EFFECTI

VETECHNI
CALCOMMUNI
CATI
ON

UNI
T-2
TECHNI
CALWRI
TING-
I(Of
fi
cial
Cor
respondence)
1.E-
mai
l
:
1.El
ectr
oni
cmai l(
emailore-mail
)isamet hodofexchangi ngmessages("mail
")
bet
weenpeopleusi
ngel ect
ronicdevi
ces.Inv
ent edbyRayToml i
nson,
E-maili
sa
messagethatmaycontaintext
,fi
les,
images, orotherat
tachmentssentthr
ougha
net
worktoaspecif
iedindiv
idualorgroupofindivi
duals.

E-
MAI
LWRI
TING:
1.TheTof
iel
diswher
eyout
ypet
hee-
mai
laddr
essoft
heper
sonwhoi
sther
eci
pient
ofy
ourmessage.
2.TheFROM f
iel
dshoul
dcont
ainy
oure-
mai
laddr
ess.
3.I
fyouar
erepl
yi
ngt
oamessaget
heTo:
andFr
om:
fiel
dsar
eaut
omat
ical
l
yfi
l
ledout
.
4. I
fit
'sanewmessage,
you'
l
lneedt
ospeci
fyt
her
eci
pient
sint
heTo:f
iel
d,ei
therby

sel
ect
ingt
hem f
rom y
ourcont
actl
i
st,
ormanual
l
yty
pingt
hef
ull
emai
laddr
esses.

5.I
fyouar
emanual
l
yspeci
fymor
ethanoner
eci
pient(
asi
nagr
oupe-
mai
l
),t
he

addr
essesshoul
dbesepar
atedbyacommaandaspace,
orbypr
essi
ngt
heTabkey
.

6.TheSubj
ectshoul
dconsi
stofaf
ewwor
dsdescr
ibi
ngt
hee-
mai
l
'scont
ent
s.The

ectl
subj etst
her
eci
pientseewhatt
hee-
mai
li
sabout
,wi
thoutopeni
ngandr
eadi
ng

t
hef
ull
e-mai
l
.Thi
sfi
eldi
sopt
ional
.

7.TheCC(
"Car
bonCopy
")f
iel
dal
l
owsy
out
ospeci
fyr
eci
pient
swhoar
enotdi
rect

addr
essees(
li
stedi
nthe"
To"f
iel
d).Fori
nst
ance,
youcanaddr
essane-
mai
lto

Mr
.Jef
fandCC Ms.
LindaandMr
.St
even,
Alt
hought
hee-
mai
li
saddr
essedt
oJef
f,

Li
ndaandSt
evenwi
l
lal
sor
ecei
veacopyoft
hemessage,
andt
hei
raddr
esseswi
l
l

bev
isi
blet
oJef
f,andt
oeachot
her
.Thi
sfi
eldi
sopt
ional
.

RehanaSul
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 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

8.TheBCC(
"bl
i
ndcar
boncopy
")f
iel
dissi
mil oCC,
art exceptt
her
eci
pient
sar
e

secr
et.EachBCCr
eci
pientwi
l
lrecei
vet
hee-
mai
l
,butwi
l
lnotseewhoel
ser
ecei
ved

acopy
.Theaddr
essees(
any
onel
i
stedi
nthe"
To"f
iel
d)r
emai
nvi
sibl
etoal
l

r
eci
pient
s.Thi
sfi
eldi
sopt
ional
.

9.Fi
nal
l
y,heMes
t sageBodyi
sthel
ocat
iony
out
ypey
ourmai
nmessage.I
tof
ten

cont
ainsy
oursi
gnat
ureatt
hebot
tom;
simi
l
art
oahandwr
it
tenl
ett
er.

Sampl
eofane-
mai
l

RehanaSul
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 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Adv
ant
agesofe-
mai
l
:
1.Ther
ear
emanyadv
ant
agesofe-
mai
landt
heusageofe-
mai
lver
suspost
almai
l
.
Someoft
hemai
nadv
ant
agesar
eli
stedbel
ow.

2.Fr
eedel
i
ver
y-Sendi
ngane-
mai
li
svi
rt
ual
l
yfr
ee,
out
sidet
hecostofI
nter
netser
vice.
Ther
eisnoneedt
obuyapost
agest
ampt
osendal
ett
er.

3.Gl
obal
del
i
ver
y-E-
mai
lcanbesentt
onear
lyany
wher
ear
oundt
hewor
ld,
toany
count
ry.

4.I
nst
antdel
i
ver
y-Ane-
mai
lcanbei
nst
ant
lysentandr
ecei
vedbyt
her
eci
pientov
er
t
heI
nter
net
.E-
mai
lusual
l
ybr
eachesi
tsdest
inat
ioni
naspanofmi
nut
esorseconds.

5.Mul
ti
pleReci
pient:
Iti
seasyt
osendmessagest
omor
ethanoner
eci
pient
si
mul
taneousl
ybyj
ustt
ypi
ngi
nsev
eral
e-mai
laddr
ess.

6.Fi
l
eat
tachment-Ane-
mai
lcani
ncl
udeoneormor
efi
l
eat
tachment
s,al
l
owi
nga
per
sont
osenddocument
s,pi
ctur
es,
videocl
i
ps,
drawi
ngsorot
herf
il
eswi
thane-
mai
l
.

7.Long-
ter
m st
orage-E-
mai
l
sar
est
oredel
ect
roni
cal
l
y,whi
chal
l
owsf
orst
orageand
ar
chi
val
overl
ongper
iodoft
ime.

8.Env
ironment
all
yfr
iendl
y-Sendi
ngane-
mai
ldoesnotr
equi
repaper(
paper
less)
,
car
dboar
d,orpacki
ngt
ape,
conser
vingpaperr
esour
ces.

9.I
naddi
ti
ont
otextmessagesbei
ngsentov
ere-
mai
l
,iti
sal
sopossi
ble
t
oat
tachaf
il
eorot
herdat
ainane-
mai
l
.Forexampl
e,anat
tachmentcoul
dbe
api
ctur
e,PDF,
wor
dpr
ocessordocument
,mov
ie,
progr
am,
oranyf
il
est
oredony
our

RehanaSul
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 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

comput
er.

10.
Conv
eni
entt
imef
orr
eadi
ngt
her
ecei
vedmessages.

Li
mit
ati
onsofe-
mai
l
:
1.E-
mai
li
sedi
tabl
e.Ther
efor
e,i
tmi
ghtnotbeasecur
esour
ce.

2.E-
mai
li
sanony
mous.Thei
dent
it
yoft
hesenderi
scompl
etel
ymasked.

3.E-
mai
lcannotber
etr
act
ed.Oncesendbut
toni
spr
essed,
ther
eisnobr
ingi
ng
back.

4.Wecanr
ecei
vet
oomuchorunwant
edE-
mai
l
s(spam messages.
)

5.E-
mai
lcangi
vesomepeopl
etheoppor
tuni
tyofphi
shi
ng.

E-
MAI
LETI
QUETTE
1.UsePr
ofessi
onal
E-Mai
lAddr
ess:

Youshoul
dalway shaveanemai l
addressthatconv eysyournamesothatthereci
pient
knowsexactl
ywhoi ssendingtheemai l
.Nev eruseemai laddr
esses(
perhapsremnants
ofyourgr
ade-schooldays)thatarenotappropriat
ef oruseint
heworkpl
ace,suchas
"pr
ince@.
..
"or"superst
ar@...

2.I
ncl
udecl
earsubj
ectl
i
ne:

Peopl
eof
tendeci
dewhet
hert
oopenanemai
lbasedont
hesubj
ectl
i
ne.Chooseone

RehanaSul
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 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

t
hatl
etsr
eader
sknowy
ouar
eaddr
essi
ngt
hei
rconcer
nsorbusi
nessi
ssues.

Exampl
esofagoodsubj
ectl
i
nei
ncl
ude:

 Meet
ingdat
echange

 Qui
ckquest
ionabouty
ourpr
esent
ati
on

 Suggest
ionsfort
heproposal
3.Repl
ytoyouremai
ls.

4.Pr
oof
readev
erymessage.

Donotrel
yonspel
l
-check.Readandr
eready
ouremai
laf
ewt
imes,
pref
erabl
yal
oud,
bef
oresendi
ngi
tof

5.Addt
heemai
laddr
essl
ast
.

Youdonotwantt osendanemailaccidentall
ybefor
eyouhav
ef i
nishedwri
ti
ngand
proofi
ngthemessage.Evenwhenyouar ereplyi
ngtoamessage,i
t'sagoodprecaut
ion
todelet
ethereci
pient
'saddr
essandinsertitonl
ywhenyouaresurethemessageis
readytobesent.

6.Doubl
e-checkt
haty
ouhav
esel
ect
edt
hecor
rectr
eci
pient
.

Paycareful
at t
enti
onwhentypi
nganamefrom y
ouraddr
essbookont
heemail'
s"To"
l
ine."I
t'
seasyt osel
ectt
hewrongname,whi
chcanbeembarr
assi
ngtoyouandtothe
personwhor ecei
vestheemail
bymist
ake.

7.Dor
epl
ytoal
lemai
l
s.

Giveatimelyandpol
it
ereplyt
oeachlegi
ti
mateemailaddressedtoyou.Evenifyoudo
nothaveananswernow,takeasecondtowri
tearesponselett
ingthesenderknowyou
recei
vedthei
remail
.
8.Dokeeppr
ivat
emat
eri
alconf
ident
ial
.
I
tisfart
ooeasyt oshar
eemai ls,
eveni
nadver
tentl
y.I
fyouhavetosharehi
ghlyper
sonal
orconfi
denti
alinf
ormati
on,dosoi npersonoroverthephone.Askpermissi
onbefor
e
post
ingsensi
tiv
emat er
ialei
theri
nthebodyoftheemailori
nanattachment.

11.
Uset
empl
atesf
orf
requent
lyusedsent
ences:

12.
Donotuse high pri
ori
tyopti
on foreverysimpl
e message unl
ess i
tdemands.
Frequent
lyusi
nghighpri
ori
tyopt
ionwil
lloosei
tssi
gni
fi
cancewhenyour eal
l
yneed
it
.

RehanaSul
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 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

13.
Don’
tleav
emessagethr
ead.Cli
ckonrepl
ybut
toninst
eadofcompose.Athr
eadl
ess
messagewil
lnotgi
veusenoughinf
ormat
iont
ofindoutt
hereasonofai
l
ing.

12.Don'
tWr
it
einAllCAPI
TALS
Writ
ingi
nal
lcapi
tal
scanconv
eyt
haty
ouar
eshout
ing/
scr
eami
ngwhi
l
ewr
it
ingt
he
mail
.

13.EmailSenderFi
elds:
USEBCCFI ELDORMAILMERGE.
Everyemailhasthr
eemai nsenderopti
onsf
ori
ncl
udi
nganemai
laddr
ess:
To,
CC,
and
BCC.
TO:
CC:
BCC:
To:Thisfiel
di ssi
mpl e.It
’ssi
mplywher ewepl acetheemai l
addressofwhowe’ retryi
ng
tocontact.
CC: I
fwe’dliketoincludesomeoneel seont hemessage, butnotnecessari
lyi
ndicate
thatthi
sismessagei sbeingsentspeci fi
call
y“ t
o”them,wecanCC-orcar boncopy-
them.Somet i
mest hislet
saCC’ dr eci
pientknowt hey’
renotobli
gatedtorespond.
BCC: ABCC-orbl indcar boncopy
Howev er,
BCC’ scannotbeseenbyany onei nthe“To”or“CC”fi
eld.
Somet i
mesaBCCi susedt oprotectsomeone’ semai lf
rom bei
ngexposedt oothers.
Forexampl e,i
fyouar eemai l
ingagr oupofpeopl eaboutanupcomi ngevent,youmay
opttoBCCal lemailssoy ouarenotexposi ngemai lswit
houtpermissi
on.
14.Nomor ethantwoat t
achment s,andprov i
deal ogi
calname.

Unlessi
thasbeenspecif
icall
yrequest
ed,r
efr
ainfr
om sendi
ngamessagewithmore
thantwoatt
achments.Al
so, gi
vetheatt
achedfi
le(
s)alogi
calnamesot
herecipi
ent
knowsataglancet
hesubj ectandthesender
.

15.Nei
thersendhoax(
fraud,
prank)messagesnorr
epl
ytot
hem.

16.Donotsendanymessagest
hatcont
ainof
fensi
ve,
lewdmessagesorr
aci
str
emar
ks.

17.Incl
udeasignatureblock.
Provideyourreaderwithsomeinf
ormati
onaboutyou,Pacht
ersuggest
s."Gener
all
y,
this would stat
ey ourf ul
lname,ti
tl
e,the company name,and y ourcontact
infor
mation,i
ncludi
ngaphonenumber

RehanaSul
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 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Ti
psf
orwr
it
ingef
fect
iveE-
mai
l
1.E-mai lmessagesmustbekeptbr i
ef.(ideally200wor ds.)
2.Wr it
eameani ngful subjectline.
3.Keept hemessagef ocusedandr eadabl e.
4.Useat tachment sspar i
ngly( car
efull
y).
5.Identif
yy our selfclearly.
6.Proof r
eady ourmessagebef oresendi ng.
7.Respondpr ompt ly.
8.Alway stakecar eaboutt one, st
y l
e,grammarandspel l
ingsofthe
mai l
.(ungr ammat ical messagescanquest ionthewriter’
scompet ence{
her
e:
capabi l
it
y} )
9.Donotov eruseREPLYal l.
10.
Usepr operst ructureandl ayout.
11.
Beconci seandt ot hepoi nt.
12.
Av oi
dl engthysent ences, useact i
vev oi ceinsteadofpassivevoice.
13.
Keepy ourlanguagegenderneut r
al.
14.
Showr espectandr estrai
nt .
(here:bei
ngdi scipli
ned)
15.
Beki ndanddonotwr i
tewi thaggr essi veat t
it
ude.

Sampl
esofe-
mai
l:
Sample1:Imaginey oursel
ftobethei
nstr
uctorofacourseinwhich75st udent
s
haveregi
stered.Dr
af tane-mai
ltobesenttoallt
hesestudentsaski
ngthem to
sel
ectthetopicoftheirchoi
ceandprepar
ef oraprof
essional
presentat
ionof10
minut
esdur ati
on.

Send

RehanaSul
tanaPage7
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Fr
om:
abc_
01@gami
l
.com

To:
xyz_
01@y
ahoo.
co.
in

CC:

BCC:
xxx_
02@gmai
l
.com

Subj
ect
:Pr
epar
eforapr
ofessi
onal
present
ati
on At
tachf
il
es

Dearst
udent
s,

Thi
sist
oinf
orm al
lthest
udent
swhohav
eregi
ster
edi
nthecour
se”per
sonal
i
ty

dev
elopment“
thatf
rom 10thFebr
uar o14thFebr
y2020t uar
y2020t
her
ewi
l
lbea

pr
ofessi
onal
present
ati
ont
rai
ningweek.

Al
lthestudent
sareinst
ruct
edtoprepar
eapr esentati
onoft hei
rchoi
ce.I
tismandat
oryf
oral
lthe
st
udentstoatt
endthetrai
ningweekastheyt
hepr esentat
ionscarr
ygradepoi
nts.

Mor
eov
er,
You'
l
llear
nhowt
ost
ruct
ureapr
esent
ati
on,
toi
ncl
udei
nsi
ght
sandl
ear
nsome

desi
gnpr
inci
plesf
oref
fect
ivev
isual
sandsl
i
des.You'
l
lal
sogai
nski
l
lsf
or

cl
i
ent
-f
aci
ngcommuni
cat
ion.

Thest
udent
sar
efur
therr
equest
edt
otakeanot
eoft
hef
oll
owi
ng.
:

1.Dur
ati
onoft
hepr
esent
ati
on:
10mi
nut
es,
Pleasemai
ntai
nthet
imest
ri
ctl
y.
RehanaSul
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 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

2.Al
ltheor
alspeaker
sSHOULDcomet
o"SpeakerReadyRoom (
Room 5)
"atl
east1

hourbef
oret
hei
rpr
esent
ati
onst
oupl
oadandcheckt
hei
rppt(
orequi
val
ent
)fi
l
es.

3.I
tisnotal
l
owedt
ouset
hei
rowncomput
er.

Ki
ndl
ycont
actMr
.ABC(
97781xxxxxxxx)f
oranyf
urt
herquer
ies.

Thanky
ou

xxx.

Send
Cancel

SAMPLE2:
Busi
nessemai
lwr
it
tenbyamanagert
oat
eam atwor
k

Send
Send
Cancel

RehanaSul
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 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Fr
om:
abc_
01@gami
l
.com

To:
xyz_
01@y
ahoo.
co.
in

CC:

BCC:
xxx_
02@gmai
l
.com

Subj
ect
:Depar
tment
alChanges At
tachf
il
es

DearTeam,

Goodmor
ning.Ther
ear
esomei
mpor
tantchangescomi
ngt
oourdepar
tmentt
hatIwant

t
oinf
orm ev
ery
one.

Asev
ery
onear
eawar
ethatourcompanyABCI
nc.
.hassuccessf
ull
ytakenov
er

XYZCompany
,inr
egar
dtot
heabov
efact,
ourexecut
ivemanagementhasdeci
dedt
o

r
est
ruct
ureourdepar
tmentsot
hatourt
ransi
ti
ont
hrought
hismer
gercanbe

asf
lawl
essaspossi
ble.

Thecompanyhasdeci
det
ohi
ret
ennewsal
esr
epr
esent
ati
ves–whi
chwi
l
lbot
hrel
i
eveour

cur
rentunder
staf
fi
ngsi
tuat
ionandpr
epar
eusf
ort
heshar
psal
es.

RehanaSul
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 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Iam schedul
i
ngast
affmeet
ingf
ort
omor
rowf
rom 12pm t
o1pm wher
eIwi
l
lout
li
net
he

stepsofthi
simportantchange;
lunchwil
lbeprovi
ded.Pleasefeel
freet
oreachoutt
omeatany
t
imeduringthenextfewweekswi thanyquest
ionsorconcerns.

F
Thar
o
nkm:
y abc_
ou 01@gami
l
.com

To
xx:
xxy
. z_
01@y
ahoo.
co.
in

CC:

BCC:

Subj
ect
:Ext
ensi
ononRepor
tDeadl
i
ne At
tachf
il
es

DearSi
r,

Iam wr
it
ingt
hist
orequesty
ouf
oranext
ensi
onont
heXYZpr
ojectr
epor
twhi
chi
sdue

on27-
01-
20.Mymot
herhasf
all
eni
l
lunexpect
edl
y,andImustl
eav
eforhomet
oni
ght
.
S
I
’
en
m af
r
d
ai
ditwi
l
ltakemeaweekbef
oreIcanr
etur
ntot
heof
fi
ceandcompl
etet
her
epor
t.
Send
Cancel
Ki
ndl
ygr
antmeanext
ensi
ont
il
l2-
02-
20f
ort
hesame.Ipr
omi
set
odel
i
vert
hepr
oject

r
epor
tbyt
hen.

Thanky
ou

xxx.

SAMPLE3:
Requestt
oext
endt
hePr
ojectRepor
tdat
e

RehanaSul
tanaPage11
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Fr
om:
abc_
01@gami
l
.co

To:
xyz_
01@y
ahoo.
co.
in

CC:

BCC:

Subj
ect
:Enqui
ryaboutConf
erenceCent
reTi
mings At
tachf
il
es

DearSi
r,

I
am wr
it
ingt
oenqui
reaboutt
het
imi
ngsf
ort
heconf
erencecent
reatHi
-Techci
ty.

Ourcompanyi
shost
ingadel
egat
ionf
rom 10-
02-
20t
o15-
02-
20andi
sint
erest
ed

i
nbooki
ngt
hecent
ref
orani
mpor
tantcor
por
ateev
ent
.Icheckedy
ourwebsi
tebut

coul
dnotf
indt
hei
nfor
mat
ionIr
equi
re.

I
fyoucoul
dki
ndl
ysendt
het
imi
ngswhent
heconf
erencecent
rei
sav
ail
abl
e,

wecandesi
gnanschedul
eatt
heear
li
estandshar
eitwi
thy
out
oini
ti
ate

t
hebooki
ngpr
ocedur
e.

Thanky
ou

xxx.

RehanaSul
tanaPage12
 EFFECTI
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2.
Int
er-Of
fi
ceMemor
andum(
IOM)
“Memorandum,
”oramemoi
sat
ypeofdocumentusedt
ocommuni
cat
ewi
th
other
si nthesameor gani
zati
on.Memos(ormemoranda)ar
etypi
call
yusedforshor
t
messagesofonepageorl ess.I
tsmainpur
poseist
oserveasareminderortogi
ve
somei nstr
ucti
ons.Theyenablethef
lowofi
nfor
mationfr
om al
ldi
rect
ion.
(ver
ti
cal
,hori
zontalanddiagonal)

Usual
l
y,wewr
it
eamemoi
swr
it
tenf
orf
oll
owi
ngr
easons:

 Asar
emi
nder
.
RehanaSul
tanaPage13
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

 Tosuggestsol
uti
onst
obusi
nesspr
obl
ems.

 Hi
ghl
i
ghtanev
entorci
rcumst
ance.

 Keepanof
fi
cial
recor
dofany
thi
ng.

 Topassi
nfor
mat
ionori
nst
ruct
ionsl
i
kepol
i
cychanges,
pri
cehi
ke….

 Theyar
ever
ysi
mpl
etowr
it
eandunder
stand.

 Memostendtobebri
efandt
othepoi
nt.Theyal
sor
eachal
otofpeopl
e.So
t
heyar
ev er
yti
me-sav
ingaswel
l.

 Pl
ayani
mpor
tantr
olei
ndeci
sionmaki
ng.

 Per
suadet
her
eadert
otakeanact
ion.

 Hel
pinbr
idgi
ngt
hegapamongv
ari
oussect
ionsofanyor
gani
zat
ion.

Gui
del
i
nesForWr
it
ingMemos:
 Fi
rstst
epi
nwri
ti
ngamemoi sthinki
ngcar
eful
l
yaboutwhaty
ouwantt
osayand
howtosayi
tcl
ear
lyandbr
ief
ly.

 Thi
sbrai
nst
ormingcanbesur
pri
singl
yti
me-consumi
ng,
buti
snecessar
yto
wri
teamemot hatcanber
eadqui
cklyandeasil
y.

 Usestandardf
ormat.
incl
udenecessar
ysegments.Maint
ainposi
ti
vetone,keep
ther
elati
onshi
pwit
hthereci
pienti
nmindtochoosethedegreeoffor
malit
y.

 Thefi
rstdr
aftwi
l
lpr
obabl
ynotbecl
earandconci
se.Rev
iset
hedr
aftbef
ore
sendi
ng.

 Memosi
nfor
mther
eaderofnewi
nfor
mat
ionandof
teni
nst
ructt
hem onhowt
o

RehanaSul
tanaPage14
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

actbasedonthati
nfor
mation.I
nthiscontext
,youneedtobespecif
icand
detai
l
edwithouti
ncl
udingunnecessar
y(i.
e.ti
me-wasti
ngorconfusi
ng)
i
nformati
on.

St
ruct
ureandl
ayout/
Par
tsofaMemo

 Heading:Theheadingf
oreverymemofol
l
owst
hesamebasi
cfor
mat
:
 DATE:[Day
,month,andyear
,spel
tout
]
 TO:[
Reader’
snameandj obti
tl
e]
 FROM:
[Yournameandj
obt
it
le]
 SUBJECT:
[Topi
coft
hememo]subj
ectl
i
neshoul
dbebr
ief
,nomor
ethan
af
ewwor
ds,
butexpl
i
cit
,sot
hatt
her
eisnochancef
ormi
sunder
standi
ng.

 Opening:Theopeni ngsent encesorparagraphsofamemot ell

reader
s
thecontextoft hei ssue, thesuggestedassignmentortask,andthe
purposeoft hememo:
 Thecont extyoudescr ibei stheevent,
sit
uation,
orbackgroundofthe
probl
em ori ssuey ouar eaddr essi
ng.
 Yourtaskorassi gnmentst atementdescri
beswhaty ouaredoingtosolv
e
theproblem, i
ssue, orsituati
on.
 Yourpurposest atementexpl ainswhyyouar ewri
ti
ngthememo

RehanaSul
tanaPage15
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

 Cl
osi
ng:

 Useacourt
eousclosi
ngthatdescri
best
heact i
onsyouwantthem t
o
take,
andpoi
ntouthowthoseactionswi
llbenefi
tev
eryone.

 Si
gnat
ure:

 Necessar
yAt
tachment
s:

 Pr
ovi
dewhat
everdocument
ati
onoraddi
ti
onal
inf
ormat
iony
our
r
eader
swil
lneedtocometotheirownunderst
andi
ngoftheevent
,
i
ssue,
orpr
oblem y
ou’
vedescri
bed,andl
istsuchat
tachment
satthe

SAMPLEFORMAT:
RehanaSul
tanaPage16
Nat
ional
SteelI
ndust
riesLtd
12,
GandhiMarg,NewDelhi-110002
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Cl
assi
fi
cat
ionofmemos:

RehanaSul
tanaPage17
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

 Document
aryMemos:
 Mainl
yusedforconvey
inginf
ormati
onsuchasmemoswr i
ttent
oasub-
or
dinat
etoremind,
toannounce,t
ogivei
nst
ruct
ion,
toexpl
ainapol
i
cyor
pr
ocedure,

 Toasuperi
ortomakear
equest,
updat
e,t
ogi
ver
epor
torr
out
ine
recommendat
ion

 Congr
atul
ator
yMemos:
 Usedtogiv
ecredi
ttoempl
oyeesofanor
gani
zat
ionf
ort
heout
standi
ngwor
k
theyhav
eaccompli
shed.

 Di
sci
pli
nar
yMemos:
 Whenempl oy
eesviol
atet
herulesorbreach(
break)ofcodeofconductinan
organizat
ion,
theywil
lbeserv
edeitherwit
haseverewarni
ngoranyot her
punishmentasdecidedbythemanagement.

RehanaSul
tanaPage18
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Memor
andum

To:
All
Staf
f

Fr
om:
Tany
aSmi
th,
CEO

Dat
e:Jul
y18,
2018

Subj
ect
:NewTechSof
twar
eIssues

I
thascomet
omyat
tent
iont
hatmanyempl
oyeesar
ehav
ingt
roubl
eusi
ngt
her
ecent
ly
acqui
redNewTechsal
esmanagementsof
twar
e.Compl
aint
shav
ebeenr
ecei
vedt
hati
t
i
scr
eat
ingdupl
i
cat
ecl
i
entent
ri
es.

St
affi
sinst
ruct
edt
owai
tforf
urt
heror
der
s.

Si
gnat
ure

RehanaSul
tanaPage19
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Memor
andum

To:
Mr.
ABC

Fr
om:
Tany
aSmi
th,
CEO

Dat
e:Januar
y29,
2020

Subj
ect
:PoorPer
for
mance

Thi
slet
terser
vesawr
it
tenwar
ningt
oyouf
ornotmeet
ingy
ourobj
ect
ivesas
out
li
nedi
nyourJobDescr
ipt
ion.
Thi
slet
terconf
ir
msourdi
scussi
onhel
don5-
01-
20
r
egar
dingy
ourbel
ow-
parper
for
mance.

Asi
nti
mat
edbyt
hemanagement,
wear
eput
ti
ngy
ouonaCor
rect
iveAct
ionPl
an
commenci
ngf
rom 01-
02-
20t
o29-
02-
20.Thi
spl
ani
sbei
ngi
ntr
oducedt
obr
ingy
our
per
for
manceupt
oanaccept
abl
est
andar
d,consi
der
ingy
ourcapabi
l
iti
esand
r
equi
rement
sofy
ourj
obr
ole.

Eachmemberi
. nourcompanyi
sexpect
edt
ocont
ri
but
etot
hebestoft
hei
rabi
l
iti
es
andmeett
heobj
ect
ivesl
aidouti
nthei
rjobr
ole.Hence,wewoul
dli
key
out
o
i
mmedi
atel
yimpr
ovey
ourper
for
manceandmeetexpect
ati
onsofy
oursuper
visor
andcompanymanagement
.

Webel
i
evet
haty
ouhav
ethepot
ent
ial
tobeameani
ngf
ulcont
ri
but
orandt
owor
kwi
th
commi
tmentandr
esol
ve.

Si
gnat
ure

RehanaSul
tanaPage20
 EFFECTI
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ON

RehanaSul
tanaPage21
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Busi
nessLet
ter
s
Therearemanyst
andar
dty
pesofbusi
nessl
ett
ers,
andeachoft
hem hasaspeci
fi
c
focus.

Busi
nessl
ett
ers

Therearemanyst
andar
dty
pesofbusi
nessl
ett
ers,
andeachoft
hem hasaspeci
fi
c
focus.

 Sal
esLet
ter
s..
..
(t
osel
lapr
oductorser
vice)
 Enqui
ryLet
ter
s..
..
(t
oaskdet
ail
sregar
dingpr
oductorser
vice)
 Or
derLet
ter
s..
..
(t
opl
aceanor
der)
 Compl
aintLet
ter
s..
..
(t
ocompl
ainaboutsomet
hing)
 Adj
ust
mentLet
ter
s..
..
(t
oinf
orm howt
hecompl
aintwoul
dbedeal
t)
 Fol
l
ow-
UpLet
ter
s..
..
(tor
ecei
vei
nfor
mat
ion)

St
ruct
ureofabusi
nessl
ett
er:
Xxxx
Houseno2- 87/8/
9/1
Roadno12 Sender
’sAddr
ess
Xyzcolony
Himayathnagar
Hyder
abad- 500024

6/
02/
2019 Dat
e

TheManager

RehanaSul
tanaPage22
 EFFECTI
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CATI
ON

Xyzent
erpr
ises
Roadno12 Recei
ver
’sAddr
ess
ABCNagar
Nampall
y
Hyder
abad-500024

Si
r Sal
utat
ion

Sub:
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
__ Subj
ectl
i
ne
__
_____
_____
_____
_____
_____
_____
_____
_____
_____
_____
.

_
___
___
___
___
___
___
___
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___
___
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___
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___
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rstpar
a
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_
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a
_
___
___
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___
___
___
___
___
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___
___
___
___
___
___
___
___
___
___
_

Thanky
oui
nadv
ance. Cl
osi
ngl
i
ne

Si
ncer
elyYour
s

Si
gnat
urebl
ock

Name

Encl
:
.1.Copyof___
____
____
_.
2.Copyof_
____
____
____
.

RehanaSul
tanaPage23
 EFFECTI
VETECHNI
CALCOMMUNI
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ON

For
matofabusi
nessl
ett
er(
lay
out
):
1.Compl
etebl
ockl
ayout 2.Semi
blockl
ayout(
Indent
ed)

-
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e Dat
e

I
nsi
deaddr
ess I
nsi
deaddr
ess

Sal
utat
ion Sal
utat
ion

SUB: SUB:
Bodyofthelett
er Bodyofthelett
er
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Compli
ment
ary Compl
i
mentar
y
cl
ose cl
ose
si
gnatur
e signature
Encl
osure: Enclosure:

3.Modi
fi
edbl
ockl
ayout 4.Hangi
ngi
ndent
ionst
yle

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nsi
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deaddr
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Sal
utat
ion Sal
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ion

SUB: SUB:
BodyR
of
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henl
e
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e
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tanaPage24 Bodyoft
helett
er
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Compli
ment
ary Complimentary
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

El
ement
sofagoodbusi
nessl
ett
er:
 Abusi
nesslet
terisanimportantfor
m oftechnicalcommunicati
on.Itisdif
ferent
fr
om t
heusuallet
terswewr i
teinasenset hatitappeal
storeasonratherthan
emoti
on.I
tiswrit
tenobject
ivel
y,notsubj
ectivel
y.Moreover
,iti
shighlystandardi
sed.

 Abusinesslet
teri
snotmeantt
oenter
tai
nit
sreader.I
tiswr
it
tenpri
mari
lytost
atea
speci
ficpur
poseormessageandev
entual
ly
,getareacti
onorananswerfr
om i
ts
recei
ver.

The7C’
sofaGoodBusi
nessLet
ter
1.CONCISE: I
tshoul
ddi
rect
lyst
atet
hepurposeofthesenderi
nasf
ewwor
dsas
possi
ble.
themessageshoul
dbeclearandspeci
fi
c.

2.CORDIALITY:awarm andfri
endlybusi
nesslet
terpr
oducesbetterr
esul
tst
hana
pr
etent
ious,ar
rogantoraggressi
veone.hav
eapositi
veapproach.

3.CONVINCING:Convict
ioni
sessent
ial
inordert
omaket hereci
pientofthel
ett
er
bel
i
evethatthesenderiswi
ll
i
ngandsincerei
nhisdesi
retodobusi nesswi
ththe
wri
ter
.

4.CLARITY:wr
it
ieforaspeci
fi
cpurpose.Statei
tinsimpl
eandfamil
iarwords.Do
notusehi
ghl
ytechni
calorpompouswor ds.St
artyourl
ett
erbyst
atingyour

RehanaSul
tanaPage25
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

obj
ect
ivef
orwr
it
ing.

5.CORRECTNESS:cor
rect
ness i
nwr
it
ingbusi
nessl
ett
ersshoul
dbeemphasi
sed.
Spel
li
ng,
grammar,punct
uat
ionandf
orm shoul
dal
way
sbecheckedanddoubl
e-
checkedbef
orebei
ngsent.

6.COURTESY: court
esyinmessageimpliest hemessageshoul
dshowt hesender
’s
expressi
onaswellasshoul
drespectther ecei
ver
.Thesenderofthemessage
shouldbesi
ncerel
ypoli
te,j
udi
cious,
reflecti
veandenthusi
ast
ic.

7.COMPLETENESS:i
tref
erst
oaccur
atei
nfor
mat
ionort
hor
oughnessi
ngi
vi
ngal
l
thei
nfor
mat
ion.

Sal
esl
ett
ers:
 Asal
eslet
terisaform ofsal
ecorr
espondence.I
tisal
ett
erthattr
iest
osel
la
pr
oduct
.Saleslet
ter
sar eaneff
ect
ivewaytocommunicatewithcl
ient
s.

 Asal
esl
ett
erai
msatr
eachi
ngt
her
eadert
opur
chaset
hepr
oduct
.

 Int
roduct
ionandmar
ket
ingofnewpr
oduct
sandser
vicest
othecust
omeror
cli
ent.

 Tor
eachpot
ent
ial
cust
omer
s.

 Expansi
onoft
hemar
keti
nter
msoff
inani
cial
prof
it
.

Sampl eSalesLettert
oCustomers:
GreencleanInc.
KVMar g,SubhashRoad
Nachr
am Hy derabad-500004.
info@summi t.
com
_ _
_____
____
______
___
______
____
_ _
____________
_____
_____
___
___
___
___
___
___
___
___
Mr .VineetMishra
5-5-52/3LakeVi ewApart
ment s
Flatno304
3rdfloor
SR Nagar

RehanaSul
tanaPage26
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Hy
der
abad-
500002.

Si
r,

Sub:
Onest
opf
orcl
eani
ngsol
uti
on.

Forasl i
ttl
easRs.150/ -youcanhav ey ourent i
rehomecl eanandspar kl
i
ng,wit
hout
enduri
ngt henastyodorofchemi calcleaners.Wecareaboutt heenv
ironmentanduse
onlystate-
of-
the-ar
tgreencleani
ngmet hodst oensur
et hatyouandy ourfamil
yarenot
exposedt oanyharmf uloral
ler
gy-causingcleaningproducts.Youwilll
ovewhatwedo
becausewebel ieveincustomersatisfacti
onandourpr oduct sgiv
ecompl et
e
contentment.

Wepr
oudl
ysayt
hat:

 Al
lourcl
eani
ngpr
oduct
sar
ecompl
etel
ynon-
toxi
c—saf
eforchi
l
drenandpet
s!

 Wel
eav
esur
facescl
ean,
spar
kli
ng,
andhy
gieni
c.

 Ourst
affar
ebondedandf
ull
yinsur
ed.

 Weof
fermanydi
scount
stot
hoseaged65andov
er.

Callusat987xxxxxxxxoremailusati
nfo@gr
eencl
ean.com f
oraf
reeest
imat
e.Get
yourhousecleanedanddoy ourpartt
ohelpt
heenvi
ronment!

Si
ncer
ely
,

JamesHar
dy

Gr
eencl
eanI
nc.

P.S:Weareof
fer
inga10%di
scountf
orf
ir
st-
ti
meuser
sofourser
viceunt
ilt
heendof
theyear
.

RehanaSul
tanaPage27
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

SAMPLE#2:
Summi tElect
ricCompany ,I
nc.
327Par kAvenue
KVMar g,SubhashRoad
Nachram Hy derabad-500003.
info@summi t.
com
____
____
__ _
______
___
___
____
_ _
__ _
_____
_______
_____
_____
___
___
___
___
___
___
___
___
Mr .Vi
neetMi shra
GlobalTradi
ngco. .
Flatno304
3rdfl
oor
SR Nagar
Hy der
abad-500002.

Si
r,

Sub:

Withsummerappr oaching,youmustbet hinki

ngofhowt okeepy ouroffi
cecool,
sothat
youandyourcoll
eaguescancont i
nuetowor keffi
cient
ly.Real
izi
ngy ourneeds,wehave
manufact
uredroom- coolersfordiff
erentcapacit
ies.Wehav egivendetail
ed
speci
fi
cati
onsintheencl osedpamphl et.Youwoul dbehappyt oknowt hatwear egiv
ing
aguarant
eeforfi
vey earsagai nstall
manuf actur
ingdefectsandr epai
r,orrepl
aceany
partt
hatcausestr
oubl e,atourowncost .

Attheendoft hepamphl etyouwi l

lfi
ndacard,pleasefil
li
tandmailitandweshall
send
ourtechniciantoi nspecty ouroff
ice,examiney ourrequi
rements,andsuggestyou
abouttheappr opr
iatelocati
onofcool er
ssot haty ourent
ir
eoffi
cemaymai ntai
nedat
thepropertemperaturethroughoutsummer .

I
fyouplacetheor derbefor
e30March,weshallgi
veyouaspeci
aldiscountof5%.Our
r
epresent
ativ
ewi l
lt r
ansportt
hecool
erstoyouroffi
ceandinst
allt
hem wheneveryou
want.Moreover
,thisextr
aservi
cei
stot
all
yfr
ee.

I
tisourbel
i
eft
haty
ouwoul
dli
ket
oav
ail
your
sel
foft
hisspeci
alof
fer
.

Si
ncer
ely
,

RehanaSul
tanaPage28
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

JamesHar
dy.
SummitEl
ect
ri
cCompany
,Inc.

RehanaSul
tanaPage29
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Enqui
ryl
ett
ers:
Enqui
ryl
ett
ersar
ewrit
tenbythecust
omer
sorcl
i
ent
sseeki
ngi
nfor
mat
ionabouta
j
ob,pr
oduct,
cour
seorserv
ice.
 Example:Itcoul
dbewrit
tenwi
threspecttoanit
em thataper
sonis
i
nterest
edi nbuyi
ng,
acourset
hataper sonwantst
ost udy
,avacat
iont
ri
p
thatapersonwantstogoon.
 Thelettershoul
dhaveclari
ty.Itshoul
dal sobecomplete.Al
ldet
ail
sregar
ding
theproduct,i
tsqual
it
y,pri
ce,thequantitythatcanbesuppli
ed,t
hemodeof
despatchitscostet
c.,
shouldbeenqui redinto.

 Sampl
eEnqui
ryLet
ter1:
XYZ
9-
71-2/1/2/
3Dr eaml
andApar
tment
s
t
h
Fl
atNo5075 Fl oor
Malakpet
Hyderabad-
500002.

02-
02-
20

TheManager

Spar
kleKi
tchenAppl
i
ances

Hi
may
athnagar

Hy
der
abad-
500002.

Si
r,

Sub:
Enqui
ryaboutl
atestki
tcheni
nst
all
ati
onpr
oduct
sandappl
ainaces-
Reg

Wehaveanewlyconstr
uctedhouseandwanttoi
nstal
lsomel
atestcooki
ngdevices
andcabi
net
sinourki
tchen.Ther
efor
e,IWoul
dfeelobl
i
gedify
ousendy ourl
atest

RehanaSul
tanaPage30
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

i
l
lust
rat
edcat
alogueandpr
icel
i
staboutki
tchencabi
net
sandi
nst
all
ati
ons.

Moreover,Iwoul
dlikeyoutosendy ourconsult
anttohel
pusinplanningthe
i
nstal
lati
ontosuitourpl
aceandtaste.Iam int
erest
edinki
tchenequipmentwhichis
l
atestindesignwit
hpract
ical
innovati
on.Ialsowantpromptdel
iver
yandinstal
l
ation
af
tertheorder.

Il
ookf
orwar
dtoy
ouri
mmedi
ater
esponse.

Fai
thf
ull
yyour
s

XXXX.

 Responset
oEnqui
ryl
ett
er1:
Spar
kleKi
tchenAppl
i
ances

Hi
may
athnagar

Hy
der
abad-
500002.

_
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
__

20-
02-
20

XYZ
9-
71-2/1/
2/3Dr eaml
andApar
tment
s
th
Fl
atNo5075 Fl oor
Malakpet
Hyderabad-
500002

Si
r,
Sub:
Responser
egar
dingki
tcheni
nst
all
ati
on-
Reg.
Ref
:enqui
ryl
ett
erdat
ed02-
02-
20
Thanky oufory ourl
ett
erofdated02-
02-
20showingyourkeenint
erestinourki
tchen
i
nstall
ati
ons.Asdesiredweareencl
osi
ngani
ll
ust
ratedbrochur
eaboutkit
chencabi
nets
andinstal
lat
ions.
Youwouldbehappyseeingthebrochur
easi t possesswi
dest rangeofki
tchen
equi
pmentandcabi
net
stosui
teachandever
ytast
eandbudget
.Theseit
emsarebased

RehanaSul
tanaPage31
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

onlatestI
tal
i
ant
echnol
ogy
,resear
chanddev
elopmentandmor
eov
erar
esor
easonabl
y
pr
iced.

Weshal
ldesignandmakeapr ospect
ivedr
awingt osuity
ourplanandtasteatnoextra
cost
.Wedonotchar geforconsult
ati
on.Ourconsult
antMr .XXXXwi l
lcallonyounext
weekaf
terf
ixinganappoint
mentonphonet odiscusstheplanandinst
all
ationi
ndetai
l
.

Wel
ookf
orwar
dtoser
vey
ouatt
heear
li
estoppor
tuni
ty.

Fai
thf
ull
yYour
s

Vi
shal
Singh

Seni
orMar
ket
ingManager
.

 Sampl
eEnqui
ryl
ett
er#2:
ABCPubl icSchool
2-87/8/9/1Roadno12
XYZcol ony
Himay athnagar
Hyderabad- 500024
_
___
___
___
___
___
___
___
___
___
___
_________
__ _
_ _
_____
___
___
___
___
___
___
___
___
___
___
___
__

11/
02/
2020

Manager
Harit
rav
elsl
i
mit
ed
Lane25
ooty-
585

Si
r
Sub:
Enqui
ryofdet
ail
saboutt
heOot
ytour

Wehappenedtogothr
oughy ourtr
avel
websit
eandwearequi
teimpressedwi
tht
hewi
de
r
angeoft
ravel
andtour
ism servi
ceswhichy
ourcompanyi
sof
fer
ing.

ABCPubli
cSchool,
Hyderabadisplanni
ngatourtoOot
yinthethi
rdweekofMar ch2020.We
wil
lbeagroupofappr
oximatel
yonehundredandsixt
ystudent
s,10teacher
s,and7techni
cal
st
aff.Weexpectt
oat hr
eestarstandar
dfaci
li
ti
esinal
mosteveryt
hing.Ki
ndl
yfurni
shthe

RehanaSul
tanaPage32
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

f
oll
owi
ngdet
ail
sregar
dingt
hechar
gesandf
aci
l
iti
esoft
hef
oll
owi
ng:

1. Yourplantoaccommodatest udents.
2. Numberofr oomsandtheircharges.
3. Arr
angementofmeal sandtheirchargesperhead.
4. Si
xair-
conditi
onedl
uxurybusesandt hechar
gesforeachbus.
5. I
ti
nerary.
6. Anyotherrel
evanti
nfor
mat i
onper t
ainingtot
hetri
p.

Kindlyprovi
deuswi t
ht heabovement
ioneddetai
lsatt
heear
li
est.Domenti
onalsowhat
discountyougivetoschoolsonsuchtoursconsi
sti
ngofal
argenumberoftour
ist
s.Pr
ompt
responsewillbeappreciat
ed.

Thanky
ou

Fait
hful
lyYour
s
Signat
ure
Name

 Responset
oEnqui
ryl
ett
er2:
ABCt
ravel
sli
mit
ed
Lane25
oot
y-585

_
_ __
____
___
____
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
_
11/02/
2020

ABCPubl i
cSchool
2-
87/8/9/1Roadno12
XYZcolony
Himayathnagar
Hyder
abad- 500024

Si
r

Sub:ResponsetoEnquir
yofOotyTourPackage-Reg
Ref:Letterno00000123/2/
45/
2019Dated11/ 2/2020.

Iam pleasedyouselectedABC travel

sl i
mitedTravelAgencyf ory
ourupcomi ngvacati
oni n
Ooty.Ourcompanyof f
ersthebestpackagesf orhassle-
free(comforat
ble)vacat
ionsatthe
mostreasonablepr i
ces.Wear eareputedtravelagencyof f
eri
ngawiderangeoft rav
elrelated
serv
icesforthelast10y earsi
ntheindustry
.Allourser v
icesaimtomeetal l
kindsoftravel
needsofourclientsthatrangefr
om ti
cketst oaccommodat i
onreser
vati
ons.

RehanaSul
tanaPage33
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Pleasefindthebrochureofal
lourservicesencl
osedwit
hthelet
terwhichalsocont
ains
completeinf
ormationonthetravelpackagesoff
eredbyusandtheirpr
icesf
ordomest i
cand
i
nternat
ionaltr
avel
ing.Ourser
v i
cesalsoincl
udedeli
ver
yofti
cketsatyourdoorst
epwi t
houtany
ext
rapay ment.

Ihopeyouwillfi
ndtheinf
ormati
onIhav epr
ovi
dedusef
ul.Iwouldbehappyt
ohaveoneofour
accountmanagerscontacty
ouwi thaviewt
oestabl
i
shi
nganaccountwi t
hus,ori
fyouhav
eany
fur
therquest
ionsaboutourser
vices,y
oumaycallmedir
ectlyon22554423ext001.

Wehopet
oser
vey
ouwi
thourt
rav
elser
vicessoon.

Thanky
ou

Fi
athf
yll
yYour
s
Si
gnatur
e
Name

 Sampl
eEnqui
ryl
ett
er#3:
Xxxx
Houseno2- 87/8/
9/1
Roadno12
Xyzcolony
Himayathnagar
Hyder
abad- 500024

11/
02/
2019

TheManager
ABCcoachngcent
er
Lane25
NewDelhi-
585

Si
r
Sub:
Enqui
ryofGATEcoachi
ngcl
asses-
Reg

Thisi
swithrefer
encetoy ouradversi
tementintheIndi
anExpr essforGATEcoachi ngclasses.
Ihaveappearedformyfinalyearexaminat
ionsofB. E(branch)f rom OsmaniaUniver
sityand
Iam await
ingtheresul
t.
Iam inter
estedtopjoi
ny ourcoachingclassesforappear
inginGATE-
2019.

RehanaSul
tanaPage34
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Kindl
yletmeknowtheprocedur
eofapply
ingforscr
eeningt
estandalsothedat
eofthet
est.
I
wouldli
ketoknowthedurat
ionoft
hecoachi
ngclassesandfr
equencyperweek.
Inf
ormat
ion
aboutfeest
ruct
ureandmodeofpaynebti
fgiv
enwoul dbeapprecai
ted.

Il
ookforwar
dtohearf
rom y
ou
Thankyou

Fait
hful
lyYour
s
Signat
ure
Name

 Responsel
ett
erf
orSampl
eEnqui
ryl
ett
er#3:
ABCcoachngcenter
Lane25
NewDel hi-
585
_
___
___
___
___
___
___
___
___
___
___
___
___
_ _
_____
____
___
___
___
___
___
___
___
___
___
___
___
__

11/
02/
2020

XXXX
Houseno2- 87/8/9/
1
Roadno12
Xyzcolony
Himayathnagar
Hyder
abad- 500024

Si
r

Sub:ResponsetoEnquir
yofGATEcoachi
ngcl
asses-
Reg
Ref:Letterno00000123/2/
45/
2019Dat
ed11/2/2019.

Thankyoufory
ouri
nter
esti
ntaki
ngcoachi
ngforGATE2019.Theappl
i
cati
onisavai
l
abl
e
onl
ineonourwebsi
tewww.gat
ecoachi
ng.
com .
youmaydownloadt
heformfrom t
hement
ioned

RehanaSul
tanaPage35
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

website.Youarer
equestedtofi
ll
inthef
orm onl
ineandsenditalongwit
hascanned
photographandB.E1,2,
3,4YearMarksMemo. Thedateofent
ranceexaminat
ioni
stentat
ivel
y
t
h
20 mar ch.Thedurat
ionoftheprogr
ammeissev enweeksandfeepayabl
eis15000/-
.

Acopyofourpr
ospect
usi
sencl
osedal
ongwi
tht
hel
ett
er.

Il
ookf
orwar
dtohearf
rom y
ou

Thanky
ou

Fait
hful
lyYour
s
Signat
ure

RehanaSul
tanaPage36
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

 Sampl
eLet
terOfPl
aci
ngAnOr
der:
Writ
eal et
tert
otheSalesManager,MMSBooksCor ner,AshokNagar
,Abi
ds,pl
aci
ngorderfor
fi
ve booksthatyouneedforeducat
ionalpur
pose.YouareSanj
eevfr
om XXXXENGINEERING
COLLEGE12/ CA,ModelTown,Kukat
pall
y.
XXXXENGI NEERINGCOLLEGE
12/CA Model Town
Kukat
pally
Hyderabad-500002
__
___
___
___
___
___
___
___
___
_____
_______
_______
____
___
___
___
___
___
___
___
___
__
02-
02-
20
TheSalesManager
MMSBooksCor ner
AshokNagarAbi ds
Hyder
abad-500002.

Si
r,
Sub:
Placi
ngOrder-
Reg
Ref:Enqui
ryl
ett
erdat
ed56B/
2020

Thankyouf oryourpromptrepl
yt oourpr
eviouslett
erofenquir
ydated20January2020
wit
hreferencenumber56B/ 2020.Apanelofourf i
rm hasstudi
edyourbrochur
eand
pri
celi
standf eelssati
sfi
edtoplaceanorderforthesame.Thef ol
l
owingchart
descr
ibesthepr oduct
swei nt
endt obuyal
ongwi ththeauthor,
quanti
ty,
etc.

Ti
tl
e Aut
hor Quant
it
y Year

Moder
nEconomi
cs Dr
.Si
ngh 35 2015

Busi
nessCommuni
act
ion Mat
hurMN 40 2016

Di
scr
eteMat
hemat
ics Dr
.YashB 55 2013

I
ndi
ant
radi
ti
on Ruchi
Dubey 66 2015

Asperourearl
iercommuni
cati
on,wehaverequest
edtosendonlybookswi
thout
bi
nding.Al
so,makesuret
hatever
ysingl
ebookisdevoidofanyki
ndofpri
nti
ng-bi
ndi
ng-
packi
ngdefect
.Thetot
alamountofRS20,000/-wil
lbepaidatt
hetimeofdel
iver
y.

Yourstr
uly
Mr.Sanjeev
Li
brari
an

RehanaSul
tanaPage37
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

 Sampl
eLet
terOfPl
aci
ngAnOr
der#2:

Moder nPubli
cSchool
Gachi
bowli
Hyderabad-500002.
_
_____
___
___
___
___
___
___
___
____
_ _
_ __
____
______
____
___
___
___
___
___
___
___
___
___
02-
02-20

Chawl
aSport
s
Abi
dsHyder
abad-
500002.

Si
r,

Sub:
Pur
chaseofspor
tsgoods

Iwishtoplaceabul
korderf
orthesupplyofsport
sgoodsandequi
pmentf
ortheschool
fortheacademi
csessi
on2020-2021.Theparti
cul
arsoft
hegoods/
equi
pmentandthei
r
quantit
ytobesuppl
i
edaregivenbelow:

S.
no Par
ti
cul
ars Quant
it
y

1. Bat
ti
ngpads 25pai
rs

2. Wi
cketkeepi
ngpads 25pai
rs

3. Pr
act
icel
eat
herbal
l
s 200bal
l
s

4. Bat
ti
nggl
oves 20pai
rs

5. Hel
met,
el
bowguar
d 25pi
eces

6. St
umps 20pi
eces

7. Pr
act
icenet
s 3pi
eces

Kindlygiveusmaximum discount
.Dosendust hesport
sgoods/equipmentf
rom t
he
freshlot.Thepaymentoft
hesegoods/ equi
pmentwil
lbedigit
all
ymade.Doletusknow
thedat ebywhichyouwil
ldeli
verthesegoods/
equipment.Looki
ngforwar
dtoheari
ng
from you.

Your
str
uly
,

RehanaSul
tanaPage38
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Ar
chi
ta

Spor
tsI
nchar
ge

RehanaSul
tanaPage39
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

 COMPLAI
NTLETTER:
Acompl ai
ntLett
erisatypeoflet
terwr
it
tent oaddressanytypeofwrong-doing,
off
ence,
gri
evance,r
esentmentari
singoutofaproduct,ser
vice,
etc.I
tisusedtoraiseyour
concernaboutunfai
rthi
ngsandseekafr ui
tf
uloutcome.
Whenwr
it
ingacompl
aintl
ett
ery
oushoul
d:

 Descr i
beyourproblem andtheout comey ouwant
 I
ncl udekeydates,suchaswheny oupurchasedthegoodsorserv
icesandwhen
thepr obl
em occurred
 I
dent if
ywhatactionyou’vealr
eadyt akentofixt
heprobl
em andwhatyouwil
ldo
i
fy ouandt hesell
ercannotresol
vet heproblem
 Askf oraresponsewi t
hinareasonabl et
ime
 Attachacopyofanysuppor t
ingrelevantdocumentat
ionsuchasarecei
ptor
i
nv oice.

Adj
ust
mentLet
ter
s:
Adjustmentl
ett
erisareplylet
tert
ot hebuyer’
scomplai
ntorclaim.
Thislett
erinf
orms
thecustomerei
theracceptanceorreject
ionofthei
rcomplai
ntsandclai
ms.Itplaysa
vit
alrol
einenhanci
ngthegoodwi l
lofacompanyandmai ntai
ningr
elati
onshi
pswi t
hthe
customers.

Cont
ent
sofAdj
ust
mentLet
ter:
1.Acknowl
edgi
ngt
hecl
aiml
ett
er.
2.Regr
etf
ormi
stakes.
3.I
mmedi
ater
epl
y.
4.Gr
ant
ingi
mmedi
atepr
omi
se.
5.Assur
ingpr
event
ivemeasur
es.
6.Of
fer
ingf
urt
hercooper
ati
onandassur
ingnoi
nconv
eni
ence.
7.Conv
inci
ngcust
omer
.

RehanaSul
tanaPage40
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

8.Cour
teousandf
ri
endl
ylanguage

Sampl
eCompl
aintLet
ter1:
XYZ
9-
71-2/1/2/
3Dr eaml
andApar
tment
s
t
h
Fl
atNo5075 Fl oor
Malakpet
Hyderabad-
500002.

4-
02-
2020

Thepr opri
etor
CabinetWor ld
7-45-
98/ 2/
1/ A SubhashMar g
Furni
tureMar ket
DaryagunjHy derabad-500003

Si
r,

Sub:Compl
aintaboutfaul
tyt
elev
isi
oncabi
netpur
chasedatCabi
netWor
ldon15
December2020-Reg.

Iam unhappywi t
hthequali
tyofatel
evi
sioncabinetIboughtatcabinetwor
ld on15
December2020andIam wr i
ti
ngtoseekar epl
acement.
Thecabineti
snotofacceptabl
equali
tyanddoesnotmat chthesamplecabi
netIwas
showninstore.Thecabi
netdoorsdonotopenandshutpr operl
yandthepol
i
shofthe
cabi
netisnotasf i
neasshowninsample.
.Thecabi netwasdel i
ver
edon30December
2020andInot i
cedthi
sprobl
em assoonasIunpackedi tf
rom thebox.
Iwoul
dl i
key outorepl
aceitwithoneoft hesamequal
it
yorar r
angeforret
urnof
money.Ihaveatt
achedaphotocopyofmyrecei
ptaspr
oofofpur
chase.Iwoul
dli
keto
hav
ethisprobl
em fi
xedasqui
cklyaspossi
ble.
Thanky
ou

Si
ncer
elyy
our
s,

RehanaSul
tanaPage41
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

XYZ.

Encl
osed:
Copyoft
her
ecei
ptf
ort
elev
isi
oncabi
net
.

Adj
ust
mentl
ett
ert
osampl
e1:
CabinetWor ld
7-
45-98/
2/ 1/A SubhashMar g
Furnit
ureMar ket
Dar
yagunjHy derabad-500003

_
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
___
__

12-
2-20

Xyz
9-
71-2/1/2/
3Dr eaml
andApar
tment
s
t
h
Fl
atNo5075 Fl oor
Malakpet
Hyderabad-
500002.

Si
r,

Sub:
Responset
othecompl
aintl
ett
err
egar
dingf
aul
tyt
elev
isi
oncabi
net
.

Ref
:Compl
aintdat
ed02Febr
uar
y2020.

Thisiswithrefer
encet oyourcompl ai
ntdated02f ebruary 2020.Wear eext
remel
y
sorr
yforafault
yt el
evi
sioncabinet.Wewouldliketorepl
acetheitem wit
habrandnew
cabi
netoft hesamebr andwithnoshippingcoststoy ou.Ourdeliv
eryboywil
lcome
andcoll
ectthedefect
iveproductanddeli
verproduct
.

Wear eextr
emelysorryfortheinconveniencecausedtoyouandassur
eyout hatsuch
mist
akeswoul dnotoccurinfuture.Wewoul dli
ket ogi
ftyouaRs.
200giftcardwhich
canbeusedi nanystorefortheinconveniencecausedtoyouduetous.Wehopet hat
youwil
lcont
inueshoppingwithus.

ThankYou

RehanaSul
tanaPage42
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Si
ncer
ely

XXXX

Pr
opr
iet
or

Sampl
eCompl
aintLet
ter#2
Writ
eal et
tert
oM/ s.Oxf
ordPubli
shi
ngHouse, Hi
mayathnagarcompl ai
ningt
hat
thebookssentbythem werenott
hosey ouhadorder
edfor.Askforrepl
acement
.You
areVarunJoshi,
Libr
ari
anofMSDEngi neeri
ngCol
lege,Sector
-20,Shamir
pet.

MSDEngineer
ingcoll
ege
Sect
or-
20Shami rpet
RangaReddyDistr
ict
02-
02-
20

ThePublisher
M/s.OxfordPubli
shingHouse
ConsumerCompl aintDi
vi
sion
Himayathnagar
Hyderabad-500002.

Si
r,
Sub:Compl
aintr
egar
dingr
ecei
ptofwr
ongsetofbooks.

OnDecember1, 2019thecol
legehadordered50books ofEngi
neeri
ngMechani
csof
BE –Second Year books common t o CI VI
L,MECHANI CAL,PRODUCTI
ON AND
I
NSTRUMENATTI ON f rom yourpubl
ishi
ng company ( OrderNo.000154)to be
del
i
veredtoMSDEngineeri
ngColl
ege,Sector-
20.
Toourdi smay,thecollegehasnotrecei
vedthesetorder
ed and i
nstead,r
eceivedt
he
wrongbookssett hatisMarketManagement ofMBAsecondy ear.Toresol
v et
he
problem,Iwoul dappreciat
eitifyoucouldr
eplacethewrongbookssetwi ththeone
ori
ginall
yordered.Pleaseletmeknowassoonaspossi ble.Il
ookforwardtoheari
ng
fr
om y ouwithi
nt henexttendays.
Encl
osedar
ecopiesofthet
ransact
iondocumentandt
her
ecei
pt.Il
ookf
orwar
dtoy
our
repl
yandaresol
uti
ontomyproblem.
Si
ncer
ely
,
Var
unJoshi

RehanaSul
tanaPage43
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Encl
osur
e:Copyofr
ecei
ptandt
ransact
iondocs.

Adj
ust
mentl
ett
ert
osampl
ecompl
aintl
ett
er#2

M/ s.OxfordPubli
shingHouse
ConsumerCompl ai
ntDiv
isi
on
Himayathnagar
Hyderabad-500002.
_
___
___
___
___
___
___
________
________
______
_____
____
___
___
___
___
___
___
__

12-
02-
20
TheLibr
arian
c/oPri
ncipal
MSDEngi neer
ingcoll
ege
Sect
or-20Shami r
pet
RangaReddyDi st
ri
ct

Si
r,
Sub:Responsetot
hecomplaintl
ett
erregar
dingdi
spat
chofwr
ongconsi
gnment.
Ref:
Compl ai
ntdat
ed02February2020.

Wethanky
ouforyourl
ett
erDated02-02-
20andf eel
sorryt
olear
nthaty
ouhav
e
r
ecei
vedwrongi
tems.Wereal
lyregr
ettheinconv
enience.

Kindlyacceptoursincer
eapologiesforthedeli
veryofi
ncorr
ectconsignment.We
startedaformali
nquir
yinthi
sr egar
danddi scov
eredthatt
heer r
orhappenedatourend
andt hewrongorderwasrecordedinyourname.Wehav ei
nstantl
ytakenstepsto
correctt
heer r
orandhavesetupcount ermeasureswhichwil
lpreventtheoccur
renceof
suchaner rori
nfutur
e.

Wehav eputyouror
deronprior
it
ysot heconsi
gnmentof50setsofEngi
neer
ing
Mechani
csofBE–SecondYearbookscommonto CI
VIL,MECHANI
CAL,
PRODUCTI
ON
ANDINSTRUMENATTI
ON wil
lbedeliv
eredwi
thi
ntwodays.
Si
ncer
ely
,

RehanaSul
tanaPage44
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Sampat
hBat
ra

Sampl
eCompl
aintLet
ter#3
Xxxx
Houseno2- 87/8/
9/1
Roadno12
Xyzcolony
Himayathnagar
Hyder
abad- 500024

6-
02-
2020

TheManager
Xyzent
erpr
ises
Roadno12
ABCNagar
Nampall
y
Hyder
abad-500024

Si
r

Sub:
Compl ai
ntregar
dingdef
ect
iveXXXXwashi
ngmachi
nepur
chasedat
El
ect
ronicsworldon15June2018.

IboughtanXXXwashi ngmachineofcapacity6.5kgwi t
ht opl
oadf rom anauthorized
dealer
,Elect
ronicsWor l
don15June2018.Af terabout06mont hs, i
tstoppedwor king.
WhenIi nfor
mt histothedeal
er,hegotitcheckedandt oldmethatmot oruni
tis
completelyburntoutbeyondr
epair.Si
ncet
hemachi nehasaguar anteeof05y ears,I
askedhimt oreplaceit
.Butnoactionhasbeent akenaft
erseveralremaindersfrom me.

HenceIbri
ngthissit
uati
ontoyouratt
entionasyouhavegoodreput
ationinIndi
an
market
s.Ibel
ieveIwouldgetaquickresponsefr
om youandgetitreplacedthr
ough
t
helocaldeal
er.Ihaveencl
osedthecopiesofcashmemoandguar anteecard.

Thanky
oui
nadv
ance.

RehanaSul
tanaPage45
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Si
ncerel
yYours
Si
gnatur
e
Name
Encl
:
.1.Copyofcashmemo
2.Copyofguar
ant
eecar
d

Adj
ust
mentl
ett
ert
osampl
ecompl
aintl
ett
er#3
Xyzenter
prises
Roadno12
Nampal l
y
Hyderabad-500024
_
___
___
___
___
___
___
___
___
___
___
____
_______
______
___
___
___
___
___
___
___
___
___
___
___

11/
02/
2020

XXXX
Houseno2- 87/8/
9/1
Roadno12
Xyzcolony
Himayathnagar
Hyder
abad- 500024

Si
r

Sub:Responset
othecompl
aintl
ett
err
egar
dingt
hedef
ect
iveXXXXwashi
ng
machine.

Ref
:Let
terno00000123/
2/45/
2019Dat
ed6/
2/2019.

Wearesorr
yt ohearfrom y
ouaboutt
hei
nconv
eni
encecausedyouhavefacedwit
hthe
r
ecentl
ypurchasedXXXXwashingmachi
ne.Wear
ethankfult
oyouforbr
ingingt
his
matt
ertoournotice.

Wehavecont
actedourdealerandgott
hedetai
lsofyourwashi
ngmachine.Wewi l
l
r
ect
if
ytheerr
or,i
ncaseifthemachineneedstoberepl
aced.Ourexecut
ivewoul
ddo
t
heneedf
ulwit
hin48hours.

Weareext
remel
ysor
ryaboutt
hisdel
ay.Weassur
eyouourbestser
vicesandguar
ant
ee
t
othecust
omer.

Thanky
oui
nadv
ance

RehanaSul
tanaPage46
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Fait
hfull
yYour
s
Signatur
e
Name
Designati
on

RehanaSul
tanaPage47
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

Busi
nessPr
oposal
s
1.Aproposalisanofferbyonepartytoprovi
de,aproductorservi
cetoanot
herpar
ty
i
nexchangeofmoney. Iti
susuall
yasalespr
esent
ati
onseekingt oper
suadet
hereader
toacceptt
hewr i
tt
enpl anforaccompl
ishi
ngataskproposal
smaybewr i
tt
entopeopl
e
wit
hintheorgani
zati
onort oanoutsi
decompanyortot hegovernment.

2.Pr
oposal
sar
ewr
it
tent
osol
veat
echni
cal
probl
em ort
ounder
standapr
oject.

3.PURPOSESOFPROPOSALS:
 Toconstructparkingslots,buildi
ngs,bri
dges,hi
ghways.
 Tosel
lproper t
ysuchasbui ldings,machines,
air
planes…etc
 Tosurveyanar eaf orpossi
bl ewat ersour
ces.
 Tomoder nizetheof f
iceprocedur eofacompany.
 Totr
aininternati
onal manager sforwor kinf
orei
gncountri
es.

4.I
MPORTANCEOFPROPOSALS:
 Proposal
sarev aluabl
erecor
dsofinformati
oninanorgani
zat
ion.
 Theyactasankeyt othecompany’sgrowthorprogr
ess.
 Successf
ulproposalsgi
vefi
nanci
alreturnst
othecompany.
 Theywill
helptopromotevari
ousresearchacti
vi
ti
esthatar
evi
talt
oemployees
andcompany .
 Proposal
sattempttowincontr
actsforthecompanyundert
aki
ngthepr
oject.

5.TYPESOFPROPOSALS;
 Sal esproposals:Theyarealsocall
edbusi nessproposal
s,theyar
esendout si
de
thecompanyt ovariouscli
entsorcustomer s.
 Resear chproposals:Theyareusuall
yacademi ci
nnat ur
e.academicinst
it
uti
on
prepar
epr oposal
stoobt ai
nagr anti
nr esponsetoar equestorannouncement
from t
hegov t.

6.STRUCTUREOFABUSI NESSPROPOSALS:
 Tit
lepage:Thisincludesbasi
cinf
ormati
on,l
ikeyourcompany’
snameand
contacti
nformati
on, y
ourcompanylogo,
yourcli
ent’
snameandcontact
inf
ormation,
thedate,andat i
tl
e.I
tmakestheproposall
ookneat
,or
gani
zed,
andwel l
puttogether.

 Lett
eroftransmit
tal
:Thisi
sacoverlet
terboundwiththeproposal
.Incl
udea
one-l
inerabouty
ourcompany,br
iefbackgroundi
nformati
onabouthowy our
companycamet obe,andashor
tovervi
ewofwhatmakesy ourcompanybet t
er
thantherest.

RehanaSul
tanaPage48
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

 Tableofcont
ents:Unl
essyourpr
oposali
sv erybr
ief
,incl
udeatableof
content
sinoutl
i
neform.I
thelpst
hereaderknowwhatt heycanexpectt
ofi
nd
i
nt hedocument.


 Execut
ivesummar
y: Thegoal
sofy
ourexecut
ivesummar
yar
e:

1. I
ntroduceyourcompanyt oy ourbuyer
2. Provi
deanov erviewofyourcompanygoal s
3. Showcasey ourcompany ’
smi lest
ones,over
all
visi
onandf
utur
epl
ans
4. I
ncludeanyot herrel
evantdetail
s
5. I
ncludebudgetf i
gures
6. Thesummar yshouldbebetween100- 200words.

 St
atementOfPr
obl
em :
Itst
atest
hepr
obl
em t
owhi
cht
hepr
oposal
addr
esses.

Itshoul
dgivedet
ail
edinfor
mationaboutt heexist
ingfaci
li
tiesorprocedur
e
andalsotheshor
tcomingsari
singduet othis.Theproposal whichyouare
submitt
ingshoul
dclear
lyemphasi zewhyt hecurr
entproblem isexi
sti
ngand
howy ourpr
oposalwil
lfi
xthi
spr oblem .

 TECHNI
CALPl
an:

1.Pr
ocedur
e:

 ManagementPl
an:

1.SequenceOfAct
ivi
ti
es:

2.Equi
pment,
Faci
l
iti
esAndPr
oduct
s:

3.HumanResour
ce:

4.Budget/
costest
imat
e:

RehanaSul
tanaPage49
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

 Conclusi
ons:
 Appendices:
 Refer
ences:

 Sampl
eofBusi
nessPr
oposal
:

Ti
tl
ePage:

AProposal
For
Moder
nizat
ionofLanguageLabor
ator
y
By

KumarArpitShar
ma
Prof
essorofEngl
ish

XXXXCol
l
egeofEngineeri
ng&Technol
ogy
Hyder
abad-5000002.

Execut
iveSummar
y:

Theequi pmentssuchascomput ers,headset s,

key boar
ds,mouse&UPSofLanguage
Laboratoryhavebecomeout dat
ed( obsolete),t
heyf r
equentl
ystopworki
ngandithas
becomeamaj orhindr
anceinteachinglearningprocess.Thesparesar
enotavail
ablei
n
themar kethencesomecomput ersarenoti nusef rom alongti
me.Theequi
pment sof
thelaborator
yneedsreplacement.Thelabneedst obesetupwi t
hmodernequipments
suit
ingtoday’seducat
ionalobj
ecti
ves.

Themainpurposeofthisproposalistoprocur
e( obt
ain)andinst
allanew30- cubicl
e
l
anguagelabor
ator
ysot hatitcont
inuestoserveasanef fecti
veteachingaidfor
enhanci
ngcommuni cat
ionskill
sandt hebestlanguageSof t
warewi t
hmostEf f
ecti
ve
Methodol
ogyofTeachingandLear ningLanguageswoul dprovi
deaf acil
it
yfor

RehanaSul
tanaPage50
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

pr
omot
ingr
esear
chi
nlanguagel
ear
ningpr
obl
ems.

St
atementOfPr
obl
em :

Thesy l
labusofEngi neeringstream f orEngl
ishasdesignedbyt hexxxxuni versi
ty
emphasi zeonlanguagel abforf i
rstandsecondy earstudentsofal lbranches.The
presentlanguagelabhasout datedequi pmentswhichismaki ngdi ffi
cultforthe
st
udent stofocusandl earnphonet icsaswel lasli
steni
ngski l
ls.Thest udentsoughtto
l
earnspeechsoundst hroughthesy stem asthereisnoalternati
ve. Frequent
breakdownoft heequipment sispr olongingthetask.Advancedt echnologicaldevi
ces
wouldempowert helearningeasil
y.

Obj ecti
ve:Theobj ectiveofi mprovisedl anguagelabi stopr ovi
del earner’
sa
sustainableaccesst osel f–instr
uct i
onal ,mult
imedia,languagel earningsoft
war easan
effecti
veteachingai dtoenhancel anguageski l
l
s.Adv ancedandf uturi
sti
cal
lydesi
gned
digit
allanguagelabsy stem isneedoft hehourf oreffi
cientteachingandqui cklearni
ng
ofcommuni cati
onski ll
s. Studentcandr illorconversatebypr essingasi mplerequest
buttonont heirconsole.St udentcanl i
stent oadialogue/st ory/
song/pl ayandt hen
answersi mplequest ions.Theydr il
l al
ongwi t
hthewor dtheyhear .

Techni
cal
plan:

Theequi
pmentandmat
eri
alcosti
sli
stedbel
ow.

S.
no Equi
pment Just
if
icat
ion

1. LEDComput
ers21 Topr acti
cethel anguagewithamuchwi der
i
nches varietyofact
ivi
tiesandexer cisesbasedon
thecomput er.consistofpreloaded
l
anguagel earningsoftwarest hatwill
be
displayedonthescr eendynami cal
l
y)

2. Comput er Tokeept
hel
aboper
ati
onal
accessori
es
/spares
(Headphone
att
achedwi t
h
microphone.
)

3. Audi
o/video Toai
dint
eachi
ngpr
ocess
i
nstr
uct
ional

RehanaSul
tanaPage51
 EFFECTI
VETECHNI
CALCOMMUNI
CATI
ON

mat
eri
al

4. l
ecternwit
hinbui
l
t Tohelpt
hestudent
sint hev
ari
ous
speaker
s i
nter
acti
vel
abactiv
iti
es.

5. Pr
oject
or&scr
een Forbetterunderstandingthroughv i
sual
aids.usedtodisplayinter
activecontent
s
relat
edtothesubj ectsont hescreento
makest udentslearninaneasyway .

ManagementPl
an:

Theinstal
lationoft hesy st
emsandsof twarewouldbedonebyt hetechnicalpersonnel
ofthecompanyf rom whichtheequipmentispurchased.The-
teachi
ngstaffand
techni
calstaf foftheEngl i
shdepartmentwouldtakeovertheresponsi
bil
i
t yof
moni t
ori
ngt hei nstal
lat
ionprocess.Cl
osemoni t
oringwil
lbedonebyt hest af
fregardi
ng
purchase,i
nst all
ationandwor ki
ngofalltheequi
pment s.

Costest
imat
e:

Atot
alsum ofRs.
12l
akhsi
srequi
redf
ornon–r
ecur
ri
ngexpendi
tur
e.Thebr
eakupof
t
hecostest
imatei
sgi
venbel
ow

Hardware(
syst
ems,
accessor
ies,
lect
ern Rs.
10l
akhs
,pr
oject
or)

Sof
twar
einst
all
ati
on Rs.1l
akh

Mi
scel
l
aneouschar
ges Rs.1l
akh

Conclusion:Theaim oftechnicaleducationishumanr esourcedev elopmenti nspecifi

c
prof
essi onalar
easofwhi chcommuni cationisani mportantpart.Theacqui sit
ionofthis
faci
l
itywoul dacceler
atethepr ocessoftrainingandenr i
chpr ofessionall
yoriented
education.Comput er
-assist
edlanguagel earningeli
minatest heuseof" t
radit
ional"dr
il
l-
and-practi
ceprograms, andintroducetechnol ogy
-enhancedl anguagel earni
ngsy stem.

RehanaSul
tanaPage52