English Communication Unit 4 Documenting, Report Writing, Letter Writing Notes, College and University Answer Bank for BA, B.com, Bsc and Post Graduate Notes and Guide Available here, English Communication Unit 4 Documenting, Report Writing, Letter Writing Solutions to each Unit are provided in the list of UG-CBCS Central University & State University Syllabus so that you can easily browse through different College and University Guide and Notes here. English Communication Unit 4 Documenting, Report Writing, Letter Writing Question Answer can be of great value to excel in the examination.
English Communication Unit 4 Documenting
English Communication Unit 4 Documenting, Report Writing, Letter Writing Notes cover all the exercise questions in UGC Syllabus. The English Communication Unit 4 Documenting, Report Writing, Letter Writing provided here ensures a smooth and easy understanding of all the concepts. Understand the concepts behind every Unit and score well in the board exams.
Q.15. Write a letter to the editor of a daily newspaper complaining about the construction work on your road in the middle of monsoon season causing inconveniences to the people of your locality.
Ans: A sample of such a formal letter may be as follows,
D- 1801, Neptune Society,
DS Marg, Lower Parel,
Mumbai 400 008.
11 th June 2018.
To,
The Editor-in-Chief,
Hindustan Times,
Main Street,
Mumbai 400 001.
Sir,
Subject: Construction work in our locality during monsoon season causing us difficulties.
Through the medium of your esteemed and respected daily, I wish to inform the municipal authorities of the difficulties the residents of my locality are facing due to the construction and repair work currently happening in our area. Monsoon season started a few days ago and is compounding our problems.
The repair work has been ongoing for five weeks now and is falling way behind schedule. And now with the current weather conditions, we are having persistent problems of water logging and flooding in our area. Another worry is about the accidents that may occur due to the debris lying around the road. Diseases caused due to waterlogging are another one of our concerns.
Therefore I wish to draw the attention of the concerned authorities with the help of your newspaper. Hopefully, you will be able to help us in drawing their attention and resolving this matter at the earliest.
Thanking You,
Your Sincerely,
**signature**
[Mr. XYZ]
Q.16. Types of Formal Letters and Formal Letter Format
Ans: A. Letter of Enquiry
As the name suggests this type of letter is the source of collecting information. People usually use a letter of inquiry as one of the most used business letter or formal letter. A letter of inquiry helps a person to have informa-tion like some course or job inquiry, prices of services and products, terms and orders or working agreements etc. One must always keep in mind
(i) Give a brief introduction about yourself
(ii) Include the name of the organisation (if possible)
(iii) Provide clear details about the area of inquiry
(iv) Present your queries and doubt in a clear and understandable form
(v) Mention the deadlines by which you need the information
Order Letter
When a buyer needs to order some goods, he writes an order letter to the seller. The three main parts of this letter are
The details of the items or the goods being ordered must be clearly stated. It must have complete information like the quantity of the goods, model number (if possible), etc.
The information related to the shipping must also be clearly given. The mode of shipping, shipping location and the desired date for the goods to be shipped must be clearly stated.
The inquiry related to payment whether it is the mode of payment, date of payment or terms and conditions regarding payment should be clearly mentioned.
Let’s look at the format with an example.
Sample
New Era Business
16 Ring Road
Delhi — 01
November 30, 20xx
‘ The Manager
Woods and Worlds
35 Patel Street
Delhi – 18
Dear Sir,
Sub: Placing order for furniture.
As we have discussed telephonically, on behalf of our company I like to place an immediate order for the supply of the following set of furniture.
| Model No. | Name of the Item | Quantity |
| 1254 | Chair | 25 |
| 1478 | Chair | 12 |
| 2148 | Conference Table | 03 |
| 4615 | Table | 50 |
| 2418 | Sofa | 02 |
As we have discussed, we are sending a demand draft of Rs. 20,000 as advance payment. The rest will be paid at the time Of delivery. Kindly ship the above order at the above-mentioned address.
Kindly adhere to the terms of the agreement. We hope to receive the order in four working days.
Thanking You.
Yours truly
XYZ
HR.
Letter of Complaint
Suppose you placed an order of some items. The quality promised and the quality of the items received is not the same. What will you do? You either want to replace them or want your payment back. How can you do so? This is where the letter of complaint comes into play. While writing this type of letter,
(i) One must clearly provide the details of the problem faced
(ii) Tell what action you want to be taken
(iii) Provide information like the date of arrival of orders, order number, or the details of the previous complaint (if any)
(iv) Give a deadline to respond within
(v) Attach a copy or a specimen of the invoice or any other receipt
(vi) Use polite yet assertive words regarding complaint issue
(vii) Never excuse or make any allegation by self
Let’s look at the format with an example.
Sample
New Business World
16 Ring Road
Delhi — 01
November 30, 20xx
The Manager
ABC Stationary King
35 Patel Street
Delhi – 18
Dear Sir,
Sub: Complaint against Order No. S/24-201S-1147.
This is with reference to the Order No. S/24-201S-1147 place on Nov 17, 20xx. The order consists of letterhead and business cards. As per the agreement, we were promised of receiving the order latest by Nov 22, 20xx. First of all, the order did not reach in time. Also, the quality of the papers and design selected for business cards is not matching with the selected one.
We have faced a lot of embarrassment and inconvenience and our reputation is at stake in the eyes of our clients.
Kindly ensure that the order will be replaced latest by Dec 4, 20xx, failing which payment will be stopped or the will be cancelled. I sincerely request you to look into the matter and do the needful as soon as possible.
Thanking you.
Yours truly
XYZ
General Manager
Reply to a Letter of Complaint
Suppose some time you receive a letter of complaint and you want to reply to it. It is most important to try to look after such complaints as they may cost you your/ organisation’s reputation. How will you do so? How can you provide better customer services? It is important for you to
(i) Clearly address the problem and the trouble costs to the customer.
(ii) Apologise for the error on your side.
(iii) Clearly state the course of actions you will take for the arisen issues and the time until you will do so.
(iv) Assure the customer for no more future griev-ances and troubles.
(v) Be very clear and specific about every detail.
The format of this letter is the same as the formal letter format.
Sample
ABC Stationary King
35 Patel Street
Delhi – 18
December. 02, 20xx
The General Manager
16 Ring Road
Delhi — 01
Dear Sir,
Sub: Reply to the complaint against Order No. S/ 24-201S-1147.
This is with reference to your Order No. S/24-201S-1147 which you placed with our company on Nov 17, 20xx.
We sincerely apologise to you for the inconvenience caused. Right now we are facing problems with supply from the manufacturer’s end. Also, we are flooded with a large number of orders.
We are taking steps in regard to your complaint and we ensure that we will replace the order latest by Dec 05, 20xx also a similar problem does not occur in future again. We would appreciate your support on this matter.
Thanking You.
Yours Truly
QPR
Manager
Promotion Letter
This type of letters mainly refers to the one of promoting new developments and upgradation. The promotion can be of anything: opening of a new branch or showrooms, new schemes, or any other promo-tional discounts. For any promotional letter, it is very important to
(i) Use clear, definite terms.
(ii) Proper use of punctuations and correct spelling.
(iii) Avoid slang, fancy terminologies of jargon.
(iv) Clearly discuss the promotion.
(v) Avoid the use of abbreviations.
Let’s look at the format with an example.
Sample
ABC Group of Company
16 Ring Road
Delhi — 01
November 30, 20xx
The Manager
XYA Agency
35 Patel Street
Delhi – 18
Dear Sir,
Sub: New Branch at QPR Colony.
We are glad to announce the grand opening of a new branch of our company in QPR Colony, Delhi on Dec 05, 20xx.
As a respected client, we are extremely delighted to inform you that this branch is also fully efficient. It offers various solutions to your problems and anything that you would ask for. We are dedicated to providing you with the best service that you deserve.
We would be very happy to have you as our guest in our branch and encourage you to find more of our products.
Looking forward to your visit to our new branch.
Thanking you.
Yours truly
XYZ
HR
Sales Letters
These letters are written to tell about a product to the customers with an intention of selling it. A sales letter helps in the sale promotion and presenting introductory offers. It makes it easy to understand the facts and figures and also strengthens the partnership and the joint ventures. While writing a sales letter one must keep in mind the following points:
(i) The language must be formal.
(ii) Only use easy and clear language.
(iii) Avoid slang and use of abbreviations.
(iv) The content must be clear, concise and under-standable.
(v) Avoid adding extra details or information.
(vi) Pay attention towards the targeted audience.
(vii) Provide details, features, uses, of a newly launched product.
The format of this letter is the same as the formal letter format.
Sample
ABC Bank
16 Ring Road
Delhi — 01
November 30, 20xx
The Manager
XYZ Agency
35 Patel Street
Delhi – 18
Dear Sir,
Sub: Availability of new scheme of an automobile loan.
It provides us with immense pleasure to inform you that we have launched a new scheme for an automobile loan. As a respectable and trusted client, we are providing you with the details of this scheme.
It will take only a couple of minutes to complete all the formalities. The rate of interest of the loan is also very low compared to the schemes of other banks. The bank also provides an opportunity to buy or sell any of the automobiles.
All other information is kept strictly confidential. This service is fast and free and we will provide you with the service within 24 hours.
We will be highly obliged to help you to clear any of your doubts. Free feel to contact us. Looking forward to hearing from your side.
Thanking you.
With regards,
KLM
Bank Manager
G. Recovery Letters There are sometimes when a company or an organisation needs to collect money from a client or a customer. The intention behind writing recovery letters is to recover the money from the customer without bothering or annoying the client. This type of letter includes detailed information regarding the amount of unclear payment, last date of payment of the amount, the details of the legal action in case of non-payment of the dues. Although it is a recovery letter, one must always keep in mind
(i) The remainder must be in the polite language.
(ii) The detailed information and the reasons must be clear and understandable by the client.
(iii) The language should be formal.
(iv) Provide the detail of legal action in case of non-payment of further delay in clearing the dues.
Let’s look at the format with an example.
Sample
ABC Bank
16 Ring Road
Delhi — 01
November 30, 20xx
The Manager
XYA Agency
35 Patel Street
Delhi – 18
Dear Sir,
Sub: Reminder for paying dues.
This is to remind you that your organisation has taken a loan of Rs. 2 crores two years back on June 18. As per the agreement and loan guidelines, on completion of one and a half years, you would need to pay back the 80% of the principal amount with the appropriate interest.
Since now we have received just 50% of the principal amount. As the payment is due since long, we would appreciate it if you send the cheque immediately.
I request you to kindly look into the matter within the next six working days. Otherwise, strict legal action will be taken. Kindly acknowledge the matter.
Thanking You.
Yours Sincerely
FMG
Manager
Q.17. Sample of Job Applications Subject: Application for the Role of {Sales Manager} at XYZ Ltd.
Dear Mr./Ms./Mrs. {Recipient’s Name},
This is with reference to your job requirement on {portal name} for the role of Sales Manager. I truly believe that my qualifications and experience make me a perfect candidate for the job.
I completed my MBA in Sales and Marketing from {Institute Name}. I have worked as an Area Sales Manager and Assistant Marketing Manager at {Company Name}. During my stint as Area Sales Manager, I conceptualised and executed a Customer Engagement Program that resulted in higher sales. As Assistant Marketing Manager, I worked on the planning and execution of a new product launch. With 4 years of experience in B2B sales and marketing, I have an depth understanding of the process. I am confident that I will be the right fit for the job.
I have attached my CV to the email for your reference. Please have a look at it.
I hope to meet you and discuss this opportunity further. Thank you for considering my application for the role.
Best regards,
{Your Name}
Mob: {Your Contact Number}
Email Id: {Your Email Address)
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