· web viewreceived on job training of 15 days at tcs, mumbai from 1st march to 15th march 2005...

UNIT – 8 - WRITING LETTERSUNIT – 8 - WRITING LETTERS

SIGNIFICANCE

Any business has to correspond in writing with its customers, branches, suppliers, bankers, and others with whom it has relationship. Business letters reach to the large numbers of people across the city, nation and world. They are our representative.

Business letters assist you in sustaining your business relationships.

They are appropriate form of communication.

They serve as permanent records and are valuable repository of information

They help to reach large number of targeted readers

PURPOSE

The ultimate purpose of writing business letter is to sustain and establish business relationships. But they differ in their contents. They are written

To inform To congratulate To enquire To orderTo request To collect dues To complain To make adjustmentTo sell To apply

BUSINESS LETTER FORMAT/STRUCTURE

Business letter has four components:

1. Heading2. Opening

3. Body4. Closing

1. HEADING

Two ways of writing the address can be followed:

1. RAJ CHOPRAA-111Golden PlazaAshram RoadAhmedabadOctober 13, 2001

2. RAJ CHOPRAA-111Golden PlazaAshram RoadAhmedabad13 October 2001

www.gtucampus.com study material 1

2. OPENING

The opening comprises

The inside address of the recipient The attention line The salutation

Inside Address

The inside address of the recipient is always written on the left hand margin of the letter

Mr. Suresh Mehta, M. D. Premium Industries416, Sector 14Gurgaon – 122016

Attention Line

Typed below the address and above the salutation Begins in the left hand margin

ATTENTION: FINANCE DEPARTMENT OR

Attention: Finance Department

Salutation

Dear Ruby:Dear Ms. Agarwal:Madam:Sir:Dear Sir:

3. THE BODY

The body of a letter has two parts:

1. The Subject Line

Main content in brief It starts on the left hand margin A colon always follows the word “Subject”, e.g.

Subject: Training Review

2. The Message

The main message elaborated in two paragraphs


4. CLOSING

The complimentary close

Salutation CloseDear Ruby: Cordially,Dear Ms. Agarwal: Sincerely,Madam: Yours truly,Sir: Yours truly,Dear Sir: Yours faithfully,

The company and the writer’s signature

Yours truly,THE AMELIUS COMPANY

OR

Anand KaulVice PresidentMarketing Department

Reference initials or Identification Marks

Only if the writer’s name is not included in the letter When the writer’s name is omitted from the letter, his initials are written first and are followed by the typist’s

initials. If there are three initials, the first indicated the person who signed the letter, the second initials belongs to a

person who wrote the letter, and the third indicated that he had typed it. The reference initials can be put in either of these forms:

RKMahalwar/amRKM/AMRKM/amRKM/ft/am

Enclosure notation

The manner of writing this notation is as follows:

EnclosureEncl.Enclosures:

Postscript

Notation for additional information and is written as PS:


STYLES OF PRESENTATION

1. The Indented Style2. The Block Style 3. The Complete-block Style 4. The Semi-block Style5. The Hanging-indented Style


Example

BHARAT ALUMINIUM CORPORATION303, Jahangir Road

Ahmedabad – 380 003

20 October 2001

The General ManagerAmbuja Cements Company LimitedJunagadh

Dear Mr. Basu:

Subject:

Message in one or two paragraphs

Yours Faithfully,J. D. KamathPurchase Officer

ANK/lgEncl: 1


QUOTATIONS, ORDERS AND TENDERS

Inviting Quotations

Letter of enquiry Needs, shape, size, quality etc Request to quote the prices and terms of payment Time limit Installation, demonstration

Sending Quotations

Mode and terms of payment Place and time of delivery Method of transport Charges on account of sales tax, octroi, freight and insurance Packing and forwarding charges

Placing Orders

Place a clear and firm order Give detail description of the items i.e. size, color, quality, etc. Specify the quantity Indicate the mode and terms of payment The mode of transport Specify the time period State the place where you want the goods delivered Whether you want insured goods

Example

1. Atmiya Institute of Technology and Science is inviting the quotations for the necessary equipments to furnish its computer lab with 250 computers. Interested parties are invited to send in the quotations.

2. Micro City Ltd. Bombay is sending the quotations.

3. Atmiya Institute of Technology and Science places the order.


SALES LETTERS

Introductory Paragraph

Making a striking statement Stating a significant fact Relating an anecdote, a joke or a story Making special offers Focusing the central selling point Making special appeals to the pride of possession, vanity, etc. Asking a question

The Body

Explain the qualities of your product and its special featuresConvince him that claims are true

Trial offers Guarantees Free samples Testimonials by users Test results Statistics Enclosing additional literature

Concluding Paragraph

Avoid negative conclusions

Example

1. Zeel Manufacturers India Ltd., Bombay wants to sell Diesel Engine. Draft a good sales letter.


CLAIM/ COMPLAINT AND ADJUSTMENT LETTERS

Why we make claim?

Because goods are consigned to wrong destinations Sometimes too late Sometimes in less than the required quantities

Four elements of claim letter

Give explanation of what has gone wrong A statement of the inconvenience caused or the loss suffered as a result of the mistake or defect Motivate him to take necessary action promptly to rectify the situation A statement of what adjustment you would consider fair

Offering Adjustments

Claim letter is not a nuisance Opportunity to re-examine Claim must be answered promptly Examined on its merits/convince If accepted, explain why error occurred

Practical hints

Answer Promptly Address your letter personally Thank customer and apologize for the trouble If claim is reasonable offer the adjustment Offer cooperation If you are refusing claims, state the reasons Be polite in answering

Example

1. As the Purchase Officer of an organization you had ordered 12 laptops after examining the sample sent by the wholesaler. The consignment arrives you is not as per the sample you had approved. Write a claim letter demanding their replacement.

2. Draft a suitable reply to above letter accepting the mistake, offering replacement and promising greater care in future. Invent the details.


CREDIT AND COLLECTION LETTERS

Credit is “promising payment in future” & Collection is “obtaining payment from the debtor”

Buy now pay later Increases sales Seller offers credit on buyer’s Capital, Capacity, Character, Reputation, Goodwill Hazardous Credit applicant has to supply information about him Gives information about financial standing in market

TYPES OF CREDIT LETTER

1. Requesting credit 2.Granting credit 3. Refusing credit

Requesting credit includes

Source of information Place the order Give essential information about business

Supply credit references Promise to supply further information

Granting credit

Mention the grant of credit Assure that the order is being executed

Show the credit reference Explain the terms of credit

Refusing credit

Thank the applicant for the request State the reasons for refusing credit

Suggest the possibilities in future

COLLECTION PROCEDURE

Collection of money is essential It gives lubrication to business organization It ensures the business relationship with the customers

Points taken into consideration while writing collection letters are as follows:

Be courteous with the debtor Assume that he intends to pay Decide the time gap

State monthly statement Write a personal letter Legal action is a last resort

Examples

1. As credit manager of the Navneet Publication, Ahmedabad, you have received a request from the Store Officer of a local college for the supply of stationary worth Rs 50,000 every month on credit basis. Inventing the necessary details, write two letters, one granting the credit and the other refusing it. In each state the reasons for your decision.

2. The main branch of Navyoug Commercial Bank, Hyderabad has not paid Rs 23,500 to the local stationary trader for the supply of stationery to its store. The amount has been outstanding for the last three months. As the credit manager of Stationery Store write a personal letter to the Bank manager for collection.


UNIT – 13 - THE JOB SEARCH

We search the job from 1. Placement centre of college or university2. Tutor or instructors3. Friends sharing same or allied field4. Professional affiliations and publications5. Employment news or advertisement6. Web sites

CRITERIA/APPROACHES FOR MAKING EFFECTIVE RESUMESThere are two criteria or approaches for making effective resumes

1. REVERSE CHRONOLOGICAL RESUMEIt is written by/for

traditional job applicant or fresher those who wish to enter professional life after obtaining degree professionals who have made steady progress in one profession stability at one place

2. FUNCTIONAL RESUMEIt is written by/for

non traditional job applicant person who has plan to enter profession in which s/he has not received formal college certification person who is changing his job frequently

STEPS TO PREPARE RESUME

1. IDENTIFICATION Name

Address – local or permanent with pin code

Phone Numbers

Email address

Name of web site

2. CAREER OBJECTIVES (optional) Area of interest/choice

Mention your core/main strength

3. EMPLOYMENT Includes details of past jobs

Present the detail in reverse chronological order e.g. mention the current job first and then mention previous job

Mention job title

Name of the company/firm with address

Duration of the job

Duties and responsibilities rendered


4. EDUCATION Document your educational experiences in reverse chronological order Begin with most recent degree (Department – College – School) Mention the title of the degree with date/month & year Mention the area of specialization Give the address of institute/university No years attended in degree Mention Grade Point Average (if required) Include Academic Club Membership (if any) Highlight unique course work Include the project undertaken Highlight academic honours/awards/scholarships received

5. PROFESSIONAL SKILLSThese are the unique skills required in an employee by employer. These includes

Special accomplishments & awards On job training received Training you have provided Seminars and Presentations given New techniques or procedure invented or implemented Publications

6. PROFESSIONAL AFFILIATIONS Mention if you belong to regional/national/international club or membership Rotary or Lions Club

7. PERSONAL DATA Hobbies Languages known Do not include sex/gender, religion, height, weight, religious affiliations/marital status or photograph

8. REFERENCES (optional) Give 1 / 2reference/s of colleagues/head etc Include Name, Designation, Address, Phone number/s

STYLE OF WRITING EFFECTIVE RESUME

Avoid writing text

Use short sentences

Be brief

Avoid spelling and grammatical errors

List your achievements/awards/skills in sequence

Do not exaggerate your achievements

Be reasonable in showing your achievements/skills

Make resume reader oriented


CRITERIA FOR EFFECIVE LETTERS OF APPLICATION

It is a covering letter for your resume. It includes

1. Date

2. Writer’s address

3. Recipient’s address

4. Subject

5. Saluation

6. Introduction. It includes

Mention from where you discovered the job applying

Mention specific job you are applying for

Sum up your final academic degree and your core strength

7. Discussion

Focus on your unique skills which benefit prospective employer in brief

Mention some facts and figures of your credit

8. Conclusion is a optimist call for interview. It can be written e.g. I wish to hear from you soon

Give your contact numbers. It can be written e.g. I can be reached at 0123456789


MODEL LETTER OF APPLICATION

17 April 2006

From

Mr Vikram A Agarwal A – 1Platinum ApartmentC G RoadAhmedabad – 380 001

To

HRD ManagerSuzlon Sofware Services Ashram RoadAhmedabad – 380 001

Subject: To apply for the post of System Analyst

Sir/Madam

With reference to the above subject matter I would like to apply for the advertised post of System Analyst at your esteemed company in The Times of India of 13th April 2006, I would like to apply for the same.

I have Bachelor & Master degree in Computer Application at my credit. I have been awarded with gold medal in both for securing 1st position in Saurashtra University, Rajkot. I have experience of more than 2 year as a Sr Programmer and Developer. I have expertise to develop software in .net and posses good interpersonal and communication skills.

I wish to hear from you soon. I can be reached at 0123456789.

Thanking you.

Yours truly,(Vikram Agarwal)

Enclosures 1. Resume2. Photocopies of certificates


MODEL RESUME

Mr Vikram A Agarwal A – 1Platinum ApartmentC G RoadAhmedabad – 380 001Contact Nos – 1. 079 – 1234567

2. 99-999-99999email ID – [email protected] - www.vikram.com

CAREER OBJECTIVETo sharpen the skills by developing first rate quality software in .net

PRESENT EMPLOYMENT

Atmiya Infotech Pvt Ltd, Yogidham, Rajkot – 360 005 Designation : Sr ProgrammerDate of Joining : 1st February 2006Duties & responsibilities :

To collect the data to prepare the software To analyse & interpret the data To prepare the blue print of the software To check it out by implementing it To solve the queries it arise To train the staff & subordinates

PAST EMPLOYMENT

Infosoft Pvt Ltd, C G Road, Ahmedabad – 380 001Designation : ProgrammerDuration of Job : 2 YearsDuties Performed :

To collect the data to prepare the software To analyse & interpret the data To prepare the blue print of the software

EDUCATION

MASTER OF COMPUTER APPLICATION (MCA)Atmiya Institute of Technology & ScienceYogidhamRajkot – 360 005

Duration of the Course : 2 Years (4 semesters)Month & Year of Completion : June 2003Result : 69 % (Distinction)


http://www.info.com/

mailto:[email protected]

BACHELOR OF COMPUTER APPLICATION (BCA)Shri M & N Virani Science CollegeYogidhamRajkot – 360 005

Duration of the Course : 3 Years (6 semesters)Month & Year of Completion : June 2001Result : 79 % (Distinction)

ACHIEVEMENTS & MEMBERSHIP

Received many awards in sports Received Sarvodaya Kelavani Samaj Scholarship to pursue MCA for outstanding performance in BCA Awarded with 2 Gold Medals for securing 1st position at University Exam in BCA & MCA respectively Successfully completed the projects on 1. Security System (BCA)

2. Campus Online (MCA) Member of Alumni of Atmiya Institute of Technology & Science Life Member of ISTE, New Delhi

PROFESSIONAL SKILLS

Successfully completed a certificate course in “Development of Interpersonal & Linguistic Skills” at Atmiya Language Learning Centre, Rajkot in the year 2002.

Received on job training of 15 days at TCS, Mumbai from 1st March to 15th March 2005 Presentation was given on .net Technology at Saurashtra University, Rajkot on 4th April 2005 Workshop of 2 days on Embedded System was conducted at Department of Computer Science, Ahmedabad on 6th & 7th

August 2005. Published 4 papers in national journal of “Computer Science” on

1. Linux Security2. Grid Computing3. .net Technology4. Embedded System – A new revolution

PROFESSIONAL AFFILIATIONS

Member of syllabus designing committee of Saurashtra University, Rajkot & S P University, V V Nagar Life Member of “Computer Science Club” Delhi Member of Books India Ltd. Member of Lions Club

PERSONAL DATA

Hobbies : Reading books on Computer Writing articles for magazines and books Learning foreign languages

Languages Known : Gujarati (mother tongue)Hindi (national language)English (international language)German (foreign language)

REFERENCES

1. Mr Hemant MohiteDirector, Atmiya Infotech Pvt Ltd., Yogidham, Rajkot – 360 005Contact No : 99-999-99999


ON LINE RESUMES

ADVANTAGES

Numerous employers can access it instantly

Detailed portfolio of work and its documentation/write up can be prepared

Colourful graphics, animation or sound can be included

It can be updated quickly & easily

DISADVANTAGES

Sometimes email which comes as an attachment cannot be viewed as it was sent because of different operating system

Formatting will not be proper every time

Unnecessary page breaks can be seen

SUGGESTIONS

Construct online resume differently

Create an ASCII version of resume e.g. Letters from A to Z – both upper and lower case – Numbers 0 to 9, Punctuation

marks !, “ ”, @ etc.

Do not use extended ASCII version

Nowadays employers use “Electronic Applicant Tracking Technique” to screen resumes

The company’s computer program scans resumes as raster images

Then Optical Character Recognition (OCR) software translates the bitmap images in to standard ASCII

Software uses AI to read ASCII text

If resume contains sufficient number of these characters, your resume will be forwarded to HRD for follow up

TECHNIQUES FOR INTERVIEWING EFFECTIVELY

Dress your self decently

Reach at the place on time

Do not chew gum or tobacco

Do not smoke or drink wine/tea/coffee before the interview

Keep your body language in your control

The speed of speech must be moderate and audible

Come prepared

Write an application for the post of Network Administrator in Atmiya Infotech Pvt Ltd., Rajkot.

Write a covering letter and prepare a resume.


· web viewreceived on job training of 15 days at tcs, mumbai from 1st march to 15th march 2005...

Documents