I .Letter writing :
The art of writing a letter takes practice, knowledge about proper form and the ability to put into words the thoughts and feelings which are associated with the letter. Learning to write a letter can be difficult, as there are multiple types of letters which can written. To avoid the time that it may take to learn to write each one of these letters, if you are able to learn to write a basic letter, that will help you to create letters for a variety of occasions.
Parts of the Letter:
Your address:
At the top of your letter, you will put your address, so the reader will know where to send their reply to.
Date
Put the date on which the letter was written in the format Month Day Year i.e. June, 15, 2009.
Inside Address:
The inside address is only required for a business letter and will include the address of the person you are writing to along with the name of the recipient, their title and company name. If you are not sure who the letter should be addressed to either leave it blank or try to put in a title, i.e. "Director of Human Resources".
The Greeting:
The greeting will address the individual that the letter is being sent to. This is usually completed in the form of "Dear Anne" or "Hey Anne", for less formal letters.
The Introductory Paragraph:
The first paragraph and will generally outline the purpose for the letter and the reason that the letter is being sent. This can address any issues that are outstanding and is used to set the tone for the entire rest of the letter. In this first paragraph, the summary of the letter can be found and the intentions which will be displayed through the rest of the letter should be outlined. From the first paragraph of the letter, the introductory paragraph, the individual should be able to note the tone of the letter.
The Body:
The body of the letter will expand upon the introductory paragraph and the individual can extend their thoughts and feelings further when it comes to the letter. The body of the letter can be anywhere from multiple pages for personal letters, to one page or two pages for most business letters and other types of proposals.
The Closing:
In the closing of the letter, the individual will close the letter and finish any thoughts that have been mentioned. The closing of the letter comes in various forms from yours truly, for those individuals that are familiar with one another, to a traditional sincerely which is a versatile closing that can be used in a variety of letters detailing many situations.
The Presentation of the Letter:
The presentation of the letter can be hand-written for less formal letters that are addressed to friends and family members, especially thank-you letters. In the case that you have illegible handwriting, you may want to consider typing the letter in these cases, although proper etiquette dictates against this type of behavior. Formal letters which are written on behalf of businesses to or professional contacts should remain typewritten and grammatical and spelling error free. These types of letters should be legible and professional and therefore typing the letter is one of the most effective ways to ensure that the letter demonstrates a professional appearance through the entire course of the letter, thereby creating a positive impression on the recipient of the letter.
As well as outward presentation, it is important to determine the tone which will be written in the letter, including a professional tone or a tone that will be taken with friends or family members in a more informal setting. The tone should be established from the greeting of the letter, into the introductory paragraph, throughout the entire body of the letter and even into the closing statement and closing greeting of the letter. Read through the letter once it has been completed to ensure that the tone remains the same.
The tone can be adjusted based on the language which is used through the letter, as well as the greetings (familiar as opposed to formal)
Types of letters : 1. Business Letters 2. Thank you letter 3. Approval Letter
4. Meeting Letters 5. Employment Letters
1. Sample Business Letter
19, Bull Temple Road Bangalore - 19
October 5, 2008 Ms. XYZ
Accounts Section The Cooking Store 765 Berliner Plaza
Industrial Point, Mumbai.
Dear Ms XYZ:
It has come to my attention that your company, The Cooking Store has been late with paying their invoices for the past three months.
In order to encourage our customers to pay for their invoices before the due date, we have implemented a discount model where we'll give you 2% off your invoice if you pay us within 10 days of receiving the invoice.
I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate your business. If you have any questions, you can feel free to contact me at (555) 555-5555.
Sincerely, Signature PQR
Accounts Receivable
2. Sample Thank You letter : Your Name
Current Address City, State, Zip Code Date
Ms. Mary Brown, Director of College Recruiting Midwest Federal Credit Union
1811 South 9th Street Minneapolis, MN 56001 Dear Ms. Brown:
Thank you for the opportunity to interview with you yesterday on campus for the Loan Officer position.
My interest in the position and in working for Midwest Federal Credit Union was enhanced by the detailed information you provided regarding the training program. I believe that my education and two years experience in customer service will enable me to develop into a competent loan officer and make a valuable contribution to your office.
Please feel free to contact me if you would like additional information. The best time to reach me is after 3:00 PM, or you can leave a message at my home and I will call you back as soon as possible. The number is (406) 555-2341.
Thank you again, for the interview and for considering me.
Sincerely, (your name)
3. Sample Approval Letter
Dear Abhishek,
On behalf of the entire team in BMSCE, I congratulate you on your performance during the first three month trial employment period. Your results have beat our expectations and been very good.
Your new status means a Rs.7,000 yearly raise, and a 9% superannuation package, effective immediately. Thank you for you great work and we all looking forward to continuing our work.
Ramjit
4. Meeting letter 6. Employment Letter II.Resume Writing :
Regardless of your experience, qualifications or intelligence, you'll still need to apply for jobs and pass through the selection procedure. To apply for jobs you need to write a resume. Your resume is made up of :
• An accurate summary of your credentials
• Education, achievements, job experience and goals
• It should flow naturally and be easy to read
• It should be based on a particular format.
Depending on their personal circumstances, people have different reasons to write a resume . It's important you have a clear idea of why you are writing a resume before you start as this will help you choose the correct resume style.
You want to write your resume because :
• You're applying or looking for a new job in the same industry / area.
• You're applying or looking for a new job in a different industry / area.
• You would like to group your experience / qualifications in one document.
• You were asked to provide a copy of your resume.
A resume must contain accurate information. For this reason, it's a good idea to keep your resume updated after each major task, accomplishment or qualifications received. Keep up to date with all your job contracts, qualifications and job descriptions.
The following will help you to write your resume.
• Contracts
• Job Descriptions
• Periodical Performance Reviews
• Letters of Reference
• Letters of Appreciation
• Qualification Certificate's
• Specialist Courses
The resume should do the following:
Create a positive first impression. This is done by showcasing your communication skills and making the resume easy to read. The resume should be succinct and easy to follow.
Tell who you are. When you are writing your resume, you are telling the reader who you are and why they should consider you for a position.
Describe what you have learned. Especially for a new grad, your resume should highlight the courses and projects that are applicable for the job you hope to be hired for.
List your accomplishments. Your resume should highlight any special accomplishments you have achieved. If you made a 4.0 while working full time, were awarded a special scholarship, or received special recognition of some kind, it should be listed under your accomplishments.
In order to make your resume pleasant and easy to read, you will want to follow some resume format guidelines. The resume format is important because you want to make sure to keep the reader’s interest and, ultimately, be called for the interview. A poorly formatted resume, one that is hard to read, contains many errors, or doesn’t flow well, is not likely to accomplish your goal.
Sample Resume : III.Report writing :
Report writing can come in different shapes, depending on your topic and supervisor’s requirements. It can also contain all or just part of report writing components.
Steps to Write a Report.
a. The Title Page : There are four main pieces of information that have to be included into the title page:
- the report title;
- the name of the person, company, or organization for whom the report has been prepared;
- the name of the author and the company or university which originated the report;
- the date the report was completed.
b. Acknowledgments:
Good report writing includes a page of gratitude to those who helped the writer in his process: his supervisor, teachers/professors, librarians, family, etc.
• Make them look sincere. Don’t just say, “Thank you…” and give the list of names, but refer to each one separately and thank him/her for something specific.
c. The Summary Abstract
The Abstract communicates the scope of your paper and the topics discussed to your reader, and, in doing so, it facilitates research. When doing a summary of your report writing, go over the main parts of it (Introduction, Body, etc.), and summarize each of them in one sentence.
d. The Table of Contents
The table of contents is a reflection of report writing structure. Sections and subsections should be numbered and titled in such a way as to help the reader find his way through your report.
- list all headings and subheadings (excluding the title page, table of contents, and other preliminary matter), giving page numbers for the first page of each section;
- reproduce the headings and numbering exactly from the body of the report;
- include the full titles of the appendices.
e. The List of Figures, Tables, Illustrations
The figures/tables/illustrations should be numbered in order with the chapter number and the figure/table/illustration number within that chapter. When there are six or more figures, tables and illustrations, they are listed on a separate page with their corresponding page numbers in the text. If only a few exist, then they are included in the table of contents’ page.
f. The Executive Summary
This part of report writing is usually no more than one page in length, and includes:
- the purpose of the report - background to the report - sources of information - main findings
- conclusions and recommendations.
g. The Introduction
The Introduction should be a brief but thorough discussion of the context of the problem. A typical introduction is about 1½ to 2 pages long. It includes:
- purpose or objective of writing the report;
- background information (for example a brief history of the organization, context of topic or problem);
- literature review (what researches have already been made in this field)
- scope, that is, the size or extent of study, amount of data collected, time frames, focus of data collection or discussion (for example, a department or whole organization);
- methodology, that is, the kind of data used (for example, who was interviewed, what type of material was referred to);
- assumptions and limitations, (for example, given the above material, any assumptions that were made and any limitations placed on the material included in the report);
- plan that briefly overviews the argument, framework or logical structure of report writing.
h. The Body
The Body of the report writing is the main part that includes all the facts and materials essential for the understanding of the problem. It usually has three sections:
- Theories, models, and hypotheses. This section is optional. By giving it, you introduce the theoretical basis for your project;
- Materials and methods. This is a part where you describe (and illustrate) the materials used, and give a step-by-step report on how you were completing your task;
- Results. This section summarizes your efforts and gives information about what you discovered, invented, or confirmed through your research.
i. The Conclusion
This is the last part of your report writing. Sum up the main points and refer to any underlying theme. If any questions or issues remain unresolved, mention them in the conclusion. Write in a brief, concise manner, for your readers are already familiar with everything you talk about.
j. Recommendations
Give directions/propositions on how a problem you’ve investigated can be solved. List them clearly, and rely on the materials that you used.
k. References
List all the sources of information that you used during your report writing. Use an alphabetical order.
l. Appendices
Include data tables, background calculations, specification lists for equipment used, details of experimental configuration, and other information needed for completeness, but which would bog down the discussion in the body of the report. Your Appendices must each have a footer with numbered pages for that appendix.