shown in store. The cabinet doors do not
and does not match the
sample cabinet I was
cabinet is not as fine as shown in open and shut properly and the
2020 and I noticed this sample.. The cabinet was delivered on 30polish of the
problem as soon as I unpacked it from the box. December
I would like you to
replace it with one of the same
money. I have attached a photocoPy of my quality or arrange for return of
have this problem fixed as receipt as proof of purchase. I would like to
quickly as possible.
Thank you

Sincerely yours,
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 EFFECTIVE TECHNICAL COMMUNICATION
XYZ

Enclosed: Copy of the receipt for televislon cabinet.

>Adjustment letter to sample 1:

Cabinet World
7-45-98/2/1/A Subhash Marg
Furniture Market
Daryagunj Hyderabad-500003

12-2-20

Xyz
9-71-2/1/2/3 Dreamland Apartments
Flat No 507 5h Floor
Malakpet
Hyderabad-500002.

Sir,
Sub: Response to the complaint letter regarding faulty television cabinet.

Ref: Complaint dated 02 February 2020.

This is with reference to your complaint dated 02

february 2020. We are extremely
sorry for a faulty television cabinet. We would like to replace the item with a brand new
cabinet of the same brand with no shipping costs to you. Our
and collect the defective product and deliver product.
delivery boy will come

We are extremely sorry for the inconvenience caused to you and assure you that such
mistakes would not occur in future. We would like to gift
you a Rs.200 gift card which
can be used in any store for the inconvenience caused to
you due to us. We hope that
you will continue shopping with us.

Thank You

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 EFFECTIVE TECHNICAL COMMUNICATION

Sincerely
Xxx

Proprietor

Sample Complaint Letter #2

Write a letter to M/s. Oxford Publishing House, Himayathnagar complaining that
the books sent by them were not those you had ordered for. Ask for replacement. You
Varun Joshi Librarian of MSD Engineering College, Sector-20, Shamirpet.
MSD Engineering college
Sector-20 Shamirpet
Ranga Reddy District
02-02-20

The Publisher
M/s. Oxford Publishing House
Consumer Complaint Division
Himayathnagar
Hyderabad-500002.
Sir,
Sub: Complaint regarding receipt of wrong set of books.

On December 1, 2019 the college had ordered 50 books of EngineeringMechanics of

BE -Second Year books common to CIVIL MECHANICALPRODUCTION AND
INSTRUMENATTION from your publishing company (Order No. 000154) to be
delivered to MSD Engineering College, Sector-20.
To our dismay, the college has not received the set ordered and instead, received the
wrong books set that is Market Management of MBA second year .To resolve the
problem, I would appreciate it if you could replace the wrong books set with the one
originally ordered. Please let me know as soon as possible. I look forward to hearing
from you within the next ten days.
Enclosed are copies of thetransaction document and the receipt. I look forward to your
reply and a resolution to my problem.
Sincerely,
Varun Joshi
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 EFFECTIVE TECHNICAL COMMUNICATION
Enclosure: Copy of receipt and transaction docs.

Adjustment letter to samplecomplaintletter#2

M/s. Oxford Publishing House
Consumer Complaint Division
Himayathnagar
Hyderabad-500002

12-02-20
The Librarian
c/o Principal
MSD Engineering college
Sector-20 Shamirpet
Ranga Reddy District.
Sir,
Sub: Response to the complaint letter regarding dispatch of wrong consignment.
Ref: Complaint dated 02 February 2020
We thank you for your letter Dated 02-02-20 and feel
sory to learn that you have
received wrong items. We really regret the inconvenience.

Kindly accept our sincere apologies for the delivery of incorrect

started a formal inquiry in this regard and discovered that the consignment.We
error happened at our end
and the wrong order was recorded in your name. We have
correct the error and have set up counter measures which instantly
taken steps to
will prevent the occurrence of
such an error in future.

We have put your order on priority so the consignment of 50 sets of

Mechanics of BE- Second Year books common to CIVIL Engineering
AND INSTRUMENATTION will be delivered ,MECHANICALPRODUCTION
within two days
Sincerely,
Page 44
 EFFECTIVE TECHNICAL COMMUNICATION
Sampath Batra

Sample Complaint Letter #3

Xxxx
House no 2-87/8/9/1
Road no 12
Xyz colony
Himayathnagar
Hyderabad-500024
6-02-2020

The Manager
Xyz enterprises
Road no 12
ABC Nagar
Nampally
Hyderabad-500024
Sir

Sub: Complaint regarding defective XXXX washing machine

Electronics world on 15 June 2018. purchased at

I bought an XXX washing machine of

capacity 6.5 kg with
dealer, Electronics World on 15 June 2018. After about 06 top load from an authorized

When Iinform this to the dealer, he got it checked and months, it stopped working.
told me that motor unit is
completely burnt out beyond repair. Since the machine has a guarantee of 05
asked him to replace it. But no action has been taken after several years,
remainders from me.
Hence I bring this situation to your attention as
you have good reputation in Indian
markets. I believe I would get a quick response from
you and get it replaced through
the local dealer. I have enclosed the copies of cash memo and guarantee card.
Thank you in advance
Page 45
 EFFECTIVE TECHNICAL COMMUNICATION

Sincerely Yours
Signature
Name
Encl. 1. Copy of cash memo
2. Copy of guarantee card

Adjustment letterto sample complaint letter# 3

Xyz enterprises
Road no 12
Nampally
Hyderabad-500024

11/02/2020

House no 2-87/8/9/1
Road no 12
Xyz colony
Himayathnagar
Hyderabad-500024
Sir

Sub: Response to the complaint letter

machine.
regarding the defective XXXX washing

Ref: Letter no 00000123/2/45/2019 Dated 6/2/2019.

We sorry to hear from you about the inconvenience caused you have faced
are
with the
recently purchased XXX washing machine. We are thankful to you for
matter to our notice. bringing this
We have contacted our dealer and got the details of your
washing machine. We will
rectify the error, in case if the machine needs to be replaced. Our executive would do
the needful within 48 hours.

We are extremely sorry about this delay. We assure you our best services and
to the customer. guarantee

Thank you in advance

Page 46
 EFFECTIVE TECHNICAL COMMUNICATION

Faithfully Yours
Signature
Name
Designation

Page 47
 EFFECTIVE TECHNICAL COMMUNICATION

Business Proposals
1. A proposal is an offer by one party to provide, a product or service to another
in exchange of
money.It is usually a sales presentation seeking to party
to accept the written
plan for persuade the reader
within the organization or to anaccomplishing a task proposals may be written to people
outside company or to the
government.
2. Proposals are written to solve a technical problem
or to understand a project.
3.PURPOSES OF PROPOSALS:
To construct parking
To sel property such slots ,buildings ,bridges ,highways.
To survey an area for
as
buildings ,machines ,airplanes ..etc
To
possible water sources
modernize the office procedure of a company.
To train international managers for work in foreign countries.
4. IMPORTANCE OF PROPOSALS:
Proposals are valuable records of information in an
They act as an key to the company's organization.
Successful growth or
progress.
proposals give financial returns to the company.
They will help to promote various research activities
and company. that are vital to employees
Proposals attempt to win contracts for the company
undertaking the project.
5,TYPES OF PROPOSALS
Sales proposals: They are also called business
the company to various clients or proposals ,they are send outside
customers.
Research proposals: They are usually academic in nature .academic
prepare proposals
to obtain a institution
grant in response to a request or
from the govt. announcement
6. STRUCTURE OF ABUSINESS PROPOSALS:
Title page: This includes basic information,
contact information, your like your company's name and
company logo, your client's name and
information, the date, and a title. It makes the contact
and well put together. proposal look neat, organized,
Letter of transmittal: This is a cover letter bound with the
one-liner about your company, brief
background proposal. Include a
company came to be, and a short overview of whatinformation about how your
than the rest. makes your company better

Page 48
 EFFECTIVE TECHNICAL COMMUNICATION
Table of contents:Unless your proposal is very brief, include a table of
contents in outline form. It helps the reader know what they can expect to find
in the document.

Executive summary: The goals of your executive summary are:

1. Introduce your company to your buyer
2. Provide an overview of your company goals
3. Showcase your company's milestones, overall vision and future
4. Include any other relevant details plans
5. Include budget figures
6. The summary should be between 100-200 words.
Statement Of Problem:lt states the problem to which the proposal addresses.
It should give detailed information about the existing facilities or procedure
and also the shortcomings arising due to this .The proposal which you are
submitting should clearly emphasize why the current problem is existing and
how your proposal will fix this
problem.

TECHNICAL Plan:
1. Procedure:

Management Plan
1. Sequence Of Activities:

2. Equipment ,Facilities And Products

3. Human Resource:

4. Budget /cost estimate

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 EFFECTIVE TECHNICAL COMMUNICATION
Conclusions
Appendicees:
References:

Sample of Business Proposal:

Title Page:
A Proposal
For
Modernization of Language Laboratory
By
Kumar Arpit Sharma
Professor of English
XXXX College of Engineering& Technology
Hyderabad-5000002.

Executive Summary
The equipments such as computers, head sets,
keyboards, mouse & UPS of
Language
Laboratory have become outdated (obsolete) ,they frequently stop working and it has
become a major hindrance in teaching learning
process. The spares are not available in
the market hence some computers are not in use from a
long time. The equipments of
the laboratory needs replacement. The lab needs to be set
up with moderm equipments
suiting today's educational objectives.
The main purpose of this proposal is to procure (obtain) and install a new 30-cubicle
language laboratory so that it continues to serve as an effective teaching aid for
enhancing communication skills and the best language Software with most Effective
Methodology of Teaching and Learning Languages would provide a facility for

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 EFFECTIVE TECHNICAL COMMUNICATION

Conclusions:
Appendices
References

Sample of Business Proposal

Title Page
A Proposal
For
Modernization of Language Laboratory
By
Kumar Arpit Sharma
Professor of English

xxXX College of Engineering& Technology

Hyderabad-5000002.

Executive Summary
The equipments such as computers, head sets, keyboards, mouse &UPS of Language
Laboratory have become outdated (obsolete) they frequently stop working and it has
become a major hindrance in teaching learning process. The spares are not available in
the market hence some computers are not in use from a long time. The equipments of
the laboratory needs replacement. The lab needs to be set up with modem equipments
suiting today's educational objectives.

The main purpose of this proposal is to procure (obtain) and install a new 30-cubicle
language laboratory so that it continues to serve as an effective teaching aid for
enhancing communication skills and the best language Software with most Effective
Methodology of Teaching and Learning Languages would provide a facilty for

Page 50
 EFFECTIVE TECHNICAL COMMUNICATION
promoting research in language
learning problems.
Statement Of Problem:
The
syllabus
of Engineering
stream for English as designed by the xxox
emphasize on language lab for first and second university
present language lab has outdated year students of all branches.The
students to focus and leam equipments which is making difficult for the
learn speech sounds phonetics as well as
listening skills. The students ought to
through the system as there is no alternative
breakdown of the equipments is .Frequent
would prolonging the task .Advanced technological devices
empower the learning easily.
Obiective:The objective of
sustainable access to self improvised language lab is to provide learner's a
-instructional, multimedia ,language learning software as an
effective teaching aid to enhance
digital language lab system language skills.Advanced and futuristically designed
is need of the hour for efficient
of communication skills. Student
can drill or conversate
teaching and quick
learning
button their console.Student can listen to a dialogue/
on by pressing a simple
request
answer simple questions. story/song/ play and then
They drill along with the word they hear.

Technical plan:
The equipment and material cost is listed below.
S.no Equipment Justification
LED Computers 21 To practice the language with a much wider
inches varlety of activitles and exerclses based on
| the computer. consist of preloaded
language learning softwares that will be
displayed on the screen dynamically)
2. Computer To keep the lab operational
accessories
/spares
(Headphone
attachedwith
microphone)
3. Audio /video To aid in teaching process
instructional

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 EFFECTIVE TECHNICAL COMMUNICATION

material

.
lecternwith in built To helpthe students in the various
speakers interactive lab activities.
. Projector &screen For better understanding through visual
alds,used to display interactive contents
related to the subjects on the screen to
make students learn in an easy way.

Management Plan:
The installatlon of the systems and software would be done
by the technical perso
ofthe company from which the equipment is purchased.The-teaching staff and
technical staff of the English department would take over the responsibillty of
monitoring the installation process. Close monttoring will be done by the staff regarding9
purchase installation and working of all the equipments.

Cost estimate
A total sum of Rs.12 lakhs is required for non -recurring expenditure.The break up of
the cost estimate is given below

Hardware (systems, accessories, lectern Rs.10 lakhs

projector)
Software installation Rs. 1 lakh

Miscellaneous charges Rs.1 lakh

Conclusion: The aim of technical education is human resource development in specific

professional areas of which communication is an important part. The acquisition of this
facility would accelerate the process of training and enrich professionally oriented
education. Computer-assisted language learning eliminates the use of "traditional dril-
and-practice programs, and introduce technology-enhanced language learning system.

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